Date:

Time:

Meeting Room:

Venue:

 

Wednesday 18 April 2018

9am

Council Chambers
15 Forth Street
Invercargill

 

Council

OPEN MINUTES FOR CONFIRMATION

 

 

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

 

5.1         Meeting minutes of Council, 22 February 2018                                                                                2

5.1         Meeting minutes of Council, 27 March 2018                                                                                   16

9.1         Meeting minutes of Otautau Community Board, 9 February 2018                                   28

9.2         Meeting minutes of Riverton/Aparima Community Board, 12 February 2018           34

9.3         Meeting minutes of Tuatapere Community Board, 13 February 2018                            41

9.4         Meeting minutes of Riverton Harbour Subcommittee, 16 October 2017                      46

9.5         Meeting minutes of Balfour Community Development Area Subcommittee, 25 October 2017                                                                                                                                                                          52

9.6         Meeting minutes of Mossburn Community Development Area Subcommittee, 30 October 2017                                                                                                                                                      58

9.7         Meeting minutes of Nightcaps Community Development Area Subcommittee, 10 October 2017                                                                                                                                                      64

9.8         Meeting minutes of Ohai Community Development Area Subcommittee, 10 October 2017                                                                                                                                                                          71

9.9         Meeting minutes of Riversdale Community Development Area Subcommittee, 25 October 2017                                                                                                                                                      80

 

Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chambers, 15 Forth Street, Invercargill on Thursday, 22 February 2018 at 9am.

 

present

 

Mayor

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

John Douglas

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

IN ATTENDANCE

Chief Executive Officer – Steve Ruru

Group Manager, Services and Assets – Ian Marshall

Group Manager, Community and Futures – Rex Capil

Chief Financial Officer – Anne Robson

People and Capability Manager – Janet Ellis

Group Manager, Customer Support – Trudie Hurst

Communications Manager – Louise Pagan

Governance and Democracy Manager – Clare Sullivan

Committee Advisor - Fiona Dunlop

 


1             Apologies

 

Apologies were received from Councillors Duffy, Kremer and Perham.

 

Resolution

Moved Cr Frazer, seconded Cr Dillon and resolved:

That Council accept the apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

Cr Macpherson advised that he had a conflict of interest relating to item 8.3 – Venture Southland 2018-2019 Draft Work Programme.  He would not take part in debate or voting on the matter.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Council Minutes

 

Resolution

Moved Cr Paterson, seconded Cr Dillon and resolved:

That Council confirms the minutes of ordinary meetings held on 27 September 2017 and 13 December 2017 and the extraordinary meeting held on 31 January 2018 as a true and correct record of those meetings.

 

Reports - Policy and Strategy

 

 

7.1

Draft Trade Waste Bylaw 2018

Record No:       R/18/1/1282

 

Strategic Manager Water and Waste – Ian Evans and Policy and Planning Consultant – Rebecca McElrea were in attendance for this item.

 

 

Resolution

Moved Cr Dillon, seconded Cr Douglas and resolved:

That the Council:

a)            Receives the report titled “Draft Trade Waste Bylaw 2018” dated 12 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.

d)           Determines that a bylaw is the most appropriate way of addressing the issues relating to the regulation and management of trade waste.

e)            Determines that the draft Trade Waste Bylaw 2018 is the most appropriate form of bylaw pursuant to Section 155(2)(a) of the Local Government Act 2002.

f)             Determines that the draft Trade Waste Bylaw 2018 does not give rise to any implications under the New Zealand Bill of Rights Act 1990 pursuant to section 155(2)(b) of the Local Government Act 2002.

g)           Endorses the draft Trade Waste Bylaw 2018 (with any desired amendments).

h)           Endorses the Statement of Proposal attached to this report (with any desired amendments).

i)             Releases the draft Trade Waste Bylaw 2018 and the Statement of Proposal for public consultation, in accordance with the Special Consultative Procedure outlined in sections 83 and 86 of the Local Government Act 2002, from 1 March 2018 to 5pm on 2 May 2018.

 

 

Reports - Operational Matters

 

 

8.1

Financial Report for the month ended 31 December 2017

Record No:       R/18/1/1161

 

Chief Financial Officer – Anne Robson and Project Accountant - Dipal Patel were in attendance for this item.

 

 

Resolution

Moved Cr Baird, seconded Cr Macpherson and resolved:

That the Council:

a)            Receives the report titled “Financial Report for the month ended 31 December 2017” dated 13 February 2018.

 

 

8.2

Southland Regional Development Strategy (SORDS) - Southland Story Project

Record No:       R/18/1/1510

 

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

 

 

Resolution

Moved Cr Ford, seconded Cr Frazer and resolved:

That the Council:

a)            Receives the report titled “Southland Regional Development Strategy (SORDS) - Southland Story Project” dated 27 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 Southland District Council involvement with the “Southland Regional Development Strategy (SORDS) - Southland Story Project”

 

e)            Confirms Cr Julie Keast and Cr Brian Dillon as Southland District Council representatives on the Southland Regional Development Strategy (SORDS) - Southland Story Project Advisory Group.

 

 

Councillor Macpherson withdrew from the table due to a conflict of interest.

 

 

8.3

Venture Southland 2018 - 2019 Draft Work Programme

Record No:       R/18/2/2268

 

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

 

 

Resolution

Moved Mayor Tong, seconded Cr Paterson and resolved:

That the Council:

a)            Receives the report titled “Venture Southland 2018 - 2019 Draft Work Programme ” 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.

 

d)           Endorses its decision of 19 July 2017 to give notice to the Invercargill City Council and Gore District Council of its intention to exit the Venture Southland Agreement 2014 – 2017.

 

e)            Asks Venture Southland to prepare a work programme and budget from 1 July 2018 to 1 February 2019 for Council to consider – with deliverables to be negotiated based on being 7/12 of the operating year time and resource allocation and 7/12 of the allocated Southland District Council annual budget for Venture Southland contribution of $1,742,000 – or specifically $1,016,167.

 

f)             Request the Chief Executive to initiate discussions with Invercargill City Council and Gore District Council to determine the process by which the Venture Southland Heads of Agreement 2014-2017 exit process is to be managed.

 

g)           Notes that it will need to make decisions relating to the establishment and funding of the proposed Southland Regional Development Agency once the decision making process for this proposal is more advanced.

 

Councillor Macpherson returned to the table.

 

 

8.4

Offer from Crown to Vest the Causeway and Land in Council along the Riverton Estuary

Record No:       R/17/12/32459

 

Group Manager, Services and Assets – Ian Marshall and Strategic Manager Property Kevin McNaught were in attendance for this item.

 

 

Resolution

Moved Cr Paterson, seconded Cr Baird and resolved:

That the Council:

a)            Receives the report titled “Offer from Crown to Vest the Causeway and Land in Council along the Riverton Estuary” dated 14 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.

 

d)           Resolves to accept the vesting from the  Crown for the following lands and purposes:

 

         Sections 3 and 4 SO Plan 420004 as Local Purpose (Harbour Protection) Reserve and to become the responsibility of the Riverton Harbour Subcommittee.

         Sections 1, 5 and 6 as Recreation Reserve and to become the responsibility of the Riverton/Aparima Community Board.

         Section 2 SO Plan 420004 be declared road and vested in Council.

         That the vesting of sections 1,5 and 6 not be undertaken untill the land has been cleared of all concrete, rock debris and any other materials dumped on the site.

 

 

8.5

Clarification of a project planned for the current financial year - new toilet and ground works at Fern Gully on Stewart Island/Rakiura

Record No:       R/18/2/3077

 

Group Manager, Services and Assets – Ian Marshall and Strategic Manager Property Kevin McNaught were in attendance for this item.

 

 

Resolution

Moved Cr Ford, seconded Cr Keast and resolved:

That the Council:

a)            Receives the report titled “Clarification of a project planned for the current financial year - new toilet and ground works at Fern Gully on Stewart Island/Rakiura” dated 14 February 2018.

 

b)           Confirms the scope of works of the 2017/18 project number 840-A as being; the provision of a new toilet and ground works at Fern Gully on Stewart island/Rakiura.

 

c)            Notes that the Department of Conservation will help with the installation of the toilet and have agreed to fund all cleaning and products and the cost of annual sewage removal to be shared 50/50 between Department of Conservation and Council and those costs be charged to the district toilet activities

 

d)           Confirms the funding for undertaking the project being the reserves of the Stewart Island/Rakiura Community Board and that the annual sewage removal costs be funded from the district toilets budgets.

 

 

8.6

Management Report

Record No:       R/18/2/2777

 

Chief Executive – Steve Ruru was in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Cr Frazer and resolved:

That Council:

a)            Receives the report titled “Management Report” dated 8 February 2018.

 

 

Reports - Governance

 

 

9.1

2018 Southland District Council Scholarship Recipients

Record No:       R/18/2/2714

 

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

 

 

Resolution

Moved Cr Douglas, seconded Cr Dillon and resolved:

That the Council:

a)            Receives the report titled “2018 Southland District Council Scholarship Recipients” dated 8 February 2018.

 

b)           Approves the 2018 Southland District Council scholarship recipients as recommended by the Southland District Council Scholarship and Bursaries Interview Panel – being:

·                Centennial Bursary (2,000 each recipient): Katelin Cotter and Connor Ballantyne.

·                Valmai Robertson Arts Scholarship ($2,500 contestable):

·                Jordis Cowan $250

·                Ella Kutsyk $250,

·                Tess Kutsyk $250

·                Tallulah Cockburn $250

·                Noah Cockburn $250

·                Kayla Barker $250

·                Shauna McLean $250

·                Isabelle Guise $375

·                Dashane Du Plessis $375.

·                ‘Eric Hawkes Memorial’ Outward Bound Scholarship 18 – 27 years: Jamie Campbell.

·                ‘Eric Hawkes Memorial’ Employee Outward Bound Scholarship: Gloria Eno.

 

 

9.2

Minutes of the Edendale-Wyndham Community Board Meeting dated 24 October 2017

Record No:       R/17/12/30159

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receives the minutes of the Edendale-Wyndham Community Board meeting held 24 October 2017 as information.

 

 

9.3

Minutes of the Otautau Community Board Meeting dated 19 October 2017

Record No:       R/17/12/29923

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receives the minutes of the Otautau Community Board meeting held 19 October 2017 as information.

 

 

9.4

Minutes of the Stewart Island/Rakiura Community Board Meeting dated 13 February 2017

Record No:       R/17/11/28930

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receives the minutes of the Stewart Island/Rakiura Community Board meeting held 13 February 2017 as information.

 

 

9.5

Minutes of the Stewart Island/Rakiura Community Board Meeting dated 10 April 2017

Record No:       R/17/11/28932

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receives the minutes of the Stewart Island/Rakiura Community Board meeting held 10 April 2017 as information.

 

 

9.6

Minutes of the Stewart Island/Rakiura Community Board Meeting dated 12 June 2017

Record No:       R/17/11/28933

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receives the minutes of the Stewart Island/Rakiura Community Board meeting held 12 June 2017 as information.

 

 

9.7

Minutes of the Stewart Island/Rakiura Community Board Meeting dated 15 August 2017

Record No:       R/17/11/28936

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receives the minutes of the Stewart Island/Rakiura Community Board meeting held 15 August 2017 as information.

 

 

9.8

Minutes of the Stewart Island/Rakiura Community Board Meeting dated 30 October 2017

Record No:       R/17/11/28940

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receives the minutes of the Stewart Island/Rakiura Community Board meeting held 30 October 2017 as information.

 


 

 

9.9

Minutes of the Tuatapere Community Board Meeting dated 17 October 2017

Record No:       R/17/12/30250

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receives the minutes of the Tuatapere Community Board meeting held 17 October 2017 as information.

 

 

9.10

Minutes of the Wallacetown Community Board Meeting dated 26 October 2017

Record No:       R/17/11/29009

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receives the minutes of the Wallacetown Community Board meeting held 26 October 2017 as information.

 

 

9.11

Minutes of the Winton Community Board Meeting dated 9 October 2017

Record No:       R/17/12/29563

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receives the minutes of the Winton Community Board meeting held 9 October 2017 as information.

 

 

9.12

Minutes of the Stewart Island Jetties Subcommittee Meeting dated 1 September 2017

Record No:       R/17/11/28950

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receive the Minutes of the Stewart Island Jetties Subcommittee Meeting dated 1 September 2017 for information.

 


 

 

9.13

Minutes of the Stewart Island Jetties Subcommittee Meeting dated 30 October 2017

Record No:       R/17/11/28944

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receives the minutes of the Stewart Island Jetties Subcommittee meeting held 30 October 2017 as information.

 

 

9.14

Minutes of the Stewart Island/Rakiura Visitor Levy Subcommittee Meeting dated 29 June 2017

Record No:       R/17/11/28942

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receives the minutes of the Stewart Island/Rakiura Visitor Levy Subcommittee meeting held 29 June 2017 as information.

 

 

9.15

Minutes of the Te Anau Basin Water Supply Subcommittee Meeting dated 8 August 2017

Record No:       R/18/1/552

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receives the minutes of the Te Anau Basin Water Supply Subcommittee meeting held 8 August 2017 as information.

 

 

9.16

Minutes of the Manapouri Community Development Area Subcommittee Meeting dated 30 August 2017

Record No:       R/18/1/644

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receives the minutes of the Manapouri Community Development Area Subcommittee meeting held 30 August 2017 as information.

 


 

 

9.17

Minutes of the Otautau Community Board Meeting dated 7 December 2017

Record No:       R/18/2/3144

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receives the minutes of the Otautau Community Board meeting held 7 December 2017 as information.

 

 

9.18

Minutes of the Riverton/Aparima Community Board Meeting dated 11 December 2017

Record No:       R/18/2/3145

 

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That Council receives the minutes of the Riverton/Aparima Community Board meeting held 11 December 2017 as information.

 

 

Public Excluded

 

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

Resolution

Moved Cr Dillon, seconded Cr Keast and resolved:

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

C10.1 Update on Representation Review

C10.2 Public Excluded Minutes of the Stewart Island/Rakiura Community Board Meeting dated 12 June 2017

C10.3 Public Excluded Minutes of the Stewart Island/Rakiura Community Board Meeting dated 1 September 2017

C10.4 Public Excluded Minutes of the Stewart Island/Rakiura Community Board Meeting dated 30 October 2017

C10.5 Public Excluded Minutes of the Stewart Island Jetties Subcommittee Meeting dated 1 September 2017

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

Update on Representation Review

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

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.

Public Excluded Minutes of the Stewart Island/Rakiura Community Board Meeting dated 12 June 2017

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

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

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.

Public Excluded Minutes of the Stewart Island/Rakiura Community Board Meeting dated 1 September 2017

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

Public Excluded Minutes of the Stewart Island/Rakiura Community Board Meeting dated 1 September 2017

 

Public Excluded Minutes of the Stewart Island/Rakiura Community Board Meeting dated 30 October 2017

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.

 

Public Excluded Minutes of the Stewart Island Jetties Subcommittee Meeting dated 1 September 2017

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

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 Chief Executive Officer, Group Manager, Services and Assets, Group Manager, Community and Futures, Chief Financial Officer, People and Capability Manager, Group Manager, Customer Support, Communications Manager, Committee Advisor, Governance and Democracy Manager be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C10.1 Update on Representation Review, C10.2 Public Excluded Minutes of the Stewart Island/Rakiura Community Board Meeting dated 12 June 2017, C10.3 Public Excluded Minutes of the Stewart Island/Rakiura Community Board Meeting dated 1 September 2017, C10.4 Public Excluded Minutes of the Stewart Island/Rakiura Community Board Meeting dated 30 October 2017 and C10.5 Public Excluded Minutes of the Stewart Island Jetties Subcommittee Meeting dated 1 September 2017. 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 9.43am.

 

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 10.20am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON THURSDAY 22 FEBRUARY 2018.

 

 

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

 

 

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

 


 

Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chamber, Southland District Council, 15 Forth Street, Invercargill on Tuesday, 27 March 2018 at 9am.

 

present

 

Mayor

Mayor Gary Tong

 

Deputy Mayor

Paul Duffy

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

John Douglas

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

IN ATTENDANCE

Chief Executive Officer – Steve Ruru

Group Manager, Environmental Services – Bruce Halligan

Group Manager, Services and Assets – Matt Russell

Chief Financial Officer – Anne Robson

Group Manager, Customer Support – Trudie Hurst

Communications Manager – Louise Pagan

Committee Advisor - Fiona Dunlop

 


1             Apologies

 

Apologies were received from Councillor Perham.

 

Moved Cr Harpur, seconded Cr Baird and resolved:

That Council accept the apology.

 

 

2             Leave of absence

 

There were leaves of absence received from Councillors as follows:

 

Moved Mayor Tong, seconded Cr Macpherson and resolved that Council grant leave of absence to Councillor Duffy from 17 to 23 April 2018, Councillor Paterson from 17 to 23 April 2018 and Councillor Perham from 1 April to 31 May 2018.

 

 

3             Conflict of Interest

 

Councillors Duffy and Macpherson declared a conflict of interest in relation to item 9.3 - Southland Regional Heritage Joint Committee - Heads of Agreement 2017-2024.  They would not take part in discussion or voting on the matter.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Council Minutes

 

Resolution

Moved Cr Frazer, seconded Cr Kremer and resolved:

That Council confirms the minutes of the meeting held on Tuesday 27 February 2018 as a true and correct record of that meeting.

 


 

 

Reports - Operational Matters

 

 

8.1

Management Report

Record No:       R/18/3/5481

 

Chief Executive – Steve Ruru was in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Cr Douglas and resolved:

That Council:

a)            Receives the report titled “Management Report” dated 13 March 2018.

 

 

8.2

Forecasted Financial Position for the year ending 30 June 2018

Record No:       R/18/3/5990

 

Graduate Accountant – Kate Westenra and Chief Financial Officer – Anne Robson were in attendance for this item.

 

 

Resolution

Moved Cr Ford, seconded Cr Frazer  recommendations a to f and g with an addition (as indicated) and resolved:

That the Council:

a)            Receives the report titled “Forecasted Financial Position for the year ending 30 June 2018” dated 19 March 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)           Note the forecasted changes to Council’s year-end financial performance and position as detailed in attachment B and C of the officers report.

 

e)            Approves the changes as detailed in attachment A of the officers report.

 

f)             Agrees to consider as part of the 2018-2028 Long Term Plan submission process the inclusion of projects being deferred from the current year as detailed in attachment D of the officers report.

 

g)           Approves the following unbudgeted expenditure for the 2017/18 financial year:

 

Business Unit

Expense

Amount

Funding Source

Customer Service

Acquisition of ex roading vehicle

$15,000

Loan

Financial Services

Increases in Council’s valuation contract and legal fees

$77,500

District Op Reserve

People and Capability

Uniform re-branding

 $24,196

Corporate Uniform reserve

People and Capability

Increased recruitment costs

 $58,425

District Op Reserve

Community Leadership

Training and associated costs 

 $20,000

District Op Reserve

Community Leadership

Stewart Island/Rakiura Economic Study

 $40,000

Grant

Community Leadership

Purchasing two vehicles instead of leasing.

 $62,592

Loan

Chief Executive

Increased operational costs

 $133,504

District Ops reserve

Operations & Community Service

1 early replacement , 1 vehicle purchased instead of leased and 1 additional team leader vehicle

$95,041

Loan & Reserve

Communications and Engagement

Increased operational costs

$20,000

District Ops reserve

Building Regulation

Increased operational costs

 $35,023

District Ops reserve & unused budget

Building Regulation

Purchasing two vehicles instead of leasing.

 $72,258

Loan

Resource Planning/Policy

Increased district plan costs

 $30,000

District Ops reserve

Venture Southland - Grant

Budgeting error, Te Anau Destination Fiordland contribution

 $13,601

District Ops reserve

Buildings - Invercargill Office

Office refurbishments

 $13,337

Property Development reserve

Roading - Administration

One early replacement vehicle

 $45,204

Depreciation Motor Vehicle reserve

Roading - Special Purpose

Sealing of lower Hollyford Road

 $286,620

100% NZTA

Hall - Colac Bay

Urgent repairs to building

$11,600

Colac Bay Com Centre reserve & unused budgets

SS Riversdale - Sludge Removal

Increase in sludge removal costs

 $84,014

Loan

Stormwater Drainage - Winton

Clyde/Eglington St SW Repairs

 $18,488

Winton General reserve

SIESA - Operations

Increased operational costs

 $103,489

SIESA Operations reserve

SIESA - Waste Recovery

Increased operational costs

 $18,000

SIESA Operations reserve

Water Services

Potential cost allowance for Havelock North drinking water implications

$100,000

District Water Reserve

Water, Wastewater and Stormwater

Potential cost allowance for Water and Land plan appeals

$100,000

District Water & Wastewater Reserves and Local reserves

Tuatapere Community Board

Purchase of railway irons, sleepers and other materials

$9565

Tuatapere General Reserve

 

Please note that Item 9.1 – Stewart Island Community Planning Final Report was taken later in the meeting.

 

Reports - Governance

 

 

9.2

Southland Museum and Art Gallery Trust Board - Statement of Intent 2018/2019, and Quarterly Report for second quarter of 2017/2018

Record No:       R/18/3/4665

 

Group Manager Environmental Services – Brice Halligan was in attendance for this item.

 

 

Resolution

Moved Cr Paterson, seconded Cr Macpherson and resolved:

That the Council:

a)            Receives the report titled “Southland Museum and Art Gallery Trust Board - Statement of Intent 2018/2019, and Quarterly Report for second quarter of 2017/2018” dated 19 March 2018.

b)           Determines that this matter or decision be recognised 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 Southland Museum and Art Gallery Trust Board - Statement of Intent 2018/2019.

 

(Councillors Duffy and Macpherson withdrew from the table due to a conflict of interest.)

 

9.3

Southland Regional Heritage Joint Committee - Heads of Agreement 2017-2024

Record No:       R/18/3/5763

 

Group Manager Environmental Services – Brice Halligan was in attendance for this item.

 

 

Resolution

Moved Cr Ford, seconded Cr Frazer and resolved:

That the Council:

a)            Receives the report titled “Southland Regional Heritage Joint Committee - Heads of Agreement 2017-2024” dated 20 March 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)           Agrees that the revised “Southland Regional Heritage Joint Committee Heads of Agreement 2017 – 2024” be approved and executed by Council.

 

(Councillors Duffy and Macpherson returned to the meeting.

 

9.4

Milford Community Trust - Draft Statement of Intent 2018 - 2021

Record No:       R/18/3/5529

 

Community Partnership Leader – Simon Moran was in attendance for this item.

 

 

 

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Harpur and resolved:

That the Council:

a)            Receives the report titled “Milford Community Trust - Draft Statement of Intent 2018 - 2021” dated 19 March 2018.

 

 

9.5

Extraordinary Vacancy - Balfour Community Development Area Subcommittee

Record No:       R/18/3/6047

 

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

 

 

Resolution

Moved Cr Dillon, seconded Cr Douglas and resolved:

That the Council:

a)            Receives the report titled   Extraordinary Vacancy - Balfour Community Development Area Subcommittee” dated 19 March 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)           Confirms the Balfour Community Development Area Subcommittee’s recommendation that Mr Trevor Drake be appointed to fill the vacancy on the subcommittee effective from March 2018.

 

 

9.6

Extraordinary Vacancy - Limehills/Centre Bush Community Development Area Subcommittee

Record No:       R/18/3/6065

 

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

 

 

Resolution

Moved Cr Dillon, seconded Cr Douglas and resolved:

That the Council:

a)            Receives the report titled Extraordinary Vacancy - Limehills/Centre Bush Community Development Area Subcommittee” dated 19 March 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)           Confirms the Limehills/Centre Bush Community Development Area Subcommittee’s recommendation that Mr Jonathon Bringins be appointed to fill the vacancy on the subcommittee effective from March 2018.

 

 

9.7

Extraordinary Vacancies - Ohai Community Development Area Subcommittee

Record No:       R/18/2/3225

 

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

 

 

Resolution

Moved Cr Dillon, seconded Cr Douglas and resolved:

That the Council:

a)            Receives the report titled “Extraordinary Vacancies - Ohai Community Development Area Subcommittee” dated 16 March 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)           Confirms the Ohai Community Development Area Subcommittee’s recommendation that Mrs Clare Miller and Mrs Vanessa McGeoch be appointed to fill the vacancies on the subcommittee, effective from March 2018.

 


 

 

9.8

Minutes of the Community and Policy Committee Meeting dated 15 November 2017

Record No:       R/18/2/3640

 

 

 

Resolution

Moved Deputy Mayor Duffy, seconded Cr Douglas and resolved:

That Council receives the minutes of the Community and Policy Committee meeting held 15 November 2017 as information.

 

 

9.9

Minutes of the Regulatory and Consents Committee Meeting dated 16 November 2017

Record No:       R/18/3/4969

 

 

 

Resolution

Moved Deputy Mayor Duffy, seconded Cr Douglas and resolved:

That Council receives the minutes of the Regulatory and Consents Committee meeting held 16 November 2017 as information.

 

 

9.10

Minutes of the Tuatapere Community Board Meeting dated 12 December 2017

Record No:       R/18/2/3263

 

 

 

Resolution

Moved Deputy Mayor Duffy, seconded Cr Douglas and resolved:

That Council receives the minutes of the Tuatapere Community Board meeting held 12 December 2017 as information.

 

 

9.11

Minutes of the Winton Community Board Meeting dated 4 December 2017

Record No:       R/18/2/3606

 

 

 

Resolution

Moved Deputy Mayor Duffy, seconded Cr Douglas and resolved:

That Council receives the minutes of the Winton Community Board meeting held 4 December 2017 as information.

 

 

 

 

 

9.13

Minutes of the Lumsden Community Development Area Subcommittee Meeting dated 12 February 2018

Record No:       R/18/3/4746

 

 

 

Resolution

Moved Deputy Mayor Duffy, seconded Cr Douglas and resolved:

That Council receives the minutes of the Lumsden Community Development Area Subcommittee meeting held 12 February 2018 as information.

 

 

9.14

Minutes of the Orepuki Community Development Area Subcommittee Meeting dated 24 October 2017

Record No:       R/18/3/4960

 

 

 

Resolution

Moved Deputy Mayor Duffy, seconded Cr Douglas and resolved:

That Council receives the minutes of the Orepuki Community Development Area Subcommittee meeting held 24 October 2017 as information.

 

 

9.16

Minutes of the Winton Wallacetown Ward Committee Meeting dated 18 October 2017

Record No:       R/18/3/5941

 

 

 

Resolution

Moved Deputy Mayor Duffy, seconded Cr Douglas and resolved:

That Council receives the minutes of the Winton Wallacetown Ward Committee meeting held 18 October 2017 as information.

 

 

Please note that the following items on the agenda were not received for information but would be reported to at a later meeting.

 

9.12

Minutes of the Balfour Community Development Area Subcommittee Meeting dated 19 February 2018

Record No:       R/18/3/4753

9.15

Minutes of the Riversdale Community Development Area Subcommittee Meeting dated 19 February 2018

Record No:       R/18/3/4758

 

 

The meeting adjourned at 9.45am and reconvened at 10.32am.

 

Mayor Tong and Councillors Baird, Dillon, Douglas, Duffy, Ford, Frazer, Harpur, Keast, Kremer, Macpherson and Paterson were present when the meeting reconvened.

 

 

9.1

Stewart Island Rakiura Community Planning Final Report

Record No:       R/18/2/4237

 

Community Partnership Leader – Michelle Stevenson and Sandra James Community Development and Community Engagement Consultant were present for this item.

 

Ms James presented to the meeting the Stewart Island Rakiura Community Planning final report which was commissioned by Council with support from the Ministry of Business, Innovation and Employment.

 

The report is seeking support from Council to develop investment proposals to source central government investment to support the development and delivery for key issues identified in the report.

 

Endorsement for the development of investment proposals to be made to Ministry of Business, Innovation and Employment for community leadership and wharf infrastructure projects identified as community development priorities in relation to outcomes from the process.

 

 

Resolution

Moved Cr Ford, seconded Cr Kremer and resolved:

That the Council:

a)            Receives the report titled “Stewart Island Rakiura Community Planning Final Report” dated 21 March 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)           Receives the recommendations in the final report titled Stewart Island/Rakiura Community Planning.

 

e)            Endorses the preparation of an investment proposal requesting Ministry of Business, Innovation and Employment support for a financial contribution towards new fit-for-purpose wharves and visitor experience at Ulva Island wharf, Golden Bay wharf and expansion of Halfmoon Bay wharf to meet future community needs.

 

f)             Endorses the preparation of an investment proposal requesting Ministry of Business, Innovation and Employment support for a financial contribution towards a Stewart Island Opportunities Project Leader project.

 

 

 

The meeting concluded at 11.10am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON TUESDAY 27 MARCH 2018.

 

 

 

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

 

 

 

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


 

Otautau Community Board

 

OPEN MINUTES

 

 

Minutes of a meeting of Otautau Community Board held in the Southland District Council Otautau Office, 176 Main Street, Otautau on Friday, 9 February 2018 at 2pm.

 

present

 

Chairperson

André Bekhuis

 

Deputy Chairperson

Peter Gutsell

 

Members

David Cowie

 

 

Maureen Johnston

 

 

Amber Joyce

 

 

Bill Marshall

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

 

Community Partnership Leader

Kelly Tagg

 

 


1             Apologies

 

Moved Member Cowie, seconded Member Joyce and resolved:

That the Otautau Community Board accept the apology for non-attendance from Councillor Baird.

 

 

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

 

Roger Scott

 

Mr Scott addressed the meeting expressing disappointment at not having received any response from the Board regarding his presentation and correspondence to the June 2017 meeting where he requested the Board consider a targeted rate from the Otautau Community Board for ongoing costs to maintain the Former Courthouse building.

 

Mr Scott advised a fund raising activity of producing telephone listings of Otautau Businesses which raises approximately $6,000 for the Heritage Trust may soon end due to an increase in social media and easy internet access to phone numbers which Mr Scott explained will considerably lower the Trust’s income.

 

Members queried if the Trust has applied to the Southland District Heritage Fund or made an approach to other funding agencies for funding assistance.   Mr Scott responded the Trust is to pursue these funding avenues.

 

The Chair commented that whilst the Board is not in favour of setting a targeted rate toward the Otautau Heritage Trust it may, depending on the criteria support a funding application for a specific project at the Courthouse building.

 

Mr Scott was then advised that the matter will be discussed in the formal part of the meeting.

 

The Chair expressed appreciation to Mr Scott for his attendance at the meeting and presentation to the Board.

 


 

5             Extraordinary/Urgent Items

 

Moved Chairperson Bekhuis, seconded Member Gutsell and resolved:

That the Otautau Community Board consider the following item as a matter of urgent business in order that a decision can be made before the next ordinary meeting, subject to Section 46A of the Local Government Official Information and Meetings Act 1987

Item 1: Otautau Heritage Trust

 

6             Confirmation of Minutes

 

Resolution

Moved Member Johnston, seconded Member Joyce  and resolved:

That the minutes of Otautau Community Board meeting held on 7 December 2017 be confirmed as a true and correct record.

 

 

Reports

 

7.1

Council Report

Record No: R/18/1/1844

 

Kelly Tagg (Community Partnership Leader) presented the report.

 

Mrs Tagg advised the purpose of the report is to provide an overview of key issues across the Southland District, as well as high level local issues from various Council units.

 

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

 

§  Central Government update

§  Southern Tourism Workshop

§  Health and Safety Policy update

§  Welcome Ambassador project update

§  Milford Opportunities Project

§  Long Term Plan 2018 - 2028

§  Dog Registration Amnesty

§  Proposed District Plan 2012 - Operative 22 January 2018

§  Fluoridation of Drinking Water

§  Appointment of Group Manager, Services and Assets (Mr Matt Russell)

§  Appointment of Steve Manaena as Team Leader Community Engineers

§  Community Conversations update

§  Community Leadership Plan - Stage 2 update

 

§  Community Engineer update

Mrs Tagg informed that following repair work to major water leaks in the township there was a significant reduction to water consumption.

 

Mrs Tagg advised of a review to be undertaken of stop signs over railway crossings.

§  Otautau Wreys Bush Road renewal programme

§  Update on LED streetlight replacement programme

 

Mrs Tagg advised the general income for the Otautau Community Board is within the expected budget range year to date.

 

The meeting noted overall expenditure is below budget year to date, with one business unit, “Streetworks - Otautau” being over budget for the full year due to the higher than anticipated cost of the picnic table project. A transfer from reserves will be undertaken as part of the end of year balancing process.

 

Mrs Tagg informed capital expenditure remains under budget year to date which is largely due to scope of the work for the Holt Park camping ground upgrade being changed.

 

 

 

Resolution

Moved Member Joyce, seconded Member Cowie  and resolved:

That the Otautau Community Board:

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

 

 

8.1

Chairperson's Report

 

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

§  Attendance at Representation Review Workshop

§  Information received from Chorus regarding art designs to be placed on telephone boxes in townships

Members provided updates on their respective portfolios as follows;

Works

Members Marshall and Gutsell provided an update on activities they have been involved in the township advising a meeting is to be arranged with Steve Manaena (Team Leader Community Engineers) to identify the scope of maintenance required to insure the safety of visitors to the Holt Park Camping Ground Facility.

 

Parks and Reserves

Member Johnston advised repair work is to be undertaken to the seating at Holt Park.

 

Member Johnston added there is a wasp issue at the Park with at least 16 nests being located and eradicated.

 

Community Housing

Member Cowie informed of one vacant flat.  Staff are currently ascertaining interest from persons on the waiting list.

 

Member Cowie further advised current flat occupiers have reported of no concerns.

 

Emergency Management

Member Cowie gave an update on Emergency Management activities advising of monitoring of rivers following heavy rain warnings.

 

Otautau Promotions

Member Joyce informed of a successful street party advising a letter seeking funding assistance from the Board is to be forwarded to the Board in retrospect of this activity.

 

9.1

Extraordinary/Urgent Items

 

Otautau Heritage Trust

Record No: R/17/6/13649

 

Communication from Otautau Heritage Trust seeking Board consideration for a targeted rate from the Otautau Community Board of approximately $3.00 - $5.00 per rateable property, per annum, to be retained by the Community Board for distribution to the Otautau Heritage Trust as required for ongoing building maintenance.

 

In discussing this issue the Board took into consideration the presentation by Mr Roger Scott in the public forum section of the meeting.

 

Following a lengthy discussion the Board agreed that the request for setting a targeted rate for the Otautau Heritage Trust be declined due to the potential of setting a precedent with other local organisations in Otautau to make the same application to the Board.

 

It was further agreed that Mr Scott be advised to liaise with the Community Development Planner (Kathryn Cowie) at Venture Southland to investigate funding avenues.

 

 

Resolution

Moved Chairperson Bekhuis, seconded Member Gutsell   and resolved:

That the Otautau Community Board:

a)            Receives the communication titled “Otautau Heritage Trust” dated 27 January 2018.

 

b)           Declines to support the Otautau Heritage Trust application for a targeted rate from within the Otautau Community Board rating boundary for the purpose of ongoing building maintenance to the Former Courthouse Building.

 

c)            Requests staff respond to the Otautau Heritage Trust accordingly.

 


 

 

 

The meeting concluded at 2.52pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Otautau Community Board HELD ON FRIDAY, 9 FEBRUARY 2018.

 

 

 

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

 

 

 

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


 

Riverton/Aparima Community Board

 

OPEN MINUTES

 

 

Minutes of a meeting of Riverton/Aparima Community Board held in the Southland District Council Office, 117 Palmerston Street, Riverton on Monday, 12 February 2018 at 5.30pm.

 

present

 

Chairperson

Blair Stewart

 

Deputy Chairperson

Jan Breayley

 

Members

Neil Linscott

 

 

Corey Mennell

 

 

Graeme Stuart

 

 

Andrew Wilson

 

 

Councillor Nick Perham

 

 

IN ATTENDANCE

 

Strategic Manager Property

Kevin McNaught

 

Committee Advisor

Alyson Hamilton

 

Community Partnership Leader

Simon Moran

 

 


1             Apologies

 

There were no apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

The Chair, Member Stewart declared an interest in regards to any discussions involving Graeme Hyde (The Lawn Doctor) and advised that he would not take part in discussion or voting on the matter.

 

 

4             Public Forum

 

Karyn Owen

 

Ms Owen addressed the Board advising of her position as the Operations Manager for the Te Hikoi Museum and Visitor Information Centre and gave an update on museum activities.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Member Linscott, seconded Member Breayley  and resolved:

That the minutes of Riverton/Aparima Community Board meeting held on 11 December 2017 be confirmed as a true and correct record.

 

Reports

 

 

7.1

Council Report

Record No:       R/18/1/2023

 

Simon Moran (Community Partnership Leader) presented the report.

 

Mr Moran 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.

 

Mr Moran informed the report highlighted various issues of interest including;

§  Central Government update

§  Southern Tourism Workshop

§  Health and Safety Policy update

§  Welcome Ambassador project update

§  Milford Opportunities Project

§  Long Term Plan 2018 - 2028

§  Dog Registration Amnesty

§  Proposed District Plan 2012 - operative 22 January 2018

§  Fluoridation of Drinking Water

 

§  Bylaws Review

Mr Moran advised in October2017 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.

 

§  Community Leadership Plan - stage 2

Mr Moran advised key issues identified from the workshops for the District going forward were around levels of service, depopulation, volunteering, community development, funding, transport, housing, health and safety.

 

§  Service Delivery Review Update

Mr Moran informed 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.

 

Mr Moran advised the general income for the Riverton/Aparima Community Board is within the expected budget range year to date.

 

The meeting noted the Street Works capital expenditure, $100k of footpath work, has not commenced yet, $105K for Walker Street road work has been completed but an expenditure transfer to roading is to be undertaken.

 

Mr Moran advised in regards to the Havelock Street stormwater work this project is yet to be undertaken, $130k is being re-scoped to resolve drainage issues in the project.  Mr Moran added although these capital works exceed the budget there is a carry forward of $49k from last year that will cover the additional cost.

 

Members expressed concern at the lengthy timeframe for this work to be undertaken.

 

 

Resolution

Moved Member Stuart, seconded Member Mennell  and resolved:

That the Riverton/Aparima Community Board:

a)            Receives the report titled “Council Report” dated 1 February 2018.

 

 

7.2

Offer from the Crown to Vest the Causeway and Land along the Riverton Estuary in Council

Record No:       R/17/12/32390

 

Strategic Manager (Kevin McNaught) was in attendance for this item.

 

Mr McNaught advised the purpose of the report is for the Board to consider an offer from the Crown to the vesting of the Riverton causeway and Crown Land from Palmerston Street to Delhi Street in Council along the Riverton Estuary as a reserve.

Mr McNaught informed the offer also includes declaring that part of the Crown Land that occupies as part of Bath Street as legal road.

 

Mr McNaught explained since the removal of the Railway Bridge over the Riverton Estuary some years ago discussions have been ongoing about the vesting in the Council of the remaining causeway.

 

The meeting was advised that this causeway was left at the request of the Riverton/Aparima Community Board at the time for harbour protection work, subject to maintenance work being completed to an appropriate standard by the Crown first.

 

Mr McNaught advised over time the local community had also expressed an interest in the land along the estuary from Palmerston Street to Delhi Street coming under the control of Council.   He added the northern part could not have been dealt with in the past given that land was held under occupation licences by local transport firms.

The meeting noted all the issues have now been resolved to a state where the Crown has made the formal offer for Council to take over ownership of all the lands albeit as a local purpose (harbour protection) reserve, recreation reserve, and road.

Following discussion the Board agreed to recommend to Council that the offer from the Crown to Vest the causeway and Land be vested in Council as Local Purpose (Harbour Protection) Reserve and become the responsibility of the Riverton Harbour Subcommittee,

 

Following further discussion it was agreed that the vesting of sections 1, 5 and 6 not be undertaken until the land has been cleared of all concrete, rock debris and any other materials dumped on the site.

 

 

 

Resolution

Moved Chairperson Stewart, seconded Member Linscott  recommendations a to d with an additional bullet point to d as indicated (with underline) and resolved:

That the Riverton/Aparima Community Board:

a)            Receives the report titled “Offer from the Crown to Vest the Causeway and Land along the Riverton Estuary in Council” dated 5 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.``

 

d)           Recommends to Council that:

 

§  Sections 3 and 4 SO Plan 420004 be vested in Council as Local Purpose (Harbour Protection) Reserve and become the responsibility of the Riverton Harbour Subcommittee.

 

§  Sections 1, 5 and 6 be vested in Council as Recreation Reserve and become the responsibility of the Riverton/Aparima Community Board.

 

§  Section 2 SO Plan 420004 be declared road and vested in Council.

 

§  That the vesting of sections 1,5 and 6 not be undertaken untill the land has been cleared of all concrete, rock debris and any other materials dumped on the site.

 

 

7.3

Art project funding for Aparima College

Record No:       R/18/2/2481

 

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

 

1          Mr Moran advised the purpose of this report is to seek Community Board consideration on a funding request from Aparima College.

Mr Moran advised Glenis Machen and Karl Buckley from Aparima College have made a request for funding for the printing and installation of banners along the main street as an arts project.

Mr Moran explained there are several issues that the Board need to consider before making a decision in particular whether they have confidence that the project will be completed and whether the Board approve the expenditure when the end result is ‘sight unseen’.

Members queried if the college is aware of the Board’s proposal to install FlagTrax, a street flag system along Palmerston Street.  The Committee Advisor responded that the College are not aware of this and any quotations for the banners will need to allow for being compatible to this flag installation system.

The Board requested a copy of the preliminary design for the proposed banners for perusal prior to any funding decision toward this project being made.

It was further suggested that the College make an approach to the Community Development Planner (Kathryn Cowie) to assist with appropriate funding applications.

 

 

 

Resolution

Moved Member Mennell, seconded Member Stuart  recommendations a to c with a new d as indicated (with strikethrough and underline) and resolved:

That the Riverton/Aparima Community Board:

a)            Receives the report titled “Art project funding for Aparima College” dated 5 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.

 

d)           Determines whether or not to fund the Aparima College art project and the installation of the banners.

d)             Support the application from the Aparima College for funding toward the printing and installation of banners along the main street as an arts project, in principle, subject to the Board viewing a draft of the preliminary design of the banners prior to a decision on funding of this project being made.

 

 

8.1

Chairperson's Report

 

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

§  Advice of College receiving monies from Community Trust of Southland toward a playground as part of the Aparima College Tree Project. Appreciation was expressed to the Board for their letter of support to this application.

 

§  Query regarding resource consent requirement from Environment Southland for the disposal of the spoil from the drain clearance along Taramea Bay to be placed in the wet area situated from the sound shell to the top end of the beach.   The Community Partnership Leader to investigate this issue and report back to the Board.

 

§  Request for staff to arrange meeting with Steve Manaena (Team Leader Community Engineers) to discuss the SouthRoads contract pertaining to the Riverton township.

Chairperson Stewart withdrew from the table due to a conflict of interest.

 

Deputy Chair, Member Breayley assumed the chair.

 

Deputy Chair Breayley raised the issue of the gardens at Taramea Bay and the three garden-plots adjoining the Taramea Bay carpark expressing disappointment that they are overrun with weeds and some of the plantings are not surviving.

 

Deputy Chair Breayley advised of the ongoing cost to the Board to have the garden plots cleared and tidied.    Member Breayley added the untidiness of the plots affected the visual appearance of the area.

 

Deputy Chair Breayley informed of an expression of interest from Mr Graeme Hyde (The Lawn Doctor) to clear and landscape all the garden plots.

 

 

Following discussion the Board agreed that the Community Engineer liaise with Mr Hyde to discuss the suggested work to the garden plots in further detail and that to progress this work delegated authority be given to Members Breayley and Mennell and the Community Engineer to discuss the information received and if acceptable to arrange for the work to commence immediately.

 

At the conclusion of discussion on the item Chairperson Stewart resumed the chair.

 

 

8.2

Councillor's Report

 

Councillor Perham reported on activities from the District Council table.  These included:

§  Representation Review update - Members were advised a workshop for all Community Board members is scheduled Monday, 1 March 2018 at the Winton Memorial Hall.

 

 

 

The meeting concluded at 6.27pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Riverton/Aparima Community Board HELD ON MONDAY, 12 FEBRUARY 2018.

 

 

 

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

 

 

 

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


 

Tuatapere Community Board

 

OPEN MINUTES

 

 

Minutes of a meeting of Tuatapere Community Board held in the Waiau Town and Country Club, 41 King Street, Tuatapere on Tuesday, 13 February 2018 at 5pm.

 

present

 

Chairperson

Margaret Thomas

 

Deputy Chairperson

Anne Horrell

 

Members

Stephen Crack

 

 

Blayne De Vries

 

 

Maurice Green

 

 

Councillor George Harpur

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

 

Community Partnership Leader

Simon Moran

 

 


1             Apologies

 

Moved Member Crack, seconded Deputy Chairperson Horrell and resolved:

That the Tuatapere Community Board accept the apology for non-attendance from Member Sanford.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Member Crack, seconded Member Green  and resolved:

That the minutes of Tuatapere Community Board meeting held on 12 December 2017 be confirmed as a true and correct record.

 

Reports

 

 

7.1

Council Report

Record No:       R/18/1/2002

 

Simon Moran, Community Partnership Leader, presented the report.

 

Mr Moran 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.

 

Mr Moran informed the report highlighted various issues of interest including:

 

§  Central Government update

§  Southern Tourism Workshop

§  Health and Safety Policy update

§  Welcome Ambassador project update

§  Milford Opportunities Project

§  Long Term Plan 2018 - 2028

§  Dog Registration Amnesty

§  Proposed District Plan 2012 - operative 22 January 2018.

 

§  Bylaws Review

Mr Moran advised in October 2017 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.

 

§  Community Leadership Plan - stage 2

Mr Moran advised key issues identified from the workshops for the District going forward were around levels of service, depopulation, volunteering, community development, funding, transport, housing, health and safety.

 

§  Service Delivery Review Update

Mr Moran informed 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.

 

§  Parks and Reserves

Mr Moran advised the report on Open Spaces Priority Settings has been received which recommended significant investment in this activity which will be considered as part of the Long Term Plan.

 

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

 

§  Tuatapere Recycling Container issues

Mr Moran advised that commercial users have been contacted reminding them that the container is intended for domestic use only.  Mr Moran added that the letter also lists potential alternative options for waste disposal i.e. extra wheelie bins or skip bin rental.

 

Members agreed there is an issue in the township of persons disposing of rubbish due to no transfer station in the area.

 

The Board requested an invitation be extended to the Strategic Manager Water and Waste to attend the next informal meeting of the Board to discuss this issue.

 

§  Tuatapere Railway Station Site

Mr Moran provided an update on progress of the relinquishing of the four leases currently held with Mr Colin Brown in relation to the Tuatapere Railway Station, the goods shed, the water tower and rolling stock, to Council.

 

 

Mr Moran advised that further consultation is being undertaken with Mr Brown to clarify the agreement that he holds with Mr Dowling to ensure the correct procedure is undertaken in regards to removal of the equipment from his property.

 

§  Tuatapere Domain issue

Members requested staff arrange for doggie-do-bags to be placed at the Tuatapere Domain for public use with appropriate signage and an accompanying rubbish container. Staff to arrange accordingly.

 

 

Resolution

Moved Member De Vries, seconded Deputy Chairperson Horrell  and resolved:

That the Tuatapere Community Board:

a)            Receives the report titled “Council Report” dated 1 February 2018.

 

 

8.1

Chairperson's Report

 

The Chair, Member Thomas reported on activities she has been involved since the Board’s last meeting.  This included the following;

§  Advice of dead flax being removed from roadsides.

 

§  Advice of ongoing issue of blockages at the public toilets.

 

§  Tuatapere whiteware collection day scheduled for 14 April 2018 - a central collection point has been organised at S Crack Contracting yard.

 

§  Advice of Southland/Otago Area Schools sports day scheduled May 2018 in Tuatapere and an approach from the school for use of Hall; Members agreed fees for Hall to be waived.

 

§  Advice of donation from Mrs Green of two walnut trees with super dirt donated from the Tuatapere Lions Club having been placed in the Heritage Orchard.

 

 

8.2

Councillor's Report

 

Councillor Harpur reported on activities from the District Council table.   These included:

§  Representation Review update - Members were advised a workshop for all Community Boards is scheduled Monday, 1 March 2018 at the Winton Library.

 

§  Update on Waiau River Liaison Group activities - Members expressed concern at Meridian Energy proposal to change the rate it can draw water from both Lake Manapouri and Lake Te Anau when the lakes are in their low operating ranges   Members expressed concern at the negative impact the proposal could have on the lower Waiau rivers flood flow patterns.

 

 

 

 

 

The meeting concluded at 6.40pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Tuatapere Community Board HELD ON TUESDAY, 13 FEBRUARY 2018.

 

 

 

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

 

 

 

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


 

Riverton Harbour Subcommittee

 

OPEN MINUTES

 

 

Minutes of a meeting of Riverton Harbour Subcommittee held in the SDC Office, 117 Palmerston Street Riverton on Monday, 16 October 2017 at 4.30pm.

 

present

 

Chairperson

Nick White

Riverton Harbour Berth Owner

Members

Hayley Nelson

Riverton Harbour Berth Owner

 

Blair Stewart

Riverton/Aparima Community Board

 

Muriel Johnstone

Oraka Aparima Runaka

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

 

Community Engineer

Greg Erskine

 

Environment Southland

Lyndon Cleaver

 

Environment Southland

Ian Coard

 

 


1             Apologies

 

Moved Member White, seconded Member Stewart and resolved:

That the Riverton Harbour Subcommittee accept the apologies for non-attendance from Member Stuart and 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 Member Stewart, seconded Member White  and resolved:

That the minutes of Riverton Harbour Subcommittee meeting held on 24 July 2017 as a true and correct record.

 

Reports

 

7.1

Financial Report to Riverton Harbour Subcommittee for the year ended 30 June 2017

Record No:       R/17/9/21018

 

Greg Erskine, Community Engineer presented the report.

 

Mr Erskine advised the purpose of the report is to update the Subcommittee on the financial results for the year ended 30 June 2017.

 

 

Resolution

Moved Member Stewart, seconded Member White  and resolved:

That the Riverton Harbour Subcommittee:

a)            Receives the report titled “Financial Report to Riverton Harbour Subcommittee for the year ended 30 June 2017” dated 9 October 2017.

 

 

7.2

Strategic Framework 2018 - 2028 Long Term Plan

Record No:       R/17/9/23118

 

Greg Erskine, Community Engineer presented the report.

 

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

 

Mr Erskine explained the report presents the framework for information and highlights the key changes to the Council’s intended areas of focus in response to the key strategic challenges facing Southland District over the next twenty years.

 

 

Resolution

Moved Member Stewart, seconded Member Nelson  and resolved:

That the Riverton Harbour Subcommittee:

a)            Receives the report titled “Strategic Framework 2018 - 2028 Long Term Plan” dated 9 October 2017.

 

7.3

Local Budgets for the Long Term Plan 2018-28

Record No:       R/17/10/23576

 

Greg Erskine, Community Engineer presented the report.

 

Mr Erskine advised that the purpose of the report was to recommend to Council the local budgets for the 2018-2028 Long Term Plan and provides an overview of the local activities and services for Riverton for 2018-2028 which are provided under the governance of the Riverton Harbour Subcommittee. 

The Meeting noted that the report also details the estimated costs of these activities over the 10 years as well as the draft rates.

Mr Erskine informed the draft budgets will be incorporated into the Council’s draft Long Term Plan (LTP) 2018-2028 which will be released for consultation in March 2018.  Once the Plan is finalised (and subject to any changes resulting from submissions), the budgets shown for 2018/2019 will be used to set rates for the year beginning 1 July 2018 (referred to as LTP year 1).

4          Following discussion on the overview of the rates the Subcommittee agreed that the wharf licence fee be adjusted by inflation and that this be reviewed annually.

Mr Erskine raised the issue of the beacon light situated at Taramea (Howells Point) advising renewal is required and this work will need to be included in the Long Term Plan. 

Following discussion Members agreed that the interim repair work that has been scheduled to the beacon needs to be undertaken immediately - the Chair to liaise with subcommittee members to progress this work.

Following further discussion it was agreed to an addition of a beacon light renewal budget of $15,000 to be funded from reserves and scheduled in the 2018/2019 financial year.

 

 

 

 

Resolution

Moved Member White, seconded Member Johnstone  and resolved:

That the Riverton Harbour Subcommittee:

a)            Receives the report titled “Local Budgets for the Long Term Plan 2018-28” dated 9 October 2017.

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

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

d)           Requests Council sets the fees and charges (including GST) for the year commencing 1 July 2018, subject to the following amendments:

§  Wharf licence fee be adjusted by inflation and that this be reviewed annually

 

§  Taramea (Howells Point) light renewal - $15,000 to be funded by reserves

Fee Description

Fee Amount (GST Incl)

Wharf Licence Fee (per metre)

$14.96

Transfer Fee

$154.34

 

e)            Identifies the following issues for the Riverton Harbour area that need to be included in the 2018-2028 Long Term Plan consultation process to encourage feedback from the local community;

§  Taramea (Howells Point) beacon light renewal

 

9.1

Chairperson's Report

 

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

§  Request for staff to arrange an Informal meeting to further discuss the subcommittee decision of Living on Boats in Riverton Harbour.  Property staff to be in attendance.

§  Advice of berth owners undertaking repair work to the wharves as per the Emtech report.  The Chair advised the wharves are looking good.

§  Advice that “T-wharf” requires new plank work. Staff to arrange for work to be actioned.

§  Advice that loose planks at pleasure boat ramp have been repaired.

§  Advice that minor repair work is required to the Lead Lights.  Staff to arrange for work to be actioned.

§  Advice that the beacon light situated at Taramea (Howells Point) requires urgent repair work.     Staff to arrange for work to be actioned.

§  Advice that Berth L35 which belongs to the Harbour subcommittee is no longer in use - the Leasee has vacated the site. The Chair to liaise with property staff to progress the tender of the berth L35.

The issue of the electricity was raised and it was agreed that this matter be discussed at a workshop to include the Chair, Kevin McNaught, Greg Erskine, Colin Pemberton, Nick White and Hayley Nelson.

 

 Public Excluded

 

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

Resolution

Moved Member Stewart, seconded Member White  and resolved:

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

C8.1      Riverton Harbour 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

Riverton Harbour 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 Committee Advisor, Community Engineer and Environment Southland Staff be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C8.1   Riverton Harbour 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 5.25pm.

 

 

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 5.33pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Riverton Harbour Subcommittee HELD ON MONDAY, 16 OCTOBER 2017.

 

 

 

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

 

 

 

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


 

Balfour Community Development Area Subcommittee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Balfour Community Development Area Subcommittee held in the Riversdale Community Centre, Lumsden/Riversdale Hwy, Riversdale on Wednesday, 25 October 2017 at 6pm.

 

present

 

Deputy Chairperson

Ziggy Roy

 

Members

Stephen Black

 

 

Paul Eaton

 

 

Jamie Maginn

 

 

Councillor Dillon

 

 

IN ATTENDANCE

 

Governance and Democracy Manager

Committee Advisor

Clare Sullivan

 

Rose Knowles

 

Community Partnership Leader

Finance Assistant

Kelly Tagg

 

Shelley Dela Llana

 

 


1             Apologies

 

Moved Member Eaton, seconded Member Maginn and resolved;

 

That the Balfour Community Development Area Subcommittee accept the apologies for non-attendance from Chairman McMaster and Member Owens.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

Resolution

Moved Member Maginn, seconded Member Eaton and resolved;

That the minutes of Balfour Community Development Area Subcommittee meeting held on 26 July 2017 be confirmed as a true and correct record.

 

Reports

 

 

7.1

Council Report

Record No:       R/17/10/25154

Kelly Tagg, Community Partner Leader presented the report.

Mrs Tagg advised the purpose of the report is to provide an overview of key issues across the Southland District, as well as high level local issues from various Council units.

  • Southland Regional Development Strategy (SoRDS)
  • Conflicts of Interest
  • Te Anau Wastewater Discharge Project
  • Fluoridation of Drinking Water
  • Alternative Coastal Route Seal Extension Project
  • Community Governance
  • Community Leadership Plan
  • Open Spaces Report
  • Freedom Camping in the Catlins
  • Earthquake-prone Buildings
  • CDA Finance report

 

 

 

Resolution

Moved Member Roy, seconded Member Eaton

That the Balfour Community Development Area Subcommittee:

a)      Receives the report titled “Council Report” dated 18 October 2017.

 

 

Councillor’s Report

 

Councillor Dillon reported on matters from the District Council Table which included;

 

·                     Submissions hearing end of November for SoRDS.

·                     Venture Southland Update

·                     Changes to Freedom Camping Bylaw-Lumsden

 

 

 

7.2

Strategic Framework 2018 - 2028 Long Term Plan

Record No:       R/17/9/23140

Kelly Tagg, Community Partner Leader, and Councillor Dillon presented the report.

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

Councillor Dillon explained the report presents the framework for information and highlights the key changes to the Council’s intended areas of focus in response to the key strategic challenges facing Southland District over the next twenty years.

 

 

 

Resolution

Moved Member Black, seconded Member Roy

That the Balfour Community Development Area Subcommittee:

a)            Receives the report titled “Strategic Framework 2018 - 2028 Long Term Plan” dated 11 October 2017.

 

 

 

 

 

 

 

7.3

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

Record No:       R/17/8/19233

Kelly Tagg, Community Partner Leader presented the report.

Mrs Tagg advised that the report was to update Members on the financial report for the Balfour CDA to the year ended 30 June 2017.

 

 

 

Resolution

Moved Member Black, seconded Member Roy

That the Balfour Community Development Area Subcommittee:

a)            Receives the report titled “Financial Report to Balfour Community Development Area Subcommittee for the year ended 30 June 2017” dated 11 October 2017.

 

 

 

7.4

Local Budgets for the Long Term Plan 2018-28

Record No:       R/17/10/23620

 

Mrs Shelley Dela Llana, presented the report.

Mrs Dela Llana advised the purpose of the report is to set local budgets for 2018-28 and propose rates for the year commencing 1 July 2018.

 

Mrs Dela Llana explained this report provides an overview of the local activities and services for Balfour for 2018-2028 which are provided under the governance of the Balfour Community Development Area (CDA) subcommittee.  The report details the estimated costs of these activities over the 10 years as well as the draft rates.

 

Dela Llana informed the draft budgets will be incorporated into the Council’s draft Long Term  Plan (LTP) 2018-2028 which will be released for consultation in March 2018.  Once the plan is finalised (and subject to any changes resulting from submissions), the budgets shown for 2018/2019 will be used to set rates for the year beginning 1 July 2018 (referred to as LTP year 1).

 

Mrs Dela Llana advised the information in this report and its attachments, has been sourced from previous discussions between the Committee and community partnership leader/community engineer along with Activity Management Plans (AMPs) that officers have prepared.  The AMPs contain more detail about the activities and expenditure requirements.

 

Following a discussion Members agreed that the Balfour CDA rate not be increased by 1.64% and remain the same as 2017-2018.

 

 

Resolution

Moved Member Black, seconded Member Roy

That the Balfour Community Development Area Subcommittee:

a)            Receives the report titled “Local Budgets for the Long Term Plan 2018-28” dated 18 October 2017.

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

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

d)           Recommends to Council that the following rates and charges (including GST) for the year commencing 1 July 2018 be included in the 2018-2028 Long Term Plan.

 

Rate

Rate GST inclusive

Balfour CDA rate

$20,806

 

e)            There were no issues/priority projects for the local area that need to be included in the 2018-2028 Long Term Plan consultation process.

 

 

 

8.1         Chairperson’s Report

 

The Chairman, Ryan McMaster was absence, hence no report.

 

8.2      Local Liaison Person’s Report

 

             Cemetery

Member Eaton advised that a new Beam has been installed and that Council Staff are updating the Kiosk board.

 

                Works

                The RSA lighting project has been completed.

Members to re-organise obtaining the letters for the Balfour Railway Shed project.

Member Eaton still has issues with some of the sprayed areas.

 

 

The meeting concluded at 8.55pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Balfour Community Development Area Subcommittee HELD ON 25 OCTOBER 2017

 

 

 

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

 

 

 

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


 

Mossburn Community Development Area Subcommittee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Mossburn Community Development Area Subcommittee held in the Lumsden SDC Office, 18 Diana Street, Lumsden on Monday, 30 October 2017 at 6.30pm.

 

present

 

Chairperson

Jim Guyton

 

Deputy Chairperson

Ged Newlands

 

Members

Lance Hellewell

 

 

Alister Macdonald

 

 

John MacKenzie

 

 

Bruce Taylor

 

 

Councillor Douglas

 

 

IN ATTENDANCE

 

Committee Advisor

Rose Knowles

 

Community Partnership Leader

Financial Advisor

Kelly Tagg

 

Shelley De Llana

 

 


1             Apologies

 

There were no apologies.

 

 

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 Councillor Douglas, seconded Member Macdonald

That the Mossburn Community Development Area Subcommittee confirms the minutes of the meeting held on 7 August 2017 as a true and correct record of that meeting.

 

Reports

 

 

7.1

Council Report

Record No:       R/17/10/25463

Kelly Tagg, Community Partner Leader presented the report.

Mrs Tagg advised the purpose of the report is to provide an overview of key issues across the Southland District, as well as high level local issues from various Council units.

  • Southland Regional Development Strategy (SoRDS)
  • Conflicts of Interest
  • Te Anau Wastewater Discharge Project
  • Fluoridation of Drinking Water
  • Alternative Coastal Route Seal Extension Project
  • Community Governance
  • Community Leadership Plan
  • Open Spaces Report
  • Freedom Camping in the Catlins
  • Earthquake-prone Buildings
  • CDA Finance report
  • LED Streetlight Replacement Programme
  • Policy and Bylaw Reviews

 

 

 

Resolution

Moved Member Newlands, seconded Member Taylor

That the Mossburn Community Development Area Subcommittee:

a)      Receives the report titled “Council Report” dated 24 October 2017.

 

Councillor’s Report

 

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

 

·         Long Term Plan

·         MB funding project

·         Update on Venture Southland

·         Proposed Cycle track at the Lumsden Primary School

·         Cycle trail update

·         Downriver Dash & Run on Sunday 17 December

 

 

7.2

Strategic Framework 2018 - 2028 Long Term Plan

Record No:       R/17/9/23146

Kelly Tagg, Community Partner Leader, and Councillor Douglas presented the report.

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

Councillor Douglas explained the report presents the framework for information and highlights the key changes to the Council’s intended areas of focus in response to the key strategic challenges facing Southland District over the next twenty years.

 

 

 

Resolution

Moved Member Hellewell, seconded Member Newlands

That the Mossburn Community Development Area Subcommittee:

a)            Receives the report titled “Strategic Framework 2018 - 2028 Long Term Plan” dated 11 October 2017.

 

 

 

 

 

 

7.3

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

Record No:       R/17/8/19356

Kelly Tagg, Community Partner Leader presented the report.

Mrs Tagg advised that the report was to update Members on the financial report for the Mossburn CDA to the year ended 30 June 2017.

 

 

 

Resolution

Moved Member Hellewell, seconded Member Newlands

That the Mossburn Community Development Area Subcommittee:

a)            Receives the report titled “Financial Report to Mossburn Community Development Area Subcommittee for the year ended 30 June 2017” dated 18 October 2017.

 

7.4

Review of how local rates are assessed

Record No:       R/17/8/19385

 

Shelley Dela Llana, Financial Assistant presented the report.

 

Mrs Dela Llana advised the purpose of this report is to review the Local Targeted Rates setting for the Mossburn Community Development Area Subcommittee for the 2018-2018 Long Term Plan.

 

Mrs Dela Llana advised the review of the 2018-2028 Long Term Plan is currently underway. Council has an opportunity to achieve consistency in the way it sets rates for local communities.

 

Mrs Dela Llana explained local rating can be undertaken by way of targeted rates that are

set either as a uniform or differential rate on property value and/or a Uniform Targeted Rate (UTR)per rating unit or Separately Used or Inhabited Part (SUIP).

 

Members noted currently, Council applies a rate in the dollar (RID) on land value for some local rates and others are set as a UTR by way of a fixed amount per rating unit.  In some instances there are also differentials applied, whereby the rate is applied differently depending on land use (ie residential, commercial or rural).

 

Mrs Dela Llana pointed out council has nineteen Community Development Area Subcommittee, seventeen of these are collected as UTR and only two are collected as a RID on land value. Mossburn is one of the two communities currently collecting their local rate as a RID on land value.

 

Mrs Dela Llana advised for the 2017/2018 year, the Mossburn CDA rate is set to collect a total of $34,606 (GST exclusive) from 132 rateable assessments.  Members noted the amount each assessment is liable to pay varies from $93.27 (GST incl) to $1.319.15 (GST incl) depending on the value of the land.  Changing to a UTR could result in all ratepayers paying an equal $301.49 (GST incl) per rateable assessment. 

 

The recommendation of this report is that the Mossburn Community Development Area Subcommittee Rate be set and assessed as a Uniform Targeted Rate effective from 1 July 2018.

Mrs Dela Llana confirmed the decision made by the Subcommittee will be consulted on with the community as part of the 2018-2028 Long Term Plan.

 

The Subcommittee agreed after a discussion that they would need to consult their community and

to retain the CDA rate being assessed on Land value.

 

 

 

Resolution

Moved Member Hellewell, seconded Member Mackenize

That the Mossburn Community Development Area Subcommittee:

a)            Receives the report titled “Review of how local rates are assessed” dated 25 October 2017.

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

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

d)           Recommends to Council that the Mossburn Community Development Area Local Rate be retained and assessed on Land value and this is to be consulted on with the community as part of the 2018-2028 Long Term Plan.

 

7.5

Local Budgets for the Long Term Plan 2018-28

Record No:       R/17/10/23627

Mrs Shelley Dela Llana, Financial Advisor presented the report.

Mrs Dela Liana advised the purpose of the report is to set local budgets for 2018-28 and propose rates for the year commencing 1 July 2018.

 

Mrs Dela Llana explained this report provides an overview of the local activities and services for Mossburn for 2018-2028 which are provided under the governance of the Mossburn Community Development Area (CDA) subcommittee.  The report details the estimated costs of these activities over the 10 years as well as the draft rates.

 

Mrs Dela Llana informed the draft budgets will be incorporated into the Council’s draft Long Term  Plan (LTP) 2018-2028 which will be released for consultation in March 2018.  Once the plan is finalised (and subject to any changes resulting from submissions), the budgets shown for 2018/2019 will be used to set rates for the year beginning 1 July 2018 (referred to as LTP year 1).

 

Mrs Dela Llana advised the information in this report and its attachments, has been sourced from previous discussions between the Committee and community partnership leader/community engineer along with Activity Management Plans (AMPs) that officers have prepared. 

The AMPs contain more detail about the activities and expenditure requirements.

 

The Subcommittee agreed after a discussion to transfer $2,805.87 from reserves to lower rates, which was the surplus that went to reserves at 30 June 2017.  This will reduced the rate increase from 17.17% to 9.06%.

 

 

 

Resolution

Moved Member Mackenzie, seconded Member Hellewell

That the Mossburn Community Development Area Subcommittee:

a)            Receives the report titled “Local Budgets for the Long Term Plan 2018-28” dated 20 October 2017.

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

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

d)           Recommends to Council that the following rates and charges (including GST) for the year commencing 1 July 2018 be included in the 2018-2028 Long Term Plan with the following amendment of transferring $2805.87 from Mossburn General Reserves.

Rate

Rate GST inclusive

Mossburn CDA rate

$46,629    $43,403

 

e)            There were no issues/priority projects for the local area that need to be included in the 2018-2028 Long Term Plan consultation process.

 

 

 

 

8.1         Chairperson’s Report

 

The Chairman, Jim Guyton, reported on matters with which he has been involved since the subcommittee’s last meeting, which included Mossburn toilet issues and the subcommittee disapproval of combined meetings.

 

The meeting concluded at 9.30pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Mossburn Community Development Area Subcommittee HELD ON 30 OCTOBER 2017.

 

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

 

 

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


 

Nightcaps Community Development Area Subcommittee

 

OPEN MINUTES

 

 

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

 

present

 

Chairperson

Bev Evans

 

Deputy Chairperson

Wayne Williams

 

Members

Annette Blackler

 

 

Donald Mcleod

 

 

Jamie Shepherd

 

 

Councillor Nick Perham

 

 

IN ATTENDANCE

 

Manager, Governance & Democracy

Clare Sullivan

 

Committee Advisor

Alyson Hamilton

 

Community Partnership Leader

Kelly Tagg

 

 


1             Apologies

 

Moved Member Williams, seconded Member Blackler and resolved:

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

 

2             Leave of absence

 

There were no requests for leave of absence.

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

4             Public Forum

 

There was no public forum.

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6             Confirmation of Minutes

 

Resolution

Moved Member Shepherd, seconded Member Blackler  and resolved:

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

 

Reports

 

7.1

Strategic Framework 2018 - 2028 Long Term Plan

Record No:       R/17/9/23090

 

Kelly Tagg, Community Partnership Leader, presented the report.

 

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

 

Mrs Tagg explained the report presents the framework for information and highlights the key changes to the Council’s intended areas of focus in response to the key strategic challenges facing Southland District over the next twenty years.

 

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

 

 

Resolution

Moved Deputy Chairperson Williams, seconded Member Shepherd  and resolved:

That the Nightcaps Community Development Area Subcommittee:

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

 

7.2

Council Report

Record No:       R/17/9/22767

 

Kelly Tagg, Community Partnership Leader, presented the report.

 

Mrs Tagg advised the purpose of the report is to provide an overview of key issues across the Southland District, as well as high level local issues from various Council units.

 

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

 

§  Civil Defence Review

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

 

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

 

§  Future of Local Government

§  Customer Service Delivery Scoping Project

§  Rebranding update

§  Open spaces Project Update

§  Venture Southland - Community Development

 

§  Customer Support

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

 

§  Library Services

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

 

§  Community Futures 2040 Project

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

 

§  Community Governance Review update

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

 

§  Community Leadership Plans

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

 

§  Building Control

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

 

§  Forestry Update

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

 

 

Resolution

Moved Member Shepherd, seconded Chairperson Evans  and resolved:

That the Nightcaps Community Development Area Subcommittee:

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

 

Meeting adjourned 7.30pm and reconvened at 7.55pm

 

7.3

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

Record No:       R/17/8/19357

 

Kelly Tagg, Community Partnership Leader, presented the report.

 

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

 

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

 

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

 

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

 

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

 

 

Resolution

Moved Deputy Chairperson Williams, seconded Member Mcleod  and resolved:

That the Nightcaps Community Development Area Subcommittee:

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

 

7.4

Local Budgets for the Long Term Plan 2018-28

Record No:       R/17/10/23566

 

Kelly Tagg (Community Partnership Leader) presented the report.

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

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

Mrs Tagg informed the draft budgets will be incorporated into the Council’s draft Long Term Plan (LTP) 2018-2028 which will be released for consultation in March 2018.  Once the plan is finalised (and subject to any changes resulting from submissions), the budgets shown for 2018/2019 will be used to set rates for the year beginning 1 July 2018 (referred to as LTP year 1).

 

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

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

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

 

 

 

Resolution

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

That the Nightcaps Community Development Area Subcommittee:

a)            Receives the report titled “Local Budgets for the Long Term Plan 2018-28” dated 5 October 2017.

 

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

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

d)           Requests that the following rates and charges (including GST) for the year commencing 1 July 2018 be included in the 2018-2028 Long Term Plan Consultation Document subject to the following amendments;

 

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

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

 

Rate

Rate GST inclusive

Nightcaps CB Rate

$38,947 $34,383

Nightcaps Hall Rate

$19,022 $15,011

 

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

Nightcaps Hall

Fee Description                                                                                           Rate (GST Incl)

Funerals                                                                                                                         $100.00

Cabaret, Socials, Weddings                                                                                $125.00

Rifle Club (Full season)                                                                                          $200.00

Netball and Rugby Club (Per Hour)                                                                  $15.00

Meeting room (Per hour)                                                                                       $15.00

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

Funerals for RSA members and spouses                                              No Charge

Bond (no GST)                                                                                                             $250.00

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

 

§  Ongoing footpath maintenance

 

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

 

8.1

Chairperson's Report

 

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

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

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

 

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

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

 

8.2

Local Liaison Persons

 

Nightcaps Hall

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

Community Housing

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

Works

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

 

8.3

Councillor's Report

 

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

  • Around the Mountain Cycle Trail update
  • Southland Regional Development Strategy (SoRDS) update
  • Update on recent Council tour
  • Te Anau Wastewater consent

 

 

 

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

 

 

 

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

 

 

 

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


 

Ohai Community Development Area Subcommittee

 

OPEN MINUTES

 

 

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

 

present

 

Members

Ivan Sunde

5.35pm to 7.12pm

 

Martin Anderson

 

 

Kelly Day

 

 

Councillor Nick Perham

 

 

IN ATTENDANCE

 

Manager, Governance & Democracy

Clare Sullivan

 

Committee Advisor

Alyson Hamilton

 

Community Partnership Leader

Kelly Tagg

 

 


1             Apologies

 

Moved Member Sunde, seconded Member Day  and resolved:

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

 

2

Extraordinary Vacancies - Ohai Community Development Area Subcommittee

Record No:       R/17/9/22236

 

Alyson Hamilton, Committee Advisor, presented the report.

 

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

 

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

 

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

 

 

Resolution

Moved Member Sunde, seconded Member Day  and resolved:

That the Ohai Community Development Area Subcommittee:

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

 

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

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

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

 

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

 


 

3

Election of Chair and Deputy Chair

Record No:       R/17/10/23289

 

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

 

Nominee                                            Moved                                             Seconded

 

Kelly Day                                              Ivan Sunde                                     Councillor Perham

 

There were no further nominations.

 

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

 

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

 

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

 

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

 

 

Resolution

Moved Member Sunde, seconded Cr Perham  and resolved:

That the Ohai Community Development Area Subcommittee:

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

 

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

 

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

 

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

 

4             Leave of absence

 

There were no requests for leave of absence.

 

5             Conflict of Interest

 

There were no conflicts of interest declared.

 

6             Public Forum

 

There was no public forum.

 

7             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

8             Confirmation of Minutes

 

Resolution

Moved Member Anderson, seconded Member Sunde  and resolved:

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

 

Reports

 

9

Strategic Framework 2018 - 2028 Long Term Plan

Record No:       R/17/9/23091

 

Kelly Tagg, Community Partnership Leader, presented the report.

 

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

 

Mrs Tagg explained the report presents the framework for information and highlights the key changes to the Council’s intended areas of focus in response to the key strategic challenges facing Southland District over the next twenty years.

 

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

 

 

Resolution

Moved Member Anderson, seconded Member Day  and resolved:

That the Ohai Community Development Area Subcommittee:

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

 

 

10

Council Report

Record No:       R/17/9/22768

 

Kelly Tagg, Community Partnership Leader, presented the report.

Mrs Tagg advised the purpose of the report is to provide an overview of key issues across the Southland District, as well as high level local issues from various Council units.

 

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

 

§  Civil Defence Review

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

 

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

 

§  Future of Local Government

§  Customer Service Delivery Scoping Project

§  Rebranding update

§  Open spaces Project Update

§  Venture Southland - Community Development

 

§  Customer Support

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

 

§  Library Services

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

 

§  Community Futures 2040 Project

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

 

§  Community Governance Review update

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

 

§  Community Leadership Plans

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

 

§  Building Control

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

 

§  Forestry Update

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

 

§  Land adjacent playground on Birchwood Road

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

 

§  Ohai Bowling Club & Town Hall

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

 

 

Resolution

Moved Cr Perham, seconded Member Anderson  and resolved:

That the Ohai Community Development Area Subcommittee:

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

 

11

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

Record No:       R/17/8/19359

 

Kelly Tagg, Community Partnership Leader, presented the report.

 

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

 

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

 

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

 

Members noted the total balance Ohai reserves for the period ended 30 June 2017 being $269,981.26.

 

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

 

 

Resolution

Moved Member Sunde, seconded Member Anderson  and resolved:

That the Ohai Community Development Area Subcommittee:

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

 

12

Local Budgets for the Long Term Plan 2018-28

Record No:       R/17/10/23567

 

Kelly Tagg (Community Partnership Leader) presented the report.

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

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

Mrs Tagg informed the draft budgets will be incorporated into the Council’s draft Long Term Plan (LTP) 2018-2028 which will be released for consultation in March 2018.  Once the plan is finalised (and subject to any changes resulting from submissions), the budgets shown for 2018/2019 will be used to set rates for the year beginning 1 July 2018 (referred to as LTP year 1).

 

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

Following discussion Members agreed that the Hall be renamed to a community centre and further agreed to the community centre rate remain status quo at $59.74 per unit for the 2018/19 financial year.

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

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

 

 

 

Resolution

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

That the Ohai Community Development Area Subcommittee:

a)            Receives the report titled “Local Budgets for the Long Term Plan 2018-28” dated 4 October 2017.

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

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

d)           Requests that the following rates and charges (including GST) for the year commencing 1 July 2018 be included in the 2018-2028 Long Term Plan Consultation Document subject to;

 

§  the Community Hall be renamed to the Community Centre

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

 

Rate

Rate GST inclusive

Ohai CB Rate

$43,350

Ohai Hall Community Centre Rate

$11,536 12,067

 

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

Ohai Hall Community Centre

Fee Description                                                                               Rate (GST Incl)

Hire (Hourly)                                                                                            $8.65

Wedding Dance/Cabaret                                                                   $115.00

Wedding Reception only/Banquet                                              $100.00

Group Hire (Hourly)                                                                            $15.00

Non-Profit Organisation Hire (Per hour)                                $10.00

Bond (no GST)                                                                                          $250.00

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

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

f)             There were no issues/priority projects for the local area that need to be included in the 2018-2028 Long Term Plan consultation process.

 

 

 

NOTE: Member Sunde left the meeting at 7.12pm.

 

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

 

 

13.1

Chairperson's Report

 

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

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

 

13.2

Councillor’s Report

 

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

§  Around the Mountain Cycle Trail update

§  SoRDS update

§  Update on recent Council tour

·         Te Anau Wastewater consent

 

 

 

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

 

 

 

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

 

 

 

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


 

Riversdale Community Development Area Subcommittee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Riversdale Community Development Area Subcommittee held in the Riversdale Community Centre, Lumsden/Riversdale Hwy, on Wednesday, 25 October 2017 at 6pm.

 

present

 

Chairperson

Paul Langford

 

Members

Richard Clarkson

 

 

Brian Dillon

 

 

Kelso Hilary

 

 

Rohan Horrell

 

 

Barry O'Connor

 

 

Daryl Will

 

 

 

 

 

IN ATTENDANCE

 

Governance and Democracy Manager

Committee Advisor

Clare Sullivan

 

Rose Knowles

 

 

Community Partnership Leader

Finance Assistant

Kelly Tagg

 

Shelley Dela Llana

 


1             Apologies

 

Moved Member Horrell, seconded Member O’Connor and resolved;

 

That the Riversdale Community Development Area Subcommittee accept the apology for non-attendance from Member Wills.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

Resolution

Moved Member Kelso, seconded Member Clarkson and resolved;

That the minutes of Riversdale Community Development Area Subcommittee meeting held on 26 July 2017 be confirmed as a true and correct record.

 

Reports

 

 

7.1

Council Report

Record No:       R/17/10/24987

Kelly Tagg, Community Partner Leader presented the report.

Mrs Tagg advised the purpose of the report is to provide an overview of key issues across the Southland District, as well as high level local issues from various Council units.

  • Southland Regional Development Strategy (SoRDS)
  • Conflicts of Interest
  • Te Anau Wastewater Discharge Project
  • Fluoridation of Drinking Water
  • Alternative Coastal Route Seal Extension Project
  • Community Governance
  • Community Leadership Plan
  • Open Spaces Report
  • Freedom Camping in the Catlins
  • Earthquake-prone Buildings
  • CDA Finance report

 

 

 

Councillor’s Report

 

Councillor Dillon reported on matters from the District Council Table which included;

 

·                                 Submissions hearing end of November for SoRDS.

·                                 Venture Southland Update

·                                 Changes to Freedom Camping Bylaw-Lumsden

 

 

7.2

Strategic Framework 2018 - 2028 Long Term Plan

Record No:       R/17/9/23141

Kelly Tagg, Community Partner Leader, and Councillor Dillon presented the report.

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

Councillor Dillon explained the report presents the framework for information and highlights the key changes to the Council’s intended areas of focus in response to the key strategic challenges facing Southland District over the next twenty years.

 

 

 

Resolution

Moved Chairman Langford, seconded Member Horrell

That the Riversdale Community Development Area Subcommittee:

a)            Receives the report titled “Strategic Framework 2018 - 2028 Long Term Plan” dated 11 October 2017.

 

 

7.3

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

Record No:       R/17/8/19234

Kelly Tagg, Community Partner Leader presented the report.

Mrs Tagg advised that the report was to update Members on the financial report for the Riversdale CDA to the year ended 30 June 2017.

 

 

 

Resolution

Moved Chairman Langford, seconded Member Clarkson

That the Riversdale Community Development Area Subcommittee:

a)            Receives the report titled “Financial Report to Riversdale Community Development Area Subcommittee for the year ended 30 June 2017” dated 18 October 2017. 

7.4

Local Budgets for the Long Term Plan 2018-28

Record No:       R/17/10/24192

Mrs Shelly Dela Llana Financial Advisor, presented the report.

Mrs Tagg advised the purpose of the report is to set local budgets for 2018-28 and propose rates for the year commencing 1 July 2018.

 

Mrs Dela Llana explained this report provides an overview of the local activities and services for Riversdale for 2018-2028 which are provided under the governance of the Riversdale Community Development Area (CDA) subcommittee.  The report details the estimated costs of these activities over the 10 years as well as the draft rates.

 

Mrs Dela Llana informed the draft budgets will be incorporated into the Council’s draft Long Term  Plan (LTP) 2018-2028 which will be released for consultation in March 2018.  Once the plan is finalised (and subject to any changes resulting from submissions), the budgets shown for 2018/2019 will be used to set rates for the year beginning 1 July 2018 (referred to as LTP year 1).

 

Mrs Dela Llana advised the information in this report and its attachments, has been sourced from previous discussions between the Committee and community partnership leader/community engineer along with Activity Management Plans (AMPs) that officers have prepared.  The AMPs contain more detail about the activities and expenditure requirements.

 

Following a discussion Members agreed that the footpath project planned for the year 2022-2023 be brought forward to 2018-2019. The new footpath to go along York Street from Berwick Street as far as Kent Street.  Project to be covered by $29,000 from Reserves.

Members also agreed on their being no rate decrease for 2018-2018 with the CDA rate remaining at $40,678, and to investigate more streetlights for the township.

 

 

 

Resolution

Moved Chairman Langford, seconded Member Clarkson

That the Riversdale Community Development Area Subcommittee:

a)            Receives the report titled “Local Budgets for the Long Term Plan 2018-28” dated 18 October 2017.

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

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

d)           Recommends to Council that the following rates and charges (including GST) for the year commencing 1 July 2018 be included in the 2018-2028 Long Term Plan.

 

Rate

Rate GST inclusive

Riversdale CDA rate

$40,678

 

e)            Identifies the footpath project along York Road to Kent Street and more streetlights in the township projects for the local area that need to be included in the 2018-2028 Long Term Plan consultation process.

 

 

 

8.1         Chairperson’s Report

 

The Chairman, Paul Langford, reported on matters with which he has been involved since the subcommittee’s last meeting.

 

·         Clean up of the curbs in the township

·         Rebranding meeting in Lumsden

·         Greenwaste Issues

·         Visit from Venture Southland

·         Town flags

 

Members requested a Community meeting early next year with the CDA Members.

Mrs Tagg (Community Partnership Leader) will organising the meeting.

 

 

 

 

The meeting concluded at 9.15pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Riversdale Community Development Area Subcommittee HELD ON 25 OCTOBER 2017.

 

 

 

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

 

 

 

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