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

 

Date:

Time:

Meeting Room:

Venue:

 

Tuesday, 18 September 2018

9.30am

Manapouri Motor Inn
Cathederal Drive
Manapouri

 

Manapouri Community Development Area Subcommittee Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Shirley Mouat

 

Deputy Chairperson

Alister Burgess

 

Members

Margaret Gerken

 

 

Raymund Haanen

 

 

Robert Murrell

 

 

Councillor Ebel Kremer

 

 

IN ATTENDANCE

 

Committee Advisor

Jenny Labruyere

Group Leader Community  and Futures

Rex Capil

Community Engineer

Nick Lewis

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


Terms of Reference - Community Development Area Subcommittees

 

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

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

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

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

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

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

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

 

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

 

Community Development Area Subcommittees will provide leadership by:

·                 Positively representing their community and the Southland District;

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

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

 

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

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

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

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

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

 

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

 

Engagement and representation

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

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

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

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

 

Financial

·                Approving expenditure within the limits of annual estimates.

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

 

Rentals and leases

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

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

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

 

Local assets and facilities

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

·                  Appoint a local liaison person responsible for community housing.

 

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

 

Assets and Facilities

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

 

Rentals and leases

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

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

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

 

Contracts/Tenders

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

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

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

 

Financial

·                Recommending annual estimates to Council

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

 

Local Policy

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

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

·                Appoint a local liaison person responsible for community housing.

 

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

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

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

 


Manapouri Community Development Area Subcommittee

18 September 2018

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                7

2             Leave of absence                                                                                                                                                7

3             Conflict of Interest                                                                                                                                             7

4             Public Forum                                                                                                                                                         7

5             Extraordinary/Urgent Items                                                                                                                        7

6             Confirmation of Minutes                                                                                                                               8

Reports

7.1         Financial Report for the year ended 30 June 2018                                                                       13

7.2         Bollard Street Lighting                                                                                                                                 23

7.3         LTP playground project change to a Flying Fox and unbudgeted expenditure for additional costs.                                                                                                                                               27

7.4         View Street Footpath                                                                                                                                    35

7.5         Requests and suggestions from submissions to the Long Term Plan 2018-2028    39

7.6         Chairperson's Report

The Chairperson, S Mouat, to report on matters with which she has been involved since the subcommittee’s last meeting.

 

7.7         Councillor's Report

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

   


1             Apologies

 

An apology for non-attendance has been lodged by Member Pearson.

 

2             Leave of absence

 

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

 

3             Conflict of Interest

 

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

 

4             Public Forum

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

 

5             Extraordinary/Urgent Items

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

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

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

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

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

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

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

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

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

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

 

6             Confirmation of Minutes

6.1             Meeting minutes of Manapouri Community Development Area Subcommittee, held on 09 August 2018


 

Manapouri Community Development Area Subcommittee

 

OPEN MINUTES

 

Unconfirmed

 

 

Minutes of a meeting of Manapouri Community Development Area Subcommittee held in the Manapouri Motor Inn, Cathedral Drive, Manapouri on Thursday, 9 August 2018 at 9.30am.

 

present

 

Chairperson

Shirley Mouat

 

Deputy Chairperson

Alister Burgess

 

Members

Margaret Gerken

 

 

Raymund Haanen

 

 

Lynette Pearson

 

 

Councillor Ebel Kremer

 

 

IN ATTENDANCE

 

Committee Advisor

Jenny Labruyere

Community Partnership Leader

Simon Moran

 


1             Apologies

 

An apology for non-attendance was lodged by Member Murrell. 

 

Moved Chairperson Mouat, seconded Member Pearson and resolved:

That the  Manapouri Community Development Area Subcommittee  accept the apology lodged by Member Murrell.

                                                 

 

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

 

A Youldon – Manapouri Trees

 

Mr Youldon addressed the meeting raising his concerns at what he believed to be a lack of action in regard to the trees at Pearl Harbour, on the Old Coach Road and the View Shafts along the foreshore.   Mr Youldon had previously written to the Chair and the Community Engineer responded to his letter updating him on Council’s stance on each of the issues raised.

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Member Haanen, seconded Member Pearson  and resolved

That the Manapouri Community Development Area Subcommittee confirms the minutes of the meeting held on 22 May 2018 as a true and correct record of the meeting.

 

 

 

 

 

 

Reports

 

 

7.1

Council Report

Record No: R/18/7/18093

 

Simon Moran (Community Partnership Leader) and Councillor Kremer 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.

 

Both Mr Moran and Councillor Kremer  highlighted  the various issues  of interest including;

§  Three Waters issues

§  Local Government funding, Climate Change and Localism Projects are all Government driven projects

§  Council Strategic Workshop

§  Milford Opportunities  - increase in the level of communications and engagement with the public and stakeholders

§  Te Anau Airport Manapouri - Te Anau Community Board have engaged an expert in running airports to provide a clear indication for the future of the airport

§  Te Anau Wastewater Discharge project is awaiting a report from Mr Riddell on a conceptual subsurface drip irrigation design and costings, once completed this business case is to be presented  to Council and subsequently to the Wastewater Committee, Services and Assets Committee and the Finance and Audit Committee for decision.

§  Pearl Harbour stakeholders meeting recently held to commence communication with key stakeholders to assist in co-ordinating the overall outcome for the area.   All  attendees indicated their support for the Pearl Harbour toilets to remain in-situ perhaps with a higher level of service.

114.

 

 

 

Resolution

Moved Member Burgess, seconded Member Gerken  and resolved;

That the Manapouri Community Development Area Subcommittee:

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

 

 

 

7.2

Chairperson’s Reports

Record No: R/18/8/18371

 

Chairperson, S Mouat, reported on activities with which she has been involved since the Subcommittee’s last meeting.  This included the following:

 

§  Meeting with key stakeholders regarding Pearl Harbour future development

 

§  Advised that the township  water supply reservoir tanks are due to be replaced over the next month

 

§  Bollard Light – in discussing bollard lighting along Cathedral Drive members agreed for a report to be prepared and presented to the Subcommittee’s next meeting such report to provide all costing options prior to seeking  Council approval for unbudgeted expenditure  for this project.

 

§  View Street Footpath – The Chair previously requested pricing options to install a footpath along the west side of View Street.  The Engineer provided estimates from two contractors as an indication for staged works through to the end of  View Street. The members appreciated the work to-date however believe quotes from both Downers and Carran Scott Contracting should also be provided.

 

The subcommittee requested a full report  which is to provide all options, costings and priorities, with quotes from all four contracting companies prior to making a decision on whether to proceed with this project or otherwise.

 

§  Remembrance Seat – Mrs Mouat advised  of recent discussion around the potential of placing a Remembrance Seat on the lakefront to commemorate all who have lost their lives in the Manapouri area.  The subcommittee agreed for the Engineer to assist with this matter in particular investigate and report on whether a seat may be placed on the foreshore overlooking a view shaft to provide maximum views of the lake.   The meeting was informed there has been offers for monetary donations  to assist with this project and therefore there will be potentially little cost to the subcommittee.

 

§  Flying Fox- Members requested a report identifying the steps, including detailed options and costings for the installation of a flying fox, such report to include the connotations and potential for such a facility, with the suggested location being along the foreshore area.

 

 

Moved Member Haanen, seconded Member Pearson  and resolved;

That the Manapouri Community Development Area Subcommittee:

Requests staff to provide to the next meeting of the Manapouri Community Development Area Subcommittee the following reports;

a.      Bollard lighting – a report providing all costings and options prior to  seeking  Council approval for unbudgeted expenditure  for this project.

 

b.      View Street Footpath – a report providing all options, and costings and priorities, such report to include quotes from four contracting companies prior to the Subcommittee making a decision on whether to proceed on such a project.

 

c.       Remembrance Seat - investigate  and report whether  a Remembrance Seat maybe placed on the foreshore overlooking a view shaft in order to provide maximum views of the lake.

 

d.     Flying Fox – a detailed report identifying the steps, including options and costings for a flying fox, such report to include connotations and potential for such a facility with the suggested  location being  along the Foreshore area.

 

 

7.3

Councillor's Report

Record No: R/18/8/18372

 

Councillor Kremer advised he had included his update with the Council report.

 

 

 

 

The meeting concluded 10.55am                          CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Manapouri Community Development Area Subcommittee HELD ON THURSDAY 9 AUGUST 2018.

 

 

 

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

 

 

 

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

 


Manapouri Community Development Area Subcommittee

13 November 2018

 

Financial Report for the year ended 30 June 2018

Record No:             R/18/7/17588

Author:                      Nick Lewis, Community Engineer

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

1        These financial results are subject to review by Audit NZ in September, and therefore may change.

Community financial performance for the year

2        The graph above shows what actually happened (Actuals), what the original budget was (Original annual budget) and then what was expected to occur by year end (Reforecast annual budget) for each of the Income, Expenditure, and Capital Expenditure categories.

3        The ‘Reforecast’ totals show the effect of unbudgeted expenditure, projects that have been put on hold or are to be completed in 2018/2019 and/or expected changes to income and operating expenditure over the year.

4        Monthly reports provided to you by the Community Engineers compared the actual YTD against reforecast YTD totals.

5       Any significant variances between the ‘Actual’ and ‘Original budget’ totals are explained below. The details are provided in the attached Annual Report figures.

Significant Variances to the Annual Budget

Income

6       Income has come in over budget, the significant variance is due to a $12,000 grant that was received from CTOS for the community centre repaint project, this income was not budgeted for.

7       This was slightly offset by the internal interest allocated to the Manapouri General and Frasers Beach reserves being approximately 40% lower than budgeted. The main cause of interest on reserves being lower than budgeted is the actual interest rate applied was 3% against a budgeted rate of 4.19%. 

Expenditure

8       Overall expenditure is significantly lower than budgeted due to:

9       Operating Costs – The total expenditure variance within the operating costs cost centre is 49%. This is due to the general projects budget was not being entirely required, therefore coming in lower than budgeted.

10     Streetworks – No streetworks maintenance was required.

11     Stormwater Drainage - Significantly under budget due to no costs incurred for extra monitoring, network management and maintenance (that is outside roading maintenance for stormwater), running at a total expenditure variance of 51%.

12     Frasers Beach - General maintenance was significantly underspent, the major component of this is the deferring of the $30,000 for View Shaft maintenance project due to contractor availability.

13     Community Centre - Significantly under budget due to the repaint project, budgeted at $27,290, having been completed in the 2015/2016 year, budget no longer required.

Capital Expenditure

14     The playground equipment project has not progressed due to the board intending to change the scope of the project significantly, the budget is being deferred to the 2018/2019 year for this reason.  It should be noted that should the decision be taken to significantly change the scope, a new project budget should be applied for and the above project budget should be deleted.

15     Frasers Beach - Both the OTTA sealing and north end carpark area projects were completed under budget.

 


 

Project List

16     Community projects that were budgeted to be undertaken in the 2017/2018 year are in the table below.

Activity

Project Name

Financial Year

AP Budget

Actual cost

Status

Officer’s Comment

Community Centres

Hall repaint

2017/2018

 27,290

 -  

Deleted

Completed in 2015/2016 Year

Parks & Reserves

Township Entrance signs & feature

2016/2017

 -  

 10,687

Completed

Signs were installed and CDA requests the shifting of one sign, remaining budget to be carried forward

Parks & Reserves

Commemorative Rock Environs project

2015/2016

 8,993

 11,166

Completed

Completed

Parks & Reserves

Frasers Beach - Otta sealing the starts of Frasers Beach Road and Murrell Ave

2016/2017

 30,000

 24,570

Completed

Completed

Parks & Reserves

Frasers Beach - North end car parking enlargement

2017/2018

 15,000

 8,753

Completed

Completed

Parks & Reserves

Playground Equipment

2017/2018

 25,000

 -  

In progress - Investigation

To be deferred, CDA have indicated to change the project which needs to be resolved formally

Public toilets

Manapouri Hillside Road Dump Station

2017/2018

 5,889

 -  

Deleted

Deleted

Roads & Footpaths

Street Lighting Renewal

2017/2018

 21,033

 9,968

Completed

Completed

Financial Considerations

Development and Financial Contributions

17     Contributions are collected to fund community growth projects. The use of these funds are considered by Council staff when projects are in the planning stage. Certain policy and legislative requirements must be met before these contributions can be applied to projects.

18     The total balance of Parks and Reserves Development and Financial contributions for your community as at 30 June 2018 is $53,674. 

Reserves

19     Interest has been allocated to the reserve accounts. Interest is calculated on the average balance of the reserves for the year at an interest rate of 3%. The budgeted interest rate was 4.19%.

Manapouri

Schedule of Reserve Balance

 

 

 

Recommendation

That the Manapouri Community Development Area Subcommittee:

a)            Receives the report titled “Financial Report for the year ended 30 June 2018” dated 4 September 2018.

 

Attachments

a             Manapouri Annual Report figures for the year ended 30 June 2018    

 


Manapouri Community Development Area Subcommittee

18 September 2018

 


 


 


 


 


 


Manapouri Community Development Area Subcommittee

18 September 2018

 

Bollard Street Lighting

Record No:             R/18/8/20188

Author:                      Nick Lewis, Community Engineer

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To consider a request from the Manapouri Community Development Area Subcommittee (CDA) to investigate the costs of extra bollard street lighting along Cathedral Drive and Waiau Street and determine if the CDA should seek unbudgeted expenditure for such.

Executive Summary

2        The CDA have requested investigation into the costs to install extra bollard street lighting at two locations within the Manapouri Township, being Cathedral Drive and Waiau Street.

3        Received estimate costs from Caird Electrical of $8,715.00 for four new bollard lights and associated works on Cathedral Drive and $9,300.00 for six new bollard lights along Waiau Street were received, totalling $18,015.00, with a nominal contingency to allow for material cost changes since pricing, then a project budget of $20,000 is considered.

4        If unbudgeted expenditure is sought, then approval through Council is required. The 2019/ 2020 Annual Plan is coming up for consideration at the November meeting. A budgeted street light project is planned in the 2021/2022 financial year.

 

Recommendation

That the Manapouri Community Development Area Subcommittee:

a)            Receives the report titled “Bollard Street Lighting” dated 11 September 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)           Resolves to seek unbudgeted expenditure of up to $20,000.00, ex GST, for the supply and installation of new bollard street lighting along Cathedral Drive and Waiau Street, Manapouri to be funded from the Manapouri General Reserve.

 

 

Background

5        The Manapouri CDA requested the investigation of extra street bollard lighting in two separate areas of the township being, along Cathedral Drive extending from the end of the existing bollard street lights toward the Manapouri Lakeview Motor Inn, and from the Cathedral Drive Intersection along Waiau Street towards the Manapouri Store.

Issues

6        The only issue identified is the lack of street lighting to these two identified locations as requested by the CDA, this has come from public input directly to CDA members as there is no knowledge of requests to Council of such.

Factors to Consider

Legal and Statutory Requirements

7        There are no legal or statutory requirements.

Community Views

8        The position of the CDA will be taken to represent the community.

Costs and Funding

9        The values received are cost estimates not firm quotes that were gained in order to aid the determination of this proposal and if the CDA wish to progress such.

10      The cost estimates received, being $8,715.00 for the Cathedral Drive works and $9,300.00 for the Waiau Street works, total $18,015.00 from Caird Electrical, who undertook the bollard lighting replacements along Cathedral Drive this past 2017/2018 financial year and undertake all bollard lighting works within the Te Anau township. The Community Engineer advised he considers the costs to be reasonable but advises a nominal contingency should be added to the overall value if the CDA resolve to proceed, allowing for a project value of $20,000.00.

11      There is no project budget in the current financial year, 2018/2019 so unbudgeted expenditure from reserves would need to be sought from Council. The Manapouri General Reserve balance is budgeted at $61,550.00 for the 2018/ 2019 financial year.

12      Alternatively consideration should be made for including this project into the Annual Plan 2019/2020 or delaying the works until 2021/2022 when there is $22,452.00 budgeted for streetlight works.

Policy Implications

13      Two policy requirements have been identified. Firstly if the CDA wishes to proceed seeking unbudgeted expenditure then Council’s approval for unbudgeted expenditure is required.

14      The second relates to procurement requirements where for values between $5,000.00 and $20,000.00 will generally be made on the basis of three quotes.

Analysis

Options Considered

15      The options are to resolve to seek unbudgeted expenditure for the works, in full or to one of the two separate areas only, delay for inclusion in the Annual Plan, or delay until current budgeted streetlight works are in 2021/2022.

Analysis of Options

Option 1 – Resolve to seek unbudgeted expenditure to the value of $20,000 to complete both areas as identified

Advantages

Disadvantages

·        Will allow the installation of the new bollard lighting to proceed earlier.

·        Is dependent on Council approval.

·        Is utilising general reserves monies earlier than budgeted for as rates are already being collected for streetlight works already in the LTP

 


 

Option 2 – Resolve to seek unbudgeted expenditure for one of the areas only and delay the other

Advantages

Disadvantages

·        As above.

·        As above.

·        Utilises a lessor value of general reserves.

 

Option 3 – Delay and include the project in the annual plan for 2019/ 2020

Advantages

Disadvantages

·        Delay is minimised to next financial year.

·        Can go through more comprehensive public consultation.

·        Delays the installation of such new bollard street lighting till the following financial year.

 

Option 4 – Do nothing and delay until 2021/ 2022 when there is a budgeted project for streetlight works

Advantages

Disadvantages

·        Utilises rates monies already being collected for such works.

·        Follows what is already set in the LTP.

·        Delays the installation of such new bollard street lighting for several years.

 

Assessment of Significance

16      This is not considered significant.

Recommended Option

17      Option 1 – resolve to seek unbudgeted expenditure in full to the value of $20,000.00 to complete both areas as identified.

Next Steps

18      If the recommended option is chosen then an unbudgeted expenditure report to Council is required to gain the funding to proceed.

 

Attachments

There are no attachments for this report. 

 


Manapouri Community Development Area Subcommittee

18 September 2018

 

LTP playground project change to a Flying Fox and unbudgeted expenditure for additional costs.

Record No:             R/18/9/21207

Author:                      Kevin McNaught, Strategic Manager Property

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The Manapouri Community Development Subcommittee (CDA) have requested information on the costings for a Flying Fox with the suggested location being the Foreshore area opposite
29 Waiau Street, Manapouri.

2        As this is a change from the LTP project a formal decision on this will be required as will a decision on unbudgeted expenditure.

Executive Summary

3        The CDA included a project in the 2017/2018 financial year for new playground equipment for pre-schoolers. During the investigation stage, presenting various equipment options to the CDA through the Chair, no options were chosen which eventually led to the CDA indicating they would rather look into a Flying Fox at the Foreshore.

4        Any change to the LTP project like this will need a formal resolution of the CDA as well as the resolutions regarding unbudgeted expenditure.

 

 

Recommendation

That the Manapouri Community Development Area Subcommittee:

a)            Receives the report titled “LTP playground project change to a Flying Fox and unbudgeted expenditure for additional costs.” dated 11 September 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)           Resolve to change the LTP  project on the Manapouri Foreshore from play equipment for pre-schoolers to a 45m flying fox at a cost of approximately $42,500 plus GST

 

e)            Request Council to approve unbudgeted expenditure of $17,500 plus GST for the additional costs of the flying fox from the Manapouri Community Development Area Sub Committee General Reserve.

 


 

Background

5        The CDA included a project in the 2017/2018 financial year for new playground equipment for pre-schoolers. During the investigation stage, presenting various equipment options to the CDA through the Chair, no options were chosen which eventually led to the CDA indicating they would rather look into a Flying Fox at the Foreshore.

6        Any change to the LTP project like this will need a formal resolution of the CDA as well as the resolutions regarding unbudgeted expenditure.

Issues

7        The current LTP project is for new playground items suitable for toddlers. With the current position of the CDA to look at the option of a Flying Fox being significantly different, the project is required to be either cancelled and a new project created, or a resolution required by the CDA to change the project.

8        A change to the project will also require additional funding so decisions around that also need to be made.

9        Below are the comments of the Community Engineer about the proposed change:

A flying fox (under the standards they are called travellers) are designed such that the seat height off the ground should be 400mm when loaded with 130kg, therefore due to the tension it will hang higher when not in use, as it would run higher with someone lighter than 130kg.  part of this reason (and with all playground equipment) is that if a small child cannot physically climb the equipment or get on the equipment, i.e. legs too short for a ladder, or cannot pull down the flying fox seat in order to get on then that child is too small.

For the flying fox to work and best chance to be compliant it needs to be on the flattest area before the slope drops down significantly and it will need to transit diagonally across the whole area, a 45m would just fit, this may/or may not affect the view shaft. It should be lower than the road level.

From my initial concerns over the compliance and safety of it based on the thinking it could go down the slope, I revisited the site on my own and then later with Shirley Mouat pointing out that for it to work it had to be on this flat part and stretch across the area. This was also based on discussions with the course taker for the playground inspection course I did.

Her advice (and she is one of only three NZ playground inspection level 3 qualified people) was that they are best designed for level ground, with a platform to start from and the travel should represent a curve/banana that you speed up going down then it slows you down at the other end as it is going back up.

Considering the above and to get the best experience I would recommend the 45m over the 30m option.

10      What is covered above is that the structure’s height deals with the Health and Safety requirements around young users, as well as the proposed site dealing with the issues around topography.

 

Factors to Consider

Legal and Statutory Requirements

11      All playground equipment to be installed must be compliant to the New Zealand Standard, NZS 5825:2015 Playground equipment and surfacing. The proposed Flying Fox meets these standards.

Community Views

12      The position of the subcommittee will be taken to represent the community. It should be noted that the desire to change the current LTP project to a flying fox is a different to the project scope that has been publically consulted upon.

Costs and Funding

13      The current LTP project has a budget of $25,000 to be funded through the Manapouri General Reserve.

14      The total estimated cost to supply and install a flying fox at the desired location if progressed is expected to be approx. $33,500 - $40,000 for a 45m unit or $31,500 - $38,000 for a 30m unit. A breakdown as below. It is recommended by the Community engineer that the 45m unit be installed.

15      Cost estimates previously gained are approximately $18,000 for a 45m single flying fox, and $16,000 for a 30m version. These are kitset prices only and do not include any installation costs which are estimated at $7,000 for either option.  As this is a specialised piece of equipment the installation by an appropriate expert is required for an additional cost of $4000 to ensure it is undertaken correctly to obtain the warranties that apply.

16      A full supply and installation cost was not sought for this investigation as the suppliers are North Island based and it would be expected such supply and installation costs would far exceed the supervisor costs and local installation costs. It is further recommended to have the supplier or an alternative playground designer involved in the detailed location set out, this could be achieved by a site topographic survey estimated at $1,500, and consultation fees from supplier or designer estimated at a further $500. A platform at the flying fox start is estimated to be approx. $2,500. Further ancillary items (being optional but recommended), i.e. soft fall material with timber edging (for example bark chip to both compliant depth and size), is estimated to be approx. $6,500.

17      Based on these above estimates, depending on the length of the unit and if soft fall material is required the total costs are 30m - $38,000 or 45m- $40,000 plus GST. With the 45m unit being recommended plus a small contingency the allowance of $42,500 plus GST should be allowed, thus unbudgeted expenditure of $17,500.

18      The Manapouri General Reserve can fund this additional $17,500 without any implications for other commitments.

Policy Implications

19      That what is being proposed or investigated is in line with the Manapouri Foreshore Management Plan. There is nothing in the plan that specifically contemplates the proposed Flying Fox.

20      The plan does however state that the general policy statements in the District Wide Reserve Management Plan will be consistent with what’s required in the Manapouri Foreshore. There is a comment that the Manapouri Foreshore Plan will take precedence over the district wide policy statements.

21      There is nothing in the Manapouri Foreshore plan that prohibits a Flying Fox and the plan contemplates additional facilities on the reserve. The comments of the Engineer are that the structure should be below road level thus reducing any visual impact.

22      The general policy statements attached to the plan state that any new play equipment must meet the required standards, be visible to the public, cause minimum harm to neighbouring properties, and reflect the special visual character of the reserve. If none of these are an issue then there is nothing to stop the construction.

Analysis

Options Considered

23      If the Committee are of a mind that the project change is required and considered that a Flying Fox meets the requirements a set out in paragraph 23 above, then the options come down to the length of the Flying Fox.

Analysis of Options

Option 1 – Flying Fox – 30m

Advantages

Disadvantages

·        Is less cost albeit marginally than the 45m option

·        Less visual impact

·        Will not give the experience of a 45m ride

 

Option 2 – Flying Fox – 45m

Advantages

Disadvantages

·        Provides the best experience for users.

·        Is slightly more expensive than the 30m option.

·        Will be longer thus having a larger visual impact.

 

Assessment of Significance

24      While the change of the project from the LTP to a Flying Fox may be considered a significant difference, the decision to change the project is not considered significant.

Recommended Option

25      Option 2- a 45m Flying Fox

Next Steps

26      Seek Council approval to the unbudgeted expenditure and if approved confirm costings and complete project.

 

Attachments

a             Proposed Flying Fox location, Manapouri Foreshore    

 


Manapouri Community Development Area Subcommittee

18 September 2018

 

 

 



Manapouri Community Development Area Subcommittee

18 September 2018

 

View Street Footpath

Record No:             R/18/9/21298

Author:                      Nick Lewis, Community Engineer

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To consider a request from the Manapouri Community Development Area Subcommittee (CDA) to investigate the costs and options for the construction of new footpath along View Street, Manapouri, and determine if the subcommittee should seek unbudgeted expenditure for such.

Executive Summary

2        The subcommittee have requested investigation into the costs and options to install new footpath along View Street, Manapouri and price estimates have been received from three contractors based on Council’s footpath standards.

3        The scope is broken down into a number of sections for consideration. The first section equates to $28,000. The second section a further $28,000 and the two further sections estimated at an additional $21,000 and $14,500 respectively. This equates to $91,500 for the full street length.

4        If unbudgeted expenditure is sought then approval through Council is required. The 2019/ 2020 Annual plan is coming up for consideration at the November meeting. As is potential for NZTA funding which is expected to be made known in the near future.

 

Recommendation

That the Manapouri Community Development Area Subcommittee:

a)            Receives the report titled “View Street Footpath” dated 11 September 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)           Resolves to not seek unbudgeted expenditure for a new project to construct new footpath along View Street, Manapouri, but to allow for consideration in the upcoming Annual Plan 2019/ 2020.

 


 

Background

5        The Manapouri CDA requested the investigation of constructing footpath along the river side of View Street, where no footpath is currently formed. This request was originally made to aid the CDA in considerations of potential projects.

Issues

6        The only issue identified by the CDA is that there is no footpath to that side of View Street currently, which does include the View Street Carpark. A significant extent of this area consists of a gravel berm behind kerb and channel only. There is footpath on the opposite side of View Street for the full length of the roadway. There is no knowledge of prior requests to Council for a formed footpath in this location.

Factors to Consider

Legal and Statutory Requirements

7        There are no legal or statutory requirements.

Community Views

8        The position of the Subcommittee will be taken to represent the community.

Costs and Funding

9        The values received are cost estimates which were obtained to aid the CDA’s request for consideration of potential projects.

10      The price estimate range received are as follows.

11      For a 1.4m wide, 100mm thick concrete footpath; approx. $12,000 - $15,000 per 100m. For a1.4m wide, 30mm thick asphalt footpath; approx. $12,000 - $15,000 per 100m

12      This could be broken into sections, the first section from Waiau Street to the View Street carpark entrance is approx. 230m long which would equate to an estimated cost of $28,000. The second section from the View Street carpark entrance to the Home Street intersection is another approx. 230m equating to another $28,000. These two sections constitute the recommended extent by the community engineer.

13      The third section from the Home Street intersection to Waiau Street, being the exit of the one way section of the roadway is approx. 175m which would equate to $21,000, if combined with the previous sections that equals a total of $77,000. The last section being from the Waiau Street one way exit to the end of View Street is another approx. 120m and would add a further $14,500 for a full length of View Street total of approx. $91,500. Both the third and final sections of View Street are not recommended by the community engineer to be considered.

14      There is no project budget in the current financial year, 2018/2019 so unbudgeted expenditure from reserves would need to be sought from Council. The Manapouri General Reserve balance is budgeted at $61,550.00 for the 2018/ 2019 financial year.

15      Alternatively including this project into the Annual Plan 2019/2020 should be considered.

16      Further consideration should be given to any other extra projects or items the CDA are considering in conjunction to this item against the available General Reserve balance.

17      Significant NZTA funding for footpath works are soon to be confirmed by Council, such funding has the potential to consist of up to 50% of any proposed works value and may be governed by other factors such as, priority based and maintenance and renewal based. Until such funding criteria is known it is recommended to wait for this outcome.

 

Policy Implications

18      Two policy requirements have been identified. Firstly if the subcommittee wishes to proceed seeking unbudgeted expenditure then Council’s approval for unbudgeted expenditure is required.

19      The second relates to Council’s Subdivision, Land Use & Development Bylaw 2012, which details the standard of footpath construction required and that proposal meets the appropriate standards for the road hierarchy.

20      The price estimates received are as per Councils standards and the road hierarchy does meet the criteria for footpath on both sides part of View Street.

21      Significant NZTA funding for footpath works are soon to be confirmed by Council, such funding has the potential to consist of up to 50% of any proposed works value and may be governed by other factors such as, priority based and maintenance and renewal based. Until such funding criteria is known consideration should be given to wait for this outcome.

22      Furthermore as footpaths are a roading function ultimately the decision lies with Strategic Roading Department, but as footpaths are locally funded and if any such proposal meets Councils policies and standards, approval through Roading should be expected.

Analysis

Options Considered

23      If the CDA are of a mind to progress such a project, then the options come down to the length of the new footpath to construct. Alternatively consideration should be given to wait for inclusion in the Annual Plan for 2019/ 2020 which may coincide with further information around potential NZTA funding.

Analysis of Options

Option 1 – Resolve to seek unbudgeted expenditure based on an agreed length or sections to construct

Advantages

Disadvantages

·        New footpath can be constructed earlier than if delayed.

·        Significant NZTA funding may be missed as the funding has not been confirmed nor the criteria for such.

 

Option 2 – Resolve to not seek unbudgeted expenditure to either further consider in the Annual Plan 2019/ 2020, with potential NZTA funding criteria being known.

Advantages

Disadvantages

·        Potential significant NZTA funding maybe available.

·        Any new footpath would be delayed.

 

Assessment of Significance

24      This is not considered significant.

Recommended Option

25      It is recommended to not seek unbudgeted expenditure for such a project but to allow for consideration in the upcoming Annual Plan 2019/ 2020 with the potential of significant NZTA funding criteria may be known by such time. Such funding has the possibility to be as high as 50% of the project value.

26      Any footpath project consideration should be made against other Manapouri footpath priority works that are still being evaluated following a district wide footpath condition rating survey that was undertaken earlier this year. NZTA funding will likely have specific criteria that could include such condition based priority.

27      Lastly any such project that is being considered to be funded from the Manapouri General Reserves should be evaluated and prioritised by the CDA to make best use of the limited funds available or should be considered for inclusion in the Annual Plan or LTP to be funded through rates.

Next Steps

28      If the recommended option is chosen then such a proposal should be noted for consideration in the Annual Plan 2019/ 2020 and that such a project should be evaluated for potential NZTA funding.

 

Attachments

There are no attachments for this report. 

 


Manapouri Community Development Area Subcommittee

18 September 2018

 

Requests and suggestions from submissions to the Long Term Plan 2018-2028

Record No:             R/18/8/19714

Author:                      Nicole Taylor, Project Co-ordinator Corporate Planning

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Long Term Plan submissions 2018-2028

1        This report details the issues/suggestions raised by submitters to the Long Term Plan 2018-2028 that were specifically related to the Manapouri area. The report confirms changes that Council made as a result of the feedback as well as staff amendments.

2        The Council has asked that the community development area subcommittee consider the feedback received related to Manapouri as part of the decision-making process for the relevant issues and projects as these are considered further by the subcommittee.

3        These submitters have been advised that a copy of their submission will also be presented to the Manapouri Community Development Area Subcommittee. As such, after considering this report, the subcommittee is asked to consider how it would like to communicate with submitters on the points raised and also whether it intends to report back to the Council on any decisions in due course.

4        The submission feedback is summarised in Table A below with a full copy of each submission attached separately to the report.

5        The material in this report is drawn from the papers presented at the Council deliberations meeting on 2 May 2018. Also attached is an overview of the decisions on the key issues/options that were included in the Long Term Plan consultation document including:

·      investing in Community Future Planning

·      improving and funding the Around the Mountains Cycle Trail

·      investing in Open Space Experiences

·      changes to Revenue and Financing Policy including:

-      Setting and assessing all community board/community development area subcommittee rates as a uniform targeted rate, with differentials as required

-      100% District funding of libraries

-      10% rates funding for health licensing

-      Adjustments to the roading rate model

-      Changes to rating boundaries for halls (Athol, Waianawa, Browns and Tokanui-Quarry Hills, Edendale and Wyndham), as well as the Te Anau Community Board rating boundary; and removal of the Edendale pool rate/boundary

6        The Long Term Plan 2018-2028 was adopted by Council on 20 June 2018. Copies of the final document are available on the Council’s website.

Manapouri related topics

7        Table A includes a summary of the submission points related to Manapouri along with the Council’s response to the submitter on the issues raised.

Local Projects

8        Council received three submissions in relation to local projects, and in particular requests for additional and improved facilities at Pearl Harbour and Waiau Street including  toilets, footpaths, carparks as well as facilities for freedom campers. One submitter also suggested that there was a need to review the need for unused halls and reserves in the township.

Other Issues of Interest– Te Anau related

9        Council also received nine submissions regarding the Te Anau wastewater project. These submitters were advised that in December 2017 Council resolved to proceed with detailed design work in support of irrigation of treated wastewater to the Kepler Block to the north of Te Anau Airport Manapouri. As a result work has started on the detailed design of the pipeline and other supporting works at both the oxidation pond site and the Kepler site. At the December meeting Council also requested that staff develop a concept design for sub surface drip irrigation (SDI) to a point where it can be evaluated against the Centre Pivot Irrigation (CPI) proposal for which consent was granted in 2017. This concept design is currently being developed and will be independently peer reviewed before being presented to Council later in the year at which point a decision on the final means of irrigation will be made.

10      Council also received a number of submissions about the formation of a Te Anau community hub. This concept was an idea that Council had signalled an interest in exploring in the development of the Long Term Plan. The submitters were advised that no decision has yet been made, which is why a feasibility study is proposed. Council has decided to proceed with this study, programmed for 2019/2020 to undertake a more detailed cost and benefit analysis on the options available. This will also provide the vehicle for further discussion with relevant parties and stakeholders. More information about this issue and the feedback received is included in the attached overview of key decisions (pages 17 to 19).

11      Staff also requested amendment to projects that were planned in the 2017/2018 financial year that will not be completed by 30 June 2018.  Table B shows the final list of projects included in the LTP for Manapouri the carry forward projects shown in italics with shading (one playground project and one water supply project).

Table A: Excerpts of submission points and Council response to submitters

Number and Name

Summary of Submission

Response to Submitter about Council Decision

Local Projects (includes parking, toilets, reserves, footpaths)

123.
Fiona Black on behalf of Real Journeys Limited (Point 123.1 + 123.9)

Manapouri - Requests Council allocate funds to improve toilets at Pearl Harbour and upgrade the footpaths, road and public car parking on Waiau Street as part of the work they are doing to develop more carparking on section they own.

Regarding your request for improvements to be made to Pearl Harbour relating to public toilets, footpaths and carparking, Council noted your feedback and requested that staff work with you to develop a coordinated plan for the area so that specific funding requirements can be assessed.   I understand that Kevin McNaught, Simon Moran and Nick Lewis from Council have met with representatives of Real Journeys on site to progress this plan. Once a formal proposal/plan has been prepared, Council and the Manapouri Community Development Area Subcommittee (CDA) will then be able to consider specific funding contributions/projects in relation to Council-provided infrastructure.

128.
Irene Barnes (Point 128.10 + 128.12)

Manapouri (Pearl Harbour) - States that toilets need urgent upgrades and increased parking is urgently needed. Suggests that funding assistance could come from a government tourism grant and Real Journeys.

Council noted your feedback about the need for improvements to parking and toilets at Pearl Harbour. Council is aware of the pressures in the area and staff are working with Real Journeys on a project to improve facilities at Pearl Harbour, including toilets and parking. Real Journeys are in the process of finalising a concept plan that will outline what they plan to do with the facilities that they provide at Pearl Harbour. Once this is available, staff will then be able to discuss what investment or improvements in toilets and parking Council should make for consideration by the Manapouri Community Development Area (CDA) Subcommittee and elected members, including looking at options for how this can be funded (including through the Tourism Infrastructure Fund).

128.
Irene Barnes (Point 128.4)

Manapouri Reserves - Suggested reviewing and assessing unused reserves (e.g. Te Aika reserve)

The Council noted your comments about the need to reassess reserves that are not used. This will be progressed further as part of the open spaces programme (discussed in more detail in the attached overview of key decisions pages 15 to 16).

128.
Irene Barnes (Point 128.9)

Manapouri Hall -  Review usage faster 

The Council noted your comments about the need to accelerate the investigation into Manapouri Hall usage. Council is planning to undertake a review of community facilities (including halls) and the Manapouri hall will be included in this work.

141.
Julie Walls (Point 141.15)

Te Anau/Manapouri - States that there needs to be a space for freedom campers.

In terms of your suggestions about providing space for freedom campers, Council noted your feedback. The Council asked that the issues you raised be tabled with the Manapouri Community Development Area (CDA) Subcommittee and supporting staff for further consideration and prioritisation as part of the open space planning. This is because the subcommittee has been delegated responsibility for decisions/funding of certain local facilities.

 

Table B: Long Term Plan 2018-2028 Projects for Manapouri

Note - 2017/2018 carry forward projects shown in italics with shading

No.

Project Name

18/19

19/20

20/21

21/22

22/23

23/24

24/25

25/26

26/27

27/28

Grand Total

Community Facilities (Footpaths/Parks/Halls/Toilets etc)

843

Playground Equipment

25,000

 

 

 

 

 

 

 

 

 

25,000

763

Street Lighting Renewal

 

 

 

22,452

 

 

 

24,734

 

 

47,186

PC0008

Manapouri Pearl Harbour Toilets (District)

 

 

 

 

48,924

 

 

 

 

 

48,924

PC0009

Manapouri Frasers Beach Toilets (District)

 

 

 

 

49,141

 

 

 

36,126

 

85,267

Wastewater (District)

WW181

Consent Renewal Preparation

 

 

131,072

134,218

 

 

 

 

 

 

265,290

WW185

Construction of  Resource Consent requirements

 

 

 

 

 

676,199

693,780

 

 

 

1,369,979

Water Supply (District)

WAT1505

Electrical mains replacement to intake in shielded cable

 

117,875

 

 

 

 

 

 

 

 

117,875

WAT1527

Lateral to Possum Lodge replace with 50mm to assist pressure

 

66,625

 

 

 

 

 

 

 

 

66,625

WAT1531

WTP upgrade re turbidity

 

512,500

524,288

 

 

 

 

 

 

 

1,036,788

WAT1687

Switchboards, pumps and monitoring

 

 

 

 

 

 

182,793

 

 

 

182,793

WAT241

Extend Water Treatment Plant for pH correction system

160,371

 

157,286

 

 

 

 

 

 

 

317,657

WAT259

Replace pipeline contact tanks to manifold and intake upgrade

 

138,375

 

 

 

 

 

 

 

 

138,375

WAT261

Consent Renewal Preparation

 

 

 

21,475

 

 

 

 

 

 

21,475

WAT262

Metering - District Metered Areas

 

24,088

 

 

 

 

 

 

 

 

24,088

 

 

Recommendation

That the Manapouri Community Development Area Subcommittee:

a)            Receives the report titled “Requests and suggestions from submissions to the Long Term Plan 2018-2028” dated 22 August 2018.

 

Attachments

a             Full submission from Real Journeys Fiona Black (123)

b             Full submission from Irene Barnes (128)

c             Full submission from Julie Walls (141)

d            Overview of Council decisions on key issues in the Long Term Plan LTP 2018 - 2028    

 


Manapouri Community Development Area Subcommittee

18 September 2018

 


 


 


 


Manapouri Community Development Area Subcommittee

18 September 2018

 


 


 


 


Manapouri Community Development Area Subcommittee

18 September 2018

 


 


 


 


 


 


 


 


 


 


Manapouri Community Development Area Subcommittee

18 September 2018