Date:

Time:

Meeting Room:

Venue:

 

Wednesday 19 September 2018

9am

Council Chambers
15 Forth Street
Invercargill

 

Council

OPEN MINUTES FOR CONFIRMATION

 

 

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

 

5.1         Meeting minutes of Council, 8 August 2018                                                                                      3

5.1         Meeting minutes of Council, 30 August 2018                                                                                 15

5.1         Meeting minutes of Council, 5 September 2018                                                                           18

9.2         Meeting minutes of Finance and Audit Committee, 26 March 2018                                 23

9.3         Meeting minutes of Finance and Audit Committee, 14 June 2018                                     33

9.4         Meeting minutes of Services and Assets Committee, 9 May 2018                                     44

9.5         Meeting minutes of Services and Assets Committee, 26 July 2018                                   48

9.6         Meeting minutes of Otautau Community Board, 31 May 2018                                            52

9.7         Meeting minutes of Tuatapere Community Board, 5 June 2018                                         58

9.8         Meeting minutes of Edendale-Wyndham Community Board, 26 June 2018                64

9.9         Meeting minutes of Edendale-Wyndham Community Board, 30 May 2018                 70

9.10       Meeting minutes of Riverton/Aparima Community Board, 6 June 2018                        75

9.11       Meeting minutes of Stewart Island/Rakiura Community Board, 11 June 2018          83

9.12       Meeting minutes of Wallacetown Community Board, 26 April 2018                                90

9.13       Meeting minutes of Wallacetown Community Board, 31 May 2018                                  94

9.14       Meeting minutes of Wallacetown Community Board, 28 June 2018                              101

9.15       Meeting minutes of Winton Community Board, 12 June 2018                                          112

9.16       Meeting minutes of Riverton Harbour Subcommittee, 12 March 2018                        118

9.17       Meeting minutes of Te Anau Basin Water Supply Subcommittee, 17 April 2018    123

9.18       Meeting minutes of Balfour Community Development Area Subcommittee, 28 May 2018                                                                                                                                                                                  127

9.19       Meeting minutes of Colac Bay Community Development Area Subcommittee, 24 May 2018                                                                                                                                                                       131

9.20       Meeting minutes of Dipton Community Development Area Subcommittee, 9 May 2018                                                                                                                                                                                  136

9.21       Meeting minutes of Limehills/Centre Bush Community Development Area Subcommittee, 17 May 2018                                                                                                                  140

9.22       Meeting minutes of Lumsden Community Development Area Subcommittee, 11 June 2018                                                                                                                                                                       143

9.23       Meeting minutes of Manapouri Community Development Area Subcommittee, 22 May 2018                                                                                                                                                                       147

9.24       Meeting minutes of Ohai Community Development Area Subcommittee, 29 May 2018                                                                                                                                                                                  153

9.25       Meeting minutes of Orepuki Community Development Area Subcommittee, 22 May 2018                                                                                                                                                                       157

9.26       Meeting minutes of Nightcaps Community Development Area Subcommittee, 29 May 2018                                                                                                                                                                       161

9.27       Meeting minutes of Riversdale Community Development Area Subcommittee, 28 May 2018                                                                                                                                                                       165

9.28       Meeting minutes of Thornbury Community Development Area Subcommittee, 24 May 2018                                                                                                                                                                       168

9.29       Meeting minutes of Tokanui Community Development Area Subcommittee, 5 March 2018                                                                                                                                                                       172

9.30       Meeting minutes of Woodlands Community Development Area Subcommittee, 16 April 2018                                                                                                                                                                       176

 


 

Council

 

OPEN MINUTES

 

 

Minutes of a meeting of Council held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 8 August 2018 at 9am.

 

present

 

Mayor

Mayor Gary Tong

 

Deputy Mayor

Paul Duffy

 

Councillors

Stuart Baird

 

 

John Douglas

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Nick Perham

 

 

IN ATTENDANCE

 

Chief Executive

Steve Ruru

Group Manager – Community and Futures

Rex Capil

Group Manager – Services and Assets

Matt Russell

Group Manager – Environmental Services

Bruce Halligan

Group Manager – Customer Support

Trudie Hurst

People and Capability Manager

Janet Ellis

Chief Financial Officer

Anne Robson

Communications Manager

Louise Pagan

Committee Advisor

Alyson Hamilton

 


1             Apologies

 

Apologies were received from Councillors Ford, Paterson and Dillon.

 

Resolution

Moved Cr Perham, seconded Cr Harpur  and resolved:

That Council accept the apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

Councillor Macpherson declared a conflict of interest relating to Public Excluded item 10.2 - Venture Southland Joint Committee.

 

 

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 Douglas, seconded Deputy Mayor Duffy  and resolved:

That Council confirms the minutes of the meetings held on 18 June 2018, 20 June 2018 and 11 July 2018 as a true and correct record of those meetings.

 

Reports - Policy and Strategy

 

 

7.1

Draft Roading Bylaw 2008 (Revision 2, 2018) - Feedback and Deliberations

Record No:       R/18/6/14024

 

Policy Analyst – Robyn Rout and was in attendance for this item.

 

 

Resolution

Moved Cr Douglas, seconded Cr Kremer  and resolved:

That the Council:

a)            Receives the report titled “Draft Roading Bylaw 2008 (Revision 2, 2018) - Feedback and Deliberations” dated 31 July 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)           Considers the submissions received on the draft Roading Bylaw 2008 (Revision 2, 2018).

 

e)            Endorses the following amendments to draft Roading Bylaw 2008 (Revision 2, 2018):

 

i)          Adding the word ‘area’ to the first sentence in section 10.3 of Appendix 4 so it will read “A permit for all droves over 10 kilometres or through urban area, is required”. 

ii)          Adding to section 10.3 of Appendix 4, the following legislative references –

·         the Land Transport Act 1998,

·         the Land Transport Rule: (Road User) Rule 2004,

·         the Land Transport Rule:  Traffic Control Devices 2004.

 

iii)       Updating the definition of ‘parking enforcement officer’ to align with the current legislation, so the role will be defined as -

 

“Parking Enforcement Officer means any person who has been appointed as an enforcement officer by the Southland District Council Under the Local Government Act 2002; or any person who is an enforcement officer under the Land Transport Act 1998 for the enforcement and control of traffic and parking.”

 

 

7.2

Southland Cycling Strategy

Record No:       R/18/7/18004

 

Group Manager Services and Assets, Matt Russell and Commercial Lead Roading – Dylan Rabbidge was in attendance for this item.

 

 

Mr Rabbidge advised the purpose of the report is to present the finalised Southland Cycling Strategy for adoption.

2          The Meeting noted the strategy was previously presented to Council at the 16th May 2018 meeting where a number of clarifications were sought and amendments requested. Subsequently the strategy was left on the table. The requested amendments have subsequently been updated and a workshop was held on 26 July 2018 to confirm the updates and cover the implications and options for implementation and activation of the strategy.

 

Resolution

Moved Mayor Tong, seconded Cr Frazer  and resolved:

That the Council:

a)            Receives the report titled “Southland Cycling Strategy” dated 31 July 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)           Adopts the Southland Cycling Strategy.

 

Reports - Operational Matters

 

 

8.1

Sale and Supply of Alcohol Act 2012 - Delegation

Record No:       R/18/7/16496

 

Group Manger, Environmental Health, Bruce Halligan was in attendance for this item.

 

 

Resolution

Moved Cr Macpherson, seconded Deputy Mayor Duffy  and resolved:

That Council:

a)        Receives the report titled “Sale and Supply of Alcohol Act 2012 - Delegation” dated 31 July 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)        Amends the delegation made by Council resolution on 18 June 2018 in the report “Sale and Supply of Alcohol Act 2012 – Delegation”, by adding the following delegation:

 

Key

 

CEO

Chief Executive Officer

GMES

GM – Environmental Services

LI

Licensing Inspector

CLI

Chief Licensing Inspector

CSOR

Customer Services Officer - Regulatory

 

LEGISLATION

SUMMARY OF FUNCTION/POWER DELEGATED

DELEGATED OFFICER

Sale and Supply of Alcohol Act 2012

Section 187(a)

To consider and determine applications for special licenses

CEO, GMES, CLI, LI, CSOR

 

 

8.2

Unbudgeted Expenditure for Otautau Community Pool - Upgrade Project

Record No:       R/18/7/17399

 

Community Engineer – Greg Erskine was in attendance for this item.

 

 

Resolution

Moved Cr Baird, seconded Cr Kremer  and resolved:

That the Council:

a)            Receives the report titled “Unbudgeted Expenditure for Otautau Community Pool - Upgrade Project” dated 31 July 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)           Notes that the Otautau Community Board approved the recommendation to make a grant to the Otautau Community Pool Inc of $61,547 (excl GST, if any) for the upgrade of the heating system, painting and the replacement of the facility roof, subject to relevant consenting being obtained, Council approval and Council receiving copies of related supporting invoices to this value.

 

e)            Approve the unbudgeted expenditure of $61,547 (excl GST, if any) to enable a grant to be made to the Otautau Community Pool Inc for the heating of the pool, painting and replacement of the facility roof to be funded from the Otautau Baths reserve.

 

 

8.3

Financial Report for the month ended 30 June 2018

Record No:       R/18/7/17705

 

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

 

 

Resolution

Moved Cr Kremer, seconded Cr Douglas  and resolved:

That the Council:

a)            Receives the report titled “Financial Report for the month ended 30 June 2018” dated 1 August 2018.

 

 

8.4

Management Report

Record No:       R/18/7/17870

 

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

 

 

Resolution

Moved Mayor Tong, seconded Cr Keast  and resolved:

That the Council:

a)            Receives the report titled “Management Report” dated 29 July 2018.

 

Reports - Governance

 

 

9.1

Draft Health and Safety Plan for 2018/2019

Record No:       R/18/7/17292

 

People and Capability Manager – Janet Ellis was in attendance for this item.

 

 

Resolution

Moved Cr Kremer, seconded Cr Douglas  and resolved:

That the Council:

a)            Receives the report titled “Draft Health and Safety Plan for 2018/2019” dated 31 July 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 Health and Safety Plan for 2018/2019.

 

Councillor Perham abstained from voting.

 

 

9.2

Milford Opportunities Project

Record No:       R/18/8/18375

 

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

 

The Meeting noted approval for unbudgeted expenditure of $40,000 is sought from Council to enable the development of communications and engagement tools, including website and videography, and begin the public awareness campaign for the Milford Opportunities Project.

 

 

Resolution

Moved Cr Kremer, seconded Cr Perham  and resolved:

That the Council:

a)            Receives the report titled “Milford Opportunities Project” dated 2 August 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 $40,000 of unbudgeted expenditure to enable the communications and engagement work on the Milford Opportunities Project to begin. The funding is to come from Council’s district operating reserve.

 

 

9.3

Minutes of the Council Meeting dated 18 June 2018

Record No:       R/18/8/18357

 

Note that these minutes were confirmed at the beginning of the meeting during the confirmation of the minutes.

 

 

9.4

Minutes of the Council Meeting dated 20 June 2018

Record No:       R/18/8/18360

 

Note that these minutes were confirmed at the beginning of the meeting during the confirmation of the minutes.

 

 

9.5

Minutes of the Community and Policy Committee Meeting dated 9 May 2018

Record No:       R/18/7/17996

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Frazer  and resolved:

That Council receives the minutes of the Community and Policy Committee meeting held 9 May 2018 as information.

 

 

9.6

Minutes of the Regulatory and Consents Committee Meeting dated 10 May 2018

Record No:       R/18/7/17894

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Frazer  and resolved:

That Council receives the minutes of the Regulatory and Consents Committee meeting held 10 May 2018 as information.

 

 

9.7

Minutes of the Services and Assets Committee Meeting dated 9 May 2018

Record No:       R/18/7/17984

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Frazer  and resolved:

That Council receives the minutes of the Services and Assets Committee meeting held 9 May 2018 as information.

9.8

Minutes of the Stewart Island/Rakiura Visitor Levy Subcommittee Meeting dated 1 June 2018

Record No:       R/18/7/18052

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Frazer  and resolved:

That Council receives the minutes of the Stewart Island/Rakiura Visitor Levy Subcommittee meeting held 1 June 2018 as information.

 

 

9.9

Minutes of the Stewart Island/Rakiura Community Board Meeting dated 9 April 2018

Record No:       R/18/7/17367

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Frazer  and resolved:

That Council receives the minutes of the Stewart Island/Rakiura Community Board meeting held 9 April 2018 as information.

 

 

9.10

Minutes of the Stewart Island/Rakiura Community Board Meeting dated 31 May 2018

Record No:       R/18/7/17369

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Frazer  and resolved:

That Council receives the minutes of the Stewart Island/Rakiura Community Board meeting held 31 May 2018 as information.

 

 

9.11

Minutes of the Gorge Road and Districts Community Development Area Subcommittee Meeting dated 9 April 2018

Record No:       R/18/6/15020

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Frazer  and resolved:

That Council receives the minutes of the Gorge Road and Districts Community Development Area Subcommittee meeting held 9 April 2018 as information.

 

 

9.12

Minutes of the Manapouri Community Development Area Subcommittee Meeting dated 13 February 2018

Record No:       R/18/6/13662

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Frazer  and resolved:

That Council receives the minutes of the Manapouri Community Development Area Subcommittee meeting held 13 February 2018 as information.

 

 

9.13

Minutes of the Mossburn Community Development Area Subcommittee Meeting dated 19 March 2018

Record No:       R/18/7/17584

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Frazer  and resolved:

That Council receives the minutes of the Mossburn Community Development Area Subcommittee meeting held 19 March 2018 as information.

 

 

9.14

Minutes of the Mossburn Community Development Area Subcommittee Meeting dated 10 April 2018

Record No:       R/18/7/17587

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Frazer  and resolved:

That Council receives the minutes of the Extraordinary meeting Mossburn Community Development Area Subcommittee held 10 April 2018 as information.

 

Public Excluded

 

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

Resolution

Moved Cr Macpherson, seconded Cr Frazer  and resolved:

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

C10.1    Proposed Southland Water and Land Plan

C10.2    Venture Southland Joint Committee

C10.3    Milford Sound Tourism 2018 Annual Report

C10.4    Public Excluded Minutes of the Council Meeting dated 20 June 2018

C10.5    Public Excluded Minutes of the Mossburn Community Development Area Subcommittee Meeting dated 10 April 2018

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

Proposed Southland Water and Land Plan

s7(2)(g) - The withholding of the information is necessary to maintain legal professional privilege.

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.

Venture Southland Joint Committee

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)(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.

Milford Sound Tourism 2018 Annual Report

s7(2)(c)(i) - The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

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

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 Council Meeting dated 20 June 2018

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)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

s7(2)(c)(i) - The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

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 Mossburn Community Development Area Subcommittee Meeting dated 10 April 2018

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

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, Group Manager, Environmental Services, Group Manager, Services and Assets, Group Manager, Community and Futures, Chief Financial Officer, Chief Information Officer, People and Capability Manager, Group Manager, Customer Support, Communications Manager, Governance and Democracy Manager and Committee Advisor be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C10.1 Proposed Southland Water and Land Plan, C10.2 Venture Southland Joint Committee, C10.3 Milford Sound Tourism 2018 Annual Report, C10.4 Public Excluded Minutes of the Council Meeting dated 20 June 2018 and C10.5 Public Excluded Minutes of the Mossburn Community Development Area Subcommittee Meeting dated 10 April 2018. 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 9.35am.

 

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 10.10am        CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON WEDNESDAY 8 AUGUST 2018.

 

 

 

 

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

 

 

 

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

 

 

 


 

Extraordinary Council

 

OPEN MINUTES

 

 

Minutes of a meeting of Extraordinary Council held in the Council Chamber, 15 Forth Street, Invercargill on Thursday, 30 August 2018 at 9.05am.

 

present

 

Mayor

Mayor Gary Tong

 

Deputy Mayor

Paul Duffy

 

Councillors

Brian Dillon

 

 

John Douglas

arrived 9.18am

 

Darren Frazer

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

Nick Perham

 

 

IN ATTENDANCE

 

Chief Executive

Steve Ruru

Group Manager, Service and Assets

Matt Russell

Group Manager, Community and Futures

Rex Capil

Group Manager Environmental Services

Bruce Halligan

Chief Financial Officer

Anne Robson

Communications Manager

Louise Pagan

Committee Advisor

Alyson Hamilton

 

Bruce Robertson (External Member)

 


1             Apologies

 

There were apologies received from Councillors Baird, Harpur, Ford and an apology for lateness from Councillor Douglas.

 

Resolution

Moved Mayor Tong, seconded Cr Paterson  and resolved:

That Council accept the apologies.

 

 

2             Leave of absence

 

Leave of absence were requested from Mayor Tong for the dates 21 October to 29 October 2018.

 

Moved Deputy Mayor Duffy, seconded Cr Macpherson and resolved that the request for leave of absence be approved.

 

 

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.

 

 

Public Excluded

 

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

Resolution

Moved Cr Dillon, seconded Cr Frazer  and resolved:

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

C6.1 Contract 650 Recyclables Acceptance – Urgent Variation

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

Contract 650 Recyclables Acceptance – Urgent Variation

s7(2)(g) - The withholding of the information is necessary to maintain legal professional privilege.

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, Group Manager, Environmental Services, Group Manager, Services and Assets, Group Manager, Community and Futures, Chief Financial Officer, Communications Manager, Governance and Democracy Manager, Committee Advisor and Strategic Manager Water and Waste be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C6.1 Contract 650 Recyclables Acceptance – Urgent Variation. 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 9.08am.

 

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 9.38am.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON THURSDAY 30 AUGUST 2018.

 

 

 

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

 

 

 

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

 

 

 


 

Council

 

OPEN MINUTES

 

 

Minutes of a meeting of Council held in the Council Chamber, 15 Forth Street, Invercargill on Wednesday, 5 September 2018 at 9am (9am to 9.01am, 10.27am – 10.35am, 10.55 am – 11.59am).

 

present

 

Mayor

Mayor Gary Tong

Deputy Mayor

Paul Duffy

Councillors

Stuart Baird (9am to 9.01am, 10.27am – 10.35am)

 

Brian Dillon

 

John Douglas

 

Bruce Ford

 

Julie Keast

 

Ebel Kremer

 

Gavin Macpherson

 

Neil Paterson

 

Nick Perham

 

IN ATTENDANCE

 

Chief Executive

Steve Ruru

Group Manager, Environmental Services

Bruce Halligan

Group Manager, Services and Assets

Matt Russell

Group Manager, Community and Futures

Rex Capil

Chief Financial Officer

Anne Robson

Group Manager, Customer Support

Trudie Hurst

Communications Manager

Louise Pagan

Governance and Democracy Manager

Clare Sullivan

Committee Advisor

Fiona Dunlop

 

 

 


 

 

Adjournment of Meeting

 

Mayor Tong opened the meeting and advised that the Council meeting would adjourn until the conclusion of the Services and Assets Committee.

 

Resolution

Moved Mayor Tong, seconded Cr Perham and resolved:

That the Council meeting adjourn until the conclusion of the Services and Assets Committee.

 

The meeting adjourned at 9.01am.

 

The meeting reconvened at 10.27am.

 

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

 

 

1             Apologies

 

Apologies were received from Councillors Harpur and Frazer and for an early departure from Councillor Baird.

 

Moved Cr Perham, seconded Cr Paterson and resolved:

That Council accepts 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 Council Minutes

 

There were no minutes to confirm.

 

Reports - Operational Matters

 

 

8.1

Approval for unbudgeted expenditure from Waihopai Toetoes Ward Reserves - FlagTrax

Record No:       R/18/8/19708

 

Community Engineers – Shaun Holland and Brendan Gray were in attendance for this item.

 

 

1          Mr Holland advised that the purpose of the report was to seek approval of unbudgeted expenditure of $15,000, for FlagTrax at Tokanui, Edendale, Wyndham and Gorge Road to be funded from the Waihopai Toetoes Ward Reserves for the year to 30 June 2019.

 

Resolution

Moved Cr Baird, seconded Cr Perham and resolved:

That the Council:

a)            Receives the report titled “Approval for unbudgeted expenditure from Waihopai Toetoes Ward Reserves - FlagTrax” dated 27 August 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)           Approves unbudgeted expenditure of $15,000 in relation to FlagTrax at Tokanui, Edendale, Wyndham and Gorge Road to be funded from the Waihopai Toetoes Ward Reserves for the year to 30 June 2019.

 

The meeting adjourned for morning tea at 10.35am and reconvened at 10.55am.

 

Councillor Baird left the meeting at 10.35am.

 

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

 


 

 

Reports - Governance

 

 

9.1

Southland Regional Development Agency Update

Record No:       R/18/8/19882

 

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

 

 

1          Mr Ruru advised that the purpose of the report was to brief Council on the progress that has been made with the formation of the proposed new Southland Regional Development Agency, to seek the appointment of a Council representative on the Joint Shareholders Committee and confirmation of the process to be used to appoint the new directors.

 

Resolution

Moved Cr Perham, seconded Cr Macpherson and resolved:

That the Council:

a)            Receives the report titled “Southland Regional Development Agency Update” dated 24 August 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 the process proposed to be followed to advertise for the appointment of directors to the Southland Regional Development Agency

e)            Note that a Shareholders Agreement is currently being drafted and will be brought back to Council for formal approval once finalised.

f)             Appoint Mayor Tong as the Southland District Council representative on the Southland Regional Development Agency Joint Shareholders Committee.

 

 

Public Excluded

 

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

Resolution

Moved Cr Ford, seconded Cr Douglas and resolved:

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

C10.1 Stewart Island/Rakiura Jetties - Maintenance

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

 

Stewart Island/Rakiura Jetties - Maintenance

s7(2)(g) - The withholding of the information is necessary to maintain legal professional privilege.

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, Group Manager, Environmental Services, Group Manager, Services and Assets, Group Manager, Community and Futures, Chief Financial Officer, Group Manager, Customer Support, Communications Manager, Governance and Democracy Manager and Committee Advisor be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C10.1 Stewart Island/Rakiura Jetties - Maintenance. 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 10.56am.

 

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 11.59am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON WEDNESDAY 5 SEPTEMBER 2018.

 

 

 

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

 

 

 

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


 

Finance and Audit Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Finance and Audit Committee held in the Council Chambers, 15 Forth Street, Invercargill on Monday, 26 March 2018 at 9am.

 

present

 

Chairperson

Ebel Kremer

 

 

Mayor Gary Tong

 

Councillors

John Douglas

 

 

Paul Duffy

 

 

Bruce Robertson

 

 

IN ATTENDANCE

Councillor Keast

Chief Executive Officer – Steve Ruru

Chief Financial Officer - Anne Robson

Group Manager, Environmental Services – Bruce Halligan

People and Capability Manager – Janet Ellis

Senior Projects Manager – Ian Marshall

Communications Manager – Louise Pagan

Committee Advisor - Fiona Dunlop

 

 


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 Cr Duffy, seconded Cr Douglas and resolved:

That the Finance and Audit Committee confirms the minutes of the meeting held on 11 December 2017 as a true and correct record of that meeting.

 

Reports for Recommendation

 

 

7.1

Risk Management Framework Project Development

Record No:       R/18/2/4483

 

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

 

 

Resolution

Moved Chairperson Kremer, seconded Mayor Tong and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Risk Management Framework Project Development” dated 9 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)           Endorse the approach to engage Structured Conversations Ltd on a preferred supplier basis to undertake the Risk Management Framework project.

 

e)            Recommends to Council to support the approach to engage Structured Conversations Ltd on a preferred supplier basis to undertake the Risk Management Framework project.

 

f)             Recommends to Council a request for approval for unbudgeted expenditure of up to $60,000 exclusive of GST to be split evenly over the two financial years of 2017-2018 and 2018-2019 and to be sourced from the Council District Operations Reserve to undertake the Southland District Council Risk Management Framework project.

 

 

7.2

Annual Report Audit Plan for year ending 30 June 2018

Record No:       R/18/3/5772

 

Chief Financial Officer – Anne Robson was in attendance for this item.

 

Audit New Zealand Audit Director – Ian Lothian was also in attendance for this item.

 

 

Resolution

Moved External Member Robertson, seconded Cr Douglas and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Annual Report Audit Plan for 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)           Accepts the audit plan as set out attachment A of the officer’s report.

 

 

7.3

Health and Safety

Record No:       R/18/2/4223

 

People and Capability Manager – Janet Ellis was in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded Cr Duffy and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Health and Safety” dated 14 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)           Endorses the work that is being undertaken in Health and Safety within Council.

 

e)            Recommends to Council that there is a continued focus on Health and Safety and the implementation of the Health and Safety Plan including training and focus on critical risks.

 

 

Reports

 

 

8.1

Health and Safety Update

Record No:       R/18/2/4221

 

People and Capability Manager – Janet Ellis was in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Cr Douglas and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Health and Safety Update” dated 2 March 2018.

 


 

 

8.2

Digitisation Project

Record No:       R/18/2/2526

 

Chief Information Officer – Damon Campbell and Team Leader Knowledge Management – Gillian Cavanagh were in attendance for this item.

 

 

Resolution

Moved Cr Douglas, seconded External Member Robertson and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Digitisation Project” dated 19 March 2018.

 

 

8.3

Financial Report for the month ended 31 January 2018

Record No:       R/18/2/4137

 

Project Accountant – Dipal Patel was in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded Mayor Tong and resolved:

That the Finance and Audit Committee:

a)         Receives the report titled “Financial Report for the month ended 31 January 2018” dated 19 March 2018.

 

 

8.4

Forecasted Financial Position for the year ending 30 June 2018

Record No:       R/18/3/5114

 

Graduate Accountant – Kate Westenra was in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded Cr Duffy recommendations a to f and g with an addition (as indicated) and resolved:

That the Finance and Audit Committee:

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)           Notes the forecasted changes to Council’s year-end financial performance and position as detailed in attachments B and C of the officer’s report.

 

e)            Recommends Council approve the changes as detailed in attachment A of the officer’s report

 

f)             Recommends to Council that it include in the 2018-2028 Long Term Plan the projects indicated to be deferred from the current year as detailed in attachment D of the officer’s report

 

g)           Recommends Council approve 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 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

 

 

8.5

Audit NZ report of Council's LTP Consultation Document for the period 1 July 2018 to 30 June 2028

Record No:       R/18/3/5297

 

Project Manager, Corporate Planning – Nicole Taylor was in attendance for this item.

 

Audit New Zealand Audit Director – Ian Lothian was also in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Chairperson Kremer and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Audit NZ report of Council's LTP Consultation Document for the period 1 July 2018 to 30 June 2028” dated 19 March 2018.

 

The Meeting adjourned for morning tea at 10.32am and reconvened at 10.49am.

 

Mayor Tong, Councillors Kremer, Douglas, Duffy, external member Robertson and Councillor Keast were in attendance for this item.

 

8.6

Outstanding Debt as at 31 January 2018

Record No:       R/18/2/3595

 

Finance Officer, Credit Controller – Shirley Carruthers was in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded Cr Douglas and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Outstanding Debt as at 31 January 2018” dated 19 March 2018.

 

Public Excluded

 

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

Resolution

Moved Chairperson Kremer, seconded Cr Duffy and resolved:

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

C9.1 Corporate Performance Report for period two - 1 November 2017 to 28 February 2018

C9.2 Quarterly Risk Register Update - March 2018

C9.3 Review of Animal Control Processes

C9.4 Insurance options for Underground Infrastructure

 

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

 

Corporate Performance Report for period two - 1 November 2017 to 28 February 2018

s7(2)(c)(i) - The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

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

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.

 

Quarterly Risk Register Update - March 2018

s7(2)(e) - The withholding of the information is necessary to avoid prejudice to measures that prevent or mitigate material loss to members of the public.

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.

 

Review of Animal Control Processes

s7(2)(c)(i) - The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

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.

 

Insurance options for Underground Infrastructure

s7(2)(e) - The withholding of the information is necessary to avoid prejudice to measures that prevent or mitigate material loss to members of the public.

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, Environmental Services, Chief Financial Officer, Senior Projects Manager, People and Capability Manager, Communications Manager and Committee Advisor be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C9.1 Corporate Performance Report for period two - 1 November 2017 to 28 February 2018, C9.2 Quarterly Risk Register Update - March 2018, C9.3 Review of Animal Control Processes and C9.4 Insurance options for Underground Infrastructure.  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.

 

That the Planning and Reporting Analyst and Audit NZ Audit Director – Ian Lothian be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C9.1 Corporate Performance Report for period two - 1 November 2017 to 28 February 2018 and C9.2 Quarterly Risk Register Update - March 2018.  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.

 

That the Environmental Health Manager be permitted to remain at this meeting, after the public has been excluded, because of his knowledge of the item C9.3 Review of Animal Control Processes.  This knowledge, which will be of assistance in relation to the matter to be discussed, is relevant to that matter because of his knowledge on the issues discussed.

 

That Shaun Sellwood – Broker Manager with JLT be permitted to remain at this meeting, after the public has been excluded, because of his knowledge of the item C9.4 Insurance options for Underground Infrastructure.  This knowledge, which will be of assistance in relation to the matter to be discussed, is relevant to that matter because of his knowledge on the issue discussed.

 

 

The public were excluded at 10.58am.

 

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 12.28pm.                   CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Finance and Audit Committee HELD ON MONDAY 26 MARCH 2018.

 

 

 

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

 

 

 

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


 

Finance and Audit Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Finance and Audit Committee held in the Council Chamber, Southland District Council, 15 Forth Street, Invercargill on Thursday, 14 June 2018 at 9.04am.

 

present

 

Chairperson

Ebel Kremer

 

 

Mayor Gary Tong

 

Councillors

John Douglas

 

 

Paul Duffy

 

 

Bruce Robertson

 

 

IN ATTENDANCE

 

Chief Financial Officer

Anne Robson

Group Manager – Services and Assets

Matt Russell

Group Manager – Environmental Services

Bruce Halligan

Group Manager – Customer Support

Trudie Hurst (from item 8.3)

Communications Manager

Louise Pagan

Committee Advisor

Fiona Dunlop

 


1             Apologies

 

There were no apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

External Member Bruce Robertson advised that he had been a director of Morrison Lowe which is a consulting company that Southland District Council has used for various pieces of work.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Mayor Tong, seconded Cr Douglas and resolved:

That the Finance and Audit Committee confirms the minutes of the meeting held on 26 March 2018 as a true and correct record of that meeting.

 


 

 

Reports for Recommendation

 

 

7.1

Draft Policy on Development and Financial Contributions

Record No:       R/18/5/11016

 

Policy Analyst – Robyn Rout and Finance Manager – Sheree Marrah were in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded External Member Robertson and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Draft Policy on Development and Financial Contributions” dated 6 June 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)           Considers the draft Policy on Development and Financial Contributions 2018-28.

 

e)            Recommends to Council that it adopts the draft Policy on Development and Financial Contributions 2018-28.

 

 

7.2

Draft Revenue and Financing Policy

Record No:       R/18/5/11017

 

Policy Analyst – Robyn Rout and Finance Manager – Sheree Marrah were in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Cr Douglas and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Draft Revenue and Financing Policy” dated 6 June 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)           Considers the draft Revenue and Financing Policy and associated Activity Funding Needs Analysis.

 

e)            Recommends to Council that it adopts the draft Revenue and Financing Policy and associated Activity Funding Needs Analysis.

 

 

7.3

Draft Long Term Plan 2018-2028

Record No:       R/18/5/12020

 

Management Accountant – Susan McNamara, Project Co-ordinator, Corporate Planning – Nicole Taylor and Publications Specialist – Chris Chilton were in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded Mayor Tong and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Draft Long Term Plan 2018-2028” dated 7 June 2018.

 

b)           Determines that this matter or decision be recognised as 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 to resolve that in accordance with section 100 of the Local Government Act 2002, it is financially prudent for the Council to project operating deficits in the first five years of the plan. This principally reflects Council’s policy to move towards fully funding depreciation in 2024/2025.

 

e)            Recommends to Council that it adopts the final Long Term Plan 2018-2028.

 


 

 

7.4

Accounting Policies for the year ended 30 June 2018

Record No:       R/18/5/12182

 

Financial Accountant – Jacobus Meyer and Finance Manager – Sheree Marrah were in attendance for this item.

 

 

Resolution

Moved External Member Robertson, seconded Cr Douglas and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Accounting Policies for the year ended 30 June 2018” dated 7 June 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 the accounting policies as outlined in Attachment A, including any amendments from this meeting, be adopted for use in preparation of the Council’s Annual Report for the year ended 30 June 2018.

 

 

7.5

Draft Health and Safety Plan for 2018/2019

Record No:       R/18/5/11791

 

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

 

 

Resolution

Moved Cr Duffy, seconded Mayor Tong and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Draft Health and Safety Plan for 2018/2019” dated 25 May 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)           Recommends to Council that it approves the Health and Safety Plan for 2018/2019.

 

 

Reports

 

 

8.1

Health and Safety Update

Record No:       R/18/5/11736

 

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

 

 

Resolution

Moved Cr Douglas, seconded Cr Duffy and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Health and Safety Update” dated 23 May 2018.

 

 

8.2

Financial Report for the month ended 30 April 2018

Record No:       R/18/5/10525

 

Project Accountant – Dipal Patel – was in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded Cr Duffy and resolved:

That the Finance and Audit Committee:

a)         Receives the report titled “Financial Report for the month ended 30 April 2018” dated 5 June 2018.

 

 

8.3

Interim Management Report from Audit New Zealand for the year ended 30 June 2018

Record No:       R/18/5/11536

 

Financial Accountant – Jacobus Meyer and Finance Manager – Sheree Marrah were in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded External Member Robertson and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Interim Management Report from Audit New Zealand for the year ended 30 June 2018” dated 6 June 2018.

 

The meeting adjourned for morning tea at 10.41am and reconvened at 11.02am.

 

All members were present when the meeting reconvened.

 

 

8.4

Annual Report Timetable - Key Dates

Record No:       R/18/5/12249

 

Planning and Reporting Analyst – Shannon Oliver was in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded Cr Duffy and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Annual Report Timetable - Key Dates” dated 31 May 2018.

 

 

8.5

Finance & Audit Committee Work plan for the year ended 30 June 2019

Record No:       R/18/5/11807

 

Chief Financial Officer – Anne Robson was in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded External Member Robertson recommendation a and recommendation b (with changes as indicated with strikethrough and underline ) and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Finance & Audit Committee Work plan for the year ended 30 June 2019” dated 7 June 2018.

 

b)           Adopts the amended Finance and Audit Committee Work plan for the year ended 30 June 2019.

 

Public Excluded

 

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

Resolution

Moved Chairperson Kremer, seconded External Member Robertson and resolved:

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

C9.1 Quarterly risk register update - June 2018

C9.2 Fraud Risk Assessment

C9.3 Insurance for Underground Infrastructure

C9.4 Annual Insurance Renewal

 

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

 

Quarterly risk register update - June 2018

s7(2)(e) - The withholding of the information is necessary to avoid prejudice to measures that prevent or mitigate material loss to members of the public.

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.

 

Fraud Risk Assessment

s7(2)(f)(ii) - The withholding of the information is necessary to maintain the effective conduct of public affairs through the protection of such members, officers, employees and persons from improper pressure or harassment.

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.

 

Insurance for Underground Infrastructure

s7(2)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

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.

 

Annual Insurance Renewal

s7(2)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

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 Financial Officer, Group Manager – Services and Assets Committee, Group Manager – Environmental Services, Group Manager – Customer Support, Committee Advisor and Communications Manager be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C9.1 Quarterly risk register update - June 2018, C9.2 Fraud Risk Assessment, C9.3 Insurance for Underground Infrastructure and C9.4 Annual Insurance Renewal. 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.

 

That the Planning and Reporting Analyst be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C9.1 Quarterly risk register update - June 2018.  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.

 

That David Seath – Risk Advisory Partner with Deloitte be permitted to remain at this meeting, after the public has been excluded, because of his knowledge of the item C9.2 Fraud Risk Assessment.  This knowledge, which will be of assistance in relation to the matter to be discussed, is relevant to those matters because of his knowledge on the issues discussed and meeting procedure.

 

That the Finance Manager be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C9.2 Fraud Risk Assessment and C9.4 Annual Insurance Renewal.  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 11.12am.

 

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 1.41pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Finance and Audit Committee HELD ON THURSDAY 14 JUNE 2018.

 

 

 

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

 

 

 

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

 


 

 

Appendix 1

 

Finance and Audit Committee Work plan to 30 June 2019 (as at 14 June 2018 meeting)

 

Content

30 August 2018

24 September 2018

14 December 2018

January 2019

March 2019

June 2019

LTP – Recommend LTP for adoption

 

 

 

 

 

 

LTP – Final Mgmt Report

X

 

 

 

 

 

LTP – 2021-2031 LTP Planning sessions

 

 

 

 

 

 

Annual Plan – Timetable

X

 

 

 

 

 

Annual Plan – Assumptions, policies and principles

 

X

 

 

 

 

Annual Plan – Workshop

 

 

X

 

 

 

Annual Plan – recommend draft to Council for consultation

 

 

 

X

 

 

Annual Plan – recommend final to Council for approval

 

 

 

 

 

X

 

 

 

 

 

 

 

Risk Report

 

X

X

 

X

X

Health & Safety Report

 

X

X

 

X

X

Financial Report

 

X

X

 

X

X

Fraud System Report

 

 

X

 

 

 

 

 

Annual Report – Audit Arrangements Letter

 

 

 

 

 

 

Annual Report - Timetable

 

 

 

 

 

 

Annual Report – Accounting entities position paper

X

 

 

 

 

 

Annual Report - Policies & Principles

 

 

 

 

 

 

Annual Report – Interim audit Report

 

 

 

 

 

 

Annual Report – Agree report ready for audit

X

 

 

 

 

 

Annual Report – Final audit management report

 

X

 

 

 

 

Annual Report – Recommend adoption by Council

 

X

 

 

 

 

 

 

 

 

 

 

 

Forecast Financial Position

 

 

X

 

X

 

Interim Performance Report

 

 

X

 

X

 

Internal Audit

Will be updated when the Internal Audit Programme is approved

 

 

Insurance - Insurance policy approval

 

 

X

 

 

X

 

 

 

 

 

 

 

Determine Finance & Audit Meeting Content

 

 

 

 

X

 

Financial and Risk Policies – Debt Recovery Policy

 

X

 

 

 

 

Other – Reports on projects over $2million

Reports will be included on agenda as appropriate

 

 

Other External Audits – Building Control & Roading etc

Reports included on the agenda as appropriate

 

 


 

Services and Assets Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Services and Assets Committee held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 9 May 2018 at 9.01am.

 

present

 

Chairperson

Brian Dillon

 

 

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Gavin Macpherson

 

 

IN ATTENDANCE

 

Group Manager, Services and Assets

Matt Russell

Committee Advisor

Fiona Dunlop

Publications Specialist

Chris Chilton

 


1             Apologies

 

Apologies were received from Councillors Kremer, Paterson and Perham.

 

Moved Cr Duffy, seconded Cr Frazer and resolved:

That the  Services and Assets Committee 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 Cr Macpherson, seconded Cr Baird and resolved:

That the Services and Assets Committee confirms the minutes the meeting held on Wednesday 8 February 2018.

 

Reports

 

 

7.1

Forestry Operations - Financial Report to 31 March 2018

Record No:       R/18/2/3686

 

Finance Manager – Sheree Marrah was in attendance for this item.

 

 

 

 

 

 

 

Resolution

Moved Cr Harpur, seconded Cr Keast and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Forestry Operations - Financial Report to 31 March 2018” dated 2 May 2018.

 

 

7.2

IFS Growth Forest Manager's Report of Forestry Activity for the period 1 January to 31 March 2018

Record No:       R/18/4/8855

 

IFS Directory of Strategy – Dan Minehan and IFS Growth Forest Manager – Reece McKenzie were in attendance for this item.

 

 

Resolution

Moved Cr Keast, seconded Cr Douglas and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “IFS Growth Forest Manager's Report of Forestry Activity for the period 1 January to 31 March 2018” dated 18 April 2018.

 

 

7.3

Roading Operations March 2018

Record No:       R/18/4/7957

 

Strategic Manager Transport - Hartley Hare was in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Cr Baird and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Roading Operations March 2018” dated 2 May 2018.

 

 

7.4

Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for March 2018

Record No:       R/18/4/7958

 

Strategic Manager Water and Waste – Ian Evans and Operations Manager – Bill Witham were in attendance for this item.

 

 

Resolution

Moved Chairperson Dillon, seconded Cr Keast and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for March 2018” dated 20 April 2018.

 

 

7.5

Update on Contract Status

Record No:       R/18/3/4780

 

Contracts Administrator – Trudy Saunders was in attendance for this item.

 

 

Resolution

Moved Cr Baird, seconded Cr Ford and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Update on Contract Status” dated 2 May 2018.

 

 

 

The meeting concluded at 10.26am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Services and Assets Committee HELD ON WEDNESDAY 9 MAY 2018.

 

 

 

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

 

 

 

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


 

Services and Assets Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Services and Assets Committee held in the Council Chambers, 15 Forth Street, Invercargill on Thursday, 26 July 2018 at 9am.

 

present

 

Chairperson

Brian Dillon

 

 

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Nick Perham

 

 

IN ATTENDANCE

 

Group Manager, Services and Assets

Matt Russell

Committee Advisor

Fiona Dunlop

Publications Specialist

Chris Chilton

 


1             Apologies

 

There were apologies from Councillors Paterson

 

Resolution

Moved Cr Macpherson, seconded Cr Harpur  and resolved:

That the  Services and Assets Committee accept the apology.

 

 

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 or urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Chairperson Dillon, seconded Cr Kremer and resolved:

That the Services and Assets Committee confirms the minutes of the meeting held on 9 May 2018 as a true and accurate record of that meeting.

 

 

Reports

 

 

7.1

IFS Growth Forest Manager's Report of Forestry Activity for the period 1 April to 30 June 2018

Record No:       R/18/7/16381

 

IFS Growth Forest Manager – Reece McKenzie was in attendance for this item.

 

 

Resolution

Moved Cr Harpur, seconded Cr Macpherson  and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “IFS Growth Forest Manager's Report of Forestry Activity for the period 1 April to 30 June 2018” dated 16 July 2018.

 

 

7.2

Roading Operations June 2018

Record No:       R/18/6/15318

 

Strategic Manager Transport - Hartley Hare and Commercial Lead Roading – Dylan Rabbidge were in attendance for this item.

 

 

Resolution

Moved Cr Ford, seconded Cr Kremer  and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Roading Operations June 2018” dated 16 July 2018.

 

 

7.3

Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for May 2018

Record No:       R/18/6/15384

 

Operations Manager – Bill Witham was in attendance for this item.

 

 

Resolution

Moved Cr Perham, seconded Cr Baird and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for May 2018” dated 16 July 2018.

 

 

7.4

Update on Contract Status

Record No:       R/18/7/16052

 

Contracts Administrator – Trudy Saunders was in attendance for this item.

 

 

Resolution

Moved Cr Frazer, seconded Cr Keast and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Update on Contract Status” dated 16 July 2018.

 

 

 

 

 

 

The meeting concluded at 10.14am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Services and Assets Committee HELD ON THURSDAY 26 JULY 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 Thursday, 31 May 2018 at 2pm.

 

present

 

Chairperson

André Bekhuis

 

Deputy Chairperson

Peter Gutsell

 

Members

David Cowie

 

 

Maureen Johnston

 

 

Amber Joyce

 

 

Bill Marshall

 

 

Councillor Stuart Baird

 

 

IN ATTENDANCE

 

 

Councillor Ebel Kremer

Committee Advisor

Alyson Hamilton

Community Partnership Leader

Kelly Tagg

 


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 Bekhuis declared an interest in relation to agenda item 8.2 submission from the Otautau Community Board to the Southland District Council Initial Proposal for the Representation Review and advised that he would not take part in discussions or voting on this matter.

 

 

4             Public Forum

 

Libby Carran and Maddison Weck addressed the meeting expressing appreciation to the Board for the Board’s contribution toward funding of the new School Road Patrol Crossing signage.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Member Johnston, seconded Member Cowie  and resolved:

That the minutes of Otautau Community Board meeting held on 5 April 2018 be confirmed as a true and correct record.

 

Reports for Recommendation

 

 

7.1

Unbudgeted Expenditure for Otautau Community Pool - Upgrade Project

Record No:       R/18/5/11833

 

Community Partnership Leader, Kelly Tagg presented the report.

Mrs Tagg advised the purpose of this report is to provide the Board with information concerning the request from the Otautau Community Pool Incorporated for monies towards the heating system, painting and replacement of the roof at the pool complex.

 

 

 

Resolution

Moved Deputy Chairperson Gutsell, seconded Member Johnston  and resolved:

That the Otautau Community Board:

a)            Receives the report titled “Unbudgeted Expenditure for Otautau Community Pool - Upgrade Project” 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)           Agrees to make a grant to the Otautau Community Pool Inc of $61,547 (excl GST, if any) for the upgrade of the heating system, painting and the replacement of the facility roof, subject to relevant consenting being obtained, Council approval and Council receiving copies of related supporting invoices to this value.

 

e)            Recommends to Council to approve unbudgeted expenditure of $61,547 (excl GST, if any) to enable a grant to be made to the Otautau Community Pool Inc for the heating of the pool, painting and replacement of the facility roof to be funded from the Otautau Baths reserve.

 

Reports

 

 

8.1

Council Report

Record No:       R/18/5/10559

 

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:

 

§  Tourism Infrastructure Fund

§  LED streetlight replacement programme

§  Representation Review - submissions due 6 June 2018

§  Catchment Groups meetings

§  Community Organisation and Volunteer Sector Shared Services Pilots

§  Otautau Community Centre Reserve

§  Review of Solid Waste Contract Arrangements

 

§  Otautau Community Centre Reserve

Mrs Tagg advised the distribution of the $25,000 in the Hall reserve will be on the recommendation of the Community Board, possibly with Council approval if the Board are considering using the funds for a different purpose other than contributing to a community centre.

 

The Board noted that depending on what that purpose is may depend on whether consultation with the community is needed or a resolution from Council.

 

At this point Members queried the status of the Otautau Sports Complex who made an approach to the Board seeking support for the Complex to be considered as the Community Centre for Otautau.

 

Mrs Tagg responded that the Complex requires a change to its constitution to enable it to change from a sporting complex to a community centre and this has yet to be actioned.

 

Mrs Tagg further advised that Council finance staff are currently working through the legal ramifications of changes in use in where the monies can be spent and suggested the Board await a response.

 

§  Holt Park forestry

The Board queried the delay with the thinning and cutting of eucalyptus trees still to be undertaken at Holt Park. - staff to discuss with the Community Engineer why work not completed.

 

§  Camping ground upgrade

Mrs Tagg advised one quote has been obtained but two more quotes are required as part of Council’s procurement policy. Staff are awaiting these additional quotes and a report will be presented to the Board at an extraordinary meeting.

 

 

 

Resolution

Moved Member Joyce, seconded Member Johnston  and resolved:

That the Otautau Community Board: 

a)            Receives the report titled “Council Report” dated 23 April 2018.

 

 

Chairperson Bekhuis withdrew from the meeting and Deputy Chairperson Gutsell assumed the Chair.

 

 

8.2

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

Record No:       R/18/5/11051

 

Deputy Chair Gutsell addressed the members on the Board’s submission to the Southland District Council Initial Proposal for the Representation Review.

 

The Board discussed the content of their submission that was circulated with the agenda and agreed no amendment was required.

 

 

Resolution

Moved Member Johnston, seconded Member Marshall  and resolved:

That the Otautau Community Board:

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

 

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

 

 

Following conclusion of discussion on this item Chairperson Bekhuis resumed chairing the meeting.

 

 

9.1

Chairperson's Report

 

The Chairperson, Member Bekhuis, reported on matters with which he has been involved with since the Board’s last meeting. this included the following:

§  Advice of attendance at Representation Review meetings

§  Attendance at ANZAC day parade

Members provided updates on their respective portfolios as follows:

Works

Members Gutsell and Marshall provided an update on activities they have been involved in the township.  These included:

§  bridge repaint has been completed and is looking good

§  new lessee of the Settlers Cemetery is making a good job looking after the grounds

§  encouraged members to use Council’s Request for Service system via the 0800 732 732 number

§  Complaint from Board members regarding a local resident parking derelict vehicles on the road and roadside.  It was noted that the Local Police have been ticketing the property owner accordingly.

 

Councillor Kremer suggested the Board implement an Abandoned Vehicle Bylaw pertaining to Otautau to prevent residents accumulating multiple vehicles on their properties.  Staff to follow-up.

 

Otautau Promotions

Member Joyce reported of a proposed fun run being organised by the Promotions Group.

Parks and Reserves

Member Johnstone reported that painting of the toilets at Holt Park is currently underway.

Constable Dave Cowie - Otautau Police

Member Cowie in his role as Constable provided an update of happenings in the wider Otautau community advising that lower rentals on properties in the township was attracting a lower socio economic profile of persons to the area.

9.2

Councillor's Report

 

Councillor Baird reported on matters from the Council table.  These included:

§  Information panels to be erected at the Wairio Cemetery

§  Proposed information board to be placed at the Otautau Cemetery

§  Community Board reserves

§  Freedom Camping issues

 

 

 

The meeting concluded at 3.17pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Otautau Community Board HELD ON THURSDAY, 31 MAY 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, 5 June 2018 at 5pm.

 

present

 

Chairperson

Margaret Thomas

 

Deputy Chairperson

Anne Horrell

 

Members

Stephen Crack

 

 

Blayne De Vries

 

 

Maurice Green

 

 

Jo Sanford

 

 

Councillor George Harpur

 

 

IN ATTENDANCE

 

Group Manager, Services and Assets

Matt Russell

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

 

Councillor Harpur declared an interest on Item 7.1 - Submission from the Tuatapere Community Board to the Southland District Council Initial Proposal for the Representation Review and took no part in discussions or voting on this matter.

 

The Chair, Member Thomas and Councillor Harpur declared an interest on any discussions relating to the Tuatapere Amenity Trust and as they are Trustees on the Trust.

 

 

4             Public Forum

 

Nicol Horrell (Chairperson, Environment Southland)

 

Mr Horrell addressed the meeting updating on Environment Southland activities which included the proposed Water and Land Plan and also responded to any queries that Board members raised.

 

 

Neil & Robyn Wohlers - Monowai Village Services Society

 

Mr Wohlers addressed the meeting advising he is the Chair of the Monowai Village Services Society and updated on the activities of the Society.

 

Mr Wohlers advised the Society recommends to Council the sewerage rate for the ratepayers of Monowai village.

 

Mr Wohlers informed that the annual meeting with Council staff where the sewerage rate is discussed was cancelled and he expressed concern at the lack of contact with Council staff in relation to the sewerage scheme.

 

Mr Wohlers outlined how the sewerage scheme and septic tank system operates in the Monowai Village which is now being maintained by the Contractor (Downers).

 

Mr Wohlers explained the filter cleaning process and the reduction in cleans being undertaken by the Contractor.

 

The Chair expressed appreciation to Mr and Mrs Wohlers for their attendance at the meeting and their presentation to the Board.

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Deputy Chairperson Horrell, seconded Member Sanford  and resolved:

That the minutes of the Tuatapere Community Board meeting held on 10 April 2018 be confirmed as a true and correct record of that meeting.

 

Reports

 

 

7.1

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

Record No:       R/18/5/11049

 

Chair Thomas addressed the members on the Board’s submission to the Southland District Council Initial Proposal for the Representation Review.

 

Councillor Harpur declared an interest and took no part in discussions or voting on this issue.

 

 

Resolution

Moved Deputy Chairperson Horrell, seconded Member Green  and resolved:

That the Tuatapere Community Board:

a)            Receives the report titled “Submission from the Tuatapere Community Board to the Southland District Council Initial Proposal for the Representation Review” dated 28 May 2018.

 

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

 

 

7.2

Council Report

Record No:       R/18/5/11572

 

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

§  Tuatapere projects

Tuatapere Railway Station

Seal widening on the Clifden - Blackmount Road has been completed

§  Tuatapere Sewerage Scheme Refund

 

 

Resolution

Moved Member Crack, seconded Member De Vries  and resolved:

That the Tuatapere Community Board:

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

 

Updates

 

 

8.1

Chairperson's Report

 

Chair Thomas updated the Board on various matters that she had been involved since the Board’s last meeting.   This included: the following:

 

§  Congratulations to the Waiau School for hosting the Southern Area Schools Sports Tournament - good response from the Community for the billeting of children.

 

§  Advice that Powernet may undertake a possible review of power at the Hall.

 

§  Advice of Tui Track signage having been installed and are looking great. The Chair advised this was a project which started with the Tracks Committee and eventually made its way to the Community Board for support.

 

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

 

Deputy Chairperson Member Horrell assumed the chair.

 

Councillor Harpur declared an interest and took no part in discussion or voting in relation to this item.

 

Deputy Chair Horrell advised an approach has been made from the Tuatapere Community Worker Trust seeking a letter of support from the Board to accompany their funding application to the Tuatapere Amenities Trust.

 

Deputy Chair Horrell explained the Trust are seeking funding to maintain the services of the Community Worker due to the current provider (Whanau Ora) having withdrawn their funding support.

 

Following discussion the Board agreed that whilst being very supportive and understanding of the Trust’s situation Members agreed to refrain from writing a letter of support as the Board felt it would be unwise to support one group over another and that the Board’s role is being representative of all people in the Tuatapere Community Board area.

 

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

 

The Chair raised the issue of an approach being made from the Tuatapere Promotions Group representative Mrs Ngarita Dixon at the recent workshop of the Board seeking a contribution toward a Promotions project of placing banners along the main street.

 

Members noted twenty banners in total are required; ten Southland District Council banners and ten Tuatapere banners.

 

Following discussion Members agreed to a contribution of $1,500 toward the ten Southland District Council banners to be funded from the existing operating budget and that the Promotions Group be requested to forward a formal design of the proposed Tuatapere banner and total costings to the Board who at that time may review their final contribution.

 

 

Resolution

Moved Member Crack, seconded Member Green  and resolved:

That the Tuatapere Community Board:

a)      Declines the request of the Tuatapere Community Worker Trust for a letter of support to that Trust’s application for funding to the Tuatapere Amenities Trust.

 

b)     Agrees to a contribution of $1,500 toward the ten Southland District Council banners to be funded from the existing operating budget and that the Promotions Group be requested to forward a formal design of the proposed Tuatapere banner and total costings to the Board who at that time may review their final contribution.

 

 

8.2

Councillor’s Report

 

Councillor Harpur updated the Board on various matters that he had been involved with since the last meeting which included:

 

§  advice of upcoming Monowai Village subcommittee meeting

§  attendance at the recent Waiau Working Party Group meeting with Meridian

§  advice of upcoming Citizenship ceremony

§  advice of roading tour with Group Manager, Services and Assets to familiarise with the Tuatapere Ward area

§  ongoing maintenance work at the weir at Monowai.

 

 

 

 

 

 

 

The meeting concluded at 6.32pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Tuatapere Community Board HELD ON TUESDAY 5 JUNE 2018.

 

 

 

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

 

 

 

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


 

Edendale-Wyndham Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Edendale-Wyndham Community Board held in the Edendale Presbyterian Church, Corner Brydone and Melvin Streets, Edendale on Tuesday, 26 June 2018 at 7.30pm.

 

present

 

Chairperson

Pam Yorke

 

Deputy Chairperson

Denise Fodie

 

Members

David McKenzie

 

 

Melanie Shepherd

 

 

Calvin Wood

 

 

Councillor Paul Duffy

 

 

IN ATTENDANCE

 

Committee Advisor

Fiona Dunlop

Community Partnership Leader

Kelly Tagg

Community Engineer

Shaun Holland

 


1             Apologies

 

There were apologies from Andrew Roy.

 

Resolution

Moved Member McKenzie, seconded Deputy Chairperson Fodie  and resolved:

That the Edendale-Wyndham Community Board accept the apology.

 

 

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 McKenzie, seconded Member Shepherd and resolved:

That the Edendale-Wyndham Community Board confirm the minutes of the meeting held on held on 30 May 2018 as a true and accurate record of that meeting

 

Reports

 

 

7.1

Stormwater and Wastewater Update from Officers

 

 

 

Project and Programme Manager, Water and Waste Services – Bevan McKenzie was in attendance for this item.

 

Mr McKenzie updated the Board on the water and wastewater services. 

 

 

He advised that:

·         a meter is to be installed in the area to measure water usage in the Edendale and Wyndham areas

·         night time water usage is increasing and will be investigated to see if there is a leak in the system over the coming months.

·         a draft consent for Edendale water is in progress and that it involves obtaining two dry weather samples and one wet weather sample at each of the four outlets .

 

 

7.2

Council Report

Record No:       R/18/6/13484

 

Community Partnership Leader – Kelly Tagg was in attendance for this item.

 

She took the Board through the report and highlighted the following from the report:

·         Water issues

·         Community organisation and volunteer sector shared services pilots

·         Catchment group

·         Southland museum consultation

·         Venture Southland Community Development

·         Operations and Community Services

 

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Shepherd and resolved:

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Council Report” dated 15 June 2018.

 

 

 

Chair's Report

Chair Yorke updated members on matters that she has been involved with since the last meeting of the Board.  Her full report is attached as appendix 1 to the minutes.

 

She particularly highlighted:

·                Attending a meeting in Invercargill with numerous Council officers at which various matters were discussed.  These included

o      Electricity issues at te Wyndham camping ground

o      Memorial archway at the Wyndham camping ground

o      Levels of service provided by Council contractors

·         Development the north end of the wildlife refuge by the College

·         Skate park proposal

·         Attended the Council meeting on 18 June 2018 when the Council met to hear the oral submissions to the 2018 representation review initial proposal and also the deliberations following the oral submissions

·         Project Ark which is the Wyndham museum cataloguing their collection

 

During the Chairs report, officers advised that they had received a quote from Bonisch Consultants regarding the Menzies memorial arch.  The Board are keen to progress the matter.

 

The Chair also advised that she had been asked by the Council’s Strategic Property Manager if the Board would allow Fonterra to expand its boundary and take in some of the Edendale Recreation reserve.  This raised the issue of the intention of use for the reserve and that it was “gifted” for a specific use.

 

Resolution

Moved Chairperson Yorke, seconded Member Wood and resolved:

That the Edendale-Wyndham Community Board:

1.         Request that Officers prepare a report seeking approval for payment of a report from Bonisch Consultants for the structural assessment of Menzies Memorial arch for approval as unbudgeted expenditure from general reserves for consideration at the Board’s next meeting.

2.         Request that a report be prepared on the history of the Edendale Recreation reserve to allay concerns over the intention of use of the ground and how Southland District Council acquired the land.

 

 

Councillor's Report

 

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

 

He highlighted the following items of interest:

·         The approval of the 2018/2028 Long Term Plan

·         Attended an emergency preparedness meeting which had been organised by Emergency Management Southland

·         Attended the recent Te Rōpū Taiao meeting

·         Council had approved the collection of dog registration fees on-line.

 

 

Next Meeting

 

The Board noted that the next meeting is scheduled for 7.30pm on Tuesday 28 August 2018 at the Memorial Hall Wyndham, Balaclava Road, Wyndham.

 

 

The meeting concluded at 10.08pm.                   CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Edendale-Wyndham Community Board HELD ON TUESDAY 26 JUNE 2018.

 

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

 

 

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


 

 

APPENDIX 1

 

Chairperson’s Report June 2018

 

A letter has been received from Wyndham Bowling Club asking to remove the Macrocarpa hedge on the West side of their permanent fence, for reasons outlined.  This was just to take it down to half the size.

 

History:  We have asked previously and they haven’t been interested.

 

Advised/asked them about full removal as we really don’t want to have to pay twice, ie remove half of hedge, then still have to trim it.

 

They have agreed, that full removal would be good, up to where their fence ceases.

We have asked for pricing to see, if it can fit in the next years projects, if there are any surplus’s, or whether it has to go into next years budget as a project.

 

After the last Community Board meeting, I had another list of concerns, of which I met at Southland District Council on the 8th May 2018 with 11 staff members, I’m pleased I didn’t feel intimidated.

 

Issues were:

 

Camping Ground – Reserves, power costs and who pays, lease arrangements, accountancy issues.

Result: Power being sorted with both the Edendale Rugby Football Club and Camping Ground, invoices for power being sent to Leasee, cost to upgrade camping ground won’t be as much now that 2 years’ worth of power has been invoiced approx. $10,000.

All power is being put into respective groups names.

Camping Ground upgrade was passed at Council level.

 

Memorial Arch – where to from here ie responsibility costs etc.

I have a report on costings to get assessed, not really answered, we could ask Council to pay for this, or maybe a contribution from the Ward.

At least to see the recommendations.

 

Budgets/Board Finances/Level of Service

Once I convinced staff that it was for information only, but we should be allowed no know what level of service is getting delivered, then knowing if we want to increase this level, we got on a lot better.

 

Gardens and costs associated – we agreed to disagree around costings first price received I believe is too expensive, as there is a component of travelling in this.

We have arranged for a local to quote now as well.

Southland District Council – think that the price is what it is, I don’t without proof.

 

Wyndham Wildlife Refuge – Mr Hustler has moved to the second stage of funding where he was eligible for $25,000 so I arranged a meeting with himself, the school, Department of

 

Conservation, Environment Southland, and Southland District Council Reps including myself and our two Councillors.

It was a great discussion and everybody hopefully understands the boundaries and responsibilities and what is required.  We emphasized with the College succession planning, ie we don’t want a half completed project, if a teacher leaves someone else must take it on.

 

Project Ark – Have met with David Luoni again, and he is working through which venue is more suitable.  He asked about having the meeting room modernized if he paid some rental up front, ie new floor coverings, paint, remove big table etc.

I think this is a great idea.  I have also been in touch with Trudie Hurst from Southland District Council – who spoke to us re Library update at the last meeting.

Going back to the Hall would be Plan B with the Library issues, so have discussed with her if that happened, what modernization they would require, so we won’t double up.

 

Skate Park Proposal – Interested parties have met with a rep from Venture Southland, and the first point of action is to put out a questionnaire/survey to all surrounding districts, regarding this proposal.

This will be analysed then a public meeting held if there is interest to elect a committee etc.

 

Representation Review:

 

Denise presented the community boards submissions at the hearings.  Lots of people submitted on The Community Development Area Subcommittee issues, but this wasn’t actually what the hearing issues were about.  The panel has now put recommendations to Council, which will be tabled at the 11 July 2018 meeting.

 

Payment/Donation to be made to Edendale Presbyterian Church and Wyndham Hall for meeting room hire.

 

 


 

Edendale-Wyndham Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Edendale-Wyndham Community Board held in The Staffroom, Edendale Primary School, Salford Street, Edendale on Wednesday, 30 May 2018 at 7.32pm.

 

present

 

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

Governance and Democracy Manager

Clare Sullivan

 


1             Apologies

 

There were apologies from Councillor Duffy.

 

Moved Member McKenzie, seconded Member Roy and resolved:

That the Edendale-Wyndham Community Board accept the apology.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

Chairperson Yorke declared a conflict of interest in relation to report 7.1 - Submission from the Edendale-Wyndham Community Board to the Southland District Council Initial Proposal for the Representation Review and advised that she would not take part in discussion or voting on the item.

 

 

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 the meeting held on 24 April 2018 as a true and correct record of that meeting.

 

Reports

 

Chairperson Yorke withdrew from the meeting and Deputy Chairperson Fodie assumed the Chair.

 

7.1

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

Record No:       R/18/5/10899

 

Deputy Chair Fodie 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 additions to the draft circulated with the agenda.

 

 

Resolution

Moved Member McKenzie, seconded Member Roy recommendation a, b with changes (as indicated) and a new c (as indicated) and resolved:

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 amended submission of the Edendale-Wyndham Community Board to the Southland District Council initial proposal for the Representation Review appended to the minutes as appendix 1.

 

c)            Agree that the Deputy Chair of the Board speak on the Boards behalf at the oral submissions on Monday 18 June 2018.

 

 

 

 

The meeting concluded at 8.28pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Edendale-Wyndham Community Board HELD ON WEDNESDAY 30 MAY 2018.

 

 

 

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

 

 

 

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


 

Appendix 1

 

Submission to the Southland District Council Initial Proposal from the 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.

Support the concept of the Community Development Advisors to provide a high level of support to Community Groups such as the present Community Development Area Subcommittees and appropriate support from organisations that are relevant to the decisions and projects they make, as they transition and find what best fits their needs.

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

Existing Community Board’s and Community Development Area Subcommittees 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.

An awareness campaign be conducted on the promotion and role of Community Boards and this be district wide.

Incorporate the communities of Te Tipua, Mabel Bush, Roslyn Bush, Rakahouka and Grove Bush into the proposed Waihopai ToeToe Ward.

We argue that these changes reflect the proposed Ward boundary, recognising that is likely to impact on the plus or minus 10% but argue to the council that this be considered as an exception as this is seen as reflecting the community of interest eg school boundaries, sporting connections, community activities.

We support the proposal for Stewart Island/Rakiura to be a standalone Ward and Community Board.

We know that this is not part of the review but we would like to have the Council investigate the long term viability of the amalgamation of the three local authorities in the Southland Region.

 


 

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

 


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:........................................................................


 

Stewart Island/Rakiura Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Stewart Island/Rakiura Community Board held in the Stewart Island Pavilion, Ayr Street, Stewart Island on Monday, 11 June 2018 at 9.45am.

 

present

 

Chairperson

Jon Spraggon

 

Deputy Chairperson

Steve Lawrence

Excluded from meeting 10.25am - 11.00am

Members

Dale Chittenden

 

 

Aaron Conner

 

 

Greg Everest

 

 

Anita Geeson

 

 

IN ATTENDANCE

 

Mayor – Gary Tong

Chief Executive Officer – Steve Ruru

Group Manager, Services and Assets – Matt Russell

Community Partnership Leader – Simon Moran

Community Engineer – Brendan Gray

Committee Advisor – Kirsten Hicks

 

 


1             Apologies

 

An apology was received from Councillor Ford

 

Moved Member Everest, seconded Member Conner and resolved

 

That the Stewart Island/Rakiura Community Board accepts the apology.

 

 

2             Leave of absence

 

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

Deputy Chairperson Lawrence declared a conflict of interest in relation to item C11.2 Morrison Low Report – Stewart Island Electrical Supply Authority (SIESA) Contract Renewal May 2018 Market Approach.

 

 

4             Public Forum

 

·         Jen Ross (Department of Conservation)  updated members on DOC activities

·         Ken McAnergney (eradication of deer in Oban village)

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Member Chittenden, seconded Member Geeson  and resolved

That the Stewart Island/Rakiura Community Board confirms the minutes of the meeting held on 31 May 2018 as a true and correct record of that meeting.

 


 

 

Reports for Resolution

 

 

7.1

SIESA House Tenancy

Record No:       R/18/5/11380

 

Community Engineer Brendan Gray was in attendance for this report.

 

Resolution

Moved Member Chittenden, seconded Deputy Chairperson Lawrence 

That the Stewart Island/Rakiura Community Board:

a)            Receives the report titled “SIESA House Tenancy” dated 31 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)           Accepts the recommendation for the SIESA house to remain tenanted by the Rakiura Resource Recovery Centre staff member on a month by month rental basis (option 1).

 

 

Reports

 

 

8.1

Council Report

Record No:       R/18/5/11919

 

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

Items drawn to members’ attention included the following:

·         Water issues

·         Climate change

·         Low emissions economy

·         Local Government (Community Wellbeing) Amendment Bill

·         Southland Regional Development

·         Land and Water Plan Implementation

·         LED Street Light Replacement Programme

·         Community Futures Research and Analysis Work Programme

·         Representation Review

·         Stewart Island Community Plan

 

 

 

Resolution

Moved Deputy Chairperson Lawrence, seconded Member Everest  and resolved

That the Stewart Island/Rakiura Community Board: 

a)            Receives the report titled “Council Report” dated 25 May 2018.

 

 

8.2

SIESA - Financial Report to 30 April 2018

Record No:       R/18/5/10760

 

Group Manager, Services and Assets Matt Russell was in attendance for this item.

 

 

Resolution

Moved Member Chittenden, seconded Member Geeson  and resolved

That the Stewart Island/Rakiura Community Board:

a)            Receives the report titled “SIESA - Financial Report to 30 April 2018” dated 5 June 2018.

 

 

8.3

SIESA Asset Management Plan 2015-2025 - Review and Transition to 2018-2028 Asset Management Plan

Record No:       R/18/5/11332

 

Community Engineer Brendan Gray was in attendance for this report.

 

 

Resolution

Moved Member Conner, seconded Member Everest  and resolved

That the Stewart Island/Rakiura Community Board:

a)            Receives the report titled “SIESA Asset Management Plan 2015-2025 - Review and Transition to 2018-2028 Asset Management Plan” dated 31 May 2018.

 

 

 

 

8.4

Stewart Island/Rakiura Dark Skies Proposal

Record No:       R/18/6/12471

 

 

 

Chief Executive Steve Ruru was in attendance for this report.

Amie Reid (Venture Southland) and Paul Wilson (Xyst Ltd) were in attendance via phone link

 

 

Resolution

Moved Member Geeson, seconded Member Everest  and resolved

That the Stewart Island/Rakiura Community Board:

a)            Receives the report titled “Stewart Island/Rakiura Dark Skies Proposal” dated 6 June 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)           Asks Council to investigate the range of planning and/or other controls which might be able to be put in place to assist with the management of external lighting on Stewart Island/Rakiura in a way which would assist the Stewart Island Promotion Association with its aim to achieve Dark Sky Sanctuary status.

 

e)            Supports the Stewart Island/Rakiura Dark Sky Proposal, to be advanced by Stewart Island Promotion Association.

 

 

8.5

Draft Roading Bylaw 2008 (revision 2, 2018) Stewart Island/Rakiura Community Board Draft Submission

Record No:       R/18/6/12564

 

 

 

Resolution

Moved Member Everest, seconded Deputy Chairperson Lawrence  and resolved

That the Stewart Island/Rakiura Community Board:

a)            Receives the report titled “Draft Roading Bylaw 2008 (revision 2, 2018) Stewart Island/Rakiura Community Board Draft Submission” dated 6 June 2018.

 

b)           Endorses the submission of the Stewart Island/Rakiura Community Board to the Southland District Council Draft Roading Bylaw 2008 (revision 2, 2018).

 

Chairperson’s Report

 

Chairperson Spraggon updated members on his involvement in the following:

 

·         ANZAC service

·         Communication with Invercargill MP and Labour List MP

·         Boarding allowances

·         Representation Review submission

·         Roading Review

·         Stewart Island Promotion Association – Dark Sky application

·         SIESA

·         Signage

·         Media calls

·         Amended meeting start times for the remainder of 2018

 

 

Public Excluded

 

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

Resolution

Moved Member Chittenden, seconded Member Everest and resolved

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

C11.1 Golden Bay Wharf

C11.2 Morrison Low Report - Stewart Island Electrical Supply Authority (SIESA) Contract Renewal May 2018 Market Approach

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

 

Golden Bay Wharf

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.

 

Morrison Low Report - Stewart Island Electrical Supply Authority (SIESA) Contract Renewal May 2018 Market Approach

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

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 Mayor, Chief Executive, Group Manager Services and Assets, Community Partnership Leader, Community Engineer and Committee Advisor be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items Golden Bay Wharf and Morrison Low Report – Stewart Island Electrical Supply Authority (SIESA) Contract Renewal May 2018 Market Approach. 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 9.50am

 

The meeting retuned to open session at 11.00am

 

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 12.45pm.                   CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Stewart Island/Rakiura Community Board HELD ON 11 JUNE 2018

 

 

 

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

 

 

 

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


 

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

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Wallacetown Community Board held in the Wallacetown Community Centre, Dunlop Street, Wallacetown on Thursday, 31 May 2018 at 7.04pm.

 

present

 

Chairperson

Peter Laurie

 

Deputy Chairperson

Frank Shearing

 

Members

Tony Billyard

 

 

Trina Eade

 

 

Rae Wilson

 

 

Councillor Gavin Macpherson

 

 

IN ATTENDANCE

 

Committee Advisor

Fiona Dunlop

Governance and Democracy Manager

Clare Sullivan

 


1             Apologies

 

There were apologies from Treena Symons.

 

Moved Chairperson Laurie, seconded Member Wilson and resolved:

That the Wallacetown Community Board accept the apology.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

Councillor Macpherson declared a conflict of interest in relation to item 7.1 - Submission from the Wallacetown Community Board to the Southland District Council Initial Proposal for the Representation Review.  He would not be taking part in discussion or debate on the matter.

 

 

4             Public Forum

 

Jane Barden and five members of the Wallacetown community were present.  Ms Barden advised that she was against the initial proposal.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Member Wilson, seconded Member Billyard and resolved:

That the Wallacetown Community Board confirms the minutes of the meeting held on 26 April 2018 as a true and correct record of that meeting.

 

Reports

 

(Councillor Macpherson withdrew from the meeting.

 

 

7.1

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

Record No:       R/18/5/10701

 

 

Chair Laurie 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 additions to the draft circulated with the agenda.

 

 

Resolution

Moved Member Wilson, seconded Member Eade  recommendation a, b with changes (as indicated) and a new c (as indicated) and resolved:

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 amended submission of the Wallacetown Community Board to the Southland District Council initial proposal for the Representation Review (appended to the minutes as appendix 1).

 

c)            Agree that representatives of the Board will speak on the Board’s behalf at the oral submissions on Monday 18 June 2018.

 

 

 

The meeting concluded at 7.48pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Wallacetown Community Board HELD ON 31 MAY 2018.

 

 

 

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

 

 

 

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


 

Appendix 1

 

Submission to the Southland District Council Initial Proposal from the Wallacetown Community Board 2018

 

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, Rakahouka, Roslyn Bush, Ryal Bush, Taramoa, Tussock Creek, Wallacetown, west Plains, Wilson Crossing, Waianiwa and Wrights Bush as this is the approximate boundary of the Wallacetown Volunteer Fire Brigade.

 

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 by way of a subdivision.

 

5.             Sweeping changes are seldom successful.