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

 

Date:

Time:

Meeting Room:

Venue:

 

Monday, 5 November 2018

5.30pm

Southland District Council, Winton Office
1 Wemyss Street, Winton

 

Winton Community Board Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Brian Somerville

 

Deputy Chairperson

Geoffrey Jukes

 

Members

Natasha Mangels

 

 

Doreen McNaught

 

 

Neville McPherson

 

 

Peter Schmidt

 

 

Councillor Neil Paterson

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

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.

 


Winton Community Board

05 November 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  

Public Excluded

Procedural motion to exclude the public                                                                                                         15

C9.1      Contract 18/14 Great North Road Stormwater Renewal                                                          15  

 


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

 

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 Winton Community Board, 01 October 2018


 

Winton Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Winton Community Board held in the Southland District Council, Winton Office, 1 Wemyss Street, Winton on Monday, 1 October 2018 at 5.30pm.

 

present

 

Chairperson

Brian Somerville

 

Members

Natasha Mangels

 

 

Doreen McNaught

 

 

Neville McPherson

 

 

Peter Schmidt

 

 

Councillor Neil Paterson

 

 

APOLOGIES

 

 

Geoffrey Jukes

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

Community Partnership Leader

Karen Purdue

Community Partnership Leader

Kelly Tagg

 


1             Apologies

 

There was an apology from the Deputy Chairperson, Member Jukes.

 

Resolution

Moved Member McNaught, seconded Member Mangels  and resolved:

That the Winton Community Board accept the apology.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Member Schmidt, seconded Member McPherson  resolved:

That the minutes of Winton Community Board meeting held on 6 August 2018 be confirmed as a true and correct record of that meeting.

 

Reports for Recommendation

 

 

7.1

Unbudgeted Expenditure - Ashes Beam Winton Cemetery

Record No: R/18/7/16752

 

Community Partnership Leader, Kelly Tagg presented the report.

 

Mrs Tagg advised the purpose of this report is for the Board to approve unbudgeted expenditure in the amount of $3,780.00 (excl GST) in order to install a new ashes beam in the Winton Cemetery.

The Board noted the installation of a new ashes beam is budgeted in the 2021/2022 financial year to the value of $4,270.00.

 

Mrs Tagg explained that due to demand a new beam is required in the 2018/2019 financial year.

 

 

 

Resolution

Moved Member Mangels, seconded Member McNaught  and resolved:

That the Winton Community Board:

a)            Receives the report titled “Unbudgeted Expenditure - Ashes Beam Winton Cemetery” dated 10 August 2018.

 

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Approves the unbudgeted expenditure of $3,780.00 in order to construct a new ashes beam.

 

Reports

 

 

8.1

Financial Report for the year ended 30 June 2018

Record No: R/18/7/17838

 

Community Partnership Leader, Kelly Tagg presented the report.

 

Mrs Tagg advised the purpose of the report is to provide the Board with the financial results for the year ended 30 June 2018.

 

The Board noted that they are subject to review by Audit New Zealand in September 2018, and therefore may change.

 

 

Resolution

Moved Member Schmidt, seconded Cr Paterson  and resolved:

That the Winton Community Board:

a)            Receives the report titled “Financial Report for the year ended 30 June 2018” dated 10 September 2018.

 

 

8.2

Council Report

Record No: R/18/9/22245

 

Councillor Paterson and Community Partnership Leader, Kelly Tagg presented the report.

 

The Board was advised the purpose of the report is to provide an overview of key issues across the Southland District, as well as high level local issues from various Council units.

 

Members noted the report highlighted various issues of interest including:

 

§  Water Issues

§  Southland Regional Development Agency

§  Representation Review - awaiting Local Government Commission decision

§  Community Governance Elected Representative Working Group

§  BERYL - Stage 3

§  Policy and Bylaw Updates

§  Milford Opportunities Project

§  Tourism Infrastructure Fund

§  LED street light conversion

§  Finance

Mrs Tagg provided an update on finances relating to the Winton Community Board

 

 

Resolution

Moved Member McPherson, seconded Member McNaught  and resolved:

That the Winton Community Board:

a)            Receives the report titled “Council Report” dated 24 September 2018.

 

 

9.1

Chairperson’s Report

 

Chairperson, Member Somerville, reported on activities with which he has been involved since the Board’s last meeting.  This included the following:

 

§  advice of recent meeting with members of the Winton RSA regarding a proposed Memorial Board to be placed on the Memorial Gates at ANZAC Oval.  The Chair advised an option being considered by the Winton RSA is a glass concept costing $2,100 with an additional cost for wall lighting.  The Chair further advised he is awaiting a decision from RSA members to confirm acceptance of this option prior to any contribution to this project being considered by the Board.

 

§  advice of communication from the Winton RSA to place a plaque commemorating Armistice Day on the Anzac Oval Memorial Gates.   Members offered no objection to the placing of a plaque on the Memorial Gates and requested staff respond accordingly.

 

§  advice of on-site visit to Park Street to discuss stormwater drainage issues with affected residents.  The Chair advised of ongoing monitoring of the site by residents with the view of reporting to staff of any ongoing issues

 

§  advice of Winton Open Day scheduled for 18 November 2018.  The Community Engineer to arrange for the rubbish bins to be emptied and toilets to be given extra clean prior to the event

 

§  advice of relocation of the vacant shed from the Winton transfer station to the Winton community garden at the Ravensdown garden site. The Chair advised transporting of the shed had been at no cost, kindly donated by local contractor

 

§  advice of upcoming retirement of Joyce Wilson volunteer gardener.  It was agreed Board members to arrange an afternoon tea in appreciation of her work and contribution to the maintenance of the township gardens

 

§  advice that the assessment matrix undertaken by staff to place a public toilet in the vicinity of the skatepark has failed the criteria.  The Chair advised he is continuing to liaise with staff to pursue this project

 

§  concern expressed at issues at Winton Transfer Station with drainage, mud and traffic flow    The Chair advised he is to liaise with the Group Manager Services and Assets to pursue this issue

 

§  concern expressed that Winton is lacking vacant land for potential future sub-divisions

 

§  advice that the Community Engineer is to provide information on costings relating to all aspects of the maintenance involved with the trees situated along the Winton main street.   The Chair advised at an appropriate time further discussions will be undertaken as to the future of the trees

 

§  advice that topics to be discussed at the Board’s next workshop include Moore’s Estate and possible combining of the Winton Promotions and Winton Business Association.

 

 

9.2

Councillor’s Report

 

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

 

§  attendance at Winton Medical Centre Trust meeting

§  adoption of annual report for 2017/2018

 


 

 

 

 

The meeting concluded at 6.50pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Winton Community Board HELD ON MONDAY, 1 OCTOBER 2018.

 

 

 

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

 

 

 

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

 

   

 


Winton Community Board

05 November 2018

 

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

 

Recommendation

 

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

C9.1   Contract 18/14 Great North Road Stormwater Renewal

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Contract 18/14 Great North Road Stormwater Renewal

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

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

 

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.