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

 

Date:

Time:

Meeting Room:

Venue:

 

Tuesday, 23 October 2018

7.30pm

Edendale Presbyterian Church
Corner Brydone and Melvin Streets
Edendale

 

Edendale-Wyndham Community Board Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Pam Yorke

 

Deputy Chairperson

Denise Fodie

 

Members

David McKenzie

 

 

Andrew Roy

 

 

Melanie Shepherd

 

 

Calvin Wood

 

 

Councillor Paul Duffy

 

 

IN ATTENDANCE

 

Committee Advisor

Fiona Dunlop

Community Partnership Leader

Karen Purdue

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


Terms of Reference – Community Boards

 

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

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

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

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

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

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

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

 

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

 

Community Board members will provide leadership by:

·                Positively representing their community and the Southland District

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

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

 

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

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

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

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

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

 

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

 

Engagement and representation by:

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

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

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

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

 

Financial by:

·                Approving expenditure within the limits of annual estimates.

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

 

Rentals and leases

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

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

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

 


 

Local assets and facilities by

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

·                Appoint a local liaison person responsible for community housing.

 

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

 

Stewart Island/Rakiura Community Board

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

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

 

Te Anau Community Board

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

 

The Community Boards can make recommendations to Council on:

 

Assets and Facilities

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

 

Rentals and leases

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

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

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

 

Contracts/Tenders

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

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

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

 

Financial

·                Recommending annual estimates to Council.

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

 

Local Policy

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

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

 

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

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

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

 


Edendale-Wyndham Community Board

23 October 2018

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                7

2             Leave of absence                                                                                                                                                7

3             Conflict of Interest                                                                                                                                             7

4             Public Forum                                                                                                                                                         7

5             Extraordinary/Urgent Items                                                                                                                        7

6             Confirmation of Minutes                                                                                                                               7

Reports for Resolution

7.1         Consideration of a Request from Wyndham and Menzies Rugby Clubs to Erect Sports Field Lights                                                                                                                                                          15

7.2         Schedule of Meetings up to October 2019                                                                                       51

Reports

8.1         Financial Report for the year ended 30 June 2018                                                                       51

8.2         Edendale Community Pool Society Annual General Meeting (Summary)                     51

8.3         Appointment of Wyndham Community Housing Liaison Person                                      51

8.4         Council Report                                                                                                                                                   51  

Chairs report

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

Councillor's Report  

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


 

NExt meeting

The next meeting of the Community Board is scheduled for 7.30pm on Tuesday 4 December 2018 at the Memorial Hall, Balaclava Street, Wyndham.

 


1             Apologies

 

At the close of the agenda no apologies had been received.

 

2             Leave of absence

 

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

 

3             Conflict of Interest

 

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

 

4             Public Forum

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

 

5             Extraordinary/Urgent Items

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

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

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

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

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

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

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

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

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

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

 

6             Confirmation of Minutes

6.1             Meeting minutes of Edendale-Wyndham Community Board, 28 August 2018


 

Edendale-Wyndham Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Edendale-Wyndham Community Board held in the Memorial Hall, Balaclava Street, Wyndham on Tuesday, 28 August 2018 at 7.30pm.

 

present

 

Chairperson

Pam Yorke

 

Deputy Chairperson

Denise Fodie

 

Members

David McKenzie

 

 

Andrew Roy

 

 

Melanie Shepherd

 

 

Calvin Wood

 

 

Councillor Paul Duffy

 

 

IN ATTENDANCE

 

Governance and Democracy Manager

Clare Sullivan

 


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 Member Wood, seconded Deputy Chairperson Fodie and resolved:

That the Edendale-Wyndham Community Board  confirms the minutes the meeting  held on 26 June 2018 as a true and accurate record of that meeting.

 

Reports for Resolution

 

 

7.1

Review of Rentals - Wyndham Recreation Reserve

Record No: R/18/6/13605

 

1          Community Engineer – Shaun Holland and Services and Assets General Manager -  Matt Russell were in attendance for this item.  It was noted that the purpose of this report is to review the rentals paid by the groups occupying the Wyndham recreation reserve as these were last set in July 2014.

Rates have been charged on the Wyndham recreation reserve for quite a number of years given that the property is primarily occupied by numerous sporting organisations and clubs. Historically the position of the previous Community Boards has been that these groups should be paying a majority of the rates for the reserve given that the charges exist because of their occupation.

3          The charges have not been reviewed since July 2014 and with the lease requirement to review the rental for the Wyndham Racecourse it is considered appropriate to review all rentals at the same time.

 

Resolution

Moved Member McKenzie, seconded Member Roy  recommendations a to d and new and e to g (as indicated) resolved:

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Review of Rentals - Wyndham Recreation Reserve.” dated 20 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)           Resolves to set the annual rentals for the occupation of the Wyndham recreation reserve  commencing 1 July 2018 to be: (all plus GST)

 

·     Menzies Netball                                               $432.00

·     Menzies College Rugby                               $360.00

·     Wyndham Rugby                                             $432.00

·     Wyndham Bowling                                         $144.00

·     Wyndham Golf                                               $1350.00

·     Wyndham Racecourse                               $2700.00

·     D Diprose (Recreation reserve)              $360.00

·     D Diprose Wildlife refuge                           $300.00

 

e)          Requests that staff send a letter of explanation to all groups involved advising of the increases and the process involved.

 

f)           Requests that future reviews are done in alignment with the Long Term Plan for both Edendale and Wyndham.

 

g)          Requests that staff consider adding a clause to all leases to review the rentals at an appropriate time.

 

Note: Councillor Duffy declared an interest in the Wyndham Racecourse and Chair Yorke in Menzies Netball but both still took part in the decision.

 

 

Reports for Recommendation

 

 

8.1

Menzies Memorial Arch - Unbudgeted Expenditure, Acceptance of Quote to Repair

Record No: R/18/7/18129

 

Community Engineer Shaun Holland was in attendance for this item which was to seek approval from the Board to accept the estimate from Bonisch Consultants to provide a structural integrity report on the Memorial Arch located on Menzies Drive, Wyndham and endorse the application to the New Zealand Lotteries Commission for funding.

 

Resolution

Moved Chairperson Yorke, seconded Member Shepherd and resolved:

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Menzies Memorial Arch - Unbudgeted Expenditure, Acceptance of Quote to Repair” dated 23 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)           Accept/decline the quote (Option 2) from Bonisch Consultants of $8,500.00 + GST, for a structural integrity report on the Memorial Arch located on Menzies Drive, Wyndham.

 

e)            Approve the application to the New Zealand Lotteries Commission to cover the costs of the Structural Integrity Report.

 

f)             Approve any residual funding in part, or full, for the Structural Integrity Report subject to the outcome of the Lotteries Commission Application from the General Reserves.

 


 

 

Reports

 

 

9.1

Council Report

Record No: R/18/8/19332

 

Councillor Duffy took the Board through the report and highlighted the following:

  • Water issues – in particular the matters likely to be of concern  to local authorities and their communities
  • Local Government funding Inquiry
  • Climate change and the proposed Zero Carbon Bill
  • International Visitor and Conservation Levy
  • Council Strategic Workshop
  • Risk Management Framework
  • Waituna Trust
  • Waikaia Museum
  • Concern around the quality of repairs for the Edendale Wyndham road
  • Recognition in local cemeteries for stillborn babies

 

 

Resolution

Moved Member Shepherd, seconded Member Roy and resolved:

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Council Report” dated 20 August 2018.

 

Chairs report

 

Chair Yorke updated members on matters that she has been involved with since the last meeting of the Board.  She particularly highlighted:

·                     She has been approached to be the liaison person for Fulton Hogan for the State Highway 1 Edendale bypass – in particular the implications for the towns including arrangements for Crank-up while the road is being built.  Members raised issues around signage and that it would be beneficial for the board to get a briefing every six months

·                     Requesting leases for reserves

·                     Shared services

·                     Community Housing

 

Next meeting

 

The next meeting of the Community Board is scheduled for 7.30pm on Tuesday 23 October 2018 at the Edendale Presbyterian Church, Corner Brydone and Melvin Streets, Edendale .

 


 

 

Public Excluded

 

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

Resolution

Moved Chairperson Yorke, seconded Deputy Chairperson Fodie 

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

C12.1 Unbudgeted Expenditure - Contract 17/59 Edendale-Wyndham Gardening, Acceptance of Quote

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

 

Unbudgeted Expenditure - Contract 17/59 Edendale-Wyndham Gardening, Acceptance of Quote

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 Governance and Democracy Manager, Community Partnerships Leader and Community Engineer, be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C12.1 Unbudgeted Expenditure - Contract 17/59 Edendale-Wyndham Gardening, Acceptance of Quote. 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 9.20pm.

 

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 9.50pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Edendale-Wyndham Community Board HELD ON TUESDAY 28 AUGUST 2018.

 

 

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

 

 

 

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

 


Edendale-Wyndham Community Board

23 October 2018

 

Consideration of a Request from Wyndham and Menzies Rugby Clubs to Erect Sports Field Lights

Record No:             R/18/10/23216

Author:                      Kevin McNaught, Strategic Manager Property

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To consider a request from the Wyndham and Menzies Rugby Clubs to erect lights on the area developed as sports fields between the Wyndham Rugby Club and Menzies College.

Executive Summary

2        The portion of the Wyndham Recreation Reserve between the Wyndham Rugby Club and Menzies College has been developed by the Wyndham and Menzies Rugby Clubs into two playing fields and a practice area.

3        The clubs have now made an application to Council as the property owner to erect lights for both playing and training on this area.

4        The Board is required to consider this request and approve or decline as they deem appropriate.

 

Recommendation

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Consideration of a Request from Wyndham and Menzies Rugby Clubs to Erect Sports Field Lights” dated 3 October 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)           Approve the application from the Wyndham and Menzies Rugby Clubs to erect sport field lights on the Wyndham Recreation Reserve noting that the clubs are to retain ownership and insure the lights and be also responsible for applying and complying with any consents that are required for the project.

 


 

Background

5        The portion of the Wyndham Recreation Reserve between the Wyndham Rugby Club and Menzies College has been developed by the Wyndham and Menzies Rugby Clubs into two playing fields and a practice area.

6        The clubs have now made an application to Council as the property owner to erect lights for both playing and training on this area.

7        The Board is required to consider this request and approve or decline as they deem appropriate.

Issues

8        At this point in time there are no issues identified, given that the clubs are following the correct process and seeking Council’s approval as the landowner first.

9        Although the application has attached many adjacent landowners approval, this should be considered as information only at this stage. These approvals will be more relevant as part of any consent process that the clubs will need to follow.

10      There may or may not be issues that arise out of the consent process. If there is, these will need to be addressed at that time.

Factors to Consider

Legal and Statutory Requirements

11      The applicants will be required to follow the relevant rules around consents, which they have stated in the application that they will be responsible for.

12      The Reserves Management Plan says that the area is to be maintained and developed as an area for organised sport and casual recreation. The application is considered to be consistent with the development of the reserve.

Community Views

13      The Board’s position at this stage will be taken to represent the community, noting the approvals from neighbours attached to the application.

14      Whether any further community consultation is required will be a decision made as part of any consent applications.

Costs and Funding

15      Given the lights are to remain in the ownership of the applicants, then they will be responsible for all capital and operational costs like electricity and insurance.

16      This process is around landowner approval, and at this stage no Board input has been requested for anything other than this approval.

Policy Implications

17      The application is following the correct policy process in seeking approval of Council as the landowner first.

Analysis

Options Considered

18      These are considered to be either approve or decline the request.

Analysis of Options

Option 1 - Approve the request to erect lights

Advantages

Disadvantages

·        Will create community benefit by allowing the clubs to hold games in Wyndham under lights.

·        Will reduce the amount of time the clubs have to travel at costs to play under lights.

·        Will provide better training facilities and location.

·        May open the area up to additional uses when not being used for rugby.

·        None identified at this stage.

Option 2 – Decline the request to erect lights

Advantages

Disadvantages

·        None identified.

·        Wyndham will remain as a location where games cannot be played at night under lights.

·        Will continue to add costs to the clubs and players by having to travel to play under lights.

·        Limits any alternative use of the site.

Assessment of Significance

19      Not considered significant.

Recommended Option

20      Option 1 - approve the request to erect the lights.

Next Steps

21      Notify the applicants of the Board’s decision.

 

Attachments

a             Application to construct a building or structure on property owned by the Southland District Council - Wyndham Rugby / Menzies Rugby Clubs - Wyndham Recreational Reserve - Sports field lights    

 


Edendale-Wyndham Community Board

23 October 2018

 


 


 


 


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Edendale-Wyndham Community Board

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Edendale-Wyndham Community Board

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Edendale-Wyndham Community Board

23 October 2018

 

Schedule of Meetings up to October 2019

Record No:             R/18/9/22515

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of the report is to approve a schedule of meeting dates up to October 2019 so that meetings can be publicly notified in accordance with the requirements set by the Local Government Official Information and Meetings Act 1987.

Executive Summary

2        The adoption of a meeting schedule allows for reasonable public notice preparation and planning for meeting agendas.  The Local Government Official Information and Meetings Act 1987 which has requirements for Local Authorities to follow for public notification of meetings.

3        Southland District Council approved the Terms of Reference for the Community Boards at its meeting on 26 October 2016.  In the approved terms of reference was the frequency of meetings.  Community Boards would meet six times a year (February, April, June, August, October and December).

4        Southland District Council at its meeting on 19 September 2018 adopted a schedule of meetings up to and including 2 October 2019 and now it is appropriate that the Community Board sets its own meetings for the same period.

5        The meeting schedule for the Edendale-Wyndham Community Board is being set until the beginning of October 2019 as there is the Triennial Elections on Saturday 12 October 2019.  A schedule of meetings for the remainder of 2019 and all of 2020 will be brought to the Board later in 2019.

 

Recommendation

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Schedule of Meetings up to October 2019” dated 1 October 2018.

 

b)           Determines that this matter or decision be recognised not 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)           Agree to meet at 7.30pm in either the Wyndham or Edendale communities on the following dates in 2019:

·        Tuesday 26 February 2019 (Edendale)

·        Tuesday 30 April 2019 (Wyndham)

·        Tuesday 25 June 2019 (Edendale)

·        Tuesday 27 August 2019 (Wyndham)

 

 

Background

6        An approved schedule of meetings dates is required so that meetings can be meetings can be publicly notified in accordance with the Local Government Official Information and Meetings Act 1987.

Issues

7        The Triennial Election for the 2019/2022 Triennium is being held on Saturday 12 October 2019.  This will have a minor impact on planning dates for the incoming Community Board.

Factors to Consider

Legal and Statutory Requirements

8        The legal and statutory requirements for meetings of Council, Committees and Community Boards are spelt out in the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987.

Community Views

9        There are no community views

Costs and Funding

10      The only costs for the implementation of the meeting schedule are the public notification via the daily newspaper once a month in accordance with the Local Government Official Information and Meetings Act 1987.

Policy Implications

11      There are no policy implications.

Analysis

Options Considered

12      Options considered are that should no meeting schedule be agreed then no meetings of the Edendale-Wyndham Community Board could be held.  The other option is to adopt a meeting schedule as proposed in the recommendations which enables dialogue between the Community Board and District Council Officers on a regular basis.

Analysis of Options

Option 1 – No meeting schedule

Advantages

Disadvantages

·        There are no advantages.

·        Council officers and Community Board unable to achieve work in the Boards area as no meetings are being held.

 

Option 2 – Adopt a meeting schedule

Advantages

Disadvantages

·        Council officers and Community Board are able to achieve work in the Boards area as meetings are being held on a regular basis.

·        There are no disadvantages.

 

Assessment of Significance

13      The assessment of significance is that this is not significance as defined in the Local Government Act 2002.

Recommended Option

14      The recommended option is option 2 – Adoption of a schedule of meetings.

Next Steps

15      The next steps once the schedule is adopted it to ensure that each month the meetings are publicly notified to enable the Community Board to meet.

 

Attachments

There are no attachments for this report. 

  


Edendale-Wyndham Community Board

23 October 2018

 

Financial Report for the year ended 30 June 2018

Record No:             R/18/7/17846

Author:                      Shaun Holland, 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        The Overall income is $35,405 under budget, the following comments relate:

-     The allocation of interest on reserves is under budget, the actual interest rate was 3% against a budgeted rate of 4.19%.

-     The rental income for the Recreation Reserve was lower than budgeted due to the timing of when an annual invoice was processed. Rental income was received and recognised in the prior year.

-     Streetworks general recoveries had a budget to recover street sweeping costs for the Burt Munro street racing. This was not collected due to the street racing not being held in Wyndham any more.

-     General recoveries for the Wyndham camping ground was $10,135 against zero budget due to the recovery of power costs.

-     A piece of land situated at Baltic Street was sold for $63,000, the balance after costs has been transferred to the Edendale Wyndham general reserve.

-     The Edendale Hall was sold for $75,000, the balance after costs has been transferred to the Edendale Wyndham general reserve.

Expenditure 

7        The overall expenditure is $27,599 under budget due to the following:

-     Lower general maintenance and operating cost charges due to scheduled and budgeted maintenance not required throughout the community.

-     Underuse of the task force budget, there was not the budgeted level of work required.

-     Lower refuse collection charges for streetworks, an assessment will be made around the refuse collection budget for future years.

-     No stormwater monitoring charges incurred due to this activity not being required.

-     No electricity and operating costs for Edendale Hall as it was sold.

Capital Expenditure

8        The footpath upgrade project is in progress with $163,405 spent as projected in the 2017/2018 year, the project is to be completed and the remaining budget of $158,208 to be spent in 2018/2019.  This project is a mixture of full replacement, hazard repair and consideration of footpath removal in some streets that was approved following consultation with the Board and unbudgeted expenditure approval late 2017.

 


 

Project List

9       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 Facilities

Wyndham Camping Ground Electrical Compliance

2017/2018

 -  

 10,892

In progress - Construction

Phase 1 complete, budget carry forward to phase 2 in 18/19

Roads & Footpaths

Footpath upgrade

2016/2017

 44,864

 163,405

Completed

Phase 1 complete, budget carry forward to phase 2 in 18/19

Financial Considerations

Development and Financial Contributions

10     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.

11     The total balance of Parks and Reserve Development and Financial contributions for your community is $15,574 as at 30 June 2018. 


 

Reserves

12     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%.

Edendale Wyndham

Schedule of Reserve Balance

 

 

Recommendation

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Financial Report for the year ended 30 June 2018” dated 17 September 2018.

 

Attachments

a             Edendale Wyndham Annual Report figures for the year ended 30 June 2018    

 


Edendale-Wyndham Community Board

23 October 2018

 


 


 


 


 


 


 


 


Edendale-Wyndham Community Board

23 October 2018

 

Edendale Community Pool Society Annual General Meeting (Summary)

Record No:             R/18/10/23872

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose of Report

1        To enable the Edendale-Wyndham Community Board to receive the Annual Report of the Edendale Community Pool Society.

 

Recommendation

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Edendale Community Pool Society Annual General Meeting (Summary)” dated 12 October 2018.

 

b)           Receives the Annual Report of the Edendale Community Pool Society.

 

 

Attachments

a             Edendale Community Pool Society AGM report    

 


Edendale-Wyndham Community Board

23 October 2018

 

ECPS 2018 Annual General Meeting (summary)

 

The 2018 AGM of the Edendale Community Pool Society was held on the 13th September 2018 with Beckz Boutherway continuing as President, Karen Milne as Vice President and Jenny Coyle as Secretary/Treasurer.

 

Our 2017-2018 season was very successful, with 100 memberships from the wider Edendale and rural delivery areas. There were approximately 1870 member visits to the pool, which could mean we had upwards of 7000 swimmers during the season (not counting swimming lesson groups).

 

In her annual report President Beckz Boutherway began by thanking Brent Shepherd for his many hours of volunteer time that he continues to give the ECPS despite having stepped down as President last year. She also thanked Jenny for her time and effort as Secretary/Treasurer with the paperwork and memberships.

 

Nicole Elliot was thanked for organising the volunteer rosters and Beckz acknowledged all of our volunteers who turn up morning and night to open or close the pool throughout the season, stating “...we wouldn’t and couldn’t run the pool without the help from the community and our volunteers. You are all very much appreciated.”

 

Beckz also expressed the committee’s thanks to Nigel and Sharleen Loveridge and their team at the former Edendale Butcher Shop, and to Gary Singh at the Edendale Discounter, for helping us out as point of sale for memberships and key-tag returns. Thanks also goes to Fonterra Edendale for their continued support of the pool via the school.

 

This past season we began a major fundraising effort to build up funds to replace our pool roof. A group of volunteers helped clear a huge load of scrap metal from the Milne/Elliot farm and in May we held a very successful ‘Shed Raid’ at the property of Roger and Diane Whyte. This was a fantastic day that exceeded our expectations, with 552 people turning up to view Roger’s Ford collection. As agreed with our hosts, we were pleased to be able to give $1 per ticket sold to Hospice Southland. Thank you to all those who helped on the day, came along to visit, and/or bought raffle tickets.  We are very grateful to all those members, and the Mataura Licensing Trust, who donated prize items for the raffle.

 

We were fortunate to be able to provide a venue for private swimming lessons for the Tracey Ross Swim School in Term Four and January holidays, and then with Lisa Pankhurst’s LAP Aquatics in Term One.  LAP Aquatics is returning again in Term Four this year, with three instructors this time, and will have exclusive use of the pool facility on Thursday afternoons/evenings to allow the lessons to occur without interruption.

 

Maintenance:

●    we have laid non-slip concrete around the paddling pool;

●    a chemical storage shed has been installed in the north lawn area;

●    our heat pump is being repaired with a new coil that will hopefully give us at least one more season out of it;

●    our paddling pool roof is to be repaired after damage occurred in July and August.

●    due to repeated incidents of general vandalism, we will be installing security cameras to assist with deterring/pinpointing culprits.

 

Memberships for 2017-2018: $100 new members, $85 returning members - details will be advertised/sent out to members soon.

 

We are aiming for opening at Labour Weekend but this will be dependent on the completion of the heatpump repairs and roofing repairs.  Information will be emailed to members and posted on our Facebook page https://www.facebook.com/edendalepool/


Edendale-Wyndham Community Board

23 October 2018

 

Appointment of Wyndham Community Housing Liaison Person

Record No:             R/18/9/22868

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of the report is to appoint a new liaison person to the role of Wyndham community housing liaison following the passing of Stuart “Digger” Eunson.

Executive Summary

2        Long standing community housing liaison person Stuart “Digger” Eunson recently passed away and a new liaison person is required to fulfil the requirement of a local liaison person in the community housing policy.

 

Recommendation

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Appointment of Wyndham Community Housing Liaison Person” dated 1 October 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 appoint a Board member to be the Wyndham community housing liaison person.

 

 

Background

3        Southland District Council approved an amended community housing policy on 1 March 2001.  The policy outlines that the role of the local liaison persons which is as follows:

LOCAL LIAISON PERSONS

(a)        Each community shall provide a Liaison Person who is a member of or appointed by the Community Board or Community Development Area Subcommittee.

(b)        The role of the Liaison Person shall be:

·          To link Council and the tenants by being the first point of contact.

·          To receive any requests for repairs and maintenance and pass onto the Property Maintenance Supervisor.

·          To authorise any maintenance work up to a value of $250, provided that such work be of an emergency nature only.

 

Issues

4        The long term liaison person for the Wyndham community housing recently passed away a replacement is now required.

Factors to Consider

Legal and Statutory Requirements

5        There are no legal or statutory requirements.

Community Views

6        There are no community views.

Costs and Funding

7        There are no costs and funding.

Policy Implications

8        A replacement of a community liaison person would fulfil the requirement of the community housing policy.

Analysis

Options Considered

9        The options considered are to appoint or not appoint a liaison person.

Analysis of Options

Option 1 – Make no appointment

Advantages

Disadvantages

·        There are no advantages

·        Tenants of the Community Housing would have no liaison person to be their conduit for maintenance issues with the Council and would go against current Council policy.

 

Option 2 – Make an appointment

Advantages

Disadvantages

·        Tenants of the Community Housing have a liaison person to be their conduit for maintenance issues with the Council.

·        There are no disadvantages

 

Assessment of Significance

10      There is no assessment of significance required.

Recommended Option

11      The recommended option is option 2 to make an appointment of a liaison person

Next Steps

12      Appoint a liaison person and advise Property department staff that a new liaison person has been appointed.

 

Attachments

a             Community Housing Policy - Approved 1 March 2001.    

 


Edendale-Wyndham Community Board

23 October 2018

 

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Edendale-Wyndham Community Board

23 October 2018

 

Council Report

Record No:             R/18/9/22344

Author:                      Karen Purdue, Community Partnership Leader

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Chief Executive

Water Issues

1.       Work is continuing with the Central Government Three Waters Review As noted previously, the work is divided into the following four major work streams:

1)      Oversight of the sector, the regulatory settings within which it works and the institutional arrangements in place for management of the water sector.

2)      Funding and financing mechanisms, including consideration of a range of options for future funding of three waters infrastructure.

3)      Capacity and capability of suppliers and regulatory agencies.

4)      The information used for providing transparency of the sectors performance, its accountability and decision-making processes.

2.       Central Government has been clear about the extent of the review process and the range of options that are being considered. Some of the key messages/points made to date include:

Regulation

·       an independent drinking water regulator is being considered.

·       some form of economic regulation of infrastructure assets is also under consideration and there is a question about whether the current environmental regulation system needs to be strengthened.

·       changes to the regulatory framework, whether they involve enhanced reporting, oversight, compliance or raised standards are likely to have significant funding implications for local government.

·       Affordability is not an acceptable reason for failing to meet drinking water standards.

Service Delivery Options

·       service delivery arrangements should be reviewed and the Government is considering the merits of aggregation of water providers. There are a number of ways in which this aggregation could occur including at the regional or super regional level

·       a ‘system-wide’ joined up solution may be required. The solutions needed cannot necessarily be separated out by different territorial local authorities

·       continued public ownership is seen as a ‘bottom line’. This could include ownership by either central or local government

·       the broader role and functions of local government will need to be reviewed if the responsibilities for the delivery of water services is aggregated into larger service delivery entities.

3.       The Minister of Local Government has indicated her strong support for the development of aggregated water supply entities. In this regard she made the following comments in a recent speech to the Infrastructure NZ conference (https://www.beehive.govt.nz/speech/water-infrastructure-speech)

Given the interconnected nature of our water systems it is difficult to see how we can meet future regulatory requirements and consumer expectations without also making changes to service delivery arrangements, including infrastructure provision.

So while fixing the regulatory arrangements for water is a priority we also need to look at how we consider water service delivery to be able to fund infrastructure.

4.       In her speech the Minister also commented on the lessons she has drawn from her recent visit to the United Kingdom. Her comments on the lessons learnt included:

In general, as many of you may know, in the United Kingdom and Ireland they have:

·      much stronger regulation and more capable and better funded services;

·      independent drinking water and environmental regulation leading to safer drinking water and better environmental performance;

·      economic regulation that provides a  level of assurance that the right level of investment is being undertaken in the three waters; and

·      economic regulation that drives a focus on customers and efficiencies.

It is particularly instructive to note that Scottish Water has achieved 40 per cent savings and Ofwat, in England, achieved a 30 per cent savings on their consumers’ water bills.

Reflecting on their water reform experience my view is that a strong coordinated regulatory regime will not be enough on its own to deliver all the outcomes we are seeking here. The costs of upgrading the system to meet expected standards will fall on already heavily burdened ratepayers, and will take a very long time to accomplish.

This is something we will need to consider as we contemplate alternative options for service delivery in New Zealand, as is the need for professional skilled directors in any new options.

5.       It will also be important for the work being progressed via the Government Three Waters project to be integrated with the Local Government Funding Inquiry work being undertaken by the Productivity Commission and the Localism work that is now also underway. The way in which this integration is to be managed between the different government agencies involved is still to be clarified.

6.       Officers are continuing to monitor the progress being made with the Three Waters review and will keep Council updated as work progresses. 

 

 

Council Strategic Workshop

7.       Council held a strategic workshop on 6th and 7th August.

8.       The workshop provided an opportunity to have a ‘stocktake’ of the organisation’s progress and strategic direction following completion of the 2018 Long Term Plan and adoption of a new strategic framework.

9.       It is also clear that the local government sector as a whole is operating in a period of considerable change, the speed of which is likely to increase further in the short – medium term. Some of the major issues driving these changes include the three waters review, climate change, housing, regional development, funding and social equity issues. It is clear that in all of these areas retention of the status quo is not an option. The challenge is for Council to ensure that it has a position on and can influence the change processes as they occur.

10.     The outputs from the workshop will be used to inform the organisational work programme including that leading into the 2021 LTP. In this regard Council is being asked, as part of a separate agenda item, to confirm the continued use of the current strategic framework for the development of the 2021 LTP. 

Infrastructure Commission

11.     In August central Government announced the establishment of a new Infrastructure Commission that will be tasked with developing a consolidated national view on the state of infrastructure development across NZ.

12.     The creation of the Commission is a response to concerns about whether NZ is developing the infrastructure it needs to progress economically and the extent of the infrastructure deficits that exist in some parts of NZ. Infrastructure is a critical enabler for economic growth and development over time. The funding of infrastructure is a critical issue under Government’s urban growth agenda work programme. Hence, it has been allocated a level of priority for further work.

13.     Treasury is to lead development of the policy work needed to support formation of the new entity which will presumably replace the National Infrastructure Unit.

Southland Regional Development Agency

14.     Work is proceeding with the creation of the new Southland Regional Development Agency (SRDA).

15.     Consultation with the proposed community shareholders is well advanced and a final draft Memorandum of Understanding is close to being finalised with the four Murihiku Runanga. The MOU will need to be taken to each of the Councils for formal consideration/approval.

16.     A meeting of all of the proposed shareholders was held in August and there is a good level of agreement as to the proposed shareholding and other constitutional arrangements. These are to be formalised through a formal Shareholders Agreement which is currently being drafted and will be brought back to Council for formal approval in the near future.

17.     Work is also well advanced with the development of proposed new ‘contracting’ arrangements. In looking at what it is that this Council wants to purchase from the new Agency it is important to recognise that we need to change the focus of the organisation from what it was that Venture Southland has delivered in the past. There is a need for the Agency to be focussed on priorities that will make a difference to the development of the Southland region as a whole as well as the overall goals, particularly the attracting 10,000 more people goal that was set through SORDS. 

18.     The move to having a stronger regional focus does mean that the SRDA will do a number of different things, and in a different way, to which they may have been addressed in the past. 

Public Housing Plan

19.     Central Government have recently released their Public Housing Plan 2018 – 2022, which outlines how the Government aims to deliver around 6,400 more public housing places by June 2022 – approximately 1,600 places per year on average across Housing New Zealand (HNZ) and Community Housing Providers (CHPs). This includes some 100 new units in the Southern region which covers both Otago and Southland.

20.     Financial support is now available nationally to HNZ and CHPs to enable and incentivise the additional supply being sought.  The operating supplement will be extended so it is available to both HNZ and CHPs nationwide for net new (new build and turn-key) and net additional buy-in public housing supply. Upfront funding, on the other hand, will only be available in very limited circumstances.

Emergency Management Review

21.     Central Government have recently released their decisions on changes to be made to the Emergency Management systems in NZ following completion of the Technical Advisory Group review that was completed in 2017. A copy of the decisions report is available on the Department of Prime Minister and Cabinet website (www.dpmc.govt.nz).

22.     The Government’s response addresses the Technical Advisory Group’s recommendations and details which aspects of the recommendations have been accepted. It then goes on to set out a multi-year work programme to progress the implementation of those recommendations that have been accepted. The work to be progressed will deliver improvements in the following five areas:

·      putting the safety and wellbeing of people at the heart of the emergency response system

·      strengthening the national leadership of the emergency management system

·      making it clear who is responsible for what, nationally and regionally

·      building the capability and capability of the emergency management workforce

·      improving the information and intelligence system that supports decision making in emergencies

23.     Central Government officials are now charged with progressing the work programme needed to implement the improvements identified in these areas.

Long Term Plan Consultation Documents

24.     The Office of the Auditor-General have recently released a report (www.oag.govt.nz/2018/ltp-consultation-documents/docs/ltp-consultation-documents.pdf) that provides an overview of their findings from the auditing of the 2018 LTP consultation documents.

25.     While noting that all 2018-28 consultation documents were considered to be fit for purpose it identifies that there are a number of opportunities for improvement, including some identified in their 2015 report which have not been realised. These include the content and layout of the document and well as giving considering to engaging with communities on critical issues well ahead of the formal consultation document process.

Environmental Services

Group Managers Update

26.     Consent workloads across the team have continued to be relatively strong, although a slight slowdown in building consent numbers lodged has occurred in the last 2-3 weeks.

27.     Collaborative cross-council discussions have been held with regard to evaluating and progressing on-line lodgement and processing. It is desirable to seek to work towards common platforms across the Southland Councils, consistent with the SoRDS Ease of Doing Business work streams.

28.     The IANZ Project team continues to work towards the positioning of the Building Solutions Team for the March 2019 reaccreditation audit. A strong focus has been on learnings from other recent audits of other councils and the issues that have been flagged through those.

29.     Work continues on the action plan from the Environmental Services Service Delivery Review action plan, with an update presented to the Regulatory and Consents Committee meeting on 6th September 2018.

30.     The Council will be participating in a combined programme coordinated through Emergency Management Southland to improve Business Continuity Planning. A consistent approach to this will be coordinated by Ian Cryer, Recovery Manager for Emergency Management Southland with this programme having been endorsed by the Coordinating Executive Group (CEG).

Environmental Health

Prosecutions

31.     Council successfully prosecuted a person for littering in a public place.  While being driven by a companion, the person threw greenwaste while standing in a large trailer onto long stretches of road, including Kennington-Waimatua Road and Motu Rimu Road. 

32.     This person pleaded guilty and was dealt with by Judge Brandts-Giesen.  The Judge fined him $150; court costs of $130 and made an order that $240.35 clean-up costs be paid to the Council.

33.     At the time of writing, prosecution proceedings have commenced against the two owners of the Rottweilers that attacked a member of the public in Winton on 10 June 2018. The charge is under the Dog Control Act 1996, Section 58 Dogs causing serious injury.

Freedom Camping

34.     In Te Anau Council is managing the shared service this season, and this will be organised shortly.

35.     In the Catlins area, the Department of Conservation (DoC) is managing the service this season. Council will be requesting that the Officer is also appointed as a Dog Ranger, to provide educational services in Curio Bay whilst there for freedom camping. Senior DoC staff have endorsed this proposal.

36.     In Lumsden, it is proposed to advertise for Enforcement Officers shortly.

Dog Control

37.     An education drive is proposed to ensure that dog owners have their dogs on a leash on Riverton’s beaches.  Along with media releases, Dog Control Officers will be issuing infringement fines, and new signage will be investigated.

38.     An educational drive is also proposed to encourage dog owners to pick up dog droppings on Stewart Island, which has been reported to be worsening. This will include the limited distribution of some free dog waste bags. 

Resource Management

39.     A report has been prepared for the Regulatory and Consents Committee recommending that Council resolves to initiate a Plan Change to establish some stronger lighting controls on Stewart Island/Rakiura to support the Dark Skies Sanctuary application by Stewart Island Promotions that is currently being processed by the Dark Skies Association.

40.     The number of resource consents being lodged with Council remains steady. There are currently 51 consents in the system (on hold and processing).

Customer Support

Libraries

41.     We currently have 5340 active library users in the District as at 1 September 2018 (this is defined as having used their library card in library or online in the last 12 months).

42.     The table below shows the number of individuals checking out items from a branch library each month.

Library Name

July

August

Book Bus

326

451

Lumsden

94

89

Otautau

94

108

Riverton

215

192

Stewart Island

47

45

Te Anau

431

375

Winton

642

603

Wyndham

71

69

 


 

Community and Futures

Governance

Representation Review

43.     Appeals and objections on the Council’s representation review closed on 22 August 2018.  Eight were received and these and other documentation regarding the process the Council undertook were sent to the Local Government Commission.  The next stage and timeframe is for the Commission to determine. 

44.     When Council adopted the Final Proposal, one of the resolutions it passed was to recommend to the incoming Council, following the elections in October 2019, that reserves held by community boards and community development area subcommittees be ring-fenced for a period of up to three years when the Revenue and Financing Policy is reviewed.  This is usually done as part of the Long Term Plan.

Community Governance Elected Representative Working Group

45.     At the Community and Policy Committee meeting on 5 September 2018, the Committee agreed to endorse the continuation of the Community Governance Elected Representative Working Group to progress the implementation of the Representation Review. 

46.     The membership will remain the same, but it can decide to invite other members to discuss particular matters.  The role of the working group in this next phase will be to focus, comment on and support the processes identified in the Community Governance Reference Document.  This document (a copy of which was sent to all elected members) set out a new way of working for community boards, following the representation review. 

47.     Matters the group will consider include the introduction of new standing orders, role of members, code of conduct, induction and training for members, reporting to the community, reporting to Council and the relationship with Council and protocols relating to local groups operating in the their local community. 

Strategy and Policy

Corporate Performance Framework

48.     The Corporate Performance Framework aligns Council’s high level direction to its activities and outcomes, and its purpose is to streamline Council planning and reporting functions.

49.     As part of the Corporate Performance Framework, Council will deliver on its legislative requirements – including the Long Term Plan, Annual Plan, Annual Report and Activity Management Plans.

50.     Council will produce an Interim Performance Report, undertaken three times a year – for the four month periods of July-October, November-February and March-June, with the third being produced to inform the Annual Report. The new framework will require Council activity managers to report by exception and provide meaningful explanation of the level of performance compared to what was planned. The Interim Performance Report will utilise Council’s new CAMMS reporting tool for the first report presented in November/December 2018.

51.     Council staff have developed Team Business Plans and Individual Performance Plans. These are an operational level tool to provide staff and elected members with the linkages between Councils overall vision, and align that to the programmes of work, projects and operational requirements to effectively deliver what is promised in the Long Term Plan and Annual Plans.  Alongside the Interim Performance Reports, the Team Business Plans will utilise CAMMS and look to be incorporated into this reporting tool within the next twelve months.

Risk Management Framework

52.     Council continues to identify the need to invest in and develop its risk management processes and approach. In developing the framework the objective is to effectively understand, plan for, and mitigate risk across all levels and activities within the organisation.

53.     A Risk Management Framework project meeting was held on 16 August 2018, to agree the objectives, thresholds and management approaches for the overall framework. Coming up in October is a two day workshop for all Councillor Chairs and Finance and Audit Committee members, the Executive Leadership Team, and all senior managers that will look at developing a profile of significant organisational risks.  This will include education around how Council approaches risk, identifying risk, how it will prioritise these and agree on where responsibility rests for managing the highest priority risks to Council and community.  A draft framework will be developed for consideration following this workshop.

BERL Stage 3 – Working towards positive Southland community futures

54.     Business and Economic Research Limited (BERL) was commissioned by Southland District Council to undertake research to assist with the development of the District’s 2021-2031 Long Term Plan.

55.     The research is based on the idea that the District can passively accept the future that fate will provide for its communities, or work strategically to shape the future it wants to achieve.

56.     The research is in three stages, each of which is designed to answer a specific question:

·       stage 1 asked “where we are now?”  This involved collecting and analysing data to show the state of wellbeing in the District as a whole and in seven defined Communities.  This stage has been completed.

·       stage 2 asked “where we are heading?”  This involved some forecasting to examine how the population and the level of employment in the District and each of the Communities would change, if past trends were left to continue.  This stage has also been completed.

·       the current stage, stage 3, is about asking the question “where we actually want to be?”  Its aim is to define a set of actions that will help to shape positive futures for each of the main Communities in the District.

What Stages 1 and 2 Found

57.     In summary, stage 1 of the research found that, compared to New Zealand as a whole, wellbeing in Southland District was high.  Southland District was better particularly in terms of: employment and unemployment rates; incomes; home ownership; and community connectedness. But it was worse in terms of the qualifications of the workforce and economic diversity.  It also found that, in the recent past, incomes in Southland District had grown more rapidly than nationally. However, the District had attracted relatively few migrants, and home ownership in the District had fallen more rapidly than nationally.

58.     Looking ahead, stage 2 indicated that the District’s working age population is likely to increase slightly over the next ten years, but that it is likely to decrease fractionally during the following decade.  Meanwhile, if the District’s economy continues to grow at the same rate, relative to the national economy, as it has in the recent past, the demand for labour will grow.  This means that, because the District’s unemployment rate is already low, there is a real possibility of large and growing labour shortages.  The likelihood is that, unless the District can attract more migrants, incentivise its young people to stay, and encourage older workers to stay in the labour force, economic growth could be stifled.

Next Steps Stage 3

59.     The specific purpose of stage 3 (the final stage) is to engage with individuals, organisations, and businesses in the District to pinpoint what needs to be done to ensure that the District and its communities maintain and increase their levels of wellbeing.  Ultimately, stage 3 will help to inform the District Council about what it can do itself to increase wellbeing, and how communities, as they strive for overall community wellbeing, can best work with other agencies and Council to achieve the same goal.  This next stage will focus on what needs to be done to ensure that Southland District maintains and builds on its current position as a place where wellbeing is at a high level – a place in which it is good to live and work.  BERL will be speaking directly with many people within the district over the next few months to discuss any matters that affect wellbeing in Southland District.  This will include all activities and services where the Council has a role, either by itself or in partnership and support with other Councils, government agencies and communities. 

60.     These conversations will involve discussions on:

·      do you agree that the summary above provides a reasonable picture of wellbeing in Southland District?

·      if not, what’s wrong/missing?

·      looking at the District, what problems/issues need to be fixed/focused on to improve general wellbeing?

·      similarly, what do you see as the opportunities to promote wellbeing?

·      thinking about the problems/issues you have described, which do you think should have the highest priority, and who/which organisation do you think should take the lead in addressing them?

·      and thinking about the opportunities you have described, which do you think would contribute most to wellbeing, and who/which organisation do you think should take the lead in pursuing them?

61.     Stage 3 will be completed by December 2018.

Community Futures Research and Analysis Work Programme

62.     Council is undertaking research and analysis work to support its decision making and transitioning from 2018 to 2021 in preparation for the Long Term Plan 2021-2031. This work will assist in leading the development of Council’s overall approach to the management of change and preparation for what the future might hold for the district and its communities. The purpose of this work is to develop project plans based on identified work streams that will help identify what is required to deliver priority projects within the district.  

63.     The topics for further research and analysis include:

·      socio-demographic projects (where are we now, where are we heading, and where do we want to be)

·      climate change and implications for Southland District (risks and impacts on the district)

·      Service Delivery Framework – District vs Local service provision and levels of service (an assessment and evaluation of council services and determine the most appropriate level of service to meet community needs in the future)

·      rating affordability planning and implications (to understand income levels in our communities and affordable measures for delivery of activates and services – and implications of decisions on rating affordability for the district)

·      future infrastructure and asset renewal (what and how will council replace significant infrastructure when due for replacement)

·      Land and Water Plan Implications (to understand the implications of compliance standards on the future provision of services to local communities)

·      Community Facility Provision Framework (how, what and when are facilities used and needed)

·      Community Partnerships Assistance and Funding Alignment Approach (multi-agency community partnership opportunities, and council’s funding and grant schemes to support community organisations)

·      technological change impacts on communities and implications for Council

64.     This work will assist Council in delivering on the Long Term Plan 2018-2028 and identify priorities for investing in community future planning.

65.     High level project plans have now been developed for each of the topics above and a report presented to the Community & Policy Committee was received at their 5 September 2018 meeting.  From here, the Project Team will establish prioritisation for the works scheduled, and identify any additional resources that may be required to undertake priority projects.  Regular updates will be presented to the Community and Policy Committee throughout the next 9 months.

Policy and Bylaw Updates

66.     There are a number of Council bylaws and policies currently being reviewed and updated, and a large number of bylaws due for review in the next 12-24 months. 

67.     The Strategy and Policy team have undertaken a high level stocktake of all policies and bylaws currently held by Council and their timeframes and requirements for review.  This work will include analysis of determining the appropriate categories for our policies into Governance and Management, and also discussing those which may be better served as procedures and guidelines. The Strategy and Policy team will be developing a Policy Manual to further define the scope of future policy and guideline provision for Council to operate efficiently and effectively in the future. 

Community Partnership Leaders

The Milford Opportunities Project

68.     A further meeting of the Governance Group took place on 18 September 2018 where those in attendance considered the phase 1 research and analysis that was completed and the recommendations for further work. The next steps will be to:

·      undertake public engagement, starting 17 September 2018 in Te Anau; and

·      seek further funding to undertake the further work for Phases 2 and 3.

Tourism Infrastructure Fund (TIF)

69.     Council has been advised that the applications that were lodged to the last round of the TIF have been approved.  These applications were for;

a.         A $5million contribution towards the cost of upgrading the Te Anau Wastewater scheme

b.         $411,000 for the upgrading of toilets on the Southern Scenic Route at Waikawa, Clifden Bridge, Monkey Island and Te Anau

c.         $300,000 for upgrading of the parking area at the Lake Manapouri Visitor Centre at Pearl Harbour.  

Responsible Camping

70.     The Queenstown Lakes District Council are working to a very tight timeframe to develop a Responsible Camping Strategy that will also be used to assist with managing ‘freedom camping’ this summer. They are aware that there may be implications for other councils and organisations and have invited representatives from DOC, LINZ, NZTA, Southland District Council and Central Otago District Council to be part of their project control group.

Southland Museum Consultation - Our Tale Project

71.     Staff have been involved in a volunteer working group which undertook community consultation across Southland asking residents for their views on the future Southland Museum so that those views would have a voice in the future development plan.

72.     The community consultation took place throughout the month of July 2018.  The volunteer working group was formed to advise and assist with the consultation process.  The group provided specialist expertise in heritage and marketing including social media and additional reach within different communities. Members of the group also assisted at the workshops and with analysing the very large volume of input received.  The completion of the report in August will ensure that the information is able to be fully considered within the larger redevelopment project.

73.     The public were able to give their views by either completing an online or hard copy survey or by attending a workshop.  Many participants expressed a sense of loss and concern at the closure of the museum, but also hope and excitement for what the future museum could be. They also hoped, quite strongly at times, that the redevelopment could be progressed rapidly.

74.     A copy of the report is available from Council’s area offices.

Venture Southland

75.     Venture Southland is undertaking an application to the Lottery Environment & Heritage fund to have a structural engineers report prepared for the Menzie’s Arch restoration project. Support is also being provided to the Wyndham/Edendale Community Health Trust, and Wyndham and District Historical Society for their respective projects. Additionally, Venture Southland is working alongside a group of local people to investigate the possibility of a skate park development in Wyndham.

76.     Venture Southland is facilitating the development of the 2019-2029 Southland Murihiku Destination Strategy which will establish a framework for destination development, destination management and provide a pathway for achieving the goal of $1 billion in tourism revenue, in Southland by 2025. 

77.     A Southland Destination Strategy (SDS) Strategic Advisory group has been established to drive the development of the strategy and ensure the process is inclusive.

78.     The group includes representatives from the Southland tourism sector, MBIE, Department of Conservation, Tourism NZ, Air NZ, Iwi and Council. 

79.     The strategy will align with local, national and sector initiatives including the regional events strategy, Welcoming Communities pilot programme and the development of the Southland Story. 

80.     An independent consultant will be employed to carry out wider consultation and advance the strategy. Requests for proposals from consultants are currently being sought.

81.     The development and implementation of the strategy will help position Southland as a preferred destination for both domestic and international markets and will set the strategic direction for the region.

82.     The development of a Southland Story was identified as an immediate priority in the Southland Regional Development Strategy Action Plan.  The project, which aims to identify and develop a consistent Southland story that articulates a unified message of past, present and future, is now being facilitated by Venture Southland.

83.     This project is supported by the Ministry of Business, Innovation and Employment, aligns with the Southland Murihiku Destination Strategy and will play a fundamental role in achieving the goal of 10,000 more people to Southland by 2025.

84.     As part of the project a digital platform will be developed for community groups and sectors to discover, share and celebrate the essence of Southland and what the region offers to those who choose to live, visit, invest, work and study here.

85.     An Advisory Board has been established to ensure the project process is inclusive and representative of Southland, act as project champions, assist with selection of consultants and ensure alignment with councils and the wider community. It is anticipated that the project will be completed by the end of 2018 or early 2019.

Services and Assets Group

Group Manager’s Update

86.     As we move further into the financial year, the group is looking to stabilise its activities and focus on programming, resourcing and delivering the necessary works identified through the 2018-2028 Long Term Plan.  In conjunction with this, there is also a focus on finalising the 2019-2020 Annual Plan.

87.     We continue our search for a Community Facilities Team Leader.  There are a number of critical business improvement works streams that need to be delivered within this activity; the lack resource is hampering our ability to deliver on these commitments.

88.     The Programme/Project Management Platform is in the process of finalising the design and workflow.  Internal training programmes and change management processes are also being established, to ensure the system is able to be integrated into the organisation, with minimal impact but maximum outcomes.

89.     The Pyramid Bridge project is progressing with Gore District Council.  Southland District Council staff and Council representation form part of the project governance team; contact and updates are regular.  An updated design estimate has been provided and an external Quantity Surveyor will be reviewing this prior to the two councils having an opportunity to decide which of the two options to pursue (single or double-lane).

90.     The Te Anau Wastewater Discharge Project updated Business Case assessment has now been completed and the internal team is working on producing, the cover reporting for the necessary committee meetings and Council decision.  The committee and Council meetings to consider the updated business case have been scheduled for October 2018, in order to progress the project with a selected discharge method.

91.     Another key activity underway, is the assessment of the two solid waste contracts that are up for renewal in 2019.  Both of these contracts have been subject to review and will now move into extension negotiations, in line with the contract renewal processes stipulated in each of the contracts.

92.     Work is ongoing to provide further clarity and prioritisation of expenditure in association with infrastructure deficits, activities, sub-activities and services.  This work is necessary to adequately inform levels of service discussions and consultation in the lead up to the 2021 Long Term Plan.

93.     Asset information is also an area of focus currently, particularly within the Community Facilities and 3-Waters Activities.  For 3-Waters this involves establishing a Master Data Specification determining what asset information is required, across the hierarchy of assets within each of the three reticulated services activities.  Once established, it will be necessary to work with our contractors to ensure at the point of install or intervention, the appropriate information is captured in a way that is then easily migrated into IPS, our Asset Management software.

94.     For Community Facilities this has involved identifying some priority activities (playgrounds, buildings and toilets) and tapping into support from the New Zealand Recreation Association (NZRA) as the national support body to establish asset information templates for each.  These are currently in draft and being finalised.  Once finalised we will progress to gathering the relevant asset information for these activities.  Concurrently, it will be necessary to review the Asset Management System to support its function.

95.     It is anticipated that this Asset information work will be ongoing for a number of years and will impact all of the activities and services that Council delivers.  This work will be rationalised alongside the Core Systems Project.

96.     The programme/project management software platform approved in July 2018, is in the process of being rolled out and has been established in a testing platform.  We are refining the workflow and business rules/integration associated with the software and will be rolling out and bedding in the change processes necessary to support this new system over the coming months.

Forestry (IFS)

97.     Harvesting of the 2018-19 harvest program has commenced in the Waikaia forest with the previous year’s program now completed.  This has meant nil re-establishment costs of the logging crew, a saving to the Southland District Council.

98.     Production for July was 9,600 tonnes, of the budgeted 26,000 ton annual program.  The crew will be completed at Waikaia in September.

Strategic Water and Waste

Te Anau Wastewater Discharge Project

99.     The business case in support of the preferred Kepler option was presented to Council in December 2016, and while they resolved to progress with detailed design on the pipeline route to Kepler, they also requested that staff undertake further work around a sub-surface disposal option (option 3).  Council staff and consultants are currently developing this work, in conjunction with an external peer reviewer, Ben Stratford.

100.   The roles of the Te Anau Wastewater Discharge Project Committee, Fiordland Sewage Options Group and their representative Peter Riddell have also been reviewed, with Mr Riddell engaged to provide commentary on a conceptual subsurface drip irrigation design and costings.  Once this work is completed and finalised, an updated business case will be provided to Council for decision following submission and review by the Te Anau Wastewater Discharge Project Committee, Services and Assets Committee and the Finance and Audit Committee.  It is anticipated that this work will be completed by early September, after which the updated business case will be presented to the various Committees and Council for consideration.  These meetings have been scheduled for mid-October with a Council meeting planned for 23 October 2018.

101.   In addition to the above, a finalised basis of design for the pipeline to Kepler has been delivered to Council.  Council staff are also working through options around resourcing for the delivery of the various stages of the overall project.

Land and Water Plan Implementation

102.   Under the National Policy Statement for Freshwater Management water quality and quantity are to be maintained and improved, with any over allocation to be phased out over time.  Environment Southland is required to set environmental limits by 2025, with all ‘communities’ required to meet those limits in due course.  They are progressing this work via their proposed Water and Land Plan.

103.   To assist with addressing the impacts of these changes on local authority infrastructure, Environment Southland have formed a Three Waters Officer Working Group.  The objectives of the group are to work through the implications of the new freshwater standards, develop an agreed approach to the re-consenting of local authority infrastructure and ensure that the organisational objectives are aligned.

104.   In total 25 appeals were received by Environment Southland of which Council has identified 10 which it will join as a Section 274 party.  Council has also lodged an appeal to the decision.  The basis of Council’s appeal is largely around the ‘non-complying’ activity status on wastewater discharges to water. 

105.   The latest direction issued from the Environment Court outlines a proposed path, where appeals to objectives will be heard ahead of mediation, by grouped topic on policies and rules.  A pre-hearing conference is scheduled for 12 September. 

Review of Solid Waste Contract Arrangements

106.   The WasteNet Southland Waste Management Group recently notified contractors Bond Contracts and Southland Disability Enterprises Limited of its intention to begin negotiations, around rolling both contracts over.  Both contracts are currently in year six of an initial eight year duration, with ability to roll over for a further eight years. 

107.   Further information has been requested by the Waste Management Group which should allow a recommendation to be made to the Waste Advisory Group as to whether to roll the contracts over, or to go back to the market.  The Waste Advisory Group made a number of decisions around each contract at their meeting on 27 June 2018.  At the meeting it was recommended that Contract 550 be rolled over for a further eight year term.  This recommendation was endorsed by both Invercargill City and Gore District Councils in July.  The recommendation was presented to Finance and Audit Committee on 30 August 2018 and Services and Assets Committee on 5 September 2018, with a final report planned to be presented to Council on 19 September 2018.  Further decisions around Contract 650 are expected by late October 2018.

Operations and Community Services

108.   The 2018-2019 part of the footpath repair and maintenance project in Wyndham and Edendale is set to start in the first week of September 2018.

Strategic Roading

Alternative Coastal Route Seal Extension Project

109.   Work is progressing well to complete the main route with the final preparation work at the Curio Bay end of the route (last 1.1km) nearing completion in anticipation for sealing.  Based on geotechnical assessment and testing the road was realigned away from the slip area and appears to be performing well.

110.   Progress along the Waipapa Route has been progressing well with approximately 90% of the basecourse complete.  This will be held until weather is suitable for sealing.  The legal survey for land purchases is continuing.

111.   It is still expected that the project will be finalised around October / November 2018 when weather condition should be more favourable for the sealing works prior to the peak of the visitor season.

LED Street Light Conversion

112.   Work is well on track to be completed by the end of the calendar year.  Work is currently being undertaken in around the South Eastern area.  The only larger townships remaining to be completed are Riverton, Orepuki and Tuatapere.

Strategic Property

113.   Work has commenced on the 2018/19 projects to be completed this financial year.  Primarily at this phase of the project, is seeking the relevant quotes to complete the work and consider these against budget.

114.   Those under budget will commence once signed off. However, those over budget will either be subject to a scope change or the commencement of the unbudgeted expenditure approval process.

115.   Work has also commenced to identify, plan to commence and complete those improvement processes, as identified in each of the seven activity plans used as the basis of the recently approved Long Term Plan.  In relation to open spaces, toilets and buildings this is creation of spreadsheets to determine components to be identified and assessed.  For community centres this will also be the collection of data regarding each facilities utilisation.

Finance

116.   Income for the Edendale-Wyndham Board business unit is $5,555 over budget year to date. This is mainly due to increased revenue from interments at both Wyndham and Edendale cemetery’s. Rental revenue for the recreation reserve was also over budget.

117.   Expenditure is tracking well below budget year to date. This can be mainly attributed to expenditure down in winter months for mowing and gardening, rubbish collection, grants not allocated and general projects. The expenditure for the Wyndham camping ground is significantly over budget, mainly due to the costs of the electrical project being accounted for during this period.

118.   It is important to note that the board’s annual budget figures are based on a uniform monthly spend over the year (i.e. annual budget divided by 12, multiplied by month into financial calendar). These factors combined with seasonal fluctuations in level of service required, may result in variances between budget and actual figures.

119.   The capital expenditure project relates to the footpath project.

 

120.  

 

 

 

 

 

 

 

 

 

Recommendation

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Council Report” dated 12 October 2018.

 

 

Attachments

There are no attachments for this report.