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, 10 December 2018 at 5.30pm.

 

present

 

Chairperson

Brian Somerville

 

Deputy Chairperson

Geoffrey Jukes

 

Members

Natasha Mangels

 

 

Doreen McNaught

 

 

Neville McPherson

 

 

Peter Schmidt

 

 

Councillor Neil Paterson

 

 

IN ATTENDANCE

 

Strategy and Policy Manager

Michelle Stevenson

Corporate Performance Lead

Chantelle Subritzky

Management Accountant

Susan McNamara

Committee Advisor

Alyson Hamilton

 


Winton Community Board

10 December 2018

 

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 McPherson, seconded Member Mangels  and resolved:

That the minutes of Winton Community Board meetings held on 5 November 2018 be confirmed as a true and correct record of that meeting.

 

Reports for Resolution

 

 

7.1

Schedule of Meetings up to October 2019

Record No: R/18/10/23825

 

Committee Advisor, Alyson Hamilton was in attendance for this item.

1          Mrs Hamilton advised 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.

 

 

 

Resolution

Moved Cr Paterson, seconded Member Schmidt  and resolved:

That the Winton Community Board:

a)            Receives the report titled “Schedule of Meetings up to October 2019” dated 20 November 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 5.30pm on the following dates in 2019:

 

·        Monday, 11 February 2019

·        Monday, 8 April 2019

·        Monday, 10 June 2019

·        Monday, 12 August 2019

 

Reports for Recommendation

 

 

8.1

Direction-setting for Annual Plan 2019/2020

Record No: R/18/10/25100

 

Corporate Performance Lead, Chantelle Subritzky, Strategy and Policy Manager and Michelle Stevenson were in attendance for this item.

 

Miss Subritzky advised that the purpose of the report was to confirm the direction determined for the 2nd year of the 2018-2028 Long Term Plan.

 

The Board noted that the report provided an overview of the forecasted projects and services for the Winton Community Board in 2019/2020 and includes any variations from what was anticipated in year two of the Long Term Plan 2018-2028.

 

Council has streamlined its 2019/2020 Annual Plan process, and all extraordinary projects for the local area that were received by Council in the project plan template prior to 21 September have been included in the 2019/2020 Annual Plan.

7          The Board noted the following variances identified for year two of the LTP:

§  increase in gardening maintenance by $8,000 (26% increase), funded by redirected rates from refuse collection

 

§  decrease in refuse collection budget by $8,704 (27% decrease), collection of rates redirected to gardening maintenance

 

§  reclassification of kerb and channel capital works to maintenance works

 

§  removal of the under veranda lighting income of $1,075

§  decrease in under veranda lighting expense by $613 (38% decrease)

 

§  reduction in the stormwater renewal project by $366,845 to reflect the actual costs received for project STO178 through the tender process. This is the second year with the project starting during 2018/2019

 

§  reduction in reserves used by $250,000 with the expectation that the reserves will fund part of the stormwater project in 2018/2019

 

§  reduction in loan draw down of $116,845 to reflect the reduced the cost of project STO178 in 2019/2020

 

§  reduction in loan repayments of $15,497 with the loan being required for the stormwater project in 2018/2019 being lower than was included in the Long Term Plan.

The members sought clarification on the streetworks business unit in particular that referring to the Under Veranda Lighting income/expenditure.   Staff to investigate and circulate response to members via email.

Members further requested the Winton Pool rate be increased to $13.47 per unit to assist with maintenance work.

 

 

 

Resolution

Moved Deputy Chairperson Jukes, seconded Member McPherson  recommendations a to f, g with additions (as indicated with underline) h with changes (as indicated with strikethrough and underline) and i and resolved:

That the Winton Community Board:

a)            Receives the report titled “Direction-setting for Annual Plan 2019/2020” dated 21 November 2018.

 

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

 

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

 

d)           Notes that any extraordinary projects for the local area have been included in the 2019/2020 Annual Plan, as identified through Council process in the project plan for extraordinary projects/activities/events project template completed by 21 September 2018.

 

e)            Approves variations in the Winton Community Board plan from year two of the Long Term Plan 2018-2028. 

 

 

f)             Approves funding project STO178 Stormwater main renewal with $350,000 from the Winton property sales reserve and $150,000 from the Winton general reserve in 2018/2019 so the maximum loan required is $500,000 to be repaid over 30 years.

 

g)           Agrees that the budgets for the year commencing 1 July 2019 be adopted for inclusion in the Council’s Draft 2019/2020 Annual Plan subject to an increase to the Winton Community Pool rate for the 2019/2020 year to $13.47 per unit.

 

h)           Requests the setting of the following rates and charges (including GST) for the year commencing 1 July 2019 based on the approved budgets in (e) above.

 

Rate Description     

Rate (GST Incl)

Winton Community Board Rate

$406,152 

Winton Pool Rate

$18,110 

$13.47 per unit

Winton Community Centre

$25,854 

 

i)             Request the setting of the halls fees and charges (including GST) for the year commencing 1 July 2019, as included in Appendix 5, for inclusion in the 2019/2020 Annual Plan.

 

Reports

 

 

9.1

Council Report

Record No: R/18/11/26721

 

Councillor Paterson and Policy and Strategy Manager, Michelle Stevenson were in attendance for this item.

 

Councillor Paterson and Ms Stevenson highlighted various issues of interest including:

 

§  Three Waters Review

§  update on recent Hearing with the Local Government Commissioner on the representation review

§  Local Authority Elections 2019

§  Stewart Island Dark Sky Application

§  BERL stage 3 - final draft report to be submitted to Council by December 2018

§  Community Futures Research and Analysis Programme

§  update on Stewart Island Visitor Levy Bylaw and Policy review

§  update on outstanding dog registrations and upcoming prosecution of Winton dog owner following recent attack on a member of the public

§  review of the Solid Waste Contract arrangements

§  Finance update

request for update on progress of the information kiosk for the Winton cemetery and to circulate response to members via email.

 

 

Resolution

Moved Member Schmidt, seconded Member McNaught  and resolved:

That the Winton Community Board:

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

 

 

9.2

Unbudgeted Expenditure approval for grant to Winton RSA

Record No: R/18/12/27586

 

Chairperson Somerville presented this item.

 

The meeting was advised the purpose of this report is for the Winton Community Board to approve a grant for the Winton RSA to assist with the costs of purchasing and installing a glass memorial plaque for the Winton Memorial Hall.

The Winton Community Board has previously discussed this project and was awaiting confirmation of costs before making a decision to grant these funds.

 

 

 

Resolution

Moved Member McPherson, seconded Member McNaught  and resolved:

That the Winton Community Board:

a)            Receives the report titled “Unbudgeted Expenditure approval for grant to Winton RSA” dated 3 December 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 a grant for the amount $2,500 (plus GST) to the Winton RSA to assist with the purchase and installation of a memorial plaque at the Memorial Hall to be funded from General Reserves.

 

 

10.1

Chairperson's Report

 

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

§  request from the Winton Business Association seeking monetary support toward the cost of the band which is expected to cost $600.00 (GST excl) at the annual Winton Open Day recently held on Sunday, 18 November 2018.

 

§  advice that the Winton RSA has installed the Plaque commemorating the 100th anniversary of Armistice Day at the ANZAC Oval Memorial Gates

 

§  encouraged Members to stand at the elections 2019

 

§  advice of fence situated at the Croquet area requiring paintwork

 

§  query why skate park has yet to obtain code of compliance certificate - staff to investigate and respond to Members via email

 

§  advice of damage to grass area adjacent the Memorial Hall, staff to consider concreting area with slot drainage

 

§  update on recent meeting with Group Manager Services and Assets, Matt Russell and Strategic Manager Water and Waste, Ian Evans at the Winton Transfer Station regarding making changes for easier usage for the public

 

§  update on progress of bike stands project

 

§  advice of town clock requiring replacement - Member Schmidt to approach the Winton Rotary Group to ascertain their interest in the project

 

§  advice of an approach from a Hillary Street resident seeking removal of a tree outside their property, as its hindering mowing of street frontage. Members agreed trimming of tree is a preferred option and this matter be referred to the Community Engineer

 

§  advice of township tour to be scheduled in New Year.

 

 

Resolution

Moved Member McNaught, seconded Member McPherson  and resolved:

That the Winton Community Board:

a)                    Approves the request from the Winton Business Association for a contribution of $600.00 toward the cost of the Band for Winton Open Day held Sunday, 18 November 2018.

 

 

10.2

Councillor's Report

 

Councillor Paterson reported on activities from the District Council table which included:

§  attendance at a farewell function for District Library Manger, Lynda Hodge.

 

 

Councillor Paterson along with Chairperson Somerville wished Members and staff a Merry Christmas and Safe and Happy New Year.

 

 

 

 

 

 

 

The meeting concluded at 7.07pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Winton Community Board HELD ON MONDAY, 10 DECEMBER 2018.

 

 

 

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

 

 

 

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