Notice is hereby given that an Ordinary Meeting of Southland District Wallace Takitimu Community Board will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Thursday, 5 March 2020

5pm

Southland District Council Otautau Office
176 Main Street
Otautau

 

Wallace Takitimu Community Board Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

André Bekhuis

 

Deputy Chair

Maureen Johnston

 

Members

Don Byars

 

 

David Cowie

 

 

Kelly Day

 

 

Bev Evans

 

 

Peter Gutsell

 

 

IN ATTENDANCE

 

Committee Advisor

Fiona Dunlop

Community Partnership Leader

Kelly Tagg

Community Liaison Officer

Kathryn Cowie

 

 

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

 

 

 


 

TYPE OF COMMITTEE

Community board

RESPONSIBLE TO

Council

Each community board will have a relationship with the committees in section 8.4.2 to 8.4.5 of the delegations manual based on the scope of the activities/functions delegated to each committee.

SUBCOMMITTEES

As noted in section 8.5 of the delegations manual various subcommittees will report to specific community boards.

LEGISLATIVE BASIS

Resolution made by Council through the representation arrangements as per the Local Electoral Act 2001.

Role, status and membership as per subpart 2 of Part 4 of the Local Government Act 2002 (LGA).

Treaty of Waitangi as per section 4, Part 1 of the LGA.

Opportunities for Maori to contribute to decision-making processes as per section 14 of Part 2 of the LGA. Community boards delegated powers by Council as per schedule 7, clause 32, LGA.

Appointment of councillors to community boards as per section 50, LGA.

MEMBERSHIP

Oreti and Waihopai Toetoe Community Boards have seven members elected by the local authority triennial elections plus a member appointed by Council.  All other community boards have six members plus a member appointed by Council. 

The chairperson is elected by the community board.  Councillors who are not appointed to community boards can only remain for the public section of the community board meeting. They cannot stay for the public excluded section unless the community board agrees.

FREQUENCY OF MEETINGS

Every second month but up to ten ordinary meetings a year

QUORUM

Not less than four members

KEY FUNCTIONS

           to promote the social, economic, environmental and cultural well-being of local communities and in so-doing contribute to the realisation of Council’s vision of one District offering endless opportunities

           to provide leadership to local communities on the strategic issues and opportunities that they face

           to be advocates and representatives for their local community and in so doing ensure that Council and other agencies have a clear understanding of local needs and aspirations

           to be decision-makers on issues that are delegated to the board by Southland District Council

           to develop relationships and communicate with key community organisations, special interest groups, residents and businesses within the community

           to maintain an overview of the services Council delivers to its communities and assess the extent to which these services meet community needs

           to recommend the setting of levels of service and budgets for local activities.

DELEGATIONS

The community board shall have the following delegated powers and be accountable to Council for the exercising of these powers.[1] 

In exercising the delegated powers, the community board will operate within:

1)        policies, plans, standards or guidelines that have been established and approved by Council

2)        the needs of the local communities; and

3)      the approved budgets for the activity.

Power to Act

The community board will prepare and implement programmes of work, which will be reflected in its community board plan, which are relevant to the purposes of the community board that are consistent with the long term plan and annual plan processes of Council.  Such programmes are to include budgetary provision for all costs associated with the work.

Community Well-Being

4)        to develop local community outcomes that reflect the desired goals for their community/place

5)        to monitor the overall well-being of local communities and use the information gathered to inform development of local strategies to address areas of need

6)        work with Council and the community to develop a community board plan for the community of interest area – working in with any community plans that may exist.

Community Leadership

7)        communicate and develop a relationship with community organisations, local groups, and special interest groups within the local community of interest

8)        identify key issues that will affect their community of interest’s future and work with Council staff and other local representatives to facilitate multi-agency collaborative opportunities

9)        promote a shared vision for the community of interest area and develop and promote ways to work with others to achieve positive outcomes

10)    provide a local community perspective on Council’s long term plan key performance indicators and levels of service as detailed in the long term plan, and on local expenditure, rating impacts and priorities.

Advocacy

11)    submissions

a)             authority to make recommendations to Council on matters to be considered in submissions Council may make to external organisations’ regional or national policy documents, select committees

b)             authority to make submissions to Council or other agency on issues within its community of interest area

c)             authority to make submissions to Council on bylaws and recommend to Council the level of bylaw service and enforcement to be provided, having regard to the need to maintain consistency across the District for all Council bylaws.

12)    authority to prepare a submission to Council on the proposed levels of service, income and expenditure within the community of interest area, for consideration as part of the long term plan/annual plan process

13)    provide comment by way of the formal Annual Plan/Long Term Plan process on relative priorities for the delivery of District services and levels of service within the community board area.

District activities include: 

a)             wastewater

b)             solid waste

c)             water supply

d)             parks and reserves

e)             roading

f)              libraries

g)             cemeteries

h)             emergency management

i)               stormwater

j)               public toilets

k)             community housing 

14)    Council will set the levels of service for District activities – if a community board seek a higher level of service they will need to recommend that to Council and it will need to be funded in an appropriate way (locally).

Community Assistance

15)    authority to establish prioritisation for allocation based on an overarching set of criteria from council to guide the scope of the activity

16)    authority to grant the allocated funds from the Community Partnership Fund

17)    authority to allocate bequests or grants generated locally consistent with the terms of the bequest or grant fund

Northern Community Board

18)    make decisions regarding funding applications to the Northern Southland Development Fund.  The Northern Community Board may invite a representative of the community of Dipton to take part in the decisions on applications to the Northern Southland Development Fund.

Unbudgeted Expenditure

Approve unbudgeted operating expenditure for local activities of up to $20,000.

Approve up to a $20,000 increase in the projected cost of a budgeted capital works project/item that is included in the annual plan/LTP.

Authority to delegate to the chief executive, when approving a project definition/business case, over-expenditure of up to $10,000 for capital expenditure against the budget detailed in the Annual Plan/LTP.

Service Delivery

Local Activities

For activities within the local activities category, the community board shall have authority to:

a)        recommend to Council levels of service for local activities having regard to Council budgets within the Long Term Plan and Annual Plan process

b)        recommend to Council the rates and/or user charges and fees to fund the local activities

c)        accept donations of a local asset eg a gas barbeque, park bench, etc with a value of less than $20,000.

d)        approve project definitions/business cases for approved budgeted capital expenditure up to $300,000

e)        recommend to the Services and Assets Committee the approval of project definitions/business case and procurement plant for capital expenditure over $300,000 and/or any unbudgeted capital expenditure

f)         monitor the performance and delivery of the service in meeting the expected levels of service

g)        facilitate the development of local management plans (for subsequent recommendation to Council), where required by statute or in support of District or other plans for reserves, harbours, and other community facilities, except where powers:

·                have been delegated to Council officers; or

·                would have significance beyond the community board’s area or otherwise involves a matter of national importance (Section 6 Resource Management Act 1991); or

·                involve the alienation of any part of a proposed or existing esplanade reserve by way of width reduction, easement, lease or otherwise. 

Local activities include:

i)           community leadership

ii)         local halls and community centres (within Council’s overarching policy for community facilities)

iii)       wharves and harbour facilities

iv)       local parks and reserves

v)         parking limits and footpaths

vi)       Te Anau/Manapouri Airport (Fiordland Community Board)

vii)     Stewart Island Electricity Supply Authority (SIESA) (Stewart Island/Rakiura Community Board)

(i)            for the above two local activities only

(ii)          recommend levels of service and annual budget to the Services and Assets Committee

(iii)        monitor the performance and delivery of the service

19)    naming reserves, structures and commemorative places

a)             authority to decide upon requests from the community, regarding names of reserves, the placement of structures and commemorative places.

20)    naming roads

a)             authority to decide on the naming for public roads, private roads and rights of way

21)    assist the chief executive by providing comment (through the board chairperson) to consider and determine temporary road closures applications where there are objections to the proposed road closure. 

Rentals and Leases

In relation to all leases and licences of land and buildings for local activities within their own area, on behalf of Council;

a)    accept the highest tenders for rentals more than $10,000

b)    approve the preferential allocation of leases and licenses where the rental is $10,000 or more per annum. 

Environmental management and spatial planning

22)    provide comment on behalf of the relevant community/communities on resource consent applications referred to the community board for comment. 

23)    recommend to Council the level of bylaw service and enforcement to be provided within the community, having regard to the need to maintain consistency across the District.

24)    provide advice to Council and its committees on any matter of interest or concern to the community board in relation to the sale of alcohol where statutory ability exists to seek such feedback.

25)    provide input into regulatory activities not otherwise specified above where the process allows.

26)    recommend to Council the initiating of an appeal or reference to the environment court on decisions in respect to resource consent applications on which the board has made submissions; ability to provide input to support the development of community planning for a civil defence emergency; and after an emergency  event, to provide input and information to support community response efforts.

LIMITS TO DELEGATIONS

No financial or decision making delegations other than those specifically delegated by Council.

The community board shall only expend funding on purposes for which that funding was originally raised and in accordance with the budgets approved by Council through its Long Term Plan/Annual Plan. In accordance with the provisions of section 39(2) of Schedule 7 the board may not incur expenditure in excess of the approved budget.

Matters which are not Delegated

Southland District Council has not delegated to community boards the power to:

·          make a rate or bylaw

·          acquire, hold or dispose of property

·          direct, appoint, suspend or remove staff

·          engage or enter into contracts and agreements and financial commitments

·          institute an action for recovery of any amount

·          issue and police building consents, notices, authorisations and requirements under acts, statutes, regulations, bylaws and the like;

·          institute legal proceedings other than the delegation to recommend to Council the initiating of an appeal or reference to the environment court on decisions in respect to resource consent applications on which the community board has made submissions.

CONTACT WITH MEDIA

The community board chairperson is the authorised spokesperson for the board in all matters where the board has authority or a particular interest.

Board members, including the chairperson, do not have delegated authority to speak to the media and/or outside agencies on behalf of Council on matters outside of the board’s delegations.

The assigned Executive Leadership Team member will manage the formal communications between the board and its constituents and for the board in the exercise of its business.  Correspondence with central government, other local government agencies or official agencies will only take place through Council staff and will be undertaken under the name of Southland District Council.

REPORTING

Community boards are unincorporated statutory bodies which are elected to represent the communities they serve. 

The boards maintain bound minute books of their own meetings.

 


Wallace Takitimu Community Board

05 March 2020

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                             11

2             Leave of absence                                                                                                                                              11

3             Conflict of Interest                                                                                                                                          11

4             Public Forum                                                                                                                                                      11

5             Extraordinary/Urgent Items                                                                                                                     11

6             Confirmation of Minutes                                                                                                                             11

Reports

7.1         Community Leadership Report for the Wallace Takitimu Community Board             37

7.2         Operational Report for Wallace Takitimu Community Board                                               45

7.3         Council Report                                                                                                                                                   53

7.4         Chairperson's Report                                                                                                                                    71

7.5         Wallace Takitimu Community Board Health and Safety update                                         73

7.6         Otautau Visitor Survey Results                                                                                                               83

7.7         Unbudgeted Expenditure Report - Isla Bank War Memorial                                                  91

7.8         Unbudgeted expenditure report - Ohai Hall Equipment                                                         97

7.9         Unbudgeted Expenditure Approval - Otautau Bowling Club                                             115

7.10       Community Facilities Update                                                                                                                119

7.11       Schedule of Meetings up to October 2022                                                                                     225

7.12       Wallace Takitimu Community Board Forward Programme                                                 225   


Wallace Takitimu Community Board

05 March 2020

 

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 Community Board 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 Wallace Takitimu Community Board, 20 November 2019


 

Wallace Takitimu Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Wallace Takitimu Community Board held in the Southland District Council Otautau Office Meeting Room, First Floor, 176 Main Street, Otautau on Wednesday, 20 November 2019 at 3pm.

 

present

 

Chairperson

André Bekhuis

 

Deputy Chair

David Cowie

 

Members

Kelly Day

 

 

Bev Evans

 

 

Peter Gutsell

 

 

Maureen Johnston

 

 

Councillor Don Byars

 

 

 

IN ATTENDANCE

Deputy Mayor – Ebel Kremer

People and Capability Manager – Janet Ellis

Committee Advisor - Fiona Dunlop

Community Partnership Leader - Kelly Tagg

Community Liaison Officer - Kathryn Cowie

 


Wallace Takitimu Community Board

20 November 2019

 

Deputy Mayor Ebel Kremer opened the meeting and welcomed all present.

 

1             Apologies

 

There were no apologies.

 

 

2

Making and Attesting of Members' Declarations

Record No: R/19/11/25699

 

Deputy Mayor Councillor Kremer was present to witness the declarations from each of the Board members and called each member forward to make their declaration as an elected member of the Wallace Takitimu Community Board.

 

I, ANDRÉ JOHN HENRY BEKHUIS, DAVID AARON COWIE, KELLY JEAN DAY, BEVERLEY MAY EVANS, PETER FORDYCE GUTSELL, MAUREEN THERESE JOHNSTON and DONALD JAMES BYARS, declare that I will faithfully and impartially, and according to the best of my skill and judgment, execute and perform, in the best interests of Southland District, the powers, authorities, and duties vested in, or imposed upon me as member of the Wallace Takitimu Community Board by virtue of the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987, or any other Act.

 

Each of the members signed their declaration which were counter signed by Deputy Mayor Kremer.

 

 

Resolution

Moved André Bekhuis, seconded Peter Gutsell and resolved:

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Making and Attesting of Members' Declarations” dated 6 November 2019.

 

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 7 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)           Notes that the Deputy Mayor has received and witnessed the declaration of the Wallace Takitimu Community Board members.

 


 

 

3

Election of Chair and Deputy Chair

Record No: R/19/11/25765

 

Deputy Mayor Kremer introduced the report to elect a chair and deputy chair.

 

Moved Andre Bekhuis, seconded Peter Gutsell recommendations a to d which were put and carried.

 

Nominations were called for Chair and Deputy Chair.

 

Moved Maureen Johnston that Bev Evans be the Chair of the Wallace Takitimu Community Board.  There was no seconder for the motion.

 

Moved Peter Gutsell, seconded Kelly Day that André Bekhuis be Chair of the Wallace Takitimu Community Board.  The motion was put and declared CARRIED.

 

Moved Kelly Day that Maureen Johnston be Deputy Chair of the Wallace Takitimu Community Board.  Mrs Johnston declined the nomination.

 

Moved André Bekhuis that Peter Gutsell be the Deputy Chair of the Wallace Takitimu Community Board.  There was no seconder for the motion.

 

Moved Kelly Day seconded Bev Evans that Maureen Johnston be the Deputy Chair of the Wallace Takitimu Community Board.  The motion was put and declared CARRIED.

 

 

Final Resolution:

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Election of Chair and Deputy Chair” dated 6 November 2019.

 

b)           Determines that this matter or decision be recognised not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Agrees to use system A the election of the Chair and Deputy Chair.

 

e)            Elects André Bekhuis to be the Chair of the Community Board for the 2019/2022 triennium.

f)             Elects Maureen Johnston to be the Deputy Chair of the Community Board for the 2019/2022 triennium.

 

 

André Bekhuis assumed the Chair.

 

 

4             Leave of absence

 

There were no requests for leave of absence.

 

 

5             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

6             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

7

General Explanation from Chief Executive

Record No: R/19/11/25700

 

People and Capability Manager Janet Ellis was present for this item.

 

Mrs Ellis advised that the purpose of the report was to provide elected members with a general explanation of the laws affecting them in their role.

 

The Board noted that the chief executive of a local authority is bound by clause 21(5) of schedule 7 of the Local Government Act 2002 to provide an explanation to elected members on certain legislation which controls the way in which the Council’s business may be conducted and the way in which elected members are required to undertake their duties.

 

 

Resolution

Moved Maureen Johnston, seconded Bev Evans and resolved:

That the Wallace Takitimu Community Board:

a)            Receives the report titled “General Explanation from Chief Executive” dated 6 November 2019.

 

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.

 

 

 

8

Terms of Reference and Delegations 2019 - 2022 Governance Structure

Record No: R/19/11/25721

 

Committee Advisor – Fiona Dunlop was present for this item.

 

Miss Dunlop advised that the purpose of the report was to advise the Community Board of the Terms of Reference and Delegations for Southland District Council Community Boards for the 2019/2022 Triennium which were approved by Council at its meeting on Friday 1 November 2019.

 

The Board noted that the terms of reference and declarations for the community boards reflect the new structure and the representative leadership pillar supporting the community governance concept that Council has progressed.

 

 

Resolution

Moved Kelly Day, seconded Peter Gutsell and resolved:

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Terms of Reference and Delegations 2019 - 2022 Governance Structure” dated 6 November 2019.

 

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)           Notes that the Delegations Manual containing terms of reference and delegations for the governance structure including Community boards was adopted by Council at its meeting on Friday 1 November 2019.

 

 

9

Date and Time of First Meeting of the Wallace Takitimu Community Board

Record No: R/19/11/25766

 

Committee Advisor – Fiona Dunlop was in attendance for this item.

 

Miss Dunlop advised that the purpose of the report recommends the setting of the date for the first Community board meeting of the 2019/2022 triennium.

 

The Board noted that the Local Government Act 2002 [Schedule 7, Clause 21(5)(d)] requires the Board, at its first meeting following a triennial general election, to fix the date and time of the first meeting of the Board, or to adopt a schedule of meetings.

 

 

Resolution

Moved Maureen Johnston, seconded Bev Evans recommendations a to c and d with a change (as indicated with underline and strikethrough) and resolved:

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Date and Time of First Meeting of the Wallace Takitimu Community Board” dated 5 November 2019.

 

b)           Determines that this matter or decision be recognised not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Agrees that the first meeting of the Wallace Takitimu Community Board will be held at 5pm 2pm on Wednesday 5 February 2020 in the Meeting room at the Southland District Council office in Otautau.

 

 

10

Adoption of 2019 Standing Orders

Record No: R/19/11/25768

 

People and Capability Manager – Janet Ellis was present for this item.

 

Mrs Ellis advised that the purpose of the report was to recommend that the Wallace Takitimu Community Board adopts the set of Standing Orders as attached to the officer’s report.

 

 

Resolution

Moved Peter Gutsell, seconded Bev Evans and resolved:

That Wallace Takitimu Community Board:

a)            Receives the report titled “Adoption of 2019 Standing Orders” dated 6 November 2019.

 

b)           Determines that this matter or decision be recognised as significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Agrees to adopt the Standing Orders (attachment a to the officer’s report) and

 

i.          That the Chair of the Community Board has both a deliberative and casting vote (s.o.19.3)

 

ii)        That members have the right to attend by an audio or audio-visual link (s.o.13.7)

 

iii.       That Option C (s.o.22.4) be the default option for speaking and moving motions.

 

 

11

Elected Members Code of Conduct

Record No: R/19/11/25722

 

People and Capability Manager – Janet Ellis was present for this item.

 

Mrs Ellis advised that the purpose of the report was to present the Elected Members Code of Conduct to the Community Boards for information which was approved by Council at its meeting on 1 November 2019.

 

 

Resolution

Moved André Bekhuis, seconded Maureen Johnston and resolved:

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Elected Members Code of Conduct” dated 6 November 2019.

 

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)           Notes the Elected Members Code of Conduct agreed to by Council at its meeting on 1 November 2019 for the Mayor and Councillors and members of the Community Boards, all Committees and Subcommittees of the Southland District Council.

 


 

 

12

Unbudgeted Expenditure Approval - Nightcaps Event Sign

Record No: R/19/11/25836

 

Community Liaison Officer – Kathryn Cowie was in attendance for this item.

 

Mrs Cowie advised that the purpose of this report is to gain approval from the Wallace Takitimu Community Board for the unbudgeted expenditure for the installation of an events sign in Nightcaps.

 

The Board noted that the former Nightcaps Community Development Area Subcommittee were granted funds from the Ohai Railway Fund to install an events sign in the town and that these funds have been credited to the operating costs business unit of the new Wallace Takitimu Community.

 

 

Resolution

Moved Maureen Johnston, seconded Bev Evans recommendations a to c with an addition to d (as indicated) and resolved:

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Unbudgeted Expenditure Approval - Nightcaps Event Sign” dated 10 November 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 $3,650 for the Nightcaps event sign to be funded from the Nightcaps Community Development Area operating costs.

 

 

13

Playground Update

Record No: R/19/10/24154

 

Community Partnership Leader – Kelly Tagg was present for this item.

 

Mrs Tagg advised that the purpose of the report was to share information in regards to the management of the Council playgrounds throughout the district as well as the recent playground audit.

 

 

Resolution

Moved David Cowie, seconded Peter Gutsell and resolved:

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Playground Update” dated 5 November 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.

 

 

14

Direction-setting for Annual Plan 2020/2021

Record No: R/19/10/23544

 

Corporate Performance Lead – Chantelle Subritzky was in attendance for this item.

 

Miss Subritzky  advised that the purpose of the report was to confirm the direction determined for the third year of the 2018-2028 Long Term Plan.

 

The Board considered the information in the report and made no changes to it.

 

 

Resolution

Moved Bev Evans, seconded David Cowie and resolved:

That the Wallace Takitimu Community Board:

a)        Receives the report titled “Direction-setting for Annual Plan 2020/2021”.

 

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)        Recommends that the budgets for the year commencing 1 July 2020 be adopted for inclusion in Council’s Draft 2020/2021 Annual Plan.

 

e)        Recommends to Council the setting of the following rates and charges (including GST) for the year commencing 1 July 2020 based on the approved budgets in (d) above.

 

Rate Description

Rate (GST Incl)

Drummond Village Local Rate

$2,892

Nightcaps Community Development Area Rate

$46,498

Nightcaps Hall Rate

$18,960

Ohai Community Development Area Rate

$56,281

Ohai Hall Rate

$15,992

Otautau Community Board Rate

$193,999

Otautau Pool Rate

$14,904

Takitimu Pool Rate

$14,330

 

f)         Recommends to Council the setting of the hall fees and charges (including GST) for the year commencing 1 July 2020, as below, for inclusion in Council’s Draft 2020/2021 Annual Plan.

 

Nightcaps Hall Fees and Charges

Rate (GST Incl)

Funerals

$100.00

Cabaret, Socials, Weddings

$125.00

Rifle Club (Full Season)

$200.00

Netball and Rugby Club (per Hour)

$15.00

Meetings (per hour)

$15.00

Hire of kitchen, supper room and meeting room for function

$80.00

RSA Members and spouse funerals

No Charge

Bond (no GST)

$125.00

 

Ohai Hall Fees and Charges

Rate (GST Incl)

Wedding Dance/ Cabarets

$115.00

Wedding Reception only/ Banquets

$100.00

Hall  Group Hire (hourly)

$15.00

Non-Profit Organisation Hire (hourly)

$10.00

Bond (no GST)

$250.00

 

 

The meeting concluded at 4.43pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Wallace Takitimu Community Board HELD ON WEDNESDAY 20 NOVEMBER 2019.

 

 

 

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

 

 

 

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

 


Wallace Takitimu Community Board

5 March 2020

 

Community Leadership Report for the Wallace Takitimu Community Board

Record No:             R/20/1/2546

Author:                      Kelly Tagg, Community Partnership Leader

Approved by:         Janet Ellis, People and Capability Manager

 

  Decision                                        Recommendation                                  Information

 

 

Purpose

1        To update the community on the community leadership activities in the Wallace Takitimu area.

Recommendation

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Community Leadership Report for the Wallace Takitimu Community Board” dated 21 February 2020.

 

 

Attachments

a             Wallace Takitimu Community Leadership Report    

 


Wallace Takitimu Community Board

05 March 2020

 

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Wallace Takitimu Community Board

5 March 2020

 

Operational Report for Wallace Takitimu Community Board

Record No:             R/20/1/2285

Author:                      Matt Russell, Group Manager Services and Assets

Approved by:         Janet Ellis, People and Capability Manager

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose of report

1        To update the board on the operational activities in the Wallace Takitimu Community Board area.

 

Recommendation

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Operational Report for Wallace Takitimu Community Board” dated 21 February 2020.

 

 

Attachments

a             Operational report 5 February 2020 - Wallace Takitimu Community Board    

 


Wallace Takitimu Community Board

05 March 2020

 

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Wallace Takitimu Community Board

5 March 2020

 

Council Report

Record No:             R/20/1/2448

Author:                      Steve Ruru, Chief Executive

Approved by:         Janet Ellis, People and Capability Manager

 

  Decision                                        Recommendation                                  Information

 

 

 

Chief Executive

Freshwater Reforms

1.       In September 2019 the government released the latest part of their Essential Freshwater package for consultation (https://www.mfe.govt.nz/consultation/action-for-healthy-waterways).

2.       The package included three proposed management documents – a replacement National Policy Statement for Freshwater (NPS), proposed National Environmental Standards for Freshwater (NES) and draft regulations for stock exclusion from waterways. As part of the package changes are also being proposed to the current drinking water NES and a new wastewater NES is also proposed. The later will likely set minimum discharge standards that will need to be applied by regional councils through resource consent processes.

3.       The consultation process attracted some 17,500 submissions. Officials are currently analysing these and providing advice to the Freshwater Independent Advisory Panel (the Panel), chaired by Judge David Sheppard.

4.       The Panel is considering submissions, but not hearing submissions in the way a select committee or local government hearings panel does. The Panel will provide its report and recommendations to the Minister in mid February 2020. It is expected that their report will also be made public.

5.       One of the potential issues with the package which has attracted a good level of discussion across the local government sector is that it could be seen as being based on a premise that the issues are severe and urgent everywhere. This leads to a conclusion that there is the same need for management intervention everywhere, in the same way and in the same timeframes. While it is acknowledged that there are issues which need to be addressed it is also seen as appropriate to develop practical local solutions that are cost effective and which address the specific issues which exist in different areas. Hence, there is a level of risk associated with the standardised national approach.

Biodiversity National Policy Statement 

6.       In late November the government released its proposed national policy statement (NPS) on biodiversity. A copy of the draft is available on the MFE website (https://www.mfe.govt.nz/publications/biodiversity/draft-national-policy-statement-indigenous-biodiversity).

7.       There is a concern that biodiversity has been in decline for some time and that as a result there is a need for a much stronger management regime to be put in place.

8.       The proposed NPS will affect the management of biodiversity on all types of land including public, private and Māori land.  Under the proposal local authorities will be required to implement regional biodiversity strategies and to identify and map areas with significant vegetation and habitats of indigenous fauna and manage their protection through regional and district plans – Significant Natural Areas. It is this later task that will be a significant issue/challenge for this Council given the large physical land area and large number of potentially significant sites.

9.       Consultation on the document is open until 14 March 2020. Staff will be drafting a submission for consideration by Council

Tackling Unsafe Speeds Programme

10.     The government has recently announced a Tackling Unsafe Speeds Programme as part of their new road safety strategy.

11.     As part of this programme changes are being made to the way in which speed limits are set. At present local authorities are able to set speed limits for local roads via a bylaw process. As a result each local authority has a good level of control over the process and is able to make the final decisions over how speed limits are managed on local roads.

12.     In the future there will be a need to develop a 10-year regional speed management plan which will set out proposals for speed limit changes, engineering upgrades and safety improvements over the ten year period. The regional land transport committees will be required for coordinating this process across NZTA and the relevant local authorities.

Minerals

13.     The government has now finalised its minerals and petroleum strategy document – Responsibly Delivering Value – A Minerals and Petroleum Strategy for Aotearoa New Zealand: 2019-2029. The strategy is available on the MBIE website (https://www.mbie.govt.nz/assets/nzpm-resource-strategy-multi-agency.pdf).

14.     The document sets out a vision of having a world-leading environmentally and socially responsible minerals and petroleum sector that delivers affordable and secure resources, for the benefit of current and future New Zealanders.

15.     The draft strategy was the subject of 546 submissions and the finalised 10-year strategy articulates the Government’s long term vision for the minerals and petroleum sector in New Zealand and supports the transition to a low emissions future and a productive, sustainable and inclusive economy.

16.     The government is also currently consulting on a review of the Crown Minerals Act 1991. A copy of the consultation document is available on the MBIE website (www.mbie.govt.nz/dmsdocument/7320-discussion-document-review-of-the-crown-minerals-act-1991).

17.     A driver for the review is to ensure that an appropriate balance is found between the way in which access to minerals is regulated whilst supporting the implementation of the new Zero Carbon legislation and a balance with the broader four well-beings.

18.     The Act covers access to a wide range of minerals including oil and gas, coal and aggregates for construction. As a result the review process will be of wide interest to all sectors of the economy.

Fire and Emergency Services Funding

19.     At the beginning of November the government announced the first stage of review of how fire and emergency services should be funded. A copy of the consultation document is available on the Department of Internal Affairs website (https://www.dia.govt.nz/diawebsite.nsf/Files/Fire-and-Emergency-NZ-Funding-Review-Consultation-Document/$file/Fire-and-Emergency-NZ-Funding-Review-Consultation-Document.pdf).

20.     The review proposes a range of options which for businesses and households include:

·    an insurance based approach, similar to the status quo

·    a property based approach using property data held by councils

·    a property and use based approach which uses a combination of the data held by councils as well as information on how a building is used.

21.     The paper also looks at cost recovery options related to responding to accidents as well as other emergencies. The discussion paper represents the first phase of the review. A second phase will begin in March 2020 and will involve further consultation on the preferred model. The date for introducing the new levy regime is 1 July 2024.

Waste Minimisation Levy

22.     In late November the government released a consultation document on proposed changes to the waste minimisation levy which proposes expanding the levy to cover a wider range of waste and also increase the quantum. A copy of the consultation document is available on the MFE website (https://www.mfe.govt.nz/sites/default/files/media/Consultations/reducing-waste-a-more-effective-landfill-levy-summary-document.pdf).

23.     The proposals include:

·    progressively increasing the levy rate for landfills that take household waste from the current $10 per tonne – set in 2009 - to $50 or $60 per tonne by mid-2023

·    expanding the landfill levy to cover all landfill types including industrial and construction and demolition fills, but not cleanfills or farm dumps, at a proposed rate of $10 or $20 per tonne depending on the type of landfill.

24.     Expanding the range of data that is collected about waste creation and disposal.

25.     The additional revenue collected will be used to support waste reduction initiatives. Half of the revenue collected is allocated to local authorities via a contestable application process. Revenue raised from the landfill levy is currently around $36 million per annum. It is estimated that the proposals would result in an increase of levy revenue of around $220 million by 2023.

26.     The consultation document outlines four potential options for transitioning from current arrangements to future arrangements by 2023. Council staff through WasteNet will consider the options and prepare a submission on what is will deliver the most favourable outcome for WasteNet Councils. The consultation period runs from now until 3 February 2020.

Customer Delivery

27.     November was a quieter month from a customer perspective but this allowed the group to continue to focus on process improvements and working to support other areas of the organisation.

28.     The net promoter score increased to 51 for the four month period from August to October.  This is up from 35 from the period before and from a practical perspective, means those customers that were surveyed would recommend lodging a request for service with Council based on the experience they had with the process.

Customer Support

29.     These are the numbers as at 27 November 2019:

 

November

Total number of calls to 0800 732 732

3873

Abandonment rate

2%

Request for Service received

909

Top three requests types

·       building inspection request

·       change of address

·       roading issues

Payments processed by Council

9461

Cash

Cheques

Direct Credit

Direct Debit

Eftpos

2%

11%

58%

17%

13%

Libraries

30.     The Winton library was involved with the Winton Open Day with the theme of “Fur, feathers and fiction” being well received by the community. 

31.     We have continued to offer the range of programmes for library patrons but would love to hear from people not using the library about how we can meet their needs. Please feel free to contact our district library manager, Mark Fraser via email on mark.fraser@southlanddc.govt.nz or via 0800 732 732.

 

 

 


 

 

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

Library Name

November

Book Bus

381

Lumsden

81

Otautau

103

Riverton

186

Stewart Island

50

Te Anau

391

Winton

424

Wyndham

51

33.     We currently have 5228 active library users across the District.

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/

Knowledge Management

34.     In November, 23 LIMs were issued and 164 property files were provided to customers. The increase in the number of LIMs and significant increase in property file requests reflects the increased activity expected at this time of year.

35.     Staff continue to be busy with Pathway/Records Manager with good progress made in the development environment. The team is also busy supporting digitisation projects in the building solutions team.

Business Solutions

36.     The team is working on the new e-processing system for building consents.  This is a joint project with the building solutions team.

37.     Work continues with the Pathway/RM8 integration. Initial system testing has been carried out on the Pathway property module. The creation of test plans for user acceptance testing has begun which will help us streamline the UAT process. This is a shared project with the knowledge management team.

38.     Internal systems have been configured and data validation testing has begun on the lawyers self-service portal project. We are in discussions with Environment Southland on when we can test the links into their system.

39.     Work has begun to extend our online services (e-pathway) for infringement payments, and to improve our Pathway system to electronically processing court payments.

40.     Discussions are underway with three JDE providers to get pricing and deployment options to upgrade and virtualise our current finance system. This work is required due to the age of both the hardware and software we are currently running 

41.     The helpdesk continues to be busy, receiving 487 tickets and resolving 506 in November. There was a high number of new user requests in November, many requiring new hardware to be setup which has put extra pressure on the team.

Community and Futures

Governance and Democracy

Elections

42.     Nominations opened on Monday, 25 November for the eight vacancies over four community boards.  These vacancies exist because there were not enough nominations at the time nominations for the triennial elections closed in August.  The vacancies are on the Ardlussa Community Board – one member, Oraka Aparima Community Board – three members, Oreti Community Board (Makarewa subdivision) two members, and the Waihopai Toetoe Community Board – two members.

43.     Nominations close on Monday 23 December at 12 noon.  If there are more nominations received than vacancies, voting papers will be sent out in late January with voting closing on 18 February 2020.

Governance

44.     Each of the nine community boards held their inaugural meetings in November. Chairpersons were elected at each board meeting. The boards adopted the Standing Orders and received the Terms of Reference and Delegations. In addition each board considered a direction setting report which gives each board the opportunity to look at community-led initiatives and leadership and have input into the work programme for the board’s area.

45.     Council’s main committees have had their first meetings for the triennium. An induction programme for councillors and board members is being implemented and training will be ongoing.

Community Leadership

46.     The community partnership leaders recently met with Ministry of Business of Innovation and Employment in Wellington. Specifically, meetings were held with the tourism investment team, Ministry of Culture and Heritage, and MBIE staff who look after the responsible camping and welcoming communities’ programmes.

47.     They also visited Creative New Zealand, and the insights spaces and places teams at Sport NZ.

48.     The Community partnership leaders also visited the community team at Hastings District Council and attended a community Hui at the Flaxmere community centre. This was a valuable experience as the community board plans currently being developed were modelled on the community plans produced by the staff at Hastings District Council.

 

 

Stewart Island Opportunities Project

49.     The three remaining sessions of the leadership program were delivered by:

·    Jason Tibble – regional commissioner, Ministry of Social Development - future focused thinking

·    Errol Millar – chairman/director – governance vs management

·    Amiee Kaio - programme manager, tribal economies – Tokona te Ao of Te Rūnanga o Ngai Tahu – future focused planning.

50.     The 14 participants on the leadership academy graduated on 19 November 2019.  Commerce South will continue to deliver two workshops a year on the Island and a suggestion was made to open these to the community. The graduates also have opportunities to attend other events on the mainland and to maintain a link with the facilitators.

51.     Following the leadership academy, 13 members of the group (including community champions) will continue to meet on a regular basis to form an entity to progress strategic thinking and planning for the Island. The plans for the next quarter include working with the group to:

·    provide information on governance structures, operational structures and programme management training to get the structures in place to move things forward

·    prioritising the steps that the group will take over the next seven months (until May 2020)

·    engaging the wider community.

Local Community Initiatives

Bath Road Beautification Project – Riverton

52.     The Oraka-Aparima Community Board have approved the intended scope for this project. Council staff are now completing the project workflow documentation (initiation phase) before the project will be handed over to the asset manager.

Down River Dash Event

53.     Council staff are assisting the event organisers with publicity on event websites and other administrative tasks for the running and biking event from Centre Hill to Mossburn on
22 December 2019. 

Otautau Bowling Club

54.     Council staff are providing funding advice for some planned building and maintenance work at the Otautau Bowling Club.

Otautau Flowers, Quilts & Crafts Day

55.     Council staff are providing this group with advice regarding winding up the committee as they no longer have enough community members to run the event. Staff will work in conjunction with the Southland Community Law Centre to assist them with this.

 

Isla Bank War Memorial

56.     Council staff are working with community members, the Wallace Takitimu Community Board and the Otautau RSA on funding to have restoration work completed on this memorial. Funding has already been received from Community Trust South and the Southland Regional Heritage Committee, and it is likely that the remainder required can be sourced from the Calcium Cemetery reserves.

Kohi Kohi Cottage – Riverton

57.     The Southland Heritage & Building Preservation Trust have been successful in their funding request to the Perpetual Guardian Stout Trust fund (The Stout Trust). Council staff assisted with this application and they have been granted the full amount requested ($30,000). This will allow them to complete the final building work on the cottage, which is likely to be completed early next year.

South Catlins Charitable Trust – Extension to Smiths Bush Walking Track

58.     Staff are working alongside the South Catlins Charitable Trust with funding advice and assistance for the extension to the Smiths Bush walking track. The Smiths Bush walking track is located within the living forest at Curio Bay and is part of the wider development of the area.

Wyndham/Edendale Proposed Local Skate/Cycle Park

59.     Staff are working alongside the community with initial planning stages for a proposed local skate/cycle park. Planning is underway for the setting up of a charitable trust to drive this potential development.

Edendale School – Writers Walk

60.     Staff are working alongside Edendale School with regard to the development of a local writer walk. Staff are providing advice and assistance regarding the locations for the signage.

Wyndham Museum

61.     Ongoing support is being provided to the Wyndham and Districts Historical Society with planning for their future redevelopment of the museum and its collections.

Tokanui Railway/Timber Heritage Project

62.     Staff have had initial meetings with a group in Tokanui who are in the early planning stages for the possible development of a railway/timber history display.

Strategy and Policy

Policy and Bylaw Updates

63.     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 months.  The team is currently nearing the end of a formal consultation process on the Speed Limits Bylaw. Council will be presented with submissions and hearings for the Draft Speed Limits Bylaw in December 2019, with deliberation and adoption scheduled for early 2020.

64.     Work has begun reviewing ‘The Keeping of Animals, Poultry and Bees Bylaw’, with preliminary feedback around what people think is important for Council to consider in the bylaw being received from online sources, face-to-face conversations throughout the District with stakeholders, community boards and Council staff.  A draft bylaw will be presented to the Regulatory and Consents Committee in February 2020, with formal consultation anticipated in March/April 2020. 

65.     Staff have been involved in the review of the combined Local Alcohol Policy (LAP), in collaboration with Invercargill City Council. Consultation has closed and a joint committee of the two councils formally considered the feedback received and adopted a provisional LAP in September 2019. The provisional LAP was publically notified for appeals on 4 November and will close on 6 December. The LAP will be adopted on 6 December 2019 if no appeals are lodged. The LAP will come back to Council early in the New Year to make operational.

66.     Work to investigate a jetties user pay system for the commercial use of jetties on Stewart Island/Rakiura is continuing. Staff have received feedback on potential charging options from the Jetties Subcommittee (from the 2016-19 triennium) and is seeking feedback from the Stewart Island/Rakiura Community Board on 11 November 2019. Staff will then progress to having discussions with external stakeholders early in 2020.

67.     In relation to Council strategies, staff have undertaken a stocktake on the strategies that have been adopted by Council, and also the strategies in place for the Southern region. Team members are currently investigating whether further Council strategies are required, and the structure and type of strategies that might be appropriate.

Community Futures Research and Analysis Work Programme

68.     Council supports the continuation of research and analysis work to inform its decision making and to assist in leading the development of Council’s overall approach to the management of change and preparation for what the future might hold for the District and its communities. Identifying priorities for investing in community future planning has included socio-demographic, climate change, levels of service, rating affordability, land and water plan implications, community assistance and funding, and technological change. This ongoing work identifies the need for Council to understand the potential impacts that mega trends and technological change may have on communities, industries, work patterns, land use and lifestyle choices. This is integral to supporting the approach of the research and analysis work programme, particularly in relation to prioritisation and future service provision requirements, social cohesion and engagement.

69.     The decision to invest in research and analytics is critical if Council wishes to plan for the future. Undertaking big picture research and analysis work will position Council to better understand the decisions it needs to make for the future of the District.

70.     Council has a strategy deficit and we need to look at how we will deal with this. It was anticipated that the research and analysis work programme would evolve into developing the programme of work to consider the strategy deficits that staff have identified, and previous information from the programme of works will inform this next stage for Council research and analysis. It will be of benefit to the communities of Southland to have clear Council strategies for the District that will align to and inform regional strategy work. It will also ensure that Council is better positioned to respond to national strategy development if we understand our own direction at a strategy level.

71.     The work undertaken to date in the community and futures research and analysis work programme has laid the foundations for strategy design and development. Council’s transition to dealing with our strategy deficit will be at least a five year programme of work, and will require extensive community engagement and participation throughout.

Risk Management Framework

72.     Council continues to identify the need to invest in and develop its risk management processes. The objective is to create a risk management framework that will enable us to effectively understand, plan for, and mitigate risk across all levels and activities within the organisation that can provide assurance to Council, the Southland District community and stakeholders that critical risks are identified and managed effectively.

73.     Since February 2019, work has commenced to transition from the current risk update approach to implementing a new risk management framework. Council’s executive leadership team held a workshop in July 2019 to discuss in detail a collective approach to identify and manage Council’s strategic risks before the new risk management reporting approach was presented to the previous Finance and Audit Committee at its 23 September 2019 meeting and to Council at its inaugural
1 November 2019 meeting. Both the previous committee and Council indicated their approval of the new risk management process and a review is underway for the next quarter, and will be presented to the Finance and Assurance Committee at its 13 December 2019 meeting.

Corporate Performance Framework

74.     The corporate performance framework aligns Council’s high level direction to its activities and outcomes, and its purpose is to streamline Council planning and reporting functions. As part of the corporate performance framework, Council will deliver on its legislative requirements – including the Long Term Plan, Annual Plan, Annual Report and activity management plans. Council produces an interim performance report, undertaken three times a year – for the four month periods of July-October, November-February and March-June, with the third being produced to inform the Annual Report.

75.     The first interim performance report of the 2019/2020 financial year is currently being produced and will be presented to the Finance and Assurance Committee at its 13 December 2019 meeting.

Annual Plan 2020/2021

76.     The Local Government Act 2002 requires Council to prepare and adopt an Annual Plan in the second and third years between 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.

77.     Once finalised, the direction given for 2020/2021 will be used to set rates for the year beginning 1 July 2020 and deliver any additional projects or initiatives identified.

78.     The direction setting workshops and inaugural meetings of the community boards have now been completed and recommendations have been made to Council for inclusion in the 2020/21 Annual Plan. There is a Council workshop in December to confirm the direction of the annual plan and start the compilation process.

Annual Report 2018/2019

79.     The Annual Report has been approved by Council and Audit New Zealand and has been made publically available. The summary document has also been made publically available. The management letter from Audit is currently being responded to by staff, and management comments will be presented to the Finance and Assurance Committee once finalised.

Long Term Plan 2021 - 2031

80.     A workshop has been set up to discuss the proposed management of activities with Council on the 16 and 17 December 2019 and this will provide the necessary guidance for the activity managers to continue drafting the activity management plans from January to June 2020.

81.     Staff conducted a strategic workshop with the new triennium Council on 8 November 2019, and with community board members on 9 November to bring them up to date with previous guidance received on the Long Term Plan 2021-2031.

82.     A report on the proposed significant forecasting assumptions is also being prepared and be reported to Council for approval in the near future. The draft financial and infrastructure strategies are currently underway, and are expected to be completed and ready for Council approval by early 2020.

Environmental Services

Animal Control

83.     The team hosted the second interagency meeting for animal control/welfare agencies in November. Attendees included the local councils, NZTA, some vets, DoC, Furever Homes and Environment Southland.

84.     Items for discussion included the possible promotion of www.lostpet.co.nz among the relevant agencies, shared dog education programme, and a roles document clarifying how enquiries from the general public should be directed.

85.     The dog control officers are in the last stages of following up those dog owners that have not re-registered their dogs. They aim to have completed this work this side of Christmas.

Environmental Health

86.     The team is managing a larger than usual number of septic tank discharge complaints, where the septic tank discharge system has failed, and the waste water is discharging in a manner that is causing a nuisance. Complaints of this nature are expected to continue due to the limited lifespans of older systems. 

87.     The District Licensing Committee held a hearing for the contested applications to renew the on and off licenses for Orepuki Tavern.  The Committee resolved to grant the applications for a reduced term of one year rather than the usual three, regarded as a probationary period.

88.     Another hearing is expected to be held in the New Year in relation to the renewal of an off-licence in Lumsden.

Resource Management

Dark Skies Plan Change for Rakiura

89.     The resource management team has publicly notified the Council initiated plan change in September, a total of seven submissions were received. The change to the District Plan has been sought to create rules around future artificial lighting on the island in order to maintain the existing high quality of the night sky. It is expected that a hearing on the proposed changes will be held in February 2020.

90.     Ongoing work is occurring on the regional work streams for Climate Change, Biodiversity, Landscapes and Natural Character. The Climate Change report was presented to Council on
22 May and wider communication of climate change was endorsed. Joint work on the next phases of climate change is currently being scoped. Internal climate change work has commenced to inform the initial phase of the next LTP process. Work on the biodiversity, landscapes and natural character projects is ongoing and they are likely to be released in 2020.

91.     Council is part of the TA 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
mid-2020.

92.     Resource consent data for previous few months:

·       August – 44 applications received, 32 decisions issued.

·       September - 27 applications received, 29 decisions issued.

·       October - 35 applications received, 33 decisions issued.

·       November – 29 applications received, 26 decisions issued.

93.     Overall the number of consents issued for 2019 is sitting 14% higher than at the same point in 2018. On average 25 resource consents have been issued per month this year.

Building Solutions

94.     The CCC (code compliance certificate) project team are working with building owners to address the issues arising from the declined CCC letters. Overall Council have received a positive response from the community with a good number of consents which had become ‘static’ now progressing towards the issuing of their Code Compliance Certificate. This has, however, also increased the teams workload and temporarily impacted compliance with statutory timeframes.

95.     During November, the building solutions team achieved the below compliance/alignment to timeframes:

·       87.5% of the 56 building consents were issued on time (<= 20 days). 

·       due to the historical clean-up of CCC’s, of the 142 Code Compliance Certificates issued in November, 139 were second decisions made under the territorial authority function. 

·       building consents issued for the month of November took an average of 12.6 (from 1 to 39) statutory days and 35.6 (from 1 to 125) calendar days to issue.

96.     During November, customers achieved the below compliance/alignment to Council requirements:

·       86.5% of the applications received were complete and correct

·       77% of the inspections completed showed work that complies with the consented plans

97.     31% of building consents received by Council during November 2019 were sent to the Solutions Team for processing.  This is an increase from 10% the month before. The quality of work completed by Solutions Team has much improved during November.

Services and Assets

Group Manager Update

98.     Recent months have been consumed with works programme delivery and preparation for the update of the Infrastructure Strategy. This has involved each activity manager identifying strategic issues and working through the options and impacts associated with each.

99.     Internally an assessment of the water and waste resourcing and structure has been underway in order to ensure Council is well placed to address the evolving and increasingly complex nature of this function. The next step of this process is to recruit appropriate resources to align with the outcomes of the review process.

100.   As we progress into the new triennium the services and assets group and the wider organisation is continuing to focus on ways in which it is better able to connect and engage with its communities. With the increased focus on the asset management function and increasing service levels and renewal activity the importance of community relations is recognised as critical.

101.   The focus for the coming months remains delivery as we focus on construction activities through the productive summer months. Early in the New Year the team will be ramping up the activity management planning efforts in a bid to set ourselves up for success over the coming LTP 2021-2031.

Stewart Island Electrical Supply Authority (SIESA)

102.   SIESA has been working closely with PowerNet in order to better understand asset condition and replacement values in a bid to develop a robust works programme for the upcoming
LTP 2021-2031.

103.   With the expiry of the existing maintenance and operations contract due for mid-2020, discussions with the community board will ramp up in the New Year regarding the structure and framework adopted through the contract moving forward from this point. The current contract price coupled with the other operational costs and capital costs are considered to be unsustainable without additional funding or revenue.

104.   Given the above, the upcoming contract renewal process provides an opportunity to address this.

Forestry (IFS)

105.   Harvesting is continuing on track with increased volumes being directed to healthy local markets due to volatile export markets in some grades. This redirection of product coupled with better than expected harvested tonnage per hectare should enable the forestry business unit to achieve budget.

Around the Mountains Cycle Trail

106.   The website is now up and running with the Official Partnership Programme seeing 30 businesses advertising with the Around the Mountain Cycle Trail. The installation of the interpretation infrastructure is currently underway and the final sections of the trail to be reviewed in the coming weeks. This will see the installation of water tanks, bike stands, picnic tables along with fencing and planting of flaxes.

Te Anau Manapouri Airport

107.   Work will be commencing in the New Year regarding the strategic direction and longer term aspirations for this facility. This process will need to incorporate community input alongside community board and Council decision-making.

Strategic Water and Waste

Te Anau Wastewater Discharge Project

108.   Following Council resolutions from 23 October 2018 meeting, it was resolved to proceed with a sub-surface drip irrigation as the disposal option, staff have been progressing work on a number of fronts including development of resource consents for the sub-surface drip irrigation field, as well as advancing towards a detailed design.

109.   The contract for the pipeline element has now been awarded to Fulton Hogan with physical work under way in late August/early September to date over 4km of pipe has been laid.

110.   Further work is ongoing on a number of fronts related to the overall project including lodging of the SDI consent application with Environment Southland which is currently being processed on a non-notified basis. Draft conditions have agreed and a final decision on granting is anticipated late December. 

111.   The tender period for the membrane plant, mechanical and electrical work in Te Anau and additional storage ends on 8 November. A report recommending award of a contract will be presented to Council once the tender evaluation process has been completed.

Land and Water Plan Implementation

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

113.   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.

114.   The first stage of the hearing around Objectives and Farming Policies commenced on 4 June with Council staff and experts presenting evidence on 11 June.

115.   The first stage has now been completed and it is anticipated that the Court will release interim decisions on the evidence presented later this year prior to undertaking the second stage of the appeal which is not anticipated to commence until next year.

116.   Further strengthening of environmental and water supply regulation is anticipated following release of cabinet papers on Three Waters Reforms and Ministry for the Environment (MfE) release of its approach to taking Action for Healthy Waterways, including a revised NES on source protection for water supplies and a proposed new NES on Wastewater Discharges. At this stage it is not fully understood if these amendments will have any implications for the Plan process.

Resourcing for Water and Waste Department

117.   Following the Council meeting of 27 September where unbudgeted expenditure for additional resources within the Water and Waste team was approved staff have developed a revised structure within the team which has been consulted on and finalised. The revised structure will place a significant focus on development of asset management capability as well as a more defined operations focus.

118.   Recruitment for new positions will be undertaken December/January with the expectation that successful applicants will be in place by March 2020.

Property Services

119.   Property administration functions including ownership decisions, lease/licence administration and property disposal queries, all of which are actioned on a daily basis, which is business as usual given the significant number of properties and agreements, Council has to manage. These functions also include the payment of property rates which is quite a significant task given the number of properties, as well as service charges having to be separated out and on charged, with the balance rates charged to the multitude of individual business units. The process has been undertaken for both the Southland District Council, and Environment Southland rates for the current year.

120.   Surveys for the coastal route, Clifden and Orawia land purchases as well as the Ringaringa road deviation have been, or are nearing completion, to allow these projects to be finalised. The disposal of the Hokonui hall is still progressing, with both Menzies Ferry and Mataura Island working through the required steps.

121.   Action is also underway to prepare and execute the agreement for the acquisition of Lot 300 at Curio Bay and to complete the ownership change. The first stage of the draft report for a possible development of the Luxmore subdivision in Te Anau has been received and will be discussed with the Community Board prior to responding to all the next stage of the assessment to be completed.

Community Facilities

122.   The community facilities team is working through gathering information to inform the Infrastructure Strategy, Activity Management Plans, and the Long Term Plan. We have received Minimum Levels of Service for the activities within the community facilities portfolio and these will be used to inform the tender documents for the new contracts that will go out for tender in the New Year. With these in place it will complete the Section 17A Review of community facilities.

123.   The team has also received the report from the playground assessment and is waiting on the toilet assessment report. We are working with a consultant to undertake a condition assessment of all of the halls, community housing and council buildings. This information is required to provide an accurate picture of the state of Council’s assets and will enable us to provide a more accurate works programme for the LTP.

124.   We are also developing this for each of the new nine Community Boards so we can start the conversations with them about the number of assets they have within their areas and the financial implications it will have. We have taken the opportunity using the playground report to start these conversations so that they start to look at the bigger picture across their whole geographic area of responsibility.

Project Delivery Team

125.   The project delivery team now have a full team with both Wayne Ramsay and Rowena Owens starting in November, both have fitted in really well and both picking up projects quickly.

126.   The team is currently working hard to close out some of the smaller project to allow capacity for the larger water and roading and bridge projects due to start in the New Year.

127.   Clifton toilet was completed in November and is ready for use once code of compliance is approved.

Strategic Transport

District Wide Renewals Programme

128.   After a slow start to the construction season due to the inclement weather contractors are picking up some movement with The Roading Company aiming to have the Edendale Wyndham Road rehabilitation section completed before Christmas.  Good progress is also being made with the Brydone Glencoe road section and Otapiri Gorge Road rehabilitation site.

129.   Downer are also progressing the seal resurfacing programme. As part of this work they will be bringing in crews from the rest of the South Island.

130.   In looking towards the next Long Term Plan WSP are in the process of carrying out DTims modelling. This is one tool the Transport Team uses to look at the potential future pavement renewals programme.

Bridges

131.   McDonald Road bridge is nearing completion with only tidy up work required.  The design of the replacement of the canal bridge on Lake Monowai is progressing well. Due to the ongoing concerns with the structural integrity of the bridge and considering the importance of access a temporary bailey bridge is being installed. This will allow for the new bridge to be replaced on the existing alignment while still ensuring access for users during this time period.

 

 

Recommendation

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Council Report” dated 28 January 2020.

 

 

Attachments

There are no attachments for this report.  

 


Wallace Takitimu Community Board

5 March 2020

 

Chairperson's Report

Record No:             R/20/1/1525

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Janet Ellis, People and Capability Manager

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose of report

1        The purpose of the report is to provide an update to the Wallace Takitimu Community Board on activities that the chairperson has been involved since the establishment of the board on 20 November 2019.  This report covers from 20 November 2019 to 20 January 2020.

2        The report also provides an opportunity for the board chair person to present an overview of the issues he/she has been involved with.

3        Items of interest that the chair is report on are as follows:

·        Meeting with Board members at Nightcaps to discuss areas of attention

·        Otautau street Christmas party

·        Visit to Blueberry farm

·        Otautau School Prizegiving

·        Installed a concrete slab in Ohai for commemorative seat for former local policeman

·        Meeting with Board members Gutsell and Johnston regarding Otautau issues.

 

 

Recommendation

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Chairperson's Report” dated 21 February 2020.

 

 

Attachments

There are no attachments for this report.  

 


Wallace Takitimu Community Board

5 March 2020

 

Wallace Takitimu Community Board Health and Safety update

Record No:             R/20/1/2384

Author:                      Teri Black, Health, Safety and Wellbeing Advisor

Approved by:         Janet Ellis, People and Capability Manager

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To provide a health and safety induction and update for Community Boards.

 

Recommendation

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Wallace Takitimu Community Board Health and Safety update” dated 21 February 2020.

 

 

Attachments

a             Health and Safety Update - Community Boards 2020    

 


Wallace Takitimu Community Board

05 March 2020

 

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Wallace Takitimu Community Board

5 March 2020

 

Otautau Visitor Survey Results

Record No:             R/20/1/2359

Author:                      Kathryn Cowie, Community Liaison Officer

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Background

1        The former Otautau Community Board had previously been working towards upgrading the amenities building at the Holt Park Camping Ground.

2        Council had approved the upgrade with a budget of $228,000.

3        During the preconstruction phase of the project it became evident that the structural integrity of the building was severely compromised.  A structural engineer was engaged to complete a structural assessment and the subsequent report identified that it was no longer sound and was deemed a health and safety risk. 

4        The recommendation from the engineer was to demolish the existing structures in their entirety (including the former changing sheds) as it was not deemed economic to recover the structural integrity of the buildings. 

5        Informal discussions were held with the Otautau Community Board regarding the outcomes of the engineering report and staff’s proposed actions to demolish the structures.  As such, the camping ground upgrade project was put on hold and the community was advised of what was happening.

6        On September 26, 2019 a public meeting was held at the SDC Otautau office and was attended by staff and Councillor Gavin McPherson who chaired the meeting.

7        The meeting was advised of the history of the project, provided with a copy of the engineering report and again advised that the structures would be demolished.

8        The meeting was well attended by almost 40 people.  Many took the opportunity to raise their concerns about the loss of the camping ground and their desire to still provide facilities for visitors to Otautau. 

9        A popular suggestion was that a new camping ground/visitor facility be built on the site of the BMX track and heritage apple orchard because of its close proximity to Otautau’s Main Street, public toilets and dump station. 

10      In order to gauge feedback from the wider community an “Otautau Visitor Survey” was created via the online survey tool called Survey Monkey.  Links to the survey were shared on SDC’s facebook page, the local Otautau Southland Facebook page, the News & Views (community newsletter).  The community was also advised that they could fill out a hard copy form by calling into the SDC Otautau office or by contacting staff to have a hard copy posted to them. 

11      Staff and a community board member also attended the Otautau Christmas Street Party on Friday 13 December and invited the public to complete a survey. 

12      The survey opened at the start of December and closed on Tuesday 21 January 2020.  One hundred and twenty three responses to the survey were received.

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Survey results

13      A copy of the survey results are attached.

14      The data collected showed that on average all respondents valued tourists/visitors for Otautau at 91/100, and many commented on the benefits visitors would have on the town, and emphasised the need for facilities for visitors to use.   

15      When asked if visitor facilities should be provided by the community or by the business/private sector, most thought that they should be provided by the community (94 respondents), and some thought that it should be a joint effort between the two or with some assistance from businesses (18 respondents). Comment was also made about using existing facilities before any other considerations.

16      Respondents were asked for any suggestions for new or existing sites that could be used for visitor facilities. Of the 64 who answered the question, 26 put Holt Park or the former camp ground site, and 16 suggested the old BMX track site opposite the fire brigade. There were a few other suggestions such as the Arboretum, beside the sports complex, and the golf course.

 

Next steps

17      Holt Park/old camping ground site was the highest ranked survey answer by respondents when asked for suggestions for a new or existing site that could be used for visitor facilities with the BMX track/heritage apple orchard coming in second.

18      The Board will recall that as part of the demolition process at the old Holt Park Camping Ground site that all services were removed – ie the septic tank was removed and power and water services were removed to the gate entry point for the camping ground. 

19      The cost of connecting to power, water and sewerage would need to be factored into the budget costs for any new visitor facilities being installed into that area. 

20      Some discussion has also been had about converting the building by the turnstile entrance into Holt Park that contains old toilets and showers.   This building is owned by Southland District Council and staff in the community facilities department have advised that it would be subject to a structural assessment before any decisions about potentially upgrading it can occur.  Discussions with users of Holt Park would also be prudent as shifting the camping ground to that side may require a different layout for the park in terms of the sporting events that are regularly held there.  A feasibility study and/or business case would also likely be required.

21      It is also worth noting that the second choice site for a camping ground/visitor facility, being the BMX track/heritage apple orchard on Alderly Street may also pose some challenges due to its size and the fact that the western edge is also railway reserve and will likely require permission from KiwiRail as well as SDC as the adjacent reserve owner.

22      Whilst there are some issues with the top two sites that may slow development there are still many options for the board to consider and it is important to note the high level of importance placed by the community on tourists/visitors to Otautau.

23      The board may wish to consider visiting other local responsible camping sites nearby such as the Arboretum, Clifden Bridge, Thornbury Bridge and slightly further afield to Lumsden to understand the visitor facilities on offer in these locations and to see different options from a traditional camping ground set up. 

24      The Otautau township is already designated as a motorhome friendly town so visitors in self-contained vehicles can already stay over within the town boundary.  It may be that the development of a visitor hub that flows from Centennial Park west towards the current sports complex would maintain Otautau’s attractiveness as a place to stay.  This hub could include for example toilets, a kitchen and pay per use shower, laundry and barbeque facilities that can be enjoyed by both visitors and locals alike.

25      The board may also wish to consider meeting with the committees of other facilities in the township in order to determine if there are opportunities to partner with these groups in order to provide visitor facilities. 

26      The arboretum, located on the outskirts of Otautau may also warrant further investigation by the board.  It is already a regularly utilised freedom camping site and visitors to the arboretum will likely travel through the township (thereby supporting local business) either before or after their stay.  Incidentally, there are already funds (approx. $40,000) set aside for a toilet upgrade in the Arboretum in 2021/2022.

 

 

Recommendation

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Otautau Visitor Survey Results” dated 21 February 2020.

 

 

Attachments

a             Otautau Visitor Survey results    

 


Wallace Takitimu Community Board

05 March 2020

 

Otautau Visitor Survey

Results

Number of respondents:         123

 

 

Q1. How important do you think tourists/visitors are to Otautau?

Answered:  123             Skipped:     0

 

 

 

 

 

Q2. Please add any comments about the question above.

·   There were a range of comments from respondents, most emphasising their desire for more visitors, a camping ground and facilities for visitors to use. Many said that visitors could only be beneficial for Otautau and its local businesses – they will help to boost the town.

 

 


 

Q3. Who do you think our current visitors are?

Answered:  123             Skipped:     0

 

Other comments:

·    Fishing enthusiasts, hunters, short term workers (e.g. doctors & tradespeople)

 

Q4. What sort of visitor would you like to attract to Otautau?

Answered:  118             Skipped:     5

 

Other comments:

·    Anyone/everyone welcome (8)

·    fishermen (1)

·    heritage tours (1)

 

Q5. Do you think the community should provide any facilities for visitors or should this be provided by businesses/private operators?

Answered:  119             Skipped:     4

 

 

 

Comments:

·    Community groups could help

·    Important to make use of existing facilities first both public and private

·    Local businesses could help with sponsorship and signage

·    Combination of both – e.g. community provide toilets and private operator provide Laundromat

 


 

Q6. What facilities do you think should be available in Otautau for visitors? (regardless of who is providing it)

Answered:  121             Skipped:     2

 

 

 

Q7. As a local resident of Otautau and the surrounding area would you use any possible facilities?

Answered:  99               Skipped:     24

 

 

 


 

Q8. Do you have any suggestions for new or existing sites in Otautau that may be used for any visitor facilities?

Answered:  64               Skipped:     59

 

 

 

Q9. Please let us know if you are a resident or a visitor to Otautau

Answered:  118             Skipped:     5

 


Wallace Takitimu Community Board

5 March 2020

 

Unbudgeted Expenditure Report - Isla Bank War Memorial

Record No:             R/20/1/2249

Author:                      Kathryn Cowie, Community Liaison Officer

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of this report is to gain approval from the Wallace Takitimu Community Board for unbudgeted expenditure for repair work on the Isla Bank War Memorial.

Executive Summary

2        The Isla Bank War Memorial requires considerable repair and maintenance work to repair the base of the memorial and also to restore the lettering. The cost to complete this work is approximately $18,436 (plus GST). There is currently $19,488 available in the Calcium Cemetery reserve fund to complete this work.

 

Recommendation

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Unbudgeted Expenditure Report - Isla Bank War Memorial” dated 21 February 2020.

 

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 $18,436(+GST) for repair and restoration work on the Isla Bank War Memorial from the Calcium Cemetery reserve.

 

 

Background

3        In 2015 a condition report was completed on the Isla Bank War Memorial after Venture Southland received funding to have assessments completed on several memorials around the District. The report highlighted that the memorial required some major restoration work, mainly stabilisation of the base and restoration of the lettering.

4        A small amount of funding was obtained from the Southland Regional Heritage Fund in 2016 (which now makes up part of the Calcium Cemetery reserve fund), and around this time Venture Southland had earmarked a portion of funding they received from the Community Trust of Southland specifically for War Memorial restorations to this particular memorial.

5        Several local members of the community (some used to be on the Cemetery Trust) have been regularly maintaining the area surrounding the memorial and are keen to see it restored. Quotes have recently been obtained to do the work. Being able to access the Calcium Cemetery reserve monies should mean that no further funding assistance will be required from any other funding sources.

Issues

6        The stability of the memorial is questionable, so it would be best to have the repair work completed in a timely manner in order to prevent further deterioration.

Factors to Consider

Legal and Statutory Requirements

7        None identified.

Community Views

8        Local community members are assisting with the project, some who were on the former Calcium Cemetery Trust. They have dedicated a lot of their own time to looking after the memorial site and would like to see it repaired and restored.

Costs and Funding

9        The cost to repair the base of the memorial has been quoted at $15,820 (plus GST) and to restore the lettering $2,616 (plus GST), a total of $18,436 (plus GST).

10      With $19,488 in the Calcium Cemetery Reserve Fund and $5,000 due to be transferred from Great South (from a previous grant given to Venture Southland for war memorial restorations from the Community Trust of Southland), this should be enough to cover the costs of the repairs.

Policy Implications

11      None identified.

Analysis

Options Considered

12      To approve or not approve the unbudgeted expenditure.


 

Analysis of Options

Option 1 – Approve the unbudgeted expenditure for repairs and restoration to the Isla Bank War Memorial

Advantages

Disadvantages

·        work can be completed on the memorial, so it can be restored to a high quality and prevent further deterioration.

·        none identified

 

Option 2 – Do not approve the unbudgeted expenditure for repairs and restoration to the Isla Bank War Memorial

Advantages

Disadvantages

·        none identified

·        repair work will be delayed while other funding sources are sought

 

Assessment of Significance

13      Not considered significant.

Recommended Option

14      Option 1 is the recommended option.

Next Steps

15      If the unbudgeted expenditure is approved, work can begin on repairing and restoring the memorial.

 

Attachments

a             Quotes - Isla Bank War Memorial    

 


Wallace Takitimu Community Board

05 March 2020

 

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Wallace Takitimu Community Board

5 March 2020

 

Unbudgeted expenditure report - Ohai Hall Equipment

Record No:             R/20/1/1468

Author:                      Kathryn Cowie, Community Liaison Officer

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of this report is to gain approval from the Wallace Takitimu Community Board for unbudgeted expenditure for equipment for the Ohai hall.

Executive Summary

2        The previous Ohai Community Development Area Subcommittee decided in 2019 to purchase some new kitchen equipment and chairs for the Ohai hall, and also made a decision to apply to the Ohai Railway Fund for assistance with these costs.

3        If the unbudgeted expenditure is approved, an application will be submitted to the Ohai Railway Fund in the March 2020 round.

4        By completing the unbudgeted expenditure report now it will mean that if successful, a grant from the Ohai Railway Fund can be transferred to the Wallace Takitimu Community Board immediately and the goods can then be purchased without delay.

 

 Recommendation

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Unbudgeted expenditure report - Ohai Hall Equipment” dated 21 February 2020.

 

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)           Approve the unbudgeted expenditure of up to $10,000 from the Ohai General Reserve for the kitchen equipment and chairs for the Ohai hall.

 


 

Background

5        The Ohai hall has undergone renovations recently, and while the previous Ohai Community Development Area Subcommittee was still in operation in 2019 they decided to compliment these renovations by buying some new kitchen equipment, ensuring it was sufficient for users and also that the chairs should also be upgraded. The CDA also made the decision to apply to the Ohai Railway Fund to assist with the costs to do this.

Issues

6        None identified.

Factors to Consider

Legal and Statutory Requirements

7        None identified.

Community Views

8        The Ohai CDA represented the views of the community when it was in operation.

Costs and Funding

9        The total cost to supply the kitchen equipment and chairs for the hall is approximately $10,991.45 based on quotes from Southern Hospitality and OfficeMax. The application to the Ohai Railway Fund will be submitted for $10,000, with the community board contributing approximately $991.45 from the Ohai general reserve. The outcome of the funding application may change the amount required from the Ohai general reserve.

10      An outline of the costs and quotes are attached to this report.

Policy Implications

11      The Wallace Takitimu Community Board has delegated authority to approve unbudgeted expenditure of this amount.

Analysis

Options Considered

12      To approve or not approve the unbudgeted expenditure.

Analysis of Options

Option 1 – Approve the unbudgeted expenditure for kitchen equipment and chairs for the Ohai hall

Advantages

Disadvantages

·        providing the application to the Ohai Railway Fund is accepted, the new equipment will be able to be purchased for the hall without delay

·        none identified

 

Option 2 – Do not approve the unbudgeted expenditure for the kitchen equipment and chairs for Ohai Hall

Advantages

Disadvantages

·        none identified

·        the purchase of new equipment will be delayed as alternative funding sources are sought

·        the new equipment may not be able to be purchased at all

 

Assessment of Significance

13      Not considered significant.

Recommended Option

14      Option 1 – approve the unbudgeted expenditure for new kitchen equipment and chairs for the Ohai hall.

Next Steps

15      If the unbudgeted expenditure is approved, an application to the Ohai Railway Fund will be lodged by Council staff in the next round of funding which closes on 31 March 2020.

 

Attachments

a             Ohai Hall Equipment List

b             Ohai Hall Equipment Quotes    

 


Wallace Takitimu Community Board

05 March 2020

 

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05 March 2020

 

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Wallace Takitimu Community Board

5 March 2020

 

Unbudgeted Expenditure Approval - Otautau Bowling Club

Record No:             R/20/1/1516

Author:                      Kathryn Cowie, Community Liaison Officer

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

Purpose

1        The purpose of this report is to gain approval from the Wallace Takitimu Community Board for the unbudgeted expenditure to release funds in the Wallace Bowling Club reserve to Otautau Bowling Club Inc.

Executive Summary

2        At the Wallace Takitimu Community Board meeting on Wednesday 20 November 2019 it was established that there was $998.20 in the Wallace Bowling Club reserve, and that the club may be interested in having this money paid out to them.

3        The Otautau Bowling Club has confirmed that they would like the funds to be transferred to them, hence the need for an unbudgeted expenditure approval from the Wallace Takitimu Community Board.

 

Recommendation

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Unbudgeted Expenditure Approval - Otautau Bowling Club” dated 21 February 2020.

 

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)           Approve the unbudgeted expenditure to pay the Otautau Bowling Club the funds of $998.20 in the Wallace Bowling Club reserve.

 

 

Background

4        At the Wallace Takitimu Community Board meeting on 20 November 2019 it was established that there was a sum of money in the Wallace Bowling Club reserve fund. It was suggested that the bowling club be contacted and asked if they would like that money to be paid out to them.

5        Council staff contacted the bowling club chairperson, who confirmed that they would be very grateful if they could have the funds transferred to them as they are planning some maintenance and repair work on the clubhouse. The chairperson also requested assistance with other funding options for the project.

Issues

6        None identified.

Factors to Consider

Legal and Statutory Requirements

7        None identified.

Community Views

8        No community views were sought for this decision.

Costs and Funding

9        The total amount in the Wallace Bowling Club reserve is $998.20. The bowling club wish to have the entire amount transferred to their club account.

Policy Implications

10      The Wallace Takitimu Community Board has delegated authority to approve unbudgeted expenditure of this amount.

Analysis

Options Considered

11      To approve or not approve the unbudgeted expenditure.

Analysis of Options

Option 1 – Approve the unbudgeted expenditure to transfer the Wallace Bowling Club reserve funds to the Otautau Bowling Club.

Advantages

Disadvantages

·        the bowling club will be able to put the money towards repair and maintenance work they have planned.

·        none identified.

 

Option 2 – Do not approve the unbudgeted expenditure to transfer the Wallace Bowling Club reserve funds to the Otautau Bowling Club.

Advantages

Disadvantages

·        none identified

·        the Otautau Bowling Club will have to delay their planned work while alternative funds are sought

 

Assessment of Significance

12      Not considered significant.

Recommended Option

13      Option 1 is the recommended option.

Next Steps

14      If the unbudgeted expenditure is approved, the money will be transferred to the Otautau Bowling Club and they can then proceed with their project to improve the building. 

 

Attachments

There are no attachments for this report. 

 


Wallace Takitimu Community Board

5 March 2020

 

Community Facilities Update

Record No:             R/20/1/2391

Author:                      Colin Pemberton, Community Facilities Asset Management Officer

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of this report is to share information on locally funded community facility assets throughout the district.

2       This report is a generic overview for all nine community board areas with specific attachments to the Board area in which this report is addressed. It will outline:

·    the current budgets associated with the maintenance of the assets

·    the work that has been identified in the existing LTP

·    the current usage

·    the current condition

·    existing contracts

·    service level consistency.

Executive Summary

3        With the representation review changes having now taken effect, the majority of new community boards have much broader areas of responsibility geographically. These refined areas have generally resulted in a greater number of assets and contracts within the Board’s governance role.

4        The information contained within this report is intended to start the conversations between the community board and the community facilities activity managers.

5        Within each asset portfolio, there is a commonality of issues. For some assets and portfolios the predominant issue is age and condition, with others utilisation and suitability is the issue, and with some regulatory non-compliance is the major concern.

6        As an example, the recent playground condition assessments have identified that generally all three of these issues relate to this portfolio, although the predominant issue is the number of non-compliances with national standards that this review identified.

7        This information then needs to be utilised to drive investment decisions regarding renewal, development, closure, priority discussions at both a local and district level.

8        The information provided here will initiate the conversations about the ongoing management of these assets, including the need to ensure consistency of service provision across the district and the application of minimum service levels.

9        Whilst most of the assets remain structurally and operationally sound, there is an increasing bow wave of requirements and associated costs that will need to be factored into forward planning.

10      If the assets are to be maintained to the required standard then there will be financial implications for the community.

 

Recommendation

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Community Facilities Update” dated 21 February 2020.

 

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

Background

11      The governance of community facility assets has to date been driven from individual local communities in isolation. This has resulted in significant variability across the district for the asset and sub-activities associated with this activity.

12      The intention now is to consolidate the discussion and broaden the perspective across the district with a view to facilitate the discussion with Community Boards.

13      The aim of these discussions is to introduce a degree of consistency to the levels of service, asset management and governance.

14      For clarity, the assets within the community facilities portfolio that are locally funded include Community Centres, Park and Reserves (including playgrounds and tracks), Water Structures and Cemeteries.

15      Assets are not limited to physical buildings and structures but also include green assets such as parks and reserves, trees, hedges and gardens.

16      It is evident that utilisation patterns have changed significantly since most of these assets were constructed for a number of complex reasons, including; demographic changes, tourism flows, economic drivers and technological evolution. As such, it is important to review how these assets are replaced and managed moving into the future.

17      Consideration of the broader picture is not a precursor to determining the ongoing need for the assets, but rather helps to inform the discussion and enables better-informed, consistent governance/management and decision-making.

18      Council is also seeing a trend where it is becoming difficult to engage qualified contractors to undertake work on our behalf. With an aging demographic this has the potential to worsen rather than improve.

19      How we deliver these services in the future may need to differ from the current model.

20      Local oversight and maintenance by communities has been impacted recently by regulatory and legislative changes. As an example, the changes to health and safety legislation now incorporates volunteer workforces meaning a hall committee for instance can no longer have a working bee to paint its hall without meeting Council’s health and safety commitments.

21      Such changes have also increased maintenance costs significantly. Scaffolding is now required to work at heights where the tractor bucket or ladder was once used. This alone equates to a reasonably significant increase in annual local rates for community halls considering maintenance activities such as cleaning, repairs and painting.

22     The cost of these changes is ultimately passed onto the ratepayers.

23     In order to inform the issues identified above, Council staff have initiated work to gather data on asset age, condition and utilisation.

24     Further to the above, and with a view to introducing consistency to service provision irrespective of where you are located within the Southland District, Council staff have been working to produce minimum service levels for integration into capital, maintenance and operational contract mechanisms. This work is included as an attachment to this report for review and discussion.

Issues

25     Issues identified by staff that board members need to be familiar with:

·    current age and condition

·    current usage

·    work identified in current LTP

·    current budgets for programmed maintenance

·    lack of data on hall usage

·    inconsistency in governance and fees

·    current contractors used for regular work

·    the number and quality of contracts

·    service level minimums.

Factors to Consider

1.   Is the asset condition acceptable?

2.   Does the asset appropriately fulfil the level of service need?

3.   Does current utilisation support the ongoing programmed expenditure?

4.   Is more expenditure needed?

5.   Do current LTP projects need to be reviewed?

6.   Does the community get value for money from the current contract model?

7.   What alternatives do we have to the existing delivery model?

Legal and Statutory Requirements

26     Health and Safety at Work Act 2015.  Council required to meet our duty of care when we focus on the risks and management of these risks.

27     Local Government Act 2002 clearly provides that local government exists to benefit, and promote the wellbeing of their communities.

28     Recent legislative changes have resulted in far greater responsibility on Council, its staff and contractors for use of and working on Council assets. This includes volunteer work on assets such as that undertaken in past by committees and community members. All parties must comply with new requirements and Council ultimately holds liability.

Community Views

29     Providing community board members with this information is part of the wider brief of ensuring all communities are aware of the assets they have available to them, their condition, cost of maintenance and rules relating to their use and upkeep.

Costs and Funding

30     To be determined at each LTP and budget round in accordance with decisions taken on use, condition required and future programmed projects. 

Next Steps

31     To progress the discussion with Community Boards regarding their asset portfolios including; condition, suitability, utilisation, service / contract provision, minimum service levels and subsequent prioritisation of works programme development and delivery. 

 

Attachments

a             Southland DC Community Facilities LoS October 2019

b             Condition Assessment Summary Table - Wallace Takitimu

c             Equipment Condition Assessment for Wallace Takitimu Community Board - Centennial Playground Otautau

d            Equipment Condition Assessment for Wallace Takitimu Community Board - Ohai Playground

e             Equipment Condition Assessment for Wallace Takitimu Community Board - McGregor Playground

f             Equipment Condition Assessment for Wallace Takitimu Community Board - Dr Woods Memorial Park Playground

g            Southland District Council Playground Audit September 2019    

 


Wallace Takitimu Community Board

05 March 2020

 

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Wallace Takitimu Community Board

5 March 2020

 

Schedule of Meetings up to October 2022

Record No:             R/20/1/923

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of the report is to approve a schedule of meeting dates up to October 2022 so that meetings can be publicly notified in accordance with the requirements set by the Local Government Official Information and Meetings Act 1987.

Executive Summary

2        The adoption of a meeting schedule allows for reasonable public notice preparation and planning for meeting agendas.  The Local Government Official Information and Meetings Act 1987 which has requirements for Local Authorities to follow for public notification of meetings.

3        Southland District Council approved the Terms of Reference for the Community Boards at its meeting on 1 November 2019.  In the approved terms of reference was the frequency of meetings.  Community Boards would meet six times a year (February, April, June, August, October and December).

4        Council at its meeting on 1 November 2019 adopted a schedule of meetings for 2020.  It is appropriate that the Community Board sets its own meetings for the triennium.

5        The meeting schedule for the Wallace Takitimu Community Board is being set until the beginning of October 2022 as there is the Triennial Elections on Saturday 8 October 2022. 

 

Recommendation

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Schedule of Meetings up to October 2022” dated 21 February 2020.

 

b)           Determines that this matter or decision be recognised not as 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)           Agree to meet at 5pm on the following dates in the meeting room of the Southland District Council Otautau office:

·       Thursday 2 April 2020

·       Thursday 4 June 2020

·       Thursday 6 August 2020

·       Thursday 1 October 2020

·       Thursday 3 December 2020

·       Thursday 4 February 2021

·       Thursday 25 March 2021 (earlier because of Easter)

·       Thursday 3 June 2021

·       Thursday 5 August 2021

·       Thursday 7 October 2021

·       Thursday 2 December 2021

·       Thursday 3 February 2022

·       Thursday 7 April 2022

·       Thursday 2 June 2022

·       Thursday 4 August 2022

·       Thursday 29 September 2022 (earlier because of triennial election)

 

Background

6        An approved schedule of meetings dates is required so that meetings can be publicly notified in accordance with the Local Government Official Information and Meetings Act 1987.


 

Issues

7        Meetings have been brought forward in 2021 and 2022 as follows:

·        April 2021 meeting has been brought forward to March because of when Easter falls

·        The last meeting of the Board in 2022 has been brought forward to September as an October meeting is too close to the election being held on Saturday 8 October 2022.

 

Factors to Consider

Legal and Statutory Requirements

8        The legal and statutory requirements for meetings of Council, Committees and Community Boards are spelt out in the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987.  Staff will ensure that these requirements are met.

Community Views

9        There are no community views

Costs and Funding

10      The only costs for the implementation of the meeting schedule are the public notification via the daily newspaper once a month in accordance with the Local Government Official Information and Meetings Act 1987.

Policy Implications

11      There are no policy implications.

Analysis

Options Considered

12      Options considered are that should no meeting schedule be agreed then no meetings of the Wallace Takitimu Community Board could be held.  The other option is to adopt a meeting schedule as proposed in the recommendations which enables dialogue between the Community Board and District Council Officers on a regular basis.

Analysis of Options

Option 1 – No meeting schedule

Advantages

Disadvantages

·        There are no advantages.

·        Council officers and Community Board unable to achieve work in the Boards area as no meetings are being held.

 


 

Option 2 – Adopt a meeting schedule

Advantages

Disadvantages

·        Council officers and Community Board are able to achieve work in the Boards area as meetings are being held on a regular basis.

·        There are no disadvantages.

 

Assessment of Significance

13      The assessment of significance is that this is not significance as defined in the Local Government Act 2002.

Recommended Option

14      The recommended option is option 2 – Adoption of a schedule of meetings.

Next Steps

15      The next steps once the schedule is adopted it to ensure that each month the meetings are publicly notified to enable the Community Board to meet.

 

Attachments

There are no attachments for this report.  

 


Wallace Takitimu Community Board

5 March 2020

 

Wallace Takitimu Community Board Forward Programme

Record No:             R/20/1/1855

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Janet Ellis, People and Capability Manager

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose of report

1        To provide the community board members with a draft work programme for information which is also able to be altered or have additions.

 

 

Recommendation

That the Wallace Takitimu Community Board:

a)            Receives the report titled “Wallace Takitimu Community Board Forward Programme” dated 21 February 2020.

 

Attachments

a             Wallace Takitimu Community Board Forward Programme    

 


Wallace Takitimu Community Board

05 March 2020

 

Wallace Takitimu Community Board Forward Programme 2020

A summary of the governance and democracy, strategy and policy and other board subject matter reports to be presented to the board in 2020

Reports:

Activities/Milestones

Jan

Feb

Wed 5 Feb

Mar

Apr

Thurs 2 April

May

Jun

Thurs 4 June

Jul

Aug

Thurs 6 August

Sep

Oct

Thurs 1 Oct

Nov

Dec

Thurs 3 Dec

Governance:

 

 

 

 

 

 

 

 

 

 

 

 

Meeting schedule

 

X

 

 

 

 

 

 

 

 

 

 

Forward programme

 

X

 

X

 

X

 

X

 

X

 

X

LTP:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

X

X - Informal

X - Informal

X - Informal

X

 

 

 

X

X

 

Annual Plan:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

X

 

 

 

 

X

 

 

 

 

 

Annual Report:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

X

 

 

Policy:

 

 

 

 

 

 

 

 

 

 

 

 

Community grants and assistance

 

X

 

 

 

 

 

 

 

 

 

 

Bylaws:

 

 

 

 

 

 

 

 

 

 

 

 

Keeping of Animals, Poultry and Bees

 

 

X

 

 

 

 

 

 

 

 

 

Roading

 

 

 

 

 

 

 

 

 

X

 

 

Alcohol Licensing and Fee Setting

 

 

 

 

 

X

 

 

 

 

 

 

‘Omnibus’ Bylaw (incl Trading in Public Spaces, Alcohol Control, Signs and Objects on the Footpath, E-Scooters and Alfresco Dining)

 

 

 

 

 

X

 

 

 

 

 

 

Solid Waste

 

 

X

 

 

 

 

 

 

 

 

 

Community Board Plan:

 

 

 

 

 

 

 

 

 

 

 

 

Draft

 

 

 

 

 

 

 

 

 

 

 

 

Final

 

 

 

 

 

 

 

 

 

 

 

 

Report against

 

 

 

 

 

 

 

 

 

 

 

 

Community Group Attendance:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Other Board Related Matters:

 

 

 

 

 

 

 

 

 

 

 

 

Sustainability review

 

 

 

 

 

 

 

 

 

 

 

 

Health and safety update for community boards

 

X

 

 

 

 

 

 

 

 

 

 

Unbudgeted expenditure – Ohai hall

 

X

 

 

 

 

 

 

 

 

 

 

Unbudgeted expenditure – Otautau Bowling Club

 

X

 

 

 

 

 

 

 

 

 

 

Unbudgeted expenditure – Isla Bank War Memorial

 

X

 

 

 

 

 

 

 

 

 

 

Otautau camping ground survey results

 

X

 

 

 

 

 

 

 

 

 

 

 

Proposed Dates for 2021 meetings

Thursday 4 February 2021, Thursday 25 March 2021 (earlier because of Easter), Thursday 3 June 2021, Thursday 5 August 2021, Thursday 7 October 2021, Thursday 2 December 2021

Proposed Dates for 2022 meetings

Thursday 3 February 2022, Thursday 7 April 2022, Thursday 2 June 2022, Thursday 4 August 2022 and Thursday 29 September 2022 (earlier because of triennial election)

 

     



[1] Local Government Act 2002, s.53