Oreti Community Board

OPEN MINUTES

Minutes of a meeting of Oreti Community Board held in the RSA Room, Winton Library, 186 Great North Road, Winton on Monday, 16 November 2020 at 5.30pm. (5.30pm – 7.56pm).

present

Chairperson	Brian Somerville
Deputy Chairperson	Natasha Mangels
Members	Andrew Dorricott
	Geoffrey Jukes
	Peter Schmidt
	Colin Smith (5.36pm – 7.56pm)
	Councillor Darren Frazer

APOLOGIES

Treena Symons

IN ATTENDANCE

Councillor Christine Menzies (5.30pm – 6.34pm, 6.36pm – 7.56pm)

Councillor Margie Ruddenklau (6.04pm – 7.56pm)

Committee Advisor - Fiona Dunlop

Community Liaison Officer - Tina Harvey

Community Partnership Leader - Karen Purdue

Oreti Community Board 16 November 2020

1             Apologies

There were apologies from Treena Symons.

Moved Andrew Dorricott, seconded Geoffrey Jukes and resolved:

That the Oreti Community Board accept the apology.

2             Leave of absence

There were no requests for leave of absence.

3             Conflict of Interest

See item 7.5 Long Term Plan 2031 - Direction Setting Report for a conflict of interest from Peter Schmidt.

4             Public Forum

Deb Wattes addressed the meeting about a proposal that she has for a dog park in Winton.  The proposed location of the park is in Moores Reserve.

(During public forum Colin Smith joined the meeting at 5.36pm.)

5             Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

6             Confirmation of Minutes

Resolution

Moved Peter Schmidt, seconded Deputy Chairperson Mangels and resolved:

That the Oreti Community Board confirms the minutes of the held on 5 October 2020 as a true and correct record of that meeting.

Reports

7.1	Landscapes Project - Review of the Natural Features and Landscapes Chapter of the District Plan Record No: R/20/10/61138
	Resource Management Planner – Margaret Ferguson was in attendance for this item. Miss Ferguson advised that the purpose of the report was to inform the Board about the work the resource management department is undertaking to identify outstanding natural landscapes and features within the Southland District. 2          The Board noted that the key reasons for doing this work are: -        to look after our special landscapes for now and for future generations -        legal requirements under the Resource Management Act 1991 to identify and protect our special areas -        Council has asked for a review on what is currently in the District Plan relating to landscapes. (During the presentation Councillor Ruddenklau joined the meeting at 6.04pm.)
	Resolution Moved Geoffrey Jukes, seconded Deputy Chairperson Mangels and resolved: That the Oreti Community Board: a)            Receives the report titled “Landscapes Project - Review of the Natural Features and Landscapes Chapter of the District Plan” dated 11 November 2020.

7.2	Council Policies Under Review - Consultation Record No: R/20/10/62022
	Community Partnership Leader – Karen Purdue was in attendance for this item. Mrs Purdue advised that the purpose of the report as to update the Board on the Significance and Engagement Policy, Policy on Development and Financial Contributions, Procurement Policy and Revenue and Finance Policy which are currently open for consultation. The Board that the consultation period for the four policies opened on 4 November and closes on 4 December 2020.
	Resolution Moved Colin Smith, seconded Peter Schmidt and resolved: That the Oreti Community Board: a)            Receives the report titled “Council Policies Under Review - Consultation” dated 11 November 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)           Determines that it will make a formal submission on the following draft policies: ·    Significance and Engagement Policy ·    Policy on Development or Financial Contributions ·    Procurement Policy ·    Revenue and Financing Policy. e)            Notes that the consultation period is from 8am, 4 November to 5pm, 4 December 2020.

7.3	Ryal Bush Community Centre - unbudgeted expenditure request Record No: R/20/9/50965
	Community Facilities Manager – Mark Day was in attendance for this item. Mr Day advised that the purpose of the report was to seek approval for unbudgeted expenditure of up to $5,184.02 from the Ryal Bush community centre reserve.  This is to complete various work required which includes tree maintenance, internal structural work and continuation of planned hall maintenance. The Board noted that the request for the unbudgeted expenditure was because the operational maintenance budget is almost exhausted the 2020/2021 financial year (The balance is $485.84).  This is not enough to cover the work staff wish to complete as per this report as well as leave enough operational coverage for the remainder of the financial year.  This financial position is due to an unplanned water pump failure in July 2020 which resulted in a replacement pump costing $1940.02 plus GST.
	Resolution Moved Cr Frazer, seconded Andrew Dorricott and resolved: That the Oreti Community Board: a)            receives the report titled “Ryal Bush Community Centre - unbudgeted expenditure request” dated 11 November 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 unbudgeted expenditure of up to $5,184.02 to compete the tree maintenance, internal structural work and annual planned maintenance of gutter and spouting cleans, building washdowns and pest control at the Ryal Bush community centre, to be funded from the Ryal Bush community centre reserves.

7.4	Financial Report for the year ended 30 June 2020 Record No: R/20/10/61320
	Senior Management Accountant – Susan McNamara was in attendance for this item. Miss McNamara advised that the purpose of the report was to present the financial results for the 2019/2020 financial year. The Board noted that attachment c of the officers report was incorrect.  A correct version of attachment c was circulated at the meeting and is attached to the minutes as appendix 1.
	Resolution Moved Geoffrey Jukes, seconded Deputy Chairperson Mangels and resolved: That the Oreti Community Board: a)            Receives the report titled “Financial Report for the year ended 30 June 2020” dated 11 November 2020.

7.5

Long Term Plan 2031 - Direction Setting Report

Record No: R/20/10/62659

Senior Management Accountant – Susan McNamara and Management Accountant – Lesley Smith were present for this item.

Miss McNamara took the Board through the report and advised that the purpose of the report was for the Board to allocate budgets for the 2021-2031 Long Term Plan and recommend to Council local rates for the year commencing 1 July 2021.

(During discussion on the report Councillor Menzies left the meeting at 6.34pm and returned at 6.36pm.)

Conflict of Interest declaration: Peter Schmidt declared a conflict of interest in relation to the Winton Pool.  He advised that he would not take part in discussion or vote on the matter.

Moved Chair Sommerville, seconded Natasha Mangels recommendation a to c, d with additions/changes and e with changes (as indicated with underline and strikethrough).

Recommendations a to c were put and declared CARRIED.

Note - Recommendation d was split into three parts to accommodate changes and conflicts of interest.

d)i        Recommends to Council that the following rates and charges (including GST) for the year commencing 1 July 2021 be included in the Long Term Plan 2031 with the following additions:

· Otapiri – Lora Gorge Hall costs reduced by $5,176 (GST exclusive) funded from the Otapiri Lora Gorge hall reserve

· Add $20,000 to the Oreti Community Partnership Fund to be funded from the Winton Wallacetown Ward reserve from 2021/2022 to 2025/2026 as follows:

Year	Ward Reserves	Rates
2021/2022	$20,000	-
2022/2023	$16,000	$4,000
2023/2024	$12,000	$8,000
2024/2025	$8,000	$12,000
2025/2026	$4,000	$16,000

· Allocation of a grant to Moores Reserve Combined Sports Complex Trust of $50,000 in 2030/2031 to be funded from the Winton property sale reserve.

The recommendation d)I was put and declared CARRIED.

d)ii         Recommends to Council that the following rates and charges (including GST) for the year commencing 1 July 2021 be included in the Long Term Plan 2031.

Rate	Rate GST inclusive
Oreti Community Board rate	$405,075
Browns Hall rate	$8,042
Dipton Hall rate	$21,513
Limehills Hall rate	$18,776
Oreti Plains Hall rate	$10,149
Ryal Bush Hall rate	$8,679
Tussock Creek Hall rate	$12,019
Waianiwa Hall rate	$9,554
Winton Hall rate	$49,680

The recommendation d)Ii was put and declared CARRIED.

Peter Schmidt withdrew from the table due to a conflict of interest.

d)iii       Recommends to Council that the following rates and charges (including GST) for the year commencing 1 July 2021 be included in the Long Term Plan 2031.

Rate	Rate GST inclusive
Winton Pool rate	$19,955 $17.25 per rating unit

The recommendation d)Iii was put and declared CARRIED.

Peter Schmidt returned to the table.

Recommendation e with changes (as indicated with underline and strikethrough) was put and declared CARRIED.

The Board did not consider recommendation f of the officers report.

Final resolution

That the Oreti Community Board:

a)            Receives the report titled “Long Term Plan 2031 - Direction Setting Report” dated 11 November 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)i        Recommends to Council that the following rates and charges (including GST) for the year commencing 1 July 2021 be included in the Long Term Plan 2031 with the following additions:

· Otapiri – Lora Gorge Hall costs reduced by $5,176 (GST exclusive) funded from the Otapiri Lora Gorge hall reserve

· Add $20,000 to the Oreti Community Partnership Fund to be funded from the Winton Wallacetown Ward reserve from 2021/2022 to 2025/2026 as follows:

Year	Ward Reserves	Rates
2021/2022	$20,000	-
2022/2023	$16,000	$4,000
2023/2024	$12,000	$8,000
2024/2025	$8,000	$12,000
2025/2026	$4,000	$16,000

· Allocation of a grant to Moores Reserve Combined Sports Complex Trust of $50,000 in 2030/2031 to be funded from the Winton property sale reserve.

d)ii         Recommends to Council that the following rates and charges (including GST) for the year commencing 1 July 2021 be included in the Long Term Plan 2031.

Rate	Rate GST inclusive
Oreti Community Board rate	$405,075
Browns Hall rate	$8,042
Dipton Hall rate	$21,513
Limehills Hall rate	$18,776
Otapiri – Lora Gorge hall rate	$6,573*
Oreti Plains Hall rate	$10,149
Ryal Bush Hall rate	$8,679
Tussock Creek Hall rate	$12,019
Waianiwa Hall rate	$9,554
Winton Hall rate	$49,680

* - This is the amount referred to in d)I above with the GST inclusive.

d)iii       Recommends to Council that the following rates and charges (including GST) for the year commencing 1 July 2021 be included in the Long Term Plan 2031 with changes (as indicated with strikethrough and underline):.

Rate	Rate GST inclusive
Winton Pool rate	$19,955 $17.25 per rating unit

e)            Recommends to Council the setting of the following Oreti Community Board hall fees and charges (including GST) for the year commencing 1 July 2021 for inclusion in the Long Term Plan 2031 with changes (as indicated with strikethrough and underline):

Browns Hall fees and charges description	Fee/Charge (GST Incl)
Rugby Club (season hire)	$650.00
Athletic Society	$100.00
Private function	$100.00
Community function	$  50.00
Bond (no GST)	$250.00

Dipton Hall fees and charges description	Fee/Charge (GST Incl)
Hall	$35.00 - $80.00
Hall night rates	$250.00 - $350.00
Play group/RSA	$35.00-$50.00

Limehills Hall fees and charges description	Fee/Charge (GST Incl)
All day hire (8.00 am to 5.00 pm)	$50.00
All day and night hire	$80.00
Rugby Club	$650.00
Bond (no GST)	$250.00

Winton Hall fees and charges description	Fee/Charge (GST Incl)
Memorial Hall
Weddings/Birthdays/Other social function (full day) Bond required (not available for hire for birthday functions for 25 year old and under)	$400.00
Other Functions (full day) Bond required	$200.00
School/Education related events (full day) Bond required	$50.00
Bowls and Dancing (half day) Bond required	$25.00
Bowls and Dancing (full day) Bond required	$50.00
Funeral/Church Service/Meetings Bond required	$75.00
Commercial Users (half day) Bond required	$200.00
Commercial Users (full day) Bond required	$400.00
Bond – Regular Users (12 month duration for bond, reviewed and renewed every 12 months) No GST	$200.00
Bond – One off Users (no GST)	$400.00
Winton RSA
ANZAC Lounge (half day) Bond required	$30.00
ANZAC Lounge (full day) Bond required	$60.00
Weddings (full day) Bond required	$150.00
Other functions (ANZAC lounge not to be hired for birthday functions for 25 year old and under)	$80.00
Kip McGrath (own lock up room) per month	$300.00
Regular Users (half day) Bond required	$15.00
Regular Users (full day) Bond required	$30.00
Commercial Users (half day) Bond required	$50.00
Commercial Users (full day) Bond required	$100.00
Bond – Regular Users (no GST)	$100.00
Bond – One Off Users (no GST)	$200.00

Oreti Plains Hall fees and charges description	Fee/Charge (GST Incl)
All day hire (8 hours)	$125.00
Hire (hourly)	$16.00
Weekend Hall Hire	$250.00
Weekly Hall Hire	$875.00
Chairs (each)	$50.00 50cents
Tables (each)	$50.00 $5.00
Bond – (no GST)	$500.00

Otapiri-Lora Gorge Hall fees and charges description	Fee/Charge (GST Incl)
Hall (non-residents)	$200.00
Hall (residents)	$150.00
Meetings morning/afternoon/evening (non-residents)	$35.00
Meetings morning/afternoon/evening (residents)	$25.00
Weddings (non-residents)	$250.00
Weddings (residents)	$200.00
Riffle club (full season)	$10.00
Dance committee	$60.00
Chairs (each)	$1.00
Tables (each)	Donation
Cutlery and Crockery	$25.00

Ryal Bush Hall fees and charges description	Fee/Charge (GST Incl)
All day hire	$50.00
Hourly	$20.00
Bond (no GST)	$200.00

Waianiwa Hall fees and charges description	Fee/Charge (GST Incl)
All day hire (8 hours)	$150.00
Weekend hall hire	$300.00
Bond (no GST)	$500.00

7.6	Oreti Community Partnership Fund - September 2020 Funding Round Record No: R/20/10/61865
	Community Liaison Officer – Tina Harvey was in attendance for this item. Mrs Harvey advised that the purpose of the report was for the Board to allocate funds to the applicants to the Oreti Community Partnership fund. Moved Chair Sommerville, seconded Deputy Chair Natasha Mangels recommendations a to d.  The motion was put and declared CARRIED. Moved Councillor Frazer, seconded Natasha Mangels recommendation e as follows: e)            Approves/Declines a grant of $4,000 $9,695.20 to Lochiel School to assist with the development of a bike track at the school. The motion was put and declared CARRIED. Moved Peter Schmidt, seconded Andrew Dorricott, recommendation f as follows: f)             Approves/Declines a grant of $463.75 to the Royal NZ Plunket Trust for assistance to purchase child restraint seats. The motion was put and declared CARRIED. Moved Councillor Frazer, seconded Peter Schmidt, recommendation g as follows: g)            Approves/Declines a grant of $4,000 $6,000 to the Wallacetown School for assistance towards the ongoing operational and maintenance costs of the pool. The motion was put and declared CARRIED. Moved Colin Smith, seconded Natasha Mangels, recommendation h as follows: h)            Approves/Declines a grant of $4,500 $5,000 to the Central Southland Parish for assistance to continue to provide a youth worker in Central Southland College. The motion was put and declared CARRIED. Moved Andrew Dorricott, seconded Geoff Jukes, recommendation i as follows: i)             Approves/Declines a grant of $875.60 to Ann Robbie – war memorial restoration advocate for the Ryal Bush war memorial restoration. The motion was put and declared CARRIED. Moved Natasha Mangels, seconded Councillor Frazer, recommendation j as follows: j)             Approves/Declines a grant of $3,000 $3349 to the Ryal Bush Community Centre to assist with the purchase of tables, chairs, tennis nets and wind break. The motion was put and declared CARRIED. Moved Andrew Dorricott, seconded Peter Schmidt, recommendation k as follows: k)              Approves/Declines a grant of $4,000 $8,000 to the Central Southland Vintage Machinery Club for assistance to build a shelter for storage of machinery. The motion was put and declared CARRIED.
	Final Resolution That the Oreti Community Board: a)            Receives the report titled “Oreti Community Partnership Fund - September 2020 Funding Round” dated 11 November 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)           Receives the applications from the following: 1.    Lochiel School – Lochiel Bike Track 2.    Royal NZ Plunket Trust – Winton Plunket 3.    Wallacetown School – Wallacetown Pool 4.    Central Southland Presbyterian Parish 5.    Ryal Bush War Memorial 6.    Ryal Bush Community Centre 7.    Central Southland Vintage Machinery Club e)            Approves a grant of $4,000 to Lochiel School to assist with the development of a bike track at the school. f)             Approves a grant of $463.75 to the Royal NZ Plunket Trust for assistance to purchase child restraint seats. g)           Approves a grant of $4,000 to the Wallacetown School for assistance towards the ongoing operational and maintenance costs of the pool. h)           Approves a grant of $4,500 to the Central Southland Parish for assistance to continue to provide a youth worker in Central Southland College. i)             Approves a grant of $875.60 to Ann Robbie – war memorial restoration advocate for the Ryal Bush war memorial restoration. j)             Approves a grant of $3,000 to the Ryal Bush Community Centre to assist with the purchase of tables, chairs, tennis nets and wind break. k)          Approves a grant of $4,000 to the Central Southland Vintage Machinery Club for assistance to build a shelter for storage of machinery.

The meeting concluded at 7.56pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Oreti Community Board HELD ON MONDAY 16 NOVEMBER 2020.

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

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

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