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 July 2019

8.30am

Council Chamber
15 Forth Street
Invercargill

 

Waiau/Aparima Ward Committee Agenda

OPEN

 

 

MEMBERSHIP

 

Chair

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

George Harpur

 

 

Nick Perham

 

 

 

 

 

 

 

 

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 July 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

7.1         Unbudgeted expenditure - grant for Ohai hall upgrade project                                           4

7.2         Unbudgeted expenditure report - Nightcaps event sign                                                          4

7.3         Unbudgeted expenditure request - Otautau Camping Ground upgrade                        4

  


Waiau/Aparima Ward Committee

10 July 2019

 

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, 10 April 2019


 

Waiau/Aparima Ward Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Waiau/Aparima Ward Committee held in the Committee Room, First Floor, Southland District Council, 15 Forth Street, Invercargill on Wednesday, 10 April 2019 at 1.45pm.

 

present

 

Chair

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

Nick Perham

 

 

 

APOLOGIES

 

Councillor George Harpur

 

 

 

IN ATTENDANCE

 

Chief Financial Officer

Anne Robson

Graduate Accountant

Kate Westenra

Committee Advisor

Alyson Hamilton

 


1             Apologies

 

There was an apology from Councillor Harpur.

 

Resolution

Moved Cr Perham, seconded Cr Baird  and resolved:

That the Waiau/Aparima Ward Committee accept the apology.

 

 

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 Baird  and resolved:

That the Waiau/Aparima Ward Committee confirms the minutes of the meetings held on 1 November 2018 and 29 November 2018 as a true and correct record of those meetings.

 

Reports

 

 

7.1

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

Record No: R/19/3/4696

 

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

 

Miss Westenra advised that the purpose of the report was to report on financial information for the Ward for the period ending 28 February 2019.

 

Resolution

Moved Cr Baird, seconded Cr Perham  and resolved:

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.

 

 

7.2

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

Record No: R/19/3/4845

 

Community Facilities Contract Manager – Greg Erskine was in attendance for this item.

 

Mr Erskine advised that the purpose of the report was to seek 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.

 

The Committee approved expenditure up to $1,000 to reinstate the grounds at the Thornbury Bridge Reserve.

 

 

Resolution

Moved Cr Perham, seconded Cr Baird  recommendation a to c and d with changes as indicated (with underline) and resolved:

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 up to $1,000 (excl GST) to reinstate the grounds at the Thornbury Bridge Reserve on Gropers Bush Thornbury Road, Thornbury, to be funded from the Waiau/Aparima Ward reserve.

 

 

 

7.2

Speed Limit Review - Officer Update

Record No: R/19/4/6219

 

Southland District Council Roading Engineer - Ben Whelan and WSP Opus Traffic Engineer - Sreenath Venkataraman were in attendance for this item.

 

They advised that the Council is reviewing speed limits across the District and what is proposed for Waiau Aparima Ward.

 

 

 

The meeting concluded at 1.55pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Waiau/Aparima Ward Committee HELD ON WEDNESDAY 10 APRIL 2019.

 

 

 

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

 

 

 

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

 


Waiau/Aparima Ward Committee

10 July 2019

 

Unbudgeted expenditure - grant for Ohai hall upgrade project

Record No:             R/19/6/12191

Author:                      Kelly Tagg, Community Partnership Leader

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of this report is to re-confirm the allocation of a grant from the 2019/2020 ward general projects budget of up to $10,000 to the Ohai Community Development Area Subcommittee (CDA) to assist with the costs of their planned community hall upgrade.

Executive Summary

2        The Ohai CDA had planned to carry out an upgrade to the community hall in the 2016/2017 financial year and the Waiau/Aparima ward councillors at the time had agreed to grant $10,000 from the ward reserve towards the project.

3        For a variety of reasons the project did not go ahead as planned in 2016/17 and will instead take place in 2019/2020.

4        The Ohai CDA has committed $26,000 in local funds towards this project which will essentially cover the cost of the window replacement.  The CDA also wishes to install a new hot water zip, refurbish the supper room, make some kitchen improvements and purchase new chairs. 

 

Recommendation

That the Waiau/Aparima Ward Committee:

a)            Receives the report titled “Unbudgeted expenditure - grant for Ohai hall upgrade project” dated 1 July 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 a grant of up to $10,000 from the Waiau/Aparima Ward Committee to assist with the costs associated with the planned Ohai hall upgrade, to be funded from the 2019/20 ward general projects budget.

 


 

Background

5        The Ohai CDA had previously planned a project to upgrade the hall in 2016/2017.   The scope of the project included the replacement of all the windows, a lighting upgrade and painting of the main auditorium and the installation of a new hot water zip.

6        This project was scoped to cost approximately $40,000 and was to be funded as follows;

Ohai CDA                                         $26,000.00

Waiau/Aparima Ward                       $10,000.00

Ohai Railway Fund grant                   $  4,000.00

                                                          $40,000.00

7        When the new CDA was elected in 2017 it reviewed the project and decided upon new priorities which included addressing the heating as feedback from the community was that the current heating was not satisfactory.

8        Staff worked with the CDA to get the boiler operational again and it is now heating the hall successfully.

9        During this time the Ohai Bowling Club ceased to exist and their building was gifted back to the community.  A public consultation was carried out to ascertain which building the community wished to retain as a community facility.  The hall was the clear community favourite and the CDA now wishes to get the planned hall upgrade back on track.

10      The priorities for the CDA are the replacement of all the windows with double glazed aluminium joinery, the refurbishment of the supper room (new paint and curtains), the purchase of a new hot water zip and some kitchen improvements which includes the purchase of new equipment (cutlery, crockery, pots and pans) and some additional kitchen joinery.

11      Whilst all costs have not yet been received, indicative pricing for some aspects have been received as follows;

Windows                                            $29,706.85

23L Zip                                               $1,200.00

100 chairs                                            $8,000.00

Kitchen supplies                                  $5,185.82

                                                          $44,092.67

 

Issues

12      The Ohai CDA and wider community wants to keep moving with the planned upgrade and it is important for planning purposes that funding sources are secured. 

13      The windows will be installed in the spring and the subcommittee is currently working with staff to scope and cost the remainder of the project.

14      The CDA would like confirmation that the original grant of $10,000 is still available and intends to apply to the Ohai Railway Fund for additional funds also. 

15      It is intended that the CDA will apply to the Ohai Railway Fund for a significant portion of the remaining costs and it is noted that the subcommittee may not require the full $10,000 from the ward.

16      Should the required levels of funding not be granted from the Ohai Railway Fund Committee and the Waiau/Aparima Ward Committee, the Ohai CDA will have to rationalise their project. 

Factors to Consider

Legal and Statutory Requirements

17      There are no legal or statutory requirement to consider.

Community Views

18      A survey was conducted in the latter part of 2018 seeking input from the community as to their preferred option for a community centre and the result was that 86% of respondents were in favour of retaining the hall as the community centre and the remaining 14% wished to use the Ohai Bowling Club as the community centre.

19      The Ohai CDA resolved at its meeting on 12 March 2019 to retain the Ohai hall and it also recommended to Council that the Ohai bowling clubrooms be disposed of.

Costs and Funding

20      The Ohai CDA has approved $26,000 in funding towards this project from the subcommittees local reserves.

21      The Waiau/Aparima Ward Committee had previously indicated it would provide funding assistance by way of a $10,000 grant towards this project.

22      The CDA also intends to apply to the Ohai Railway Fund for funding to complete this project once it is fully scoped and is seeking approval for a grant of up to $10,000 from the Waiau/Aparima Ward Committee. 

Policy Implications

23      There are no policy implications.

Analysis

Options Considered

24      The options are to either provide funding assistance or not provide funding assistance.  

Analysis of Options

Option 1 – approve a grant of up to $10,000 to the Ohai Community Development Area Subcommittee to assist with the costs associated with carrying out the Hall upgrade.

Advantages

Disadvantages

·        the planning and implementation of the hall upgrade project is able to progress

·        there will be less funds available within the Waiau/Aparima ward that can be used for other projects

 

Option 2 – do not approve a grant of up to $10,000 to the Ohai Community Development Area Subcommittee to assist with the costs associated with carrying out the Hall upgrade.

Advantages

Disadvantages

·        there are additional funds within the Waiau/Aparima Ward that can be used for other projects

·        the Ohai CDA will only be able to carry out a limited upgrade to the hall

 

Assessment of Significance

25      The request for a funding contribution is not considered significant in terms of Council’s significance and engagement policy.

Recommended Option

26      It is recommended that the Waiau/Aparima Ward Committee approve a grant of up to $10,000 to the Ohai CDA to assist with the planned hall upgrade.

27      The ward committee notes that the Ohai CDA will also make an application to the Ohai Railway Fund Subcommittee for a grant towards this project 

Next Steps

28      The final aspects of the project will be scoped and costed which includes the refurbishment of the supper room, the purchase of additional kitchen supplies and some new kitchen joinery.

29      A funding application will be submitted to the next funding round of the Ohai Railway Fund.

 

Attachments

There are no attachments for this report. 

 


Waiau/Aparima Ward Committee

10 July 2019

 

Unbudgeted expenditure report - Nightcaps event sign

Record No:             R/19/7/12230

Author:                      Kelly Tagg, Community Partnership Leader

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of this report is for the Waiau/Aparima Ward Committee to consider a request from the Nightcaps Community Development Area Subcommittee (CDA) for a grant of $3,650.00 (plus GST) to cover the cost of the purchase and installation of the community events signs at Dr Woods Park in Nightcaps. 

Executive Summary

2        The Nightcaps CDA wishes to install an events sign at Dr Woods Park in Nightcaps in order to keep the community updated with happenings in the township.

3        The CDA has made a request to Councillor Perham for a grant from the Waiau/Aparima Ward to cover the cost of the purchase and installation of the event sign. 

 

Recommendation

That the Waiau/Aparima Ward Committee:

a)            Receives the report titled “Unbudgeted expenditure report - Nightcaps event sign” dated 2 July 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 a grant of $3,650 (plus GST) from the Waiau/Aparima Ward reserves for the Nightcaps Community Development Area Subcommittee to cover the cost of the purchase and installation of a community events sign at Dr Woods Park in Nightcaps.

 

 

Background

4        Several smaller towns in the Southland District had expressed an interested in installing a community events sign in their township.  Staff worked with the communications team and Creation Signs to come up with a design that would allow for consistency between our townships with the first sign being installed in Ohai recently.

5        The Nightcaps CDA also wishes to install an events signs at Dr Woods Park; Creation Signs have advised that the cost to install the sign will be $3,650 plus GST.

6        The CDA has approached Councillor Perham, as the councillor appointed to the subcommittee, for a grant to cover the cost of the purchase and installation of the events sign.

Issues

7        The CDA will need to seek approval from Council to erect the sign at Dr Woods Park and will also need to investigate if a resource consent is required.

Factors to Consider

Legal and Statutory Requirements

8        There are no legal and statutory requirements to consider.

Community Views

9        The Nightcaps CDA is deemed to represent the views of the community.

Costs and Funding

10      The cost of the sign is $3,650 plus GST and the Nightcaps CDA is seeking funding from the Waiau/Aparima Ward reserves for this project.

Policy Implications

11      Staff will work with the CDA to determine if a resource consent is required and to also gain approval to erect the sign at Dr Woods Park.

Analysis

Options Considered

12      The options are to contribute $3,650 to the funding of the community events sign, contribute a smaller amount or to not contribute to the funding. 

Analysis of Options

Option 1 – Contribute $3,650 to the funding of the Nightcaps events sign

Advantages

Disadvantages

·        the cost for the purchase and installation of the community events sign in Nightcaps are covered by the funding contribution from the Waiau/Aparima Ward.

 

·        current ward allocations will be diminished and will not be available for other events or funding

 

Option 2 – contribute less than $3,650 in funding towards the Nightcaps events sign

Advantages

Disadvantages

·        there are additional funds within the ward allocation to use on other funding

·        the project may not be able to proceed if additional funds are not available 

 

Option 3 – do not contribute towards the funding of the community events sign

Advantages

Disadvantages

·        there are additional funds within the ward allocation to use on other funding

·        the project may not be able to proceed if funding is not available 

 

Assessment of Significance

13      The request for a funding contribution is not considered significant in terms of Council’s significant and engagement policy.

Recommended Option

14      Option 1 is the recommended option.

Next Steps

15      If the funding contribution is approved staff will work to ensure any resource consent requirements are satisfied and that the necessary approvals are given before the community events sign is erected.

 

Attachments

a             Quote for Nightcaps Event Sign - Creation Signs - 27 June 2019    

 


Waiau/Aparima Ward Committee

10 July 2019

 

PDF Creator


Waiau/Aparima Ward Committee

10 July 2019

 

Unbudgeted expenditure request - Otautau Camping Ground upgrade

Record No:             R/19/7/12239

Author:                      Kelly Tagg, Community Partnership Leader

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of this report is to re-confirm the grant of $15,000 from the Waiau Aparima Ward Committee towards stage one of the Holt Park Camping Ground upgrade project.

Executive Summary

2        The Otautau Community Board approved a project for the 2015-25 long term plan to upgrade the facilities at the Otautau Camping Ground and set aside $240,000 in funding from the towns reserves to cover the cost.

3        Councillor Baird also approached the Waiau Aparima Ward councillors for a grant and subsequently $15,000 was approved towards stage one of the upgrade.

4        The project and funding was originally planned and approved for the 2015/2016 financial year but due to a variety of reasons did not proceed as planned.  The project will now commence in July 2019.

 

Recommendation

That the Waiau/Aparima Ward Committee:

a)            Receives the report titled “Unbudgeted expenditure request - Otautau Camping Ground upgrade” dated 2 July 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 a grant of $15,000 from the Waiau Aparima Ward reserves to assist with the costs associated with the Otautau Camping Ground upgrade project.

 

 

Background

5        The Otautau Community Board identified a project to upgrade the Otautau Camping Ground as part of the 2015-2025 long term plan with a budget of $240,000.00 to be funded from the Otautau general reserve and the Otautau forestry reserve.  The opening balance of these reserves was approximately $267,000 combined at the start of the 2017/2018 financial year. 

6        The Waiau Aparima Ward had also previously agreed to contribute $15,000 towards the project as evidenced in the attached minutes from the Otautau Community Board dated 29 January 2015.

7        The project has had several changes in scope in recent years, including a desire by the current community board to reduce the total cost of the project to allow the board to undertake further projects in the township such as tennis court resurfacing and a grant for a children’s bike track.

8        The revised project went out for tender and one tender was received.  The project is due to commence in July 2019.

9        The board had hoped that the total cost of the demolition and building work would be around $120,000. 

10      At the time that the project was originally scoped the state of the septic tank was unknown but staff are now recommending that due to the proximity of the septic tank and disposal field to the Otautau stream that the camping ground join the town sewerage scheme which will require the installation of new pipe work around the outside of the Holt Park reserve and a pump from the septic tank. 

11      The total project cost is as follows;

Demolition phase                                     $4,157.39

Building phase                                      $136,656.73

Drainage/sewerage phase                      $34,078.25

Total                                                    $174,892.37

Issues

12      The key issue for the ward committee is to confirm if it wishes to continue to support this project by way of a $15,000 grant from the Waiau Aparima Ward reserve.

Factors to Consider

Legal and Statutory Requirements

13      There are no legal and statutory requirements to consider.

Community Views

14      This project was included in the 2015-2025 long term plan and as such as been through the necessary consultation process with the community.

15      The views of the community board are also deemed to represent the views of the wider community.

Costs and Funding

16      The total project cost is $174,892.37.   The board had approximately $267,000 in general and forestry reserves at the start of the 2017/2018 financial year. 

17      The board has identified additional projects that it wishes to undertake in the town if funds are available. 

18      The board is seeking to re-confirm that the $15,000 in funding from the Waiau Aparima Ward Committee is still available to help offset the costs of the necessary sewerage upgrade.

Policy Implications

19      There are no policy implications.

Analysis

Options Considered

20      The options are to contribute $15,000 towards the funding of the Otautau Camping Ground upgrade or not contribute to the project.

Analysis of Options

Option 1 – contribute $15,000 towards the Otautau Camping Ground Project

Advantages

Disadvantages

·        the Otautau Community Board will have additional funds available to undertake other planned projects in the township

·        current ward allocations will be diminished and will not be available for other events or funding

Option 2 – do not contribute funding towards the Otautau Camping Ground Project

Advantages

Disadvantages

·        there are additional funds within the ward allocation to use on other funding

·        the Otautau Community Board will have less funds available to undertake additional projects in the township

 

Assessment of Significance

21      The request for a funding contribution is not considered significant in terms of Council’s significant and engagement policy.

Recommended Option

22      Option 1 is the recommended option.

Next Steps

23      If the funding contribution is agreed, finance will be asked to manage the internal transfer of funds.

 

Attachments

a             Minutes - Otautau Community Board - 29 January 2015    

 


Waiau/Aparima Ward Committee

10 July 2019

 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator


 

PDF Creator