Notice is hereby given that an Ordinary Meeting of Southland District Waiau/Aparima Ward Committee will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Wednesday, 10 April 2019

1.45pm

Committee Room
First Floor, Southland District Council
15 Forth Street, Invercargill

 

Waiau/Aparima Ward Committee Agenda

OPEN

 

 

MEMBERSHIP

 

Chair

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

George Harpur

 

 

Nick Perham

 

 

 

IN ATTENDANCE

 

 

 

 

 

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

 

 

 


 


Waiau/Aparima Ward Committee

10 April 2019

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                5

2             Leave of absence                                                                                                                                                5

3             Conflict of Interest                                                                                                                                             5

4             Public Forum                                                                                                                                                         5

5             Extraordinary/Urgent Items                                                                                                                        5

6             Confirmation of Minutes                                                                                                                               5

Reports

7.1         Financial Report to Waiau Aparima Ward for the period ended 28 February 2019  15

7.2         Retrospective Approval of Unbudgeted Expenditure to Fell and Remove Dangerous Trees at the Thornbury Bridge Reserve                                                                                             27


 

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 Waiau/Aparima Ward Committee, 01 November 2018

6.2             Meeting minutes of Extraordinary Waiau/Aparima Ward Committee, 29 November 2018


 

Waiau/Aparima Ward Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Waiau/Aparima Ward Committee held in the Council Chamber, 15 Forth Street, Invercargill on Thursday, 1 November 2018 at 9.04am.

 

present

 

Chair

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

George Harpur

 

 

Nick Perham

 

 

IN ATTENDANCE

 

Group Manager, Environmental Services

Bruce Halligan

Chief Financial Officer

Anne Robson

Committee Advisor

Alyson Hamilton

 


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 Cr Perham, seconded Cr Harpur  and resolved:

That the Waiau/Aparima Ward Committee confirms the minutes of the meeting held on 18 October 2017 as a true and correct record of that meeting.

 

Reports

 

 

7.1

Unbudgeted Expenditure to Relocate the Waipango Memorial Gates to the Riverton Cemetery

Record No: R/18/10/24660

 

Community Engineer, Greg Erskine and Graduate Accountant Kate Westenra were in attendance for this item.

 

1          Mr Erskine advised the purpose of this report was to seek a decision from the Waiau/Aparima Ward Committee for allocation of $3,000 from the 2018/2019 ward general projects budget toward the relocation of the Waipango memorial gates to the Riverton cemetery.

 

 

 

Resolution

Moved Cr Perham, seconded Cr Harpur  and resolved:

That the Waiau/Aparima Ward Committee:

a)            Receives the report titled “Unbudgeted Expenditure to Relocate the Waipango Memorial Gates to the Riverton Cemetery” dated 25 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 allocate $3,000 (excl GST) from the 2018/2019 Waiau Aparima Ward general projects budget for the relocation of the Wild Bush/Waipango Memorial Gates.

 

e)            Agrees when relocation is completed to the satisfaction of the Community Engineer, that Council through the Riverton/Aparima Community Board agree to take ownership responsibility for the memorial gates.

 

 

7.2

Financial Report to Waiau Aparima Ward for the year ended 30 June 2018

Record No: R/18/10/23976

 

Community Engineer, Greg Erskine and Graduate Accountant Kate Westenra were in attendance for this item.

 

Miss Westenra advised that the report was to advise of the end of year results for the Waiau/Aparima Ward.

 

 

Resolution

Moved Cr Perham, seconded Cr Harpur  and resolved:

That the Waiau/Aparima Ward Committee:

a)            Receives the report titled “Financial Report to Waiau Aparima Ward for the year ended 30 June 2018” dated 25 October 2018.

 


 


7.3

Direction-setting for Annual Plan 2019/2020

Record No: R/18/10/24447

 

Corporate Performance Lead, Chantelle Subritzky and Graduate Accountant, Kate Westenra were in attendance for this item.

Miss Subritzky advised the purpose of the report was to confirm the direction determined for the 2nd year of the2018-2028 Long Term Plan and provides an overview of the Forecasted projects for the Waiau/Aparima Ward in 2019/2020.

 

 

 

Resolution

Moved Cr Perham, seconded Cr Baird  and resolved:

That the Waiau/Aparima Ward Committee:

a)            Receives the report titled “Direction-setting for Annual Plan 2019/2020” dated 25 October 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)             Agrees that the budgets for the year commencing 1 July 2019 be adopted for inclusion in the Council’s Draft 2019/2020 Annual Plan as included in the report as appendices 1 to 3.

 

e)            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)

Waiau/Aparima Ward Rate

$199,974

Drummond Village Local Rate

$2,892

Takitimu Pool Rate

14,205

 

 

 


 

 

 

 

The meeting concluded at 9.51am                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Waiau/Aparima Ward Committee HELD ON THURSDAY 1 NOVEMBER 2018.

 

 

 

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

 

 

 

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


 

Extraordinary Waiau/Aparima Ward Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Extraordinary Waiau/Aparima Ward Committee held in the Council Chamber, 15 Forth Street, Invercargill on Thursday, 29 November 2018 at 1pm. (4.16pm - 4.20pm)

 

present

 

Deputy Mayor

Paul Duffy

 

Councillors

Stuart Baird

 

 

George Harpur

 

 

Nick Perham

 

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton                

Graduate Accountant

Kate Westenra

 


The meeting opened at 1pm and adjourned at 1.05pm to reconvene at the conclusion of the Community and Policy Committee meeting.

 

Resolution

Moved Mayor Tong, seconded Cr Perham  and resolved that :

The Waiau/Aparima Ward Committee meeting to reconvene at the conclusion of the Community and Policy Committee meeting scheduled 29 November 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

 

There were no minutes for confirmation.

 

Reports

 

 

6.1

Funding Request

Record No: R/18/11/26983

 

Graduate Accountant, Kate Westenra was in attendance for this item.

 

Ms Westenra advised the purpose of the report is for the Waiau/Aparima Ward Committee to consider applications from three organisations, these being; the Otautau RSA, Drummond Community Pool and the Monowai turn-off Interpretation Kiosk, seeking grants to assist with community projects and it is requested the Committee consider the applications.

 

 

Resolution

Moved Cr Baird, seconded Cr Perham  and resolved:

That the Waiau/Aparima Ward Committee:

a)            Receives the report titled “Funding Request” dated 28 November 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 allocate $500 from the 2018/2019 Waiau Aparima Ward general projects budget for the Otautau Returned Services Association to assist with costs towards the recent Armistice Day Commemoration Service in Otautau.

 

e)            Agrees to allocate $5,000 from the 2018/2019 Waiau Aparima Ward general projects budget for the Drummond Community Pool to assist with maintenance work to the pool.

 

f)             Agrees to allocate up to $700 from the 2018/2019 Waiau Aparima Ward general projects budget for the completion of the Borland Information Kiosk situated at the Monowai turnoff.

 

 

 

The meeting concluded at 4.20pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Waiau/Aparima Ward Committee HELD ON THURSDAY, 28 NOVEMBER 2018.

 

 

 

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

 

 

 

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

 


Waiau/Aparima Ward Committee

10 April 2019

 

Financial Report to Waiau Aparima Ward for the period ended 28 February 2019

Record No:             R/19/3/4696

Author:                      Kate Westenra, Graduate Accountant

Approved by:         Anne Robson, Chief Financial Officer

 

  Decision                                        Recommendation                                  Information

 

 

 

Community financial performance for the year

1        The graph above shows what has actually happened (YTD Actuals), what was expected to occur to date (YTD Projection) and then what is expected to occur by year end (Annual Projection) for each of the Income, Expenditure, and Capital Expenditure categories.

2        The ‘Projection’ totals include any approved forecast adjustments. Forecast adjustments show the effect of unbudgeted expenditure, projects that have been put on hold or deferred to future years and expected changes to income and operating expenditure over the year.

3        Any significant variances between the ‘Actual’ and ‘YTD Projection’ totals are explained below. The details are provided in the attached report.


 

Significant Variances to the Annual Budget

Income

4        Overall income is as projected YTD.

Expenditure

5        Overall expenditure is $5,055 under budget mainly due to less burials occurring than budgeted. Offsetting this is an over spend in the Waiau Aparima recreation reserve to fell and remove dangerous trees and reinstate the grounds at the Thornbury Bridge Reserve.

6        Total grants and general project costs incurred YTD is $9,200 against a YTD budget of $10,000. This is made up of:

·    $500 - Grant to the Otautau RSA for Armistice Day celebrations,

·    $700 - Monowai turn-off Interpretation Kiosk project (this work is yet to be completed),

·    $5,000 - Grant to the Drummond Community Pool to assist with maintenance work to the pool,

·    $3,000 - Grant towards relocation of the Waipango Memorial Gates to the Cemetery.

Capital Expenditure

7        Overall capital expenditure is $81,295 under projection based on the below details.

8        The Monkey Island hardstand project budgeted at $80,000 is being removed through forecasting, this is yet to be approved by Council. This work is already included in the Monkey Island toilet renewal project which is being funded 50% by MBIE and 50% by a public conveniences district funded internal loan.

9        The Gemstone beach boundary definition, fencing & ground works project budgeted at $48,000 is also being removed through forecasting further to discussions with the committee. This is also yet to be approved by Council. Gemstone beach is included in the Open Spaces investigation work being undertaken.

10      Both these projects are not phased and therefore are evenly spread over the year.

11      Additionally, there have been costs incurred for an information kiosk that was established at the Wairio Cemetery. Costs incurred were to complete the kiosk, continuing from work that began in the 2017/2018 financial year. Funding for this comes from the existing maintenance budget. This work is part of a wider project that Council is undertaking to establish information boards/kiosks at cemeteries throughout the Southland District.


 

Financial Considerations

Development and Financial Contributions

12      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.

13     The total balance of Development and Financial contributions for your community as at
28 February 2019 is in the table below. 

Ward

Parks

Wallace

$8

Waiau Aparima

$11,012

 

Reserves

14      The projected reserve balance below includes the budgeted interest income which is allocated to the reserve accounts at year end plus any approved forecast adjustments.

 

Waiau Aparima Ward

Schedule of Reserve Balance

 

 

Recommendation

That the Waiau/Aparima Ward Committee:

a)            Receives the report titled “Financial Report to Waiau Aparima Ward for the period ended 28 February 2019” dated 3 April 2019.

 

 

Attachments

a             Waiau Aparima Ward management report for the period ended 28 February 2019    

 


Waiau/Aparima Ward Committee

10 April 2019

 


 


 


 


 


 


 


 


Waiau/Aparima Ward Committee

10 April 2019

 

Retrospective Approval of Unbudgeted Expenditure to Fell and Remove Dangerous Trees at the Thornbury Bridge Reserve

Record No:             R/19/3/4845

Author:                      Greg Erskine, Community Facilities Contract Manager

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

Purpose

1        The purpose of this report is to seek retrospective approval of unbudgeted expenditure of $2,967.83 (excl GST) which was used to fell and remove dangerous trees and reinstate the grounds at the Thornbury Bridge Reserve on Gropers Bush Thornbury Road, Thornbury.

Executive Summary

2        To seek approval from the Waiau/Aparima Ward Committee of $2,967.83 (excl GST) which was used to fell and remove dangerous trees and reinstate the grounds at the Thornbury Bridge Reserve on Gropers Bush Thornbury Road, Thornbury in October 2018.

3        The Committee has a financial delegation to approve unbudgeted expenditure for locally funded activities and to retrospectively approve this unbudgeted expenditure.

4               It is proposed that this unbudgeted expenditure request, if approved, be funded from the Waiau/Aparima General Reserve. The reserve balance as at 30 June 2018 is $261,640.

 

Recommendation

That the Waiau/Aparima Ward Committee:

a)        Receives the report titled “Retrospective Approval of Unbudgeted Expenditure to Fell and Remove Dangerous Trees at the Thornbury Bridge Reserve” dated 20 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.

 

d)       Approves the retrospective unbudgeted expenditure of $2,967.83 (excl GST) used to fell and remove dangerous trees and reinstate the grounds at the Thornbury Bridge Reserve on Gropers Bush Thornbury Road, Thornbury, to be funded from the Waiau/Aparima Ward reserve.

 

 


 

Background

6        The Thornbury Bridge Reserve is an approved Southland District Council freedom camping site and is used frequently throughout the year by freedom campers.

7        Due to high wind conditions in September 2018, two of the existing trees on the west boundary fell into the camping area.  Following this, health and safety inspections were undertaken by Council staff and a tree specialist, from which it was determined to close the site until the trees had been felled and the hazard removed.

8        Council engaged a local contractor, Drainage and Excavation Services Ltd, who was available at short notice to undertake the felling and removal of the trees.

Issues

9        The only issue is that the Committee has not budgeted for this expense, as it was unknown at that time. 

Factors to Consider

Costs and Funding

10      The cost of undertaking these works was $2,967.83 (excl GST).

Analysis

Options Considered

11      Approve the retrospective unbudgeted expenditure or not.

Analysis of Options

Option 1 – Approve the unbudgeted expenditure

Advantages

Disadvantages

·        The tree felling and removal has been undertaken and the contractor has been paid.

None identified.

 

Option 2 – Do not approve expenditure

Advantages

Disadvantages

·        None identified.

·        The tree felling and removal has been undertaken and the contractor has been paid.

 

Assessment of Significance

12      There was a significant health and safety component to the work being undertaken and was considered emergency works.

Recommended Option

13      Approves expenditure.

 

Attachments

a             Photos - Thornbury Bridge Reserve    

 


Waiau/Aparima Ward Committee

10 April 2019