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Garston Community Development Area Subcommittee

UNCONFIRMED

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Garston Community Development Area Subcommittee held in the Garston School on Monday, 23 November 2015 at 8pm.

 

present

 

Chairperson

Pam Naylor

 

Deputy Chairperson

Tom O'Brien

 

Members

Bonnie Abernethy

 

 

Ian Huffadine

 

 

Tony Sparks

 

 

Louise Wright

 

 

Councillor

 

John Douglas

 

 

IN ATTENDANCE

 

Area Officer

Rose Knowles

 

Area Engineer

Group Manager

Policy and

Community

Community Development

Financial Accountant

Bruce Miller

Rex Capil

 

 

 

 

Shelley Dela Llana

 

 

Garston Community Development Area Subcommittee

23 November 2015

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1          Apologies

 

An apology for non-attendance was received from Member Sparks

 

Moved Member O’Brien, seconded Member Wright

and resolved that the Garston  Community Development Area Subcommittee accepts the apology of Member Sparks.

 

2          Leave of absence

 

There were no requests for leave of absence.

 

3          Conflict of Interest

 

            There were no conflicts of interest declared.

 

4          Public Forum

 

            There were no persons seeking speaking rights in Public Forum.

         

5          Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

Resolution

Moved Member Abernethy, seconded Member Huffadine

That the minutes of Garston Community Development Area Subcommittee meeting held on 8 June 2015 be confirmed.

 

Reports

 

7.1

Action Sheet Garston CDA 23 November 2015

Record No:         R/15/11/20640

The Action Sheet was circulated for Members information.

Issues arising included the following:

·         The inorganic collection has been completed and was very successful

·         New 50k signs have been installed on Garston Terrace.

 

 

 

Resolution

Moved Member Abernethy, seconded Member Wright

That the Garston Community Development Area Subcommittee:

a)         Receives the report titled “Action Sheet Garston CDA 23 November 2015” dated 13 November 2015.

 

b)         Notes the responses from staff on the action sheet.

 

7.2

Works and Finance Report to Garston Community Development Area Subcommittee for the period ended 30 September 2015

Record No:         R/15/11/20123

The Works and Finance Report for the period ending 30 September 2015, was tabled.

Issues reported to the subcommittee included;

·         The estimate to construct a concrete surround at the playground is approximately $52 a linear metre. Quotes are being sourced for the project.

 

·         NZTA have been notified to move “Share the Road” sign at Garston

 

 

 

Resolution

Moved Member O’Brien, seconded Member Huffadine

That the Garston Community Development Area Subcommittee:

a)         Receives the report titled “Works and Finance Report to Garston Community Development Area Subcommittee for the period ended 30 September 2015” dated 13 November 2015.

 

 

7.3

Unaudited Annual Accounts Report to Garston Community Development Area Subcommittee for the year ended 30 June 2015

Record No:         R/15/8/15114

The Unaudited Annual Accounts Report for the year ended 30 June 2015, was tabled.

The Area Engineer reported that the total funds held in reserves is $13,547.

 

The significant budget variances discussed were the minimal maintenance required on the gardening and the playground.

 

 

 

Resolution

Moved Member O’Brien, seconded Member Abernethy

That the Garston Community Development Area Subcommittee:

a)         Receives the report titled “Unaudited Annual Accounts Report to Garston Community Development Area Subcommittee for the year ended 30 June 2015” dated 15 September 2015.

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.

 

 

 

7.4

Community Governance Report

Record No:         R/15/10/18865

Report by Mr R Capil, (Group Manager), advising Council has committed to undertake a Community Governance Review Project to assist in preparation for the Representation Review scheduled for 2017, was tabled.

 

Mr Capil outlined the steps in the process completed to date and advised the next stage of the project is to develop the concept design further, prepare a consultation document and deliver on an agreed implementation and engagement approach.

 

Mr Capil commented that an important process in developing this project is to ensure

that there is significant engagement during the project design and development stages

which will involve ensuring there is the opportunity for public participation throughout the project development.

 

The subcommittee was advised a Staff Project Working Group and an Elected Representative Working Group - including Councillors, Community Board and CDA representatives will be  established and will operate for the duration of this project.  Furthermore stakeholder engagement is to be undertaken with individual Community Board and CDA subcommittees and various other regional and national agencies with the intent that this engagement be completed by July 2016.

 

It was noted Community engagement is to be undertaken with local community

organisations and residents by way of public forums with the intent that this engagement will be completed by July 2016.

 

Mr Capil advised a Community Governance Proposal - Final Draft is to be prepared for approval for consideration as part of informing the Representation Review process by February 2017 and it is intended a Representation Review is to be undertaken and

completed by June 2017.

 

In his report Mr Capil included a Paper entitled “Community Governance and Planning”, which covered the following;

 

•          Context

•          Community Governance

•          Civic Leadership

•          Alignment to Community Planning

•          Our Partners-Linking communities with partnering agencies

•          Community Planning

•          Framework – A wider perspective

•          Purpose and Goal

•          Next steps for consideration

•          Process to Success – A path to the future

 

In summarising the paper, Mr Capil informed that the objective is to outline the

engagement process to develop the best approach going forward in relation to future representation in particular the lead up to the 2017 Representation Review so as to ensure Council understands the needs of the community.

 

 

 

 

 

Resolution

Moved Chairman Naylor, seconded Member Wright

That the Garston Community Development Area Subcommittee:

a)         Receives the report titled “Community Governance Report” dated 22 October 2015. 

 

7.5

Annual Plan 2016/2017 - Draft Estimates Report

Record No:         R/15/10/19167

Tabled before the subcommittee was a report which provided an overview of the forecasted services for the Garston Community Development Area Subcommittee in 2016/2017.

          Staff advised that;

1.0     Council has streamlined its 2016/2017 Annual Plan process and as a result the                    subcommittee is only required to review your estimates for significant changes. 
                   In addition, consideration should be given to funding any significant changes               from reserves where appropriate.

3        2.0     The draft estimates will be incorporated into the Council’s Draft Annual Plan           which will be released for consultation in February 2016.  Once the plan is           finalised (and subject to any changes resulting from submissions), the estimates           shown for 2016/2017 will be used to set rates for the year beginning 1 July           2016.

The subcommittee noted the local rate for 2016/17 is proposed for a 2.43% increase.

Issues of note that were drawn to the attention of the subcommittee were that there were no key variances from what was originally included in year two of the Long Term Plan and that the playground project is to come out of reserves this financial year.

 

 

 

Resolution

Moved Member Huffadine, seconded Chairman Naylor

That the Garston Community Development Area Subcommittee:

a)         Receives the report titled “Annual Plan 2016/2017 - Draft Estimates Report” dated 11 November 2015.

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)         Adopts the Estimates for the year commencing 1 July 2016 for inclusion in the Council’s Draft Annual Plan.

e)         Requests the levying of the following rates and charges (including GST) for the year commencing 1 July 2016 based on the approved estimates in (e) above.

Rate Description                                                            Rate (GST Incl)

Garston CDA Rate                                                                                    $3,487

    

8.0       Updates

 

8.1       Chairperson’s Report

 

The Chairperson, Pam Naylor, reported on matters with which she has been involved    since the subcommittee’s last meeting which included;

 

·         Upgrade of the public toilets

·         Landscaping along frontage of toilets

·         Inorganic collection

·         Northern Southland Cluster Group meetings

·         Plantings at Nokomai siding

 

 

8.2       Councillor’s Report

 

            Councillor Douglas reported on matters from the District Council table. These included;

                  

·         Organisation review meeting

·         Southland Regional Strategy meeting 

·         Serpentine Quarry Resource Consent meeting

·         Quotable values

·         Cycle trail update

·         Down River Dash Bike Race

 

 

 The meeting concluded at

9.20pm                                               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Garston Community Development Area Subcommittee HELD ON 23 NOVEMBER 2015

 

 

 

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

 

 

 

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