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

 

Date:

Time:

Venue:

 

Tuesday, 25 June 2019

7.30pm

Edendale Presbyterian Church
Corner Brydone and Melvin Streets
Edendale

 

Edendale-Wyndham Community Board Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Pam Yorke

 

Deputy Chairperson

Denise Fodie

 

Members

David McKenzie

 

 

Andrew Roy

 

 

Melanie Shepherd

 

 

Calvin Wood

 

Councillor

Paul Duffy

 

 

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.

 


Edendale-Wyndham Community Board

25 June 2019

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                2

2             Leave of absence                                                                                                                                                2

3             Conflict of Interest                                                                                                                                             2

4             Public Forum                                                                                                                                                         2

5             Extraordinary/Urgent Items                                                                                                                        2

6             Confirmation of Minutes                                                                                                                               2

Reports for Recommendation

7.1         Unbudgeted Expenditure to Fund the Edendale Bowling Club Fence                               2

Reports

8.1         Council Report                                                                                                                                                     2

Chairs report

Chair Yorke to update members on matters that she has been involved with since the last meeting of the Board.

Councillor's Report

NExt meeting

The next meeting of the Community Board is scheduled for 7.30pm on Tuesday 27 August 2019 at the Wyndham Memorial Hall, Balaclava Street, Wyndham.

 

  


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

 

Community 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 Edendale-Wyndham Community Board, 30 April 2019


 

Edendale-Wyndham Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Edendale-Wyndham Community Board held in the Memorial Hall Wyndham, Balaclava Street, Wyndham on Tuesday, 30 April 2019 at 7.30pm.

 

present

 

Chairperson

Pam Yorke

 

Deputy Chairperson

Denise Fodie

 

Members

David McKenzie

 

 

Andrew Roy

 

 

Melanie Shepherd

 

 

Calvin Wood

 

 

Councillor Paul Duffy

 

 

 

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

 

Mr Leitch and Mr Lee addressed the Board regarding the proposal for a new access to the Wyndham wildlife refuge.  During discussion on the proposal it was agreed that there needed to be a meeting with various people and Council to find a way forward with the matter.

 

Moved Chairperson Yorke, seconded Deputy chairperson Fodie and resolved:

That the Edendale-Wyndham Community Board convenes a meeting with interested parties and Council officers to discuss the proposal for access at the Baltic Street end of the Wyndham Wildlife refuge.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Chairperson Yorke, seconded member Roy and resolved:

That the Edendale-Wyndham Community Board confirms the minutes of the meeting held on 26 February 2019 as a true and correct record of that meeting with the following amendment (indicated with strikethrough and underlining):

3          Conflict of Interest

 

2.         David McKenzie declared a conflict of interest in relation to item 7.1 Request for allocation of grant as he is a member of the Edendale Community Pool Society (inc).  She would He would not take part in discussion and vote on the matter.

 

 

 

Reports

 

 

7.1

Council Report

Record No: R/19/4/6875

 

Community Partnership Leader – Karen Purdue was present for this item.

 

Mrs Purdue took the Board through the Council Report.  She particularly highlighted the following:

·         3 Waters

·         Climate change

·         Southland Regional Development Agency

·         Bella Vista development

·         Policy and Bylaw updates

·         Local authority elections

·         Community board plans

·         Stakeholder engagement

·         Venture Southland shared services pilot

·         Proposed skate park in Wyndham

·         Funding advice

·         Libraries

·         Speed Limit review

·         District wide renewals programme (includes roads and footpaths)

·         Bridges

 

During the presentation of the Council report, Strategic Manager Roading – Hartley Hare was present to talk to the Board about the District wide speed limit review that Council is undertaking.  The Board noted that there were no proposals to change speed limits in the Board’s area.

 

 

Resolution

Moved member Shepherd, seconded member Wood and resolved:

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Council Report” dated 17 April 2019.

 

 

Chair’s Report

 

Chair Yorke advised that she had been involved various issues since the last Board meeting and particularly highlighted the following:

·         ANZAC day ceremonies and thanked Cr Duffy and Denise Fodie for their part in the successful Edendale parade

·         Wyndham memorial arch – a report has been received regarding the structural integrity of the arch and where to next with the arch

·         Ongoing investigation into the installation of street lights in locations on Turner Street, Mackinnon Road and Ferry Road

·         A stormwater issue in Wyndham has not yet been resolved

·         Gardening issues in Edendale and Wyndham

·         Hedge trimming in the Wyndham cemetery is needed and should be done with a smaller machine

·         Painting of the Wyndham hall is completed

·         Relocation of the Wyndham library is on hold and remains at the status quo

·         New fence on Salford Street at the Edendale Bowling club is progressing

·         Upgrade to the Edendale cenotaph to be progressed

·         Wyndham Lions club are happy to contribute to funding to enable the “doctors in the district” signs in Wyndham

·         Menzies College pupils are working on the access track at the Wyndham reserve

·         Filling of the ditch on Cardigan Road needs to be investigated further

·         Received a letter from the manager of the Wyndham camping ground regarding the usage of the camping ground and also freedom camping in Edendale and Wyndham

·         That there had been approach from contractors on behalf of KiwiRail regarding vegetation control on the rail network in the South Island and this highlighted the oak trees adjacent to state highway 1 opposite Fonterra as a health and safety issue because they obscure the signals and crossing in Edendale.  The trees are on land that is under the control of KiwiRail and are on a boundary between KiwiRail and NZTA land so the Community Board/District Council have no say in the future of the trees and are not prepared to commit to the ongoing maintenance of the trees

·         Wyndham Rest home would like to install signage on Ferry Street in Wyndham indicating where they are located

·         Thank you to the Councillors and the Ward for then funds that were allocated to enable the installation of the Flagtrax system.

 

 

Councillor's Report

 

Councillor Duffy updated Board members on activities that he has been involved with since the last meeting. 

 

He particularly highlighted:

·         That he had met with the Property Services Manager and the Chairs of the Mataura Island and Menzies Ferry hall closures

·         Mataura Island Titiroa bridge closure

·         That a Community Service award had been presented to John Ranstead

·         That dogs are being taken in the Edendale recreation ground and they should not be

·         A sign has been put up on Seaward Road/Seaward Downs Road to indicate where Seaward Downs Road commences

·         The cairn to remember stillborn babies at the Edendale cemetery is progressing further.

 

 

Next Meeting

 

The Board noted that the next meeting of the Community Board is scheduled for 7.30pm on Tuesday 25 June 2019 at the Edendale Presbyterian Church, corner Melvin and Brydone Streets, Edendale.

 

 

 

 

The meeting concluded at 9.47pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Edendale-Wyndham Community Board HELD ON TUESDAY 30 APRIL 2019.

 

 

 

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

 

 

 

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

 


Edendale-Wyndham Community Board

25 June 2019

 

Unbudgeted Expenditure to Fund the Edendale Bowling Club Fence

Record No:             R/19/6/10147

Author:                      Mark Day, Community Facilities Manager

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of this report is for the Edendale-Wyndham Community Board to approve unbudgeted expenditure in the amount of $9,870 (incl GST) to fund the construction of a fence in front of the Edendale Bowling Club (the Club).

Executive Summary

2        An informal meeting on 22 May 2019 was held with Council staff and the Club managers, Nicole and Shane Elliot, to discuss the proposed fence to be built where the hedge was removed from the front of the Club. The erection of a fence would maintain the level of service and separation the bowling club was receiving from the facility in lieu of the hedge that was removed.

3        Although the clubrooms are owned by the Club itself, the Club is located on Council land and has a Centennial coming up in early 2020. The Club has indicated that they would like to have this completed in time for this occasion.

4        Council have had two quotes submitted of $9,870 (incl GST) from the Taskforce (Chris Klein) and from Everest Landscaping of $16,762.00 (incl GST) to complete these works.  The quotes also include the pathway to run from the roadside footpath to the fence and a gate for entrance into the Club.

5        It is recommended to proceed with the quote from the Taskforce team (Chris Klein) of $9.870 (incl GST).

 

Recommendation

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Unbudgeted Expenditure to Fund the Edendale Bowling Club Fence” dated 5 June 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 unbudgeted expenditure of $9,870 (incl GST) to be used from the Edendale Wyndham General Reserve to fund the building of the fence at the Edendale Bowling Club. 

 

e)            Accepts the quote from the Taskforce team (Chris Klein) for the sum of $9,870 (incl GST) to undertake the works.

 

Background

6        With the hedge on the south side of the Club having been removed, due to ongoing maintenance and debris blowing onto the green, the Club has been discussing options for a replacement. 

7        At a recent monthly meeting of the Club, it was agreed by the members, that a fence which resembles the current timber fence enclosing the green and clubroom be continued where the hedge once was but at a lower height, of approximately 1.2 metres. 

8        The new fence would also have a gate so the players and the public can access the Club from Salford Street and two playing shelters, similar to current shelters on the north and east side of the green.

9        A fence would maintain the level of service and separation the Club was accustomed to from the facility in lieu of the hedge that was removed.

Issues

10      The work is not currently budgeted. As such, unbudgeted expenditure is sought to resolve this issue in line with requested timeframes.

Factors to Consider

Legal and Statutory Requirements

11      None identified.

Community Views

12      This request is considered to represent the views of the community.

Costs and Funding

13      The Edendale Wyndham General Reserve has a current balance of $53,007 (Attachment A).

14      Two quotes were received:

(a)     Taskforce (Chris Klein) for the sum of $9,870.00 (incl GST).

(b)     Everest Landscaping for the sum of $16,762.00 (incl GST).

Analysis

Analysis of Options

Option 1 – Fund and build the fence

Advantages

Disadvantages

·        The fence will be built in time for the Club’s Centennial in early 2020.

·        The fence will provide security from damage and deterioration to the bowling green by members of the public crossing it.

·        The fence will provide some separation from the neighbouring Rugby Club.

·        None identified

 

Option 2 – Do nothing

Advantages

Disadvantages

·        None identified.

·      The playing surface of the bowling green will be damaged by members of the public and animal defecation.

Assessment of Significance

15      The decision is not considered to be significant.

Recommended Option

16      Proceed with Option 1 – Fund and build the fence.

Next Steps

17      Council staff to action the works.

 

Attachments

a             Edendale Wyndham General Reserve Balance

b             Quote from Taskforce (Chris Klein) - Edendale Bowling Club Fence

c             Quote from Everest Landscaping - Edendale Bowling Club Fence    

 


Edendale-Wyndham Community Board

25 June 2019

 


Edendale-Wyndham Community Board

25 June 2019

 


 


 


 


Edendale-Wyndham Community Board

25 June 2019

 

 


Edendale-Wyndham Community Board

25 June 2019

 

Council Report

Record No:             R/19/6/11153

Author:                      Karen Purdue, Community Partnership Leader

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Chief Executive

State of the Environment Report Aotearoa 2019

1.       In mid-April the Ministry for the Environment (MFE) released Environment Aotearoa 2019, which is a national state of the environment report released every three years. A copy of the latest report is available on the MFE website (www.mfe.govt.nz/environment-aotearoa-2019). 

2.       The purpose of the report is to present ‘a diagnosis of the health of the environment’ so that there is a clear understanding of the changes which are occurring in the environment and the reasons for those changes. It does this using a framework that provides an outline of the current state, what has contributed to the changes that have occurred, what the consequences of the changes are and where there are gaps in the knowledge base. The last full report was produced in 2015 and prior to that, and a change in legislation, versions were produced in 2007 and 1997.

3.       The report identifies an ongoing decline in the overall state of the environment but identifies the following priority environmental issues as being of greatest concern:

·       our native plants, animals and ecosystems are under threat.

·       changes to the vegetation on our land are degrading the soil and water.

·       urban growth is reducing versatile land and native biodiversity.

·       our waterways are polluted in farming areas.

·       our environment is polluted in urban areas.

·       taking water changes flows which affects our freshwater ecosystems.

·       the way we fish is affecting the health of our ocean environment.

·       New Zealand has high greenhouse gas emissions per person.

·       climate change is already affecting Aotearoa New Zealand.

Freshwater Reform

4.       Late last year government announced the “Essential Freshwater” review process to look at changing the way in which freshwater issues are managed. The review process has a strong focus on changes that might be needed to the current regulatory frameworks, and has been split into the following six workstreams:

i.    at risk catchments

ii.   amendments to the Freshwater National Policy Statement

iii.  development of a Freshwater National Environmental Standard

iv.  Resource Management Act amendments

v.   allocation of freshwater resources which is looking at both the taking of freshwater and controlling the discharge of contaminants

vi.  development of a future management framework to build on the changes that would be proposed from the above changes.

5.    The work being progressed in this area is of significance for Southland and so staff will continue to keep a watching brief on developments under this project. Further information is available on the MFE website (www.mfe.govt.nz/publications/fresh-water/essential-freshwater-healthy-water-fairly-allocated).

Building Reform

6.       In early April, MBIE released a discussion paper detailing proposed reforms for the building sector. The changes are to try and address a range of issues ranging from low productivity and inefficient practices and processes, to skills and labour shortages, to poor health and safety.

7.       To address these concerns, MBIE have proposed changes in the areas of:

·       building products and methods. The changes in this area are intended to clarify the roles and responsibilities for approval of building products and methods, strengthen the product certification regime.

·       occupational regulation, specifically the regimes for licensed building practitioners, engineers, and plumbers, gasfitters and drainlayers are proposed to be changed

·       risk and liability. The changes in this area do not affect local authority responsibilities but do require the introduction of new insurance products to increase protection for home owners.

·       the building levy. It is proposed that the levy be reduced to $1.50 per $1000 and that the funds be used by MBIE for improving stewardship of the sector.

·       offences and penalties. It is proposed that there be a strengthening of the offence and penalty regimes.

8.       Full details of the changes proposed are outlined in the discussion document which is available on the MBIE website (www.mbie.govt.nz/buildingreform).

National Disaster Resilience Strategy

9.       The new National Disaster Resilience Strategy became operative on 10 April. A copy of the strategy is available on the Ministry of Civil Defence and Emergency Management website (www.civildefence.govt.nz/national-disaster-resilience-strategy).

10.     The strategy builds on the lessons learnt from major events over the last ten years and includes the decisions that the government have made in response to the Technical Advisory Group review process that was established by the previous government. A formal implementation plan is to be developed outlining the work to be done to fully implement the new strategy.

 

Climate Change

11.     The Ministry for the Environment has recently appointed an expert panel to develop the framework and methodology for a National Climate Change Risk Assessment.  There are no local government representatives on the panel.

12.     The expert panel is responsible for developing a framework which will be useful to local government and other agencies in performing their own climate change risk assessments. It will also be used to develop a national climate change risk assessment which will inform the development of a national adaptation plan.

13.     As part of a separate piece of work LGNZ have been working with Tonkin + Taylor to develop a guidance document on the approach that councils should take to assess their exposure to risks from sea level rise and inland flooding.  This piece of work follows on from the risk exposure work that LGNZ had completed and released in recent months.

14.     At the end of March the parliamentary commissioner for the environment released a report on climate change; “Farms, Forests and Fossil Fuels: The next great landscape transformation.” The report is available on the PCE website (https://www.pce.parliament.nz/publications/farms-forests-and-fossil-fuels-the-next-great-landscape-transformation).

15.     The report explores a different approach to framing New Zealand’s long-term climate change targets and policies, and what that could mean for our landscapes. To do this it looks at how we can reduce the impacts of both carbon dioxide from fossil fuel combustion and methane and nitrous oxide from agriculture.  In particular, the report examines the current approach of creating forest sinks and whether agriculture and forestry can be managed in a way that combines emissions reductions with policies to achieve water, soil and biodiversity objectives.

3 Waters

16.     Local Government New Zealand (LGNZ) have been expressing, on behalf of the sector, for some time concern about any suggestion that there might be a need for some form of ‘forced’ amalgamation or change to the way in which 3 waters services are delivered. It is accepted that there needs to be change and that as part of that process there needs to be a ‘raising of the bar’, including the establishment of a much stronger regulatory regime, in relation to the standards that local government is expected to meet in the delivery of drinking water in particular.

17.     It appears that central government do not accept that a strong regulatory regime, including enforcement is all that is needed and are considering investigating amalgamation options. This approach is consistent with the approaches being used in other sectors, including education. There is, however, a need to continue to monitor the policy options that are being considered in this area as decisions are not expected to be made in this area until very late 2018 or early 2019. The initial focus is being placed on the structure and nature of the regulatory regime including the standards that need to be achieved.

Localism and Sector Reform

18.     Over the last three – four years there has been significant discussion about the potential desirability of and need for sector reform. During the term of the previous government the Local Government Commission completed a number of reviews that looked at the potential for amalgamation in a number of regions. The proposals to establish unitary authorities for Northland and then in Wellington and the Wairarapa are two examples.

19.     More recently there has been considerable discussion, partly in response to the potential for ‘forced’ change in the delivery of 3 waters area, across the sector about the role of local government and the importance of localism. LGNZ has been leading a stream of work in this area and there has also been a report released by the NZ Initiative on localism, which builds on some work that they had been involved with looking at the Swiss system of local government. A copy of their report is available on the NZ Initiative website (www.nzinitiative.org.nz/reports-and-media/reports/localismnz-bringing-power-to-the-people/). LGNZ are also expected to release a discussion paper in this area in the near future.

20.     The localism agenda being discussed at a local government sector level is at odds with the strong centralist approach being pursued in some parts of current government policy, such as with the creation of the Urban Development Authority, potential 3 waters amalgamation, the duplication of resource management enforcement powers between regional councils and the Environmental Protection Agency, the centralisation of NZTA decision-making processes and proposed education sector reforms. 

21.     The centralist approach could be seen as being at odds with the decisions that it has also made to review the current thresholds that apply to local government reform and to embark on a workstream to reform the Local Government Commission itself.

22.     During 2018 the government completed a review of the Local Government Commission and its role. As a result of that review process a decision has been made to change the threshold that needs to be met before a local authority reorganisation process can be initiated. The threshold is to be changed from simply requiring someone to request a review and be returned to the previous test of requiring a petition signed by 10% of electors.

Southland Regional Development Agency

23.     The Board of Directors for the new Southland Regional Development Agency (SRDA) was publicly announced on 22 March and held its first formal meeting on 15 April.

24.     At their first meeting the board addressed a number of issues relating to how they wish to work through the process of establishing the new organisation. The decisions made will allow both Venture Southland and the relevant Council staff to make further progress with managing the winding up of Venture Southland and establishment of the new entity.

25.     A formal report addressing the issues associated with the financial transition process is under development and will come to Council in June for formal consideration. In essence, the paper seeks to transfer the existing assets and liabilities (except for a portion of the cash reserves) of Venture Southland to the new SRDA. 

Customer Delivery

Customer Support

26.     Another busy month which with the increase in building consent numbers, impacted the technical support partner team with increased workloads.  Over the month we have received comments from customers, contractors and visitors as to how impressed they are with the service frontline staff provide.  This anecdotal commentary is supported by the customer satisfaction survey results with 90% of customers satisfied with the service they receive when they first called Council. 

 

APRIL 2019

Total number of calls to 0800 732 732

3592

Abandonment rate

0.11%

Request for Service received

778

Top three requests types

Change of address, building inspection request, general building enquiry

Number of visitors to our Libraries and Council Service Centres

*Excludes Invercargill, Stewart Island, Wyndham and Book Bus

10086

Libraries

27.     Our school holiday program in April focused on building bricks and had a great response with over 80 children participating across the District. 

28.     We will be offering a new online story time database for customers which has children’s authors and others reading popular contemporary children’s fiction.  This will be available from the library website.

29.     The table below shows the number of individuals checking out items from a branch library each month.   

Library Name

April 2019

Book Bus

340

Lumsden

86

Otautau

86

Riverton

199

Stewart Island

45

Te Anau

391

Winton

612

Wyndham

67

30.     We currently have 5291 active library users across the District.

31.     Our Library service has new books each month, these can be viewed online through our catalogue on https://www.southlanddc.govt.nz/my-southland/libraries/.

 

Community and Futures

Strategy and Policy

Annual Plan 2019/2020

32.     The Local Government Act 2002 requires Council to prepare and adopt an Annual Plan in the second and third years between the development of the Long Term Plan.  The purpose of the Annual Plan is to consider and approve any variations to the Long Term Plan for that financial year.  Once finalised, the direction given for 2019-2020 will be used to set rates for the year beginning 1 July 2019 and deliver any additional projects identified.

33.     Consultation on the Annual Plan was not undertaken this year as there was no significant variance identified from the Long Term Plan 2018 – 2028.  This is aligned with Council’s Significance and Engagement Policy that determines whether an issue is significant and the level of community consultation required.

34.     The Annual Report work programme is currently being finalised and will be considered by the Finance and Audit Committee in May, prior to seeking Council approval in June 2019.  The Annual Plan approval report will also be presented to the Finance and Audit Committee at their June 2019 meeting.

Long Term Plan 2031

35.     In March the first of the Long Term Plan 2031 workshops was held with councillors and the Youth Council. The purpose of the workshop was to begin the development of the next strategic framework while considering the current strategic context and trends of the District.

36.     The next workshop was undertaken on 21 May 2019 and discussed the activities that Council undertakes and considered the financial and infrastructure strategies. Significant assumptions around Council activities will be discussed in June 2019.

Policy and Bylaw Updates

37.     There are a number of Council bylaws and policies currently being reviewed and updated, and a number of bylaws due for review in the next 12-18 months.

38.     The delegations manual was adopted by Council in April, and work will now progress on the terms of reference and delegations for community boards and the Council’s governance structure for the 2019-2022 term.

39.     The review of the Board (TAB) Venue and Gambling Venue Policies has begun, with a report due to the Community and Policy Committee on 9 August 2019.  Council will also begin to investigate options around abandoned vehicles and ‘un-kept’ properties that may lead to fire hazards.  Strategy and Policy are coordinating the procurement policy and manual, and a review of the speed limits bylaw is underway.

40.     Council has begun the review of its combined Local Alcohol Policy in collaboration with ICC and public consultation is expected to be sought in July 2019.

41.     Work to investigate a jetties user pay system has also commenced.  Any changes to fees and charges will need to be consulted on through the Annual Plan.

Venture Updates

42.     Venture Southland has carried out a survey for the proposed new skate park in Wyndham. The survey responses have been collated and passed on to the committee and staff are currently waiting to hear the next steps for this project.

43.     Funding advice and assistance has been provided to the Edendale Scouts for their plans to upgrade to the Scout hall.  To date the group has been allocated $25,000 from the Southland District Council Financial and Reserves Contribution Fund.

44.     Venture Southland staff continue to work alongside the Wyndham museum as they consider options for the future relocation of their museum.

Southland Murihiku Destination Strategy

45.     Consultation is continuing between Stafford Strategy, the consultants commissioned by Venture Southland, and local communities, businesses, and regional stakeholders to develop the Southland Murihiku Destination Strategy for 2019-2029.

46.     Once complete the strategy will provide a blueprint for Southland’s destination management, assist in ensuring visitors have a quality experience, and provide a framework to achieving the goal of $1 billion dollars in tourism revenue, in Southland by 2025.

Southland Story

47.     Following consultation and research for the development of the Southland Story, the advisory group has confirmed stage one of the project now complete. Work is underway to scope and approve processes for the second and third stages of the project which will involve asset development and communication of the story to wider audiences.

48.     The Southland Story will form the basis of the region’s attraction and retention initiatives, helping to attract people to the region and grow pride for the place we all call home.

ILT Kidzone Festival

49.     Drawing inspiration from the wonderful world of the circus, the 2019 ILT Kidzone Festival will be held from Wednesday 10 to Monday 15 July (10:30am – 3:30pm daily) at James Hargest College Senior Campus, in Invercargill. Tickets are $17.00 per person, per day, with under two-year-olds free, and can be purchased from the ILT Kidzone Festival website (www.iltkidzone.co.nz), at the Invercargill i-SITE, ILT Stadium Southland or at the gate on the day - if not sold out prior!

Environmental Services

Resource Management

Climate Change

50.     Council has teamed up with Environment Southland, Gore District Council and Invercargill City Council to undertake high level region wide assessments on Climate Change, Biodiversity, Landscapes and Natural Character. These reports have been progressing well. The Climate Change report will be released to Council on 22 May. The other reports are still being completed and are unlikely to be released in 2019.

51.     Council is part of the territorial authority reference group providing feedback to the Ministry of the Environment on the proposed National Policy Statement on Indigenous Biodiversity and the proposed New Zealand Biodiversity Strategy which are both proposed to be finalised in early 2020.

Dog Control

52.     Dogs online is on-track to go live in June (subject to no unforseen obstacles arising).  This means that at our offices, most new dogs will be able to be registered online, and fees calculated using the online calculator – but tags will be sent in the post for all dogs registered online, even when completed at an office by a customer.

53.     The dog registration renewal forms will be posted on 7 June, so that dog owners will receive the letters in mid-June.  NZ Post expects post to be delivered within five (5) working days, and is concerned that it takes longer in some cases. They have requested feedback so that they can investigate why postal delivery takes longer, and Council staff will collect data for them.

Environmental Health

Failing Septic Tank Systems

54.     Over the last month staff have been investigating a couple of complaints concerning septic tank discharges off-property, and one due to a property not having connected to the town sewer. 

55.     Council can expect to continue to receive notifications of sewage discharging off site (e.g. into the nearest waterway) from time to time Council, due to old disposal systems failing and shortcuts taken.  Staff work with property owners with the aim of voluntary compliance in the first instance.

Services and Assets

Group Managers Update

56.     There are a number of key focus areas for the group currently. As we edge towards the end of the current financial year wrapping up a number of projects remains a priority in order to ensure forecasted expenditure is achieved and the works programme delivered.

57.     The development and refresh of the Infrastructure Strategy for the Southland District is another critical work front that we will look to commence in the coming weeks. This document is a very important strategic link for our Activity Management Plans. The plans are scheduled to be developed in the first half of 2020 in the lead up to the 2031 LTP process.

58.     Significant time and effort is being exerted in relation to the development of a Bridge repair programme given the scale of the issue and the indicative number of bridges requiring replacement within the next 10 years.

59.     There are several major contracts currently at varying stages of procurement. These include, Pyramid Bridge, the Te Anau Wastewater Pipeline and the Wastenet Recyclables contract. These processes involve significant staff resource.

60.     Further work continues internally in relation to the Organisational Service Delivery Review in association with the recently announced Representation Review amendments. For the Services and Assets Group this relates predominantly to the way in which we report to and engage with our communities and elected bodies.

Land and Water Plan Implementation

61.     Environment Southland released their proposed Land and Water Plan last year.

62.     In total 25 appeals were received by Environment Southland of which Council has identified 10, which it will join as a Section 274 party. Council has also lodged an appeal to the decision. The basis of Council’s appeal, is largely around the ‘non-complying’ activity status on wastewater discharges to water. The latest direction issued from the Environment Court outlines a proposed path, where appeals to objectives will be heard ahead of mediation, by grouped topic on policies and rules. Evidence in support of the appeals have been filed with the Environment Court.

63.     Expert conferencing is underway with the first hearing on grouped topics set down for two weeks in June.

Review of Solid Waste Contract Arrangements

64.     The WasteNet Southland Waste Management Group has rolled over the Bond Contract for waste collection on the same rates and terms and conditions. Further, WasteNet resolved to put out a tender for the provision of the recycling acceptance contract.

65.     The Request for Proposal was issued in December, with a number of tenders having been evaluated and requests for clarifications issued. As of 7 May a preferred tender has been identified with negotiations planned for 8 and 16 May.

66.     At this stage it is proposed that a report recommending the awarding of the contract will be presented to the Waste Advisory Group by 30 May which will then be presented to individual councils on 4 and 5 June for final approval. 

Tokanui Wastewater Discharge Consent Application

67.     In 2018, staff prepared a consent application for the renewal of the Tokanui wastewater discharge proposing a minor upgrade, on the basis that monitoring showed no significant impact on the receiving water, based on comparison of upstream and downstream monitoring.

68.     The application is the first one to be assessed under the new proposed Southland Water and Land Plan which indicates that discharges to water will be considered as a non-complying activity.

69.     Environment Southland have produced their report recommending that the application is declined on the basis that the impact of any leakage through the base of the ponds is not sufficiently managed.

70.     Evidence in support of the application was prepared and lodged with Environment Southland ahead of a hearing which was held on 16 May.

Commercial Infrastructure

Forestry (IFS)

71.     Forestry activity for this period includes the completion of the pruning program in Gowan Hills and aerial desiccation works before planting of Waikaia and Ohai Forests. Financial results are still tracking extremely well on budget with one quarter to go.

Around the Mountains Cycle Trail

72.     The installation of the toilets and emergency shelters are underway with all works expected to be completed by the end of May.  The directional signs have also begun to be installed with the road improvements down to the quarry at Centre Hill being programmed by SouthRoads. 

73.     The broom from Mossburn down towards Dipton Castlerock has been sprayed and should start to die off. 

74.     The application for $100,000 has been approved for an amount of $38,000, the exclusion is for a large sign for the end of the trail which MGR funds require more work around the type and size. 

75.     We have filled the position of trail manager and Susan Mackenzie started on 21 May.

Project Delivery Team

76.     The Project Delivery team are well underway with the projects from the first allocation from the current list of committed projects from the Long Term Plan and Annual Plan with a value of $4.65 million.

77.     We currently have 33 projects in progress with six projects completed and 16 on track to be completed by the end of June 2019.  The three TIF toilet projects are on track to be completed by October 2019 in line with the funding requirements. The balance of projects are in the consenting or approval stage, it is anticipated these will move to delivery phase within a month.

78.     The team are working with the activity managers to pick further projects from the 2018-2019 projects and starting to map out and plan the delivery of the 2019-2020 projects.

79.     The team are also developing and putting in place new project management tools to assist the team in setting up and delivery of projects as well as having the ability to better report on project progress.

Property Services

80.     Work is almost complete in the review of the Council Fixed Asset Register as the basis of Councils Property Register.  Asset managers are currently finalising the first cut of whether the properties are strategic or not.

81.     After this stage has been completed, the proposal is to present the register to the Finance and Audit Committee as a step towards identifying Council list of surplus properties.

82.     Property administration functions including ownership decision, lease/licence administration and property disposal queries are also actioned on a daily basis, which is business as usual given the number of properties and agreements Council has to manage.

Community Facilities

83.     There has been a focus on getting all of the project information into CAMMS, so that we have a better understanding of the project commitments that remain to be completed before the end of the financial year. This has then been carried through to the final forecasting round. The aim is now to make sure that all remaining projects are completed by the end of the financial year.

Strategic Transport

Speed Limit Review

84.     Discussions with community boards and community development area subcommittees which are potentially affected by the proposed changes in speed limits have now been completed. Feedback to date has been supportive and where appropriate suggested changes have been incorporated into the proposed bylaw.

85.     Staff will now be engaging with other stakeholders such as NZ Transport agency before finalising a report to Council, with the objective of starting the formal public consultation process.

District Wide Renewals Programme

86.     Pavement rehabilitation – all sites for the 2018/2019 construction season have been sealed with only minor tidy up works around sites required. 

87.     Footpath renewal – the assessment and award of the footpath renewal programme is currently being undertaken. It is anticipated that this contract will be awarded by mid-May.

88.     With main renewals programmes being completed for the season focus has now shifted to programming and procurement of the 2019/20 seasons works.

Bridges

89.     The annual restricted bridge inspections by Council’s Structural Engineering Consultants, Stantec are completed. The outcome of these inspections along with updated bridge restriction list will be presented to Council at the June meeting.

90.     Council have carried out discussions with the public on three of the bridges currently closed providing more insight around Council’s need to prioritise the works programme along with the longer term challenges Council faces with its bridging infrastructure.

91.     Options are currently being worked through to accelerate the bridge renewals programme based on additional funding NZTA have made available for this activity.

Streetlights

92.     Replacement of the remaining street lights to LED has commenced. The final street lights being upgraded related to higher wattage lights and decorative style street lights.

 

 

Finance

93.     Income for the Edendale-Wyndham Community Board was $12,256 more than budgeted year to date 31 May 2019. This is largely due to the grant received for the memorial report and income in both the Edendale and Wyndham cemetery business units being higher than anticipated for interments.

94.     Expenditure for the Edendale-Wyndham Community Board was $53.567 below budget, year to date, 31 May 2019. In the recreation reserve business unit , mowing, general projects, general maintenance, tree and hedge maintenance and internal work scheme all had lower than anticipated expenditure than budgeted. The streetworks business unit also had lower than anticipated expenditure for routine maintenance, refuse collection and internal work scheme. Monitoring and general maintenance in the stormwater drainage unit was also less than budgeted. Spraying, gardening and tree and hedge maintenance in the beautification unit were also lower than anticipated. Costs were lower than anticipated in the playground business unit for general maintenance and internal work scheme. The Wyndham camping ground business unit had lower than anticipated costs for project maintenance and internal work scheme. Operating costs in the Wyndham hall unit were below budget.

95.     It should be noted that expenditure was higher than anticipated for resource consents (stormwater drainage) rates and general maintenance (recreation reserve) and cleaning, internal maintenance and internal work scheme (Wyndham hall.)

96.     It is worth noting that the budgets are phased on a monthly basis, and while some budgets appear to be underspent, they are still on track for maintenance schedules that take place periodically throughout the year.

 

 

 

Recommendation

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Council Report” dated 17 June 2019.

 

 

 

 

Attachments

There are no attachments for this report.