Notice is hereby given that a Meeting of the Woodlands Community Development Area Subcommittee will be held on:

 

Date:

Time:

Venue:

 

Monday, 16 April 2018

7pm

Woodlands Primary School
8 Woodlands Morton Mains Road
Woodlands

 

Woodlands Community Development Area Subcommittee Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Michael Straith

 

Deputy Chairperson

Maree Small

 

Members

Janice McBride

 

 

Keith McKenzie

 

 

Ashley Michelle

 

 

Shane Rhodes

 

 

Councillor Paul Duffy

 

 

IN ATTENDANCE

 

Committee Advisor

Fiona Dunlop

Community Partnership Leader

Michelle Stevenson

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


Terms of Reference - Community Development Area Subcommittees

 

Community Development Area Subcommittees are delegated the following responsibilities by the Southland District Council.

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

·                 Consider and reporting on all matters referred to it by the Southland District Council, or any matter of interest or concern to the Community Development Area Subcommittee;

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

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

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

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

 

In addition to these activities, Community Development Area Subcommittees will consider how best to provide for our communities, and the people who live there, into the future.  

 

Community Development Area Subcommittees will provide leadership by:

·                 Positively representing their community and the Southland District;

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

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

 

Community Development Area Subcommittees will adopt a strategic focus that will enable members to:

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

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

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

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

 

Community Development Area Subcommittees shall have the following delegated powers and be accountable to Council for the exercising of these powers.

 

Engagement and representation

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

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

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

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

 

Financial

·                Approving expenditure within the limits of annual estimates.

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

 

Rentals and leases

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

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

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

 

Local assets and facilities

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

·                  Appoint a local liaison person responsible for community housing.

 

The Community Development Area Subcommittees can make recommendations to Council on:

 

Assets and Facilities

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

 

Rentals and leases

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

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

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

 

Contracts/Tenders

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

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

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

 

Financial

·                Recommending annual estimates to Council

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

 

Local Policy

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

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

·                Appoint a local liaison person responsible for community housing.

 

The Chairperson of each Community Development Area Subcommittee is delegated with the following additional responsibilities:

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

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

 


Woodlands Community Development Area Subcommittee

16 April 2018

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                7

2             Leave of absence                                                                                                                                                7

3             Conflict of Interest                                                                                                                                             7

4             Public Forum                                                                                                                                                         7

5             Extraordinary/Urgent Items                                                                                                                        7

6             Confirmation of Minutes                                                                                                                               7

Reports

7.1         Trees on Woodlands South Road (opposite 45)                                                                            13   


1             Apologies

 

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

 

2             Leave of absence

 

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

 

3             Conflict of Interest

 

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

 

4             Public Forum

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

 

5             Extraordinary/Urgent Items

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

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

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

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

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

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

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

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

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

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

 

6             Confirmation of Minutes

6.1             Meeting minutes of Woodlands Community Development Area Subcommittee, 19 March 2018


 

Woodlands Community Development Area Subcommittee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Woodlands Community Development Area Subcommittee held in the Woodlands Primary School, 8 Woodlands Morton Mains Road, Woodlands on Monday, 19 March 2018 at 7.35pm.

 

present

 

Chairperson

Michael Straith

 

Deputy Chairperson

Maree Small

 

Members

Janice McBride

 

 

Keith McKenzie

 

 

Ashley Michelle

 

 

Shane Rhodes

 

 

Councillor Paul Duffy

 

 

IN ATTENDANCE

 

Committee Advisor

Fiona Dunlop

Community Partnership Leader

Michelle Stevenson

 


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

 

Donna Savage presented a letter to the Subcommittee regarding trees near her property at 45 Woodlands South Road which are causing interference for her television reception and causing a buildup of debris in the gutter.

 

Following discussion on the matter the Subcommittee agreed to request officers for a report.  As they wished for this work to be progressed prior to winter they asked that an “extra” meeting of the Subcommittee be set for Monday 16 April 2018 at 7pm.

 

Moved Member McBride, seconded Member Michelle and resolved:

That the Woodlands Community Development Area Subcommittee:

a)         Request that officers investigate the removal of the trees in the vicinity of 45 Woodlands South Road and report back to the Subcommittee with a recommendation on the action to proceed with.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Cr Duffy, seconded Deputy Chairperson Small and resolved:

That the Woodlands Community Development Area Subcommittee, confirms the minutes of the meeting held on 17 October 2017 as a true and correct record of that meeting.

 


 

 

Reports

 

 

7.1

Council Report

Record No: R/18/2/3891

 

Community Partnership Leader – Michelle Stevenson was in attendance for this item.

 

Miss Stevenson took the Subcommittee though the report and particularly highlighted the following:

·         Community Organisation and Volunteer Sector Shared Services Pilot

·         Community Leadership Planning Processes – Phase Three Update

·         Community Governance Project and Representation Review

·         Long Term Plan

·         People and Capability – appointment of new Group Manager Services and Assets

·         Winton Air Quality Update

·         Dog Control Amnesty

 

As a result of discussion on the Woodlands walking track, the Subcommittee agreed to request officers to report on options and costs for remedial work on the path from the school to Kingswood Bush.  This report would be expected at the Subcommittee’s “extra” meeting on Monday 16 April 2018.

 

 

Resolution

Moved Member McKenzie, seconded Member Rhodes recommendation a and a new b (as indicated) and resolved:

That the Woodlands Community Development Area Subcommittee:

a)            Receives the report titled “Council Report” dated 8 March 2018.

 

b)           Request that Officers report on options and costs for remedial work on the path at the Woodlands walking track from the school to Kingswood Bush.

 

Chairperson’s Report

Chairperson Straith, to report on activities with which he has been involved with since the last meeting of the Subcommittee.  He particularly highlighted that the orchard is looking good.

 

Councillor’s Report

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

He particularly highlighted the following:

·         Dispersal of grants and scholarships

·         Representation Review

·         A new Group Manager – Services and Assets had started with Southland District Council

 

Next Meeting

The Subcommittee noted that the next meeting will be held on Monday 16 April 2018 at 7pm and also a meeting would be held at 7pm on Monday 5 November 2018.

 

 

 

The meeting concluded at 8.41pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Woodlands Community Development Area Subcommittee HELD ON MONDAY 19 MARCH 2018.

 

 

 

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

 

 

 

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

 


Woodlands Community Development Area Subcommittee

16 April 2018

 

Trees on Woodlands South Road (opposite 45)

Record No:             R/18/3/6465

Author:                      Brendan Gray, Community Engineer

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Executive Summary

1        As resolved by the Woodlands Community Development Area Subcommittee, staff have investigated the removal of the trees affecting the television reception of the property at 45 Woodlands South Road. This has also been investigated from a safety perspective with the shading/ice formation on the road in winter.

Options

There are 2 options for the Woodlands CDA to consider. The first is a full removal of the trees and vegetation and the second is for staff to approach the property owners at 45 Woodlands South Rd to advise of the alternate television reception option available. This will not solve the trees shading the road in winter.

Pricing Received

2        Staff have contacted Foveaux Communications and spoke with the technician who attended and checked the television signal at the property, 45 Woodlands South. The technician confirmed that the trees were affecting the signal to the Freeview aerial. The technician advised that the installation of a satellite dish and Freeview decoder would eliminate the problem. The technician advised this could be completed easily and an estimate was given of $450.00 which included all materials and installation onsite.

3        Staff have received a price from a suitably qualified arborist to fell the trees, chip the slash and drag the suitable wood into Cameron Contracting yard for processing as firewood. The price received from the contractor is $2,650 + GST. As the trees are adjacent to the Kiwirail corridor a permit application and stand-over protection is required. The costs from KiwiRail is likely to add approx. $600-$700 to the cost of felling the trees. Making the total cost in the region of $3,250.00 - $3,350.00.

 

Recommendation

It is recommended that the CDA remove the trees in question as this will rectify both the television reception issue and the road shading in winter and becoming slippery. These trees are on road reserve so the removal is approved to be funded by the Road Maintenance budget manager.

 

 

Recommendation

That the Woodlands Community Development Area Subcommittee:

a)            Receives the report titled “Trees on Woodlands South Road (opposite 45)” dated 10 April 2018.

 

b)           Accept or decline the quote to fell, chip and remove utilising machinery.

 

c)            Advise if they wish staff to approach the property owners at 45 Woodlands South Road to discuss the alternative option provided of a satellite dish and decoder.

 

 

Attachments

There are no attachments for this report.