Riverton/Aparima Community Board

 

OPEN MINUTES

 

 

Minutes of a meeting of Riverton/Aparima Community Board held in the Southland District Council Riverton Office, 117 Palmerston Street, Riverton on Wednesday, 6 June 2018 at 4pm.

 

present

 

Chairperson

Blair Stewart

 

Deputy Chairperson

Jan Breayley

 

Members

Neil Linscott

 

 

Corey Mennell

 

 

Graeme Stuart

 

 

Andrew Wilson

 

 

Councillor Nick Perham

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

Community Partnership Leader

Simon Moran

 


Riverton/Aparima Community Board

06 June 2018

 

Order of Business

 

The Chair advised that the agenda would be taken as follows:

 

Item 1            Apologies

Item 2            Leave of Absence

Item 3            Conflict of Interest

Item 5            Extraordinary/Urgent Business

Item 6            Confirmation of minutes

Item 8.2        Submission from the Riverton/Aparima Community Baord to the Southland District     Council Representation Review

 

Adjournment of meeting for 30 minutes to allow staff time to forward Board submission to Council by the appointed time.

 

Item 4            Public Forum

Item 7.1        Request from Lions Club for the Riverton/Aparima Community Board to take      responsibility for a digital display board once constructed

Item 8.1        Council Report

Item 9.1        Chairperson’s Report

Item 9.2        Councillor’s Report

 

 

1             Apologies

 

There was an apology for lateness from Cr Perham.

 

Moved Member Breayley, seconded Member Linscott and resolved:

That the Riverton/Aparima Community Board accept the apology for lateness from Cr Perham.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

5             Extraordinary/Urgent Items

 

Resolution

Moved Member Stuart, seconded Member Linscott  and resolved:

That the Riverton/Aparima 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:  Nomination for Southland District Council Community Services Award (Public Excluded Item).

 

 

6             Confirmation of Minutes

 

Resolution

Moved Member Linscott, seconded Member Mennell  and resolved:

That the minutes of Riverton/Aparima Community Board meeting held on 9 April 2018 be confirmed as a true and correct record of that meeting.

 

 

Reports for Resolution

 

 

8.2

Submission from the Riverton/Aparima Community Board to the Southland District Council Initial Proposal for the Representation Review

Record No: R/18/5/11048

 

Chair Stewart took the Board through the draft submission to the Southland District Council Initial Proposal for the Representation Review.

 

The Board discussed the content of their submission and made some amendments to the draft that was circulated with the agenda.

 

 

Resolution

Moved Chairperson Stewart, seconded Member Wilson  recommendations a, b with changes (as indicated) and a new c (as indicated) and resolved:

That the Riverton/Aparima Community Board:

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

 

b)           Endorses the amended submission of the Riverton/Aparima Community Board to the Southland District Council initial proposal for the Representation Review 2018 appended to the minutes as appendix 1.

 

c)            Agree that the Deputy Chair of the Board speak on the Board’s behalf at the oral presentations on Monday 18 June 2018.

 

 

Meeting adjourned at 4.09pm and reconvened at 4.40pm.

 

 

All members of the Community Board were present when the meeting reconvened.

 

Councillor Perham arrived at 4.30pm

 

 

4             Public Forum

 

Julie McWilliams

 

Ms McWilliam addressed the meeting advising that as a member of the public she was concerned at comments made by some of the Community Board members during a formal meeting of the Board.

 

Further to this Ms McWilliams sought clarification on a number of issues that had taken place at that Board meeting i.e. council’s tender process and clarification on members declaring a conflict of interest.

 

Ms McWilliams further advised that the stormwater maintenance work undertaken outside her residence has not yet been resolved.

 

The Chair responded to the queries raised by Ms McWilliams and advised that in relation to the stormwater issue a Request for Service be lodged to record this matter.

 

The Chair expressed appreciation to Ms McWilliams at her attendance at the meeting and presentation to the Board noting the issues that she has raised.

 

 

7.1

Request from Riverton Lions Club for the Riverton/ Aparima Community Board to take responsibility for a digital display board once constructed.

Record No: R/18/5/11562

 

Community Partnership Leader, Simon Moran presented the report.

Mr Moran advised the purpose of the report is for the Riverton/Aparima Community Board to consider a request from the Riverton Lions Club for the Board to take ownership and responsibility for a proposed digital display board to be erected outside the Riverton Council office.

The Board noted the application from the Riverton Lions Club to erect a digital display Board on the Council property at the Riverton Council Office includes a comment that Council would be the owner and responsibility of the Board when erected.

Mr Moran explained that whilst the Council property is a district funded property the decision on this does not rest with the Community Board rather with Council, however the funding of any future operational and maintenance costs would need to be from the Board as the proposal is not a district funded activity.

 

Following discussion the Board agreed to support the application from the Riverton Lions Club and agreed to take ownership of the structure including maintenance costs and ensuring consent conditions are being complied with.

 

However whilst the Board did not agree to be responsible for applying or complying with any consents required it did agree to consider contributing toward consent fees once they have been established.

 

 

 

Resolution

Moved Chairperson Stewart, seconded Member Breayley  recommendations a,b,c,d,e, f with changes (as indicated) and resolved:

That the Riverton/Aparima Community Board:

a)            Receives the report titled “Request from Riverton Lions Club for the Riverton/ Aparima Community Board to take responsibility for a digital display board once constructed ” dated 28 May 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)           Supports the application of the Riverton Lions Club for the erection of a digital display board on the Council Office property on Palmerston Street, Riverton subject to the onsite location and details around electricity (if required) being further discussed and resolved with staff.

 

e)            Agrees to take ownership of the structure and be responsible for all future operational and maintenance costs of the digital board once operating, including all consent conditions being complied with.

 

f)             Does not agree to be responsible for applying for and complying with any consents required for the construction of the board, however the Board agree that it may consider contributing to consents costs.

 

 

Reports

 

 

8.1

Council Report

Record No: R/18/5/11565

 

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:

 

§  Water Issues

§  Roading GPS

§  Freedom Camping

§  Road Safety

§  Kotui Library updates

§  Operational and Community Services

§  LED streetlight replacement programme

§  Representation Review

§  Milford Opportunities

§  Leadership Cluster Meetings

§  Community Organisation and Volunteer Sector Shared Services Pilots

§  Riverton projects

Ø  Riverton Grandstand official opening by Mayor Tong

Ø  Asphalting of Bay Road completed.

 

 

 

Resolution

Moved Member Linscott, seconded Member Mennell  and resolved:

That the Riverton/Aparima Community Board:

a)            Receives the report titled “Council Report” dated 21 May 2018.

 

 

9.1

Chairperson's Report

 

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

§  Advice of an approach from Te Hikoi Trust seeking Board support to place bike stands adjacent the Heritage Centre.  Mr Moran provided two options for the Board to consider.

 

The Board agreed that quotations be obtained by local business persons on the option provided by Mr Moran to ascertain the costing to the Board and that this matter be discussed further at the next formal meeting of the Board.

 

§  Advice that Aparima College has received $1,300 from the Community Initiatives Fund toward the costs associated with producing the Banners to be placed along the Main street.

 

Following discussion Members agreed to contribute $500 toward the art project to be funded from the Riverton street works operational budget.

 

§  Query regarding the Open Spaces Strategy and whether the Board is able to make a submission to this strategy for a beautification plan of the Bath Road area. Mr Moran to follow-up and respond back to the Board.

 

§  Query regarding replacement signage for the entrances to the township.  Mr Moran explained there is a standard signage and suggested members consider a local photograph to be used on the signage as a backdrop.

 

Following discussion Members agreed to a competition for the public to submit a photo with the final decision resting with the Board.   It was suggested an article be placed in Western Star and on the Riverton Facebook page seeking public support toward this competition.

 

Mr Moran suggested the photographs be limited to two per entrant and that advice be obtained from Council communications staff on the quality of photo required.

 

§  Advice of letter of support forwarded to the Riverton Arts Centre in support of their funding application to the Community Trust of Southland toward the Centres operational costs.

 

 

Resolution

Moved Member Linscott, seconded Member Mennell  and resolved:

That the Riverton/Aparima Community Board:

a)    Agree to support the Aparima College Art Project and contribute $500 toward the Aparima Art Project to be funded from the Riverton street works operational budget.

 

 

9.2

Councillor's Report

 

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

§  Representation Review update

 

C10.0  Public Excluded

 

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

Moved Member Linscott, seconded Member Wilson  and resolved:

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

 

C10.1 Nomination for Southland District Council Community Service Award – (Public Excluded Item)

 

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

Community Service Award

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 Community Partnership Leader and Committee Advisor be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C10.1 Nomination for Southland District Council Community Service Award. 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 5.35pm

 

 

RETURN TO OPEN MEETING

 

The Board returned to Open Meeting at this point.

 

 

 

The meeting concluded at 5.46pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Riverton/Aparima Community Board HELD ON WEDNESDAY, 6 JUNE 2018.

 

 

 

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

 

 

 

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