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

 

Date:

Time:

Meeting Room:

Venue:

 

Thursday, 31 May 2018

7pm

Wallacetown Community Centre
Dunlop Street
Wallacetown

 

Wallacetown Community Board Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Peter Laurie

 

Deputy Chairperson

Frank Shearing

 

Members

Tony Billyard

 

 

Trina Eade

 

 

Treena Symons

 

 

Rae Wilson

 

 

Councillor Gavin Macpherson

 

 

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.

 


Wallacetown Community Board

31 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 Wallacetown 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 Wallacetown Community Board, 26 April 2018


 

Wallacetown Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Wallacetown Community Board held in the Wallacetown Community Centre, Dunlop Street, Wallacetown on Thursday, 26 April 2018 at 7pm.

 

present

 

Chairperson

Peter Laurie

 

Members

Tony Billyard

 

 

Treena Symons

 

 

Rae Wilson

 

 

Councillor Gavin Macpherson

 

 

IN ATTENDANCE

 

Community Partnership Leader

Michelle Stevenson

Committee Advisor

Fiona Dunlop

 


1             Apologies

 

Apologies were received from Trina Eade and Frank Shearing.

 

Resolution

Moved Chairperson Laurie, seconded Member Billyard  and resolved:

That the  Wallacetown Community Board accept the 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 Chairperson Laurie, seconded Member Symons and resolved:

That the Wallacetown Community Board confirms the minutes of the meeting held on Thursday 22 February 2018 as a true and correct record of that meeting.

 

Reports

 

 

7.1

Council Report

Record No: R/18/4/8804

 

Community Partnership Leader – Michelle Stevenson and Councillor Macpherson were in attendance for this item.

 

 

 

They both took the Board through the report and particularly highlighted the following:

·         water issues

·         freedom camping

·         climate change

·         Civil Defence review

·         Southland Regional Development Agency

·         Tuawhenua – Provisional Growth Fund

·         Ta Anau Wastewater

·         National planning standards

·         Ouvea premix

·         2018-2018 Long Term Plan

·         Ministry of Business, Innovation and Employment Stewart Island community plan update

·         Welcome ambassador project update

·         Community organisation and volunteer sector shared services pilot

·         Representation review

·         Venture Southland community development

·         Dog control

·         Environmental health

·         Environment Southland Land and Water plan

·         LED streetlight replacement programme

 

 

Resolution

Moved Chairperson Laurie, seconded Member Wilson and resolved:

That the Winton Community Board:

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

 

 

Chair’s Report

 

Chair Laurie advised that he had nothing to report.

 

 

Councillors Report

 

Councillor Macpherson advised that he had covered his report earlier in te meeting through the Council report.

 

 

Next Meeting

 

The Board will be meeting as follows:

·         Thursday 24 May 2018 at 7pm

·         Thursday 28 June 2018 at 7pm.

 


 

 

The meeting concluded at 8.21pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Wallacetown Community Board HELD ON THURSDAY 26 APRIL 2018.

 

 

 

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

 

 

 

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

 


Wallacetown Community Board

31 May 2018

 

Submission from the Wallacetown Community Board to the Southland District Council Initial Proposal for the Representation Review

Record No:             R/18/5/10701

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 Wallacetown Community Board to consider their submission to the Southland District Council Initial Proposal for the Representation Review.

 

 

Recommendation

That the Wallacetown Community Board:

a)            Receives the report titled “Submission from the Wallacetown Community Board to the Southland District Council Initial Proposal for the Representation Review” dated 25 May 2018.

 

b)           Endorses the submission of the Wallacetown 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    

 


Wallacetown Community Board

31 May 2018

 

Wallacetown Community Board – Submission to the Southland District Council 2018 Representation Review

 

 

1.       Do you think 12 councillors elected from five wards gives you fair and effective representation?

 

Yes and no.  See the reasoning further on in this submission.

 

 

2.       Do you think that Stewart Island Rakiura should be an island community of interest?

 

Very definitely Stewart Island Rakiura should be an island community of interest.  There are issues that are unique to their environment, location and life style that are best known and dealt with by a local representation.

 

 

3.       Do you think there should be eight community boards covering the whole of the District?

 

NO.  This is not an item that should be discussed as a number.  It is about what will work as an effective representation of each and every community.

 

Why limit the number of community Boards to only eight? We don’t understand why the district is divided this way. Why is it not possible to have nine, ten or even eleven Community Boards; with smaller numbers of board members? This could have the effect of having more candidates in the local body elections creating more interest with the rate payers.

 

It’s more about creating interest and providing a service than saving money.

 

 

4.       Do you support this proposal which consists of 12 councillors elected from five wards and eight community boards covering the whole of the District? - tick box

Yes   N Neither

 

1.       By having both Ward and Community Boards representing everyone in the District you are effectively double representing all ratepayers.  That in itself is a deception.  Who is really representing their best interests? 

 

2.       Bigger is not necessarily better.

While cities like Christchurch have a number of Community Boards, they function very well as part of a well defined whole with common needs as they are a totally urban area.  We don’t see that there is a comparison in the Southland District.  The communities are quite diverse within the proposed Oreti Community Board.  Not only are you combining residential communities; you are adding rural demands in there too.  It is going to take elected members with special skills and more importantly the right attitudes to make it work.  The workload of this proposal will add to the pressures that fulltime workers are already under and we can see that elected members will not be a diverse group.

 

 

 

3.       We propose that the Wallacetown Community Board area could be expanded to include the following localities: Branxholme, Grove Bush, Lorneville, Mabel Bush, Makarewa, Makarewa Junction, Oporo, Rakahauka, Roslyn Bush, Ryal Bush, Taramoa, Tussock Creek, Wallacetown, west Plains, Wilson Crossing, Waianiwa and Wrights Bush.

 

4.       The need to retain our identity and representation.

 

Everyone to whom we have spoken has been adamant that:

 

a.       Wallacetown should retain its own identity and govern its own affairs,

 

We have done a separate consultation within the Wallacetown area; the result of that consultation is that 99% of people want Wallacetown to remain as a separate stand-alone board.

 

b.       Wallacetown has to be guaranteed representation on the new Board.

 

5.       Sweeping changes are seldom successful.

 

Large changes carry with them an overhead of uncertainty and unforeseen problems.  The best progress is made by progressive steps where everyone has a buy-in.  Sweeping changes like you are proposing are irreversible and don’t have any guarantee of success or favourable adoption.  You may be committing yourselves to a structure that is worse than what we have now.

 

6.       Review the number of elected members on each Board

The representation review and the move to bulk funding has significantly reduced the work of the Community Boards (much to our dissatisfaction).  Does there still need to be the same number of members on each board?
Six member boards could be reduced to four and eight member boards to six without affecting the board’s functions or representation.  It still gives room for an absence and achieving a quorum. 

 

7.       The significant difference in population, the number of residents and the number of residential areas in different Community Boards.

 

a.       The proposed Oreti Community Board has a population of 8577 while the Northern Community Board has only 1740.  That doesn’t sound like fair distribution. 

 

b.       The number of residential areas is quite diverse from Community Board to Community Board depending on your definition of the number of residents or properties that make up a Community.  In that regard the term Community is misleading. 
The proposed Oreti Community Board has 14 residential areas in its jurisdiction while the proposed Ardlusa Community Board has only 3.  That is quite disproportionate and becomes even more disproportionate when the population is taken into consideration.

 

c.       The new proposal could possibly mean that the Wallacetown area could end up not being represented. All of the experience, information and history that the existing board has will be lost and there will be no continuity going forward. Therefore if this proposal goes ahead we urge this council guarantees that the Wallacetown area has a mandatory two seats on the new board, such as happened with the combining of the Edendale and Wyndham Boards.


 

 

8.       Localised Projects.

 

Projects that are specific to an area within the proposed new Oreti Community Board boundary, which would mainly benefit that local area, would be paid for by the entire rating base. This we believe is an unfair ask and could very well cause divisions within the Community Board area.

 

9.       Reserve Monies

 

From our consultation within the Wallacetown area, if the proposed new Oreti Community Board goes ahead the people are demanding that the current reserves be ring fenced for the present Wallacetown Community Board area.

 

The people of the Wallacetown Community Board area have had past experience with loosing reserves from when the sewerage scheme was changed to be district wide funded, and do not want to experience a similar situation again.