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

 

Date:

Time:

Meeting Room:

Venue:

 

Wednesday, 30 May 2018

7.30pm

The Staffroom
Edendale Primary School
Salford Street
Edendale

 

Edendale-Wyndham Community Board Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Pam Yorke

 

Deputy Chairperson

Denise Fodie

 

Members

David McKenzie

 

 

Andrew Roy

 

 

Melanie Shepherd

 

 

Calvin Wood

 

 

Councillor Paul Duffy

 

 

IN ATTENDANCE

 

Committee Advisor

Fiona Dunlop

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


Terms of Reference – Community Boards

 

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

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

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

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

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

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

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

 

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

 

Community Board members will provide leadership by:

·                Positively representing their community and the Southland District

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

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

 

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

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

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

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

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

 

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

 

Engagement and representation by:

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

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

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

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

 

Financial by:

·                Approving expenditure within the limits of annual estimates.

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

 

Rentals and leases

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

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

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

 


 

Local assets and facilities by

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

·                Appoint a local liaison person responsible for community housing.

 

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

 

Stewart Island/Rakiura Community Board

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

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

 

Te Anau Community Board

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

 

The Community Boards can make recommendations to Council on:

 

Assets and Facilities

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

 

Rentals and leases

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

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

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

 

Contracts/Tenders

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

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

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

 

Financial

·                Recommending annual estimates to Council.

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

 

Local Policy

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

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

 

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

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

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

 


Edendale-Wyndham Community Board

30 May 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         Submission from the Edendale-Wyndham Community Board to the Southland District Council Initial Proposal for the Representation Review                                                          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 Edendale-Wyndham Community Board, 24 April 2018

 


 

Edendale-Wyndham Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Edendale-Wyndham Community Board held in the Memorial Hall, Balaclava Street, Wyndham on Tuesday, 24 April 2018 at 7.30pm.

 

present

 

Chairperson

Pam Yorke

 

Deputy Chairperson

Denise Fodie

 

Members

David McKenzie

 

 

Andrew Roy

 

 

Melanie Shepherd

 

 

Calvin Wood

 

 

Councillor Paul Duffy

 

 

IN ATTENDANCE

 

Group Manager, Customer Support

Trudie Hurst

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

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Shepherd and resolved:

That the Edendale-Wyndham Community Board confirms the minutes of held on 27 February 2018 as a true and correct record of that meeting.

 

Reports

 

 

7.1

Council Report

Record No: R/18/4/8703

 

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

 

Councillor Duffy and Miss Stevenson took the Board through the report.

 

Councillor Duffy and Miss Stevenson particularly highlighted the following:

·         water issues

·         freedom camping

·         climate change

·         Civil Defence review

·         Southland Regional Development Agency

·         Tuawhenua – Provincial Growth Fund

·         Te Anau wastewater

·         national planning standards

·         Ouvea premix

·         2018-2028 Long Term Plan

·         community organisation and volunteer sector shared services pilot

·         representation review

·         Venture Southland and community development business survey

·         dog control

·         environmental health

·         customer Support

·         alternative Coastal Route Seal Extension Project

·         strategic roading local update (Mataura Island Titiroa Bridge, Alma/Ferry Streets intersection, LED lighting in Edendale and Wyndham completed, Ferry Road/Edendale Wyndham Road pavement rehabilitation

·         Edendale hall sale

·         removal of trees outside 6 Hunter Street and Edendale playground on Seaward Road.

 

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Wood and resolved:

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Council Report” dated 6 April 2018.

 

 

7.2

Update on Customer Services

Record No: R/18/3/6242

 

 

 

Group Manager, Customer Support – Trudie Hurst was in attendance for this item.

 

Mrs Hurst discussed with the Board the vision for customer services in the Wyndham and Edendale area.

 

Chairs Report

 

Chair Yorke to update members on matters that she has been involved with since the last meeting of the Board.

 

She particularly highlighted:

·         interest from the College to develop the north end of the wildlife refuge

·         attended meetings for the upcoming representation review with Board member Shepherd

·         reported on concerns with the budgets for the Edendale and Wyndham areas

·         new gardeners have commenced work

·         concern with the structural integrity of the war memorial archway at the Wyndham camping ground

·         electricity issues at the Wyndham camping ground

·         Wyndham museum successful in getting a pilot programme for cataloguing their collection

 

 

Councillor's Report 

 

Councillor Duffy to update members on matters from around the District Council table.

 

He had previously highlighted some issues in the Council report and also highlighted the following items of interest:

·         submissions to the Long Term Plan have been heard by Council

·         flag tracks system for putting flags/banners on power poles is to be installed in the Edendale and Wyndham townships

·         been to Winton (outback Queensland Australia) for the opening of the Waltzing Matilda Centre

 

 

Next meeting

 

The Board noted that there will be meetings of the Board as follows:

·         Wednesday 30 May 2018, 7.30pm in the Staff Room, Edendale School, Salford Street, Edendale

·         Tuesday 26 June 2018, 7.30pm at the Edendale Presbyterian Church, Corner of Melvin and Brydone Streets, Edendale.

 

 

The meeting concluded at 10.05pm.                   CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Edendale-Wyndham Community Board HELD ON TUEDSAY 24 APRIL 2018.

 

 

 

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

 

 

 

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

 


Edendale-Wyndham Community Board

30 May 2018

 

Submission from the Edendale-Wyndham Community Board to the Southland District Council Initial Proposal for the Representation Review

Record No:             R/18/5/10899

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose of Report

1        The purpose of the report is to enable the Edendale-Wyndham Community Board to consider their submission to the Southland District Council Initial Proposal for the Representation Review.

 

Recommendation

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Submission from the Edendale-Wyndham Community Board to the Southland District Council Initial Proposal for the Representation Review” dated 24 May 2018.

 

b)           Endorses the submission of the Edendale-Wyndham Community Board to the Southland District Council initial proposal for the Representation Review.

 

Attachments

a             Draft Community Board Submission to Southland District Council Representation Review    

 


Edendale-Wyndham Community Board

30 May 2018

 

Submissions – Edendale Wyndham Community Board 2018

What does local decision making look like? There needs to be clear and consistent roles and responsibilities.

Planning and decision around District wide service and rating needs to be communicated across the whole District.

We need to retain the ability to be involved with discussions around the district wide funding projects in our local areas.

Clear and defined lines for all council representatives.

Community Groups such as the present CDA need appropriate support from organisations that are relevant to the decisions and projects they make, as they transitioning and finds what best fit their needs,

Remuneration: This needs to relevant to the expectations and tasks involved in moving forward under the new structure.

Existing CB’s and CDA’s reserves held be protected for a time frame to give their communities time to plan around how best to use these funds.

We need to retain the ability to set rates at a local level.

The Representation Review needs to be future proof. All avenues understood so there is no major shift in the next 6-12 years.

There needs to be clear systems and stability around transitions within the districts when there is personnel changes.

Council need to be committed to their part in making sure communication is priority.

Training that is effective, worthwhile, and relevant, thought provoking, directive, and regular is paramount in moving forward under this new structure.

A name change needs to occur to reflect the new nature of the representation of what is unfolding.