,

Notice is hereby given that an Ordinary Meeting of Southland District Waihopai Toetoes Ward Committee will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Wednesday, 10 April 2019

2pm

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

 

Waihopai Toetoes Ward Committee Agenda

OPEN

 

 

MEMBERSHIP

 

Chair

Mayor Gary Tong

 

Councillors

Paul Duffy

 

 

Julie Keast

 

 

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

 

 

 


 


Waihopai Toetoes 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 Waihopai Toetoes Ward for the period ended 28 February 2019 11

7.2         Speed Limit Review - Officer Update   

 


 

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 Waihopai Toetoes Ward Committee, 01 November 2018


 

Waihopai Toetoes Ward Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Waihopai Toetoes 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

Paul Duffy

 

 

Julie Keast

 

 

 

IN ATTENDANCE

 

Chief Financial Officer – Anne Robson

Group Manager, Environmental Services – Bruce Halligan

Graduate Accountant – Kate Westenra

Committee Advisor – Fiona Dunlop

 


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 Duffy, seconded Cr Keast and resolved:

That the Waihopai Toetoes 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

Financial Report to Waihopai Toetoes Ward for the year ended 30 June 2018

Record No: R/18/10/24030

 

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

 

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

 

 

Resolution

Moved Cr Keast, seconded Cr Duffy and resolved:

That the Waihopai Toetoes Ward Committee:

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

 

 

7.2

Direction-setting for Annual Plan 2019/2020

Record No: R/18/10/24449

 

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

 

Miss Subritzky advised that purpose of the report was to confirm the direction determined for the 2nd year of the 2018-2028 Long Term Plan and provides an overview of the forecasted projects and services for the Waihopai Toetoes Ward in 2019/2020.

 

Resolution

Moved Cr Keast, seconded Cr Duffy and resolved:

That the Waihopai Toetoes 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)           Approves variations in the Waihopai Toetoes Ward budgets from year two of the Long Term Plan.

 

e)            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 4.

 

f)             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)

Waihopai Toetoes Ward Rate

$118,889

 

 


 

 

 

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

 

 

 

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

 

 

 

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

 


Waihopai Toetoes Ward Committee

10 April 2019

 

Financial Report to Waihopai Toetoes Ward for the period ended 28 February 2019

Record No:             R/19/3/4995

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 $3,076 over projection. The ward received $2,609 from the Regional Heritage Trust for the Rimu memorial restoration, this income was not budgeted for. Additionally, the rental income received for the lease of Councils Mokoreta cemetery property is received annually, causing rental income to be over projection YTD.

Expenditure

5        Overall expenditure is underspent by $67,025 YTD compared to projection due to projects that are not yet completed.

6        Total grants and general project costs incurred YTD is $22,429 against a YTD projection of $88,667. Comments on each of the grants and general projects are stated below:

Project/Grant

Actual

Budget

Comment/Status

Curio Bay Signage

-

$1,000

Signage yet to be confirmed.

Tokanui Tramline/Heritage project

 

$5,000

Grant to community group yet to be paid.

Curio Bay waste water

$5,000

$5,000

Funds have been transferred to Curio Bay.

Slope Point Interpretation

-

$3,000

Signage yet to be confirmed.

Tokanui Cemetery

$1,982

$3,000

Projected to be complete in April.

Tokanui Skate Park grant

-

$2,000

Tokanui CDA project, yet to be undertaken.

Dacre Paint Hall

-

$5,000

Projected to be completed by the end of the financial year for $5,954 based on the accepted quote.

Rimu School Parking

-

$5,000

Projected to be complete by the end of the financial year.

Waituna Lagoon

-

$10,000

Allocation of funds for when required. Identified as a double up.

Curio Bay, Waikawa, Weirs Beach, Fortrose Rubbish/wheelie bins

$1,580

$5,000

Rubbish collection for Curio Bay, Waikawa, Weirs Beach, Fortrose

Curio Bay Water treatment/ UV filter

$5,000

$5,000

Funds have been transferred to Curio Bay, work was completed by the Three Waters department.

Tokanui Gardens

$4,701

$5,000

Work completed under budget.

Woodlands Memorial light replacement

$349

$500

Work complete by Woodlands CDA, funds yet to be transferred.

Woodlands Morton Mains Rd landscaping

$317

$2,000

Projected to be complete by the end of the financial year.

Gorge Rd Recreation Reserve fencing and planting

$3,500

$3,500 

Project complete, funds have been transferred to Gorge Road

Gorge Rd Bell Tower installation

-

$10,000

Project deferred to 2019/2020.

Weirs Beach gravelling carpark area

-

$16,000

Works completed in 2017/2018.

Waituna Project

-

$10,000

Allocation of funds for when required. Identified as a double up.

Flag Trax for Edendale, Wyndham & Tokanui

-

$27,000

Flag Trax purchase & installation complete, accounted for as a fixed asset and therefore capital not operational expenditure.

$5,000 allocation per Councillor

-

$10,000

There have been no additional requests for funds.

 

$22,429

$133,000

 

Capital Expenditure

7        Overall capital expenditure is over projection by $27,223 due to the flag trax project being correctly accounted for as capital works. This project was originally budgeted in general projects (operational expenditure) for $12,000 plus the additional $15,000 that was approved by Council, total budget of $27,000.

Financial Considerations

Development and Financial Contributions

8        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.

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

 

Ward

Parks

Te Tipua

$11,406

Waihopai

$28,996

Waihopai Toetoes

$27,755

Reserves

10      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.


 

Waihopai Toetoes Ward

Schedule of Reserve Balance

 

 

 

Recommendation

That the Waihopai Toetoes Ward Committee:

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

 

 

Attachments

a             Waihopai Toetoes Ward management report for the period ended 28 February 2019    

 


Waihopai Toetoes Ward Committee

10 April 2019