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

 

Date:

Time:

Meeting Room:

Venue:

 

Wednesday, 13 March 2019

7pm

Wallacetown Community Centre
Dunlop Street
Wallacetown

 

Wallacetown Community Board Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Peter Laurie

 

Deputy Chairperson

Frank Shearing

 

Members

Tony Billyard

 

 

Trina Eade

 

 

Treena Symons

 

 

Rae Wilson

 

 

Councillor Gavin Macpherson

 

 

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.

 


Wallacetown Community Board

13 March 2019

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                4

2             Leave of absence                                                                                                                                                4

3             Conflict of Interest                                                                                                                                             4

4             Public Forum                                                                                                                                                         4

5             Extraordinary/Urgent Items                                                                                                                        4

6             Confirmation of Minutes                                                                                                                               4

Reports for Resolution

7.1         Wallacetown Stormwater Project - Improving Outfall - West and South                         4  

  


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

 

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

 

4             Public Forum

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

 

5             Extraordinary/Urgent Items

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

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

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

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

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

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

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

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

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

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

 

6             Confirmation of Minutes

6.1             Meeting minutes of Wallacetown Community Board, 21 February 2019


 

Wallacetown Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Wallacetown Community Board held in the Wallacetown Community Centre, Dunlop Street, Wallacetown on Thursday, 21 February 2019 at 7.02pm.

 

present

 

Chairperson

Peter Laurie

 

Deputy Chairperson

Frank Shearing

 

Members

Tony Billyard

 

 

Trina Eade

 

 

Treena Symons

 

 

Rae Wilson

 

 

Councillor Gavin Macpherson

 

 

IN ATTENDANCE

 

Committee Advisor

Fiona Dunlop

Community Partnership Leader

Karen Purdue

 


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 Symons, seconded member Billyard and resolved:

That the Wallacetown Community Board confirms the minutes of the meeting held on 13 December 2018 as a true and correct record of that meeting.

 

Reports

 

 

7.1

Council Report

Record No: R/19/1/1132

 

Community partnership leader – Karen Purdue and Councillor Macpherson were in attendance for this item.

 

Mrs Purdue and Councillor Macpherson spoke to the report and highlighted the following:

·         Tourism strategy and visitor levy

·         Local Government and community well-beings

·         Southland Regional Development Agenda

·         Representation review and community governance project

·         Venture Southland Updates – Tourism growth and Southland Murihiku destination strategy 2018-2028

·         Water treatment course

·         Services and Assets Group restructure

·         3 Waters Review

·         Forestry

 

 

Resolution

Moved chairperson Laurie, seconded member Eade and resolved:

That the Wallacetown Community Board:

a)            Receives the report titled “Council Report” dated 11 February 2019.

 

Chair's Report

Chair Laurie advised the Board that he had been involved with various issues since the last Board meeting.

 

He highlighted the following:

·         Installation of the disc golf poles in Ellerslie Square

·         Do the dead trees in Irvine and Ailsa Streets need replacing?

·         Traffic issues at the Dunlop St/Dalry St intersection and the Board’s concern about possible accidents and trying to engage with NZTA about the issue.

 

During the chair’s report Rae Wilson raised the issue of the “Our Schooling Futures: Stronger Together” consultation.  He advised that he had spoken to the Wallacetown School Principal about the discussion paper.

 

 

Councillors Report

 

Councillor Macpherson did not have anything further to add following on from the Council report.

 

 

Next Meeting

 

The Board noted that their next meeting would be held on Thursday 2 May 2019 – 7pm.

 

 

 

The meeting concluded at 7.59pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Wallacetown Community Board HELD ON THURSDAY 21 FEBRUARY 2019.

 

 

 

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

 

 

 

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

 


Wallacetown Community Board

13 March 2019

 

Wallacetown Stormwater Project - Improving Outfall - West and South

Record No:             R/19/3/4308

Author:                      Geoff Gray, Senior Projects Manager

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To advise the Wallacetown Community Board of the agreed solutions for the replacement of degraded storm water discharges into the Makarewa River around Wallacetown.

Executive Summary

2        As a result of identified non-compliances with storm water discharges into the Makarewa River $25k was allocated to resolve the issue through the 2018-28 LTP. Five prices were sought from local contractors for the remedial works and four prices were received ranging from $5,854.00 to $40,743.00.

3        With further site visits and input from the Community Board, value engineering enabled a reduction in scope while still resolving the non-compliances. Utilising existing pricing, the revised scope comparisons range from $3,854.00 to $11,206.40.

4        Council believes the proposed methodology is the best value for money, achieving durability and minimising future maintenance, whilst reducing perceived risk to erosion. As such the intention is to proceed with the works.

 

Recommendation

That the Wallacetown Community Board:

a)        Receives the report titled “Wallacetown Stormwater Project - Improving Outfall - West and South” dated 7 March 2019.

 

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.

 

 


 

Background

5        Wallacetown stormwater is fed into the reticulation by grated sumps and residential sources. The township operates an unconfirmed number of soakholes for stormwater disposal, these soakholes perform reliably and effectively.

6        Also there are a number of over land water courses that enter the Makarewa River through open swale drains and ditches.

7        In addition to the soakholes and overland flowpaths, the township of Wallacetown has four main stormwater outfalls that feed directly into the Makarewa River and a lower contributory to the Makarewa River. These outfalls were showing signs of degradation and erosion and required remedial works to ensure compliance.

8        The Southern outfall protrudes from the bank and cascades approximately 15 metres through existing scrub and undergrowth until reaching the water course below.

9        The Western outfall has an existing open flume structure to channel the discharging stormwater. The surrounding ground has subsequently been eroded and is currently in a degraded, non-functional state.

10      Prices received ranged from $5,854.00 to $40,743.00, with one alternative submission received.

11      Following the receipt of pricing Council staff worked with the Wallacetown Community Board to achieve further value engineering and reduce scope whilst still ensuring compliance.

12      Council believes the proposed methodology is the best value for money, whilst achieving durability and minimise future maintenance. The subsequent scope has reduced the cost to approximately $5k from the budgeted $25,000 within the Long Term Plan.

Issues

13      The current stormwater outfalls are degraded and not fit for purpose. Staff assessment is that there is a resulting non-compliance with the stormwater discharge consent which requires remedial works to prevent further bank erosion and ensure full stormwater discharge compliance.

14      Although the installation of the Socks will maintain 100% outfall compliance, further erosion of the lower water catchment will result in subsequent potential non-compliance of the Stormwater discharge consent and proposed Water and Land Plan. At this stage, it is considered acceptable to deal with this at a later stage.

Factors to Consider

Legal and Statutory Requirements

15      The proposed remedial repairs are aligned with current requirements of the Stormwater discharge consent and proposed Water and Land Plan.

Community Views

16      Following the Board’s meeting on 21 February 2019, it was decided to progress with pricing options.  The Board agree that remedial works are required, but requested input as to the proposed remedial recommendations by Council. This consultation has been completed by Council, with a cost effective, reliable solution being implemented.

Costs and Funding

17      The Long Term Plan had an allocated by the Board of $25,000 for planned remedial works of the stormwater outlets, with costs coming from the Wallacetown Storm Water Reserve. The resultant scope will fall well within this budget.

Policy Implications

18      There are no policy implications to consider.

Next Steps

19      The proposed remedial works will ensure the compliance with the stormwater discharge consent and the 2016 for Wallacetown stormwater discharge, also with the Environment Southland’s proposed Water and Land Plan 2018.

20      The planned work is programmed to take place in March 2019 and will have a one week construction period, with a calculated non maintenance period of 10 years.

 

Attachments

There are no attachments for this report.