Notice is hereby given that a Meeting of
the Woodlands Community Development Area Subcommittee will be held on:
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Date:
Time:
Venue:
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Monday, 23
November 2015
7.30pm
Woodlands Primary School,
Woodlands-Morton Mains Road
Woodlands
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Woodlands Community Development Area
Subcommittee Agenda
OPEN
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MEMBERSHIP
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Chairperson
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Janelle Ladbrook
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Deputy Chairperson
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Janice McBride
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Members
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Keith McKenzie
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Geoffrey Napper
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Shane Rhodes
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Maree Small
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Councilllor Paul Duffy
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IN ATTENDANCE
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Committee Advisor
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Fiona Dunlop
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Area Engineer
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Brendan Gray
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Terms of Reference for CDAs
This CDA is a subcommittee of Southland
District Council and has delegated responsibility.
The CDA members are elected to represent
and advocate for their community.
It can make decisions on:
·
Managing local halls and cemeteries
·
Managing reserves, plantings, drainage,
footpaths, street lighting, camping grounds, wharves, jetties, lakeshores and
slipways, litter control
It can make recommendations to Council on:
·
Priorities for services and development within
the community
·
Local rates
·
Spending outside the approved annual budget
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Woodlands Community Development Area Subcommittee
23 November
2015
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TABLE OF
CONTENTS
ITEM PAGE
Procedural
1 Apologies 5
2 Leave of
absence 5
3 Conflict of
Interest 5
4 Public Forum 5
5 Extraordinary/Urgent
Items 5
6 Confirmation
of Minutes 5
Reports for Recommendation
7.1 Annual
Plan 2016/2017 - Draft Estimates Report 13
Reports
8.1 Action
Sheet - Woodlands Community Development Area Subcommittee 21
8.2 Works
and Finance Report to Woodlands Community Development Area Subcommittee for the
period ended 30 September 2015 25
COUNCILLOR’S REPORT
NEXT MEETING
At the close of
the agenda no apologies had been received.
2 Leave
of absence
At the close of
the agenda no requests for leave of absence had been received.
3 Conflict
of Interest
Committee Members
are reminded of the need to be vigilant to stand aside from decision-making
when a conflict arises between their role as a member and any private or other
external interest they might have.
4 Public Forum
Notification to
speak is required by 5pm at least two days before the meeting. Further
information is available on www.southlanddc.govt.nz
or phoning 0800 732 732.
5 Extraordinary/Urgent
Items
To consider, and if
thought fit, to pass a resolution to permit the committee
to consider any further items which do not appear on
the Agenda of this meeting and/or the meeting to be held with the public
excluded.
Such resolution is
required to be made pursuant to Section 46A(7) of the Local Government Official
Information and Meetings Act 1987, and the Chairperson must advise:
(i) The
reason why the item was not on the Agenda, and
(ii) The
reason why the discussion of this item cannot be delayed until a subsequent
meeting.
Section 46A(7A) of the Local Government Official Information and Meetings
Act 1987 (as amended) states:
“Where an item
is not on the agenda for a meeting,-
(a)
That item may be discussed at that meeting if-
(i)
That item is a minor matter relating to the general
business of the local authority; and
(ii)
the presiding member explains at the beginning of the
meeting, at a time when it is open to the public, that the item will be
discussed at the meeting; but
(b)
no resolution, decision or recommendation may be made in
respect of that item except to refer that item to a subsequent meeting of the
local authority for further discussion.”
6 Confirmation
of Minutes
6.1 Meeting
minutes of Woodlands Community Development Area Subcommittee, 5 October 2015
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Woodlands Community Development Area
Subcommittee
OPEN MINUTES
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Minutes of
a meeting of Woodlands Community Development Area Subcommittee held in the
Woodlands Primary School on Monday, 5 October 2015 at 7.42pm.
present
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Chairperson
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Janelle Ladbrook
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Deputy Chairperson
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Janice McBride
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Members
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Paul Duffy
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Keith McKenzie
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Geoffrey Napper
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Shane Rhodes
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Maree Small
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IN ATTENDANCE
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Committee Advisor
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Fiona Dunlop
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Area Engineer
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Brendan Gray
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1 Apologies
There were no
apologies.
2 Leave
of absence
There were no
requests for leave of absence.
3 Conflict
of Interest
There were no conflicts of interest declared.
4 Public
Forum
There was no public
forum.
5 Extraordinary/Urgent
Items
There were no
Extraordinary/Urgent items.
6 Confirmation
of Minutes
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Resolution
Moved Member
Napper, seconded Member Rhodes and resolved:
Confirms
the minutes of Woodlands Community Development Area Subcommittee, held on 2
March 2015.
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Reports
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7.1
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Action Sheet Report Woodlands Community Development Area
Subcommittee 2 March 2015
Record No: R/15/7/12944
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The Subcommittee
discussed the action sheet. There was concern that items from the last
meeting had not been added to the action sheet and there were items on it
that did not need to be there.
Keith
McKenzie joined the meeting at 7.45pm.
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|
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Recommendation
That the Woodlands
Community Development Area Subcommittee:
a) Receives
the report titled “Action Sheet Report Woodlands Community Development
Area Subcommittee 2 March 2015” dated 29 September 2015.
b) Deletes
the following items from the action sheet:
|
Author
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Due
Date
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Subject
|
|
Debbie Webster
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29/12/2014
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Inaugural Minutes Woodlands
Community Development Area Subcommittee 28 July 2014
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Irwin Harvey
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29/12/2014
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Works and Finance Report for the
period ended 31 October 2014
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Juanita Thornton
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29/12/2014
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Condition and Remedial
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Debbie Webster
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29/12/2014
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Woodlands Community Development Area
Subcommittee Global Action List
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Irwin Harvey
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29/12/2014
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Unaudited Annual Accounts report to
Woodlands Community Development Area Subcommittee for the year ended 30 June
2014
|
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Irwin Harvey
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29/12/2014
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Draft Estimates and Local Activity
Plan Information for the draft Long Term Plan (LTP) 2015-2025
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c) Adds
the following to the action sheet:
·
Cemetery improvements
·
Kingswood Bush multipurpose recreation track
|
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7.2
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Unaudited Annual Accounts Report to Woodlands Community
Development Area Subcommittee for the year ended 30 June 2015
Record No: R/15/8/14951
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|
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Area
Engineer Brendan Gray was in attendance for this item.
Mr Gray advised that the summary of
reserve movement for business units and reserves was as follows:
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Business Units
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Actual Transfer to/(from) Reserve
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Budgeted Transfer to/(from) Reserve
|
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29702 - Operating
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$3,627
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$2,467
|
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29707 - Street Works
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$747
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($15,000)
|
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29713 - Stormwater
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$999
|
-
|
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29725 - Cemetery
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($3,403)
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($12,000)
|
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29728 - Beautification
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$1,634
|
-
|
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29771 - Septic Tank Cleaning
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($499)
|
($1,791)
|
|
Local Net Transfer to/(from) Reserves
|
$3,105
|
($26,324)
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The Subcommittee noted that as at 30 June 2015 the total
funds held in reserves are $132,399.
Mr Gray also advised a key reason for the most significant
budget variances was because of the purchase of flags to commemorate the 100th
anniversary of ANZAC Day.
Also noted was the CDA project
list. The list as follows advises of the status of projects in the
Woodlands area.
|
Activity
|
Project Name
|
Financial Year
|
AP Budget
|
Actual Cost
2014/2015
|
Status
|
Officer’s Comment
|
|
Cemetery
|
Permanent seating
|
2014/2015
|
$4,000
|
$900
|
In Progress
|
Seats have been purchased, awaiting concrete bases
and seats to be fitted.
|
|
Cemetery
|
Gazebo seating and storage shed
|
2014/2015
|
$8,000
|
$1,125
|
In Progress
|
CTF carpenter pricing a new wooden shelter instead
of a gazebo. Storage shed no longer required.
|
|
Roading and Transport
|
New footpath
|
2014/2015
|
$15,000
|
-
|
Deleted
|
Not required. CDA submission on LTP to change
priority to a walking track on Woodlands Morton Mains Road
|
Mr Gray advised that the financial results were subject to
review by Audit NZ in September 2015 and may change as a result of the audit.
The Subcommittee noted that interest has been allocated to
the reserve accounts calculated on the average balance of the reserves for
the year at a rate of 4.09%. The
interest is now included within the business units.
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Resolution
Moved Member Rhodes, seconded Deputy
Chairperson McBride and resolved:
That the Woodlands
Community Development Area Subcommittee:
a) Receives
the report titled “Unaudited Annual Accounts Report to Woodlands
Community Development Area Subcommittee for the year ended 30 June
2015” dated 13 September 2015.
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7.3
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Works and Finance Report to Woodlands Community Development Area
Subcommittee for the period ended 31 August 2015
Record No: R/15/9/16458
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Area Engineer Brendan Gray was in
attendance for this item
He advised that a
quote had been received from Fulton Hogan for the footpath project from where
it currently ends, to the Kingswood Bush Reserve. Residents had been
spoken to regarding the project where the path passes across the front of
their sections. The quote is $71,000. The Department of
Conservation are to be approached to see if it can help fund or contribute to
the area adjacent to the reserve. Funding has been applied for through
the Community Development Team at Venture Southland.
He also advised
that the second year of programmed septic tank cleaning is programmed for
November 2015. There have been several emergency cleans
undertaken. Residents involved in this year’s cycle will be
advised in late October.
He further
advised that the two cemetery seats have been
manufactured by Mr McKenzie and once the concrete pads are installed the
seating can be bolted in place. The quote of $3,000 for the shelter has
been received by Taskforce. This will be built after the base is installed.
The new trees at the cemetery
appear to be growing on a lean and need to be staked. A quote will also
be sought for the stump grinding in summer.
The
Subcommittee noted that the new speed limits have been installed through
Woodlands and appear to be working adequately. However concern was
raised that there are still road users who are still getting used to the new
limits.
The Subcommittee further noted that
a $5,000 project is proposed to be completed in 2015/2016 financial year to
investigate, confirm and assess the condition of the current stormwater
system in Woodlands. Any flooding issues that the Subcommittee are
aware of in the township Council would like to know about. The project
could include catchment modelling if there are particular areas of concern.
Mr Gray advised that the 2015/2016
financial year is 16.67% complete and that the table below is outlines the
expenditure to date:
|
Business Unit
|
Category
|
Commentary
|
|
29725 - Cemetery
|
Maintenance General
|
39%. Underspend in general maintenance due to wet weather
|
|
29728 - Beautification
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Internal CTF services
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46%. Underspend
|
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29707 - Street Works
|
Maintenance General
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50%. Underspend
|
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29771 - Septic tank cleaning
|
Cleaning
|
77%. Underspend
|
The following table advises of the
projects planned for the 2015/2016 financial year and the uncompleted project
from the 2014/2015 financial year.
|
Activity
|
Project
|
Type
|
Year
|
Budget
|
Status
|
Officer’s Comments
|
|
Parks and Reserves
|
Landscaping along Woodlands South Road
- Railway
|
REN
|
2015/2016
|
$10,000
|
|
|
|
Stormwater
|
Investigation
|
LOS
|
2015/2016
|
$5,000
|
|
Investigation of Woodlands stormwater
assets and their condition.
|
|
Cemeteries
|
Seating and shelter
|
MAINT
|
2014/2015
|
$6,875
|
Started
|
Seats manufactured and unable to
complete due to the weather
|
The Subcommittee advised that they are
happy with the lawn mowing contractor for the Woodlands mowing.
|
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Recommendation
That the Woodlands
Community Development Area Subcommittee:
a) Receives
the report titled “Works and Finance Report to Woodlands Community
Development Area Subcommittee for the period ended 31 August 2015”
dated 24 September 2015.
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Councillor’s Update
Councillor Duffy gave an update to the
Subcommittee which included:
·
Council sign off of the 2014/2015 Annual Report
with an unmodified audit opinion from Audit NZ
·
The imminent release by Venture Southland of the
Regional Development Strategy
·
Council sign off of the new Dog Bylaw
·
Hearing of Oral Submissions to the Freedom
Camping Bylaw by Council on 27 October 2015
·
Strategic Review of the Southland District
Council operations
·
A visit around the ward with Councillor Keast
and the Area Engineer to which a few issues where spotted
·
District Plan mediation with AgResearch has been
held
Cr Duffy also advised that he had been
approached by the local rugby club regarding a proposal they have for upgrading
the kitchen facilities at the clubrooms. They are interested in finding
out what sort of interest there is in the Community for it being a community
facility. The Subcommittee will have a look at the facility as it is now
and may be able to give some support for funding applications.
Next Meeting
The next meeting of the Woodland Community
Development Area Subcommittee is on Monday 23 November 2015 at 7.30pm.
The meeting concluded at 9.12pm. CONFIRMED
AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Woodlands Community Development Area Subcommittee HELD ON
MONDAY 5 OCTOBER 2015.
DATE:...................................................................
CHAIRPERSON:...................................................
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Woodlands
Community Development Area Subcommittee
23 November
2015
|
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Annual Plan
2016/2017 - Draft Estimates Report
Record No: R/15/10/19188
Author: Brendan
Gray, Area Engineer
Approved by: Ian
Marshall, GM - Services and Assets
☐
Decision ☒ Recommendation ☐ Information
Purpose
1 This
report provides an overview of the forecasted services for the Woodlands
Community Development Area Subcommittee in 2016/2017. It includes any
variations from what was forecasted in year two of the Long Term Plan (LTP)
2015-2025.
2 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.
Executive Summary
3 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.
|
Recommendation
That the Woodlands
Community Development Area Subcommittee:
a) Receives
the report titled “Annual Plan 2016/2017 - Draft Estimates
Report” dated 13 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) Approves
variations in the Woodlands Community Development Area Subcommittee
estimates from year two of the Long Term Plan.
e) Estimates
for the year commencing 1 July 2016 be adopted for inclusion in the
Council’s Draft Annual Plan (subject to any amendments made at the
meeting).
f) Requests
the levy 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)
Woodlands CDA Rate $13,311
Woodlands Septic Tank Rate $2,588
g) Identifies
the key highlights for the local area (to be agreed at the meeting).
|
Content
Background
4 The
draft estimates for the Woodlands Community Development Area Subcommittee for
2016/2017 have been based on forecasted information from year two of the LTP
2015-2025.
5 The
objective of these estimates is to highlight variations from year two of the
LTP and set rates for 2016/2017.
6 This
report has the following appendices:
Appendix 1: This
section is broken into rate types and includes a list of business units that
make up the rate type and financial summary statement which shows the
expenditure and income and rates calculation.
Appendix 2: A list of projects to be
undertaken in the 2016/2017 year.
Appendix 3: A list of reserves with
the opening balance and projected closing balance.
Issues
7 There
are no key variances from what was originally included in year two of the LTP
and what is planned now.
8 Revaluations
9 Section
9(1) of the Rating Valuations Act 1998 requires Council to revise its District
Valuation Roll at least every three years. Quotable Value Limited,
Council’s valuer, are currently
re-valuing all rateable properties in Southland. Ratepayers will be
notified in December of their proposed valuation and have until late January
2016 to lodge an objection. The final valuations will be provided to
Council in February/March 2016, and these values will be the basis for the
2016/2017 rates strike.
10 Please
note, any ‘rate in the dollar’ calculations included in this report
are based on the current District Valuation Roll (ie September 2012 valuations)
and will be subject to change as a result of the 2015 valuation. We
anticipate that the draft 2016/2017 Annual Plan will also be prepared based on
the September 2012 valuations.
Factors
to Consider
Legal
and Statutory Requirements
11 The
Annual Plan 2016/2017 is a requirement of the Local Government Act 2002 and is
also closely aligned with the Local Government (2002) Rating Act.
Community
Views
12 Significant
or materially different variances from the LTP will be included in a
consultation document and released for consultation from 30 January 2016 to 29
February 2016.
As a result of the submission process, amendments may be made prior to Council
formally adopting the Annual Plan in June 2016.
Costs
and Funding
13 All
assumptions that were made when preparing the LTP have been applied in these
estimates except the interest rate on borrowings. The interest rate on
borrowings has been reduced from 6.25% per annum as per the 2015-2025 LTP, to
5.72% per annum to reflect the decline in market rates over the past
year. This interest rate is based on the average BNZ three year fixed
interest rate at the time of setting the LTP assumptions (August 2014) and now
(October 2015). Please note, this interest rate is subject to
confirmation by Council in December 2015, so could be subject to change.
Interest on reserves has been calculated at 4.19% on the average of these
balances at year end and is consistent with the 2015-2025 LTP. Inflation
rates have also been kept consistent with BERL rates adopted in the
2015-2025 LTP.
Policy
Implications
14 The
LTP sets out the directions or outcomes the community desires and the
activities of Council that will contribute to achieving these outcomes over 10
years. These estimates have been prepared using year two forecasted data
in the LTP. Any differences between the LTP and Annual Plan budget have
been identified and explained in the Issues Section of this report.
Analysis
Options Considered
15 The
engineer has reviewed the original LTP numbers and revised as necessary, the
options are to accept the report or amend it.
Analysis of Options
Option
1 - Accept the estimates as proposed in this report
|
Advantages
|
Disadvantages
|
|
· Enables
an Annual Plan to be compiled in advance within the set time frame.
|
· None.
|
Option 2 - Amend the estimates
proposed in this report
|
Advantages
|
Disadvantages
|
|
· Further
changes can be made to the LTP budgets.
|
· Rates
requirement may need to be recalculated.
· May
impact the delivery of the
Annual Plan within the set timeframe.
|
Assessment
of Significance
16 The
contents of this report is not deemed significant under the
Significance and Engagement Policy.
Recommended
Option
17 Option
one to accept the estimates as proposed in this report is recommended.
Next
Steps
18 The
estimates will be summarised in Council’s Draft Annual Plan.
Significant or materially different variances from the LTP will be included in
a consultation document and released for consultation in February 2016.
The final Annual Plan including changes made as a result of consultation will
be adopted by Council in June 2016.
Attachments
There are no attachments for
this report.
|
Woodlands
Community Development Area Subcommittee
23 November
2015
|
|
Action Sheet
- Woodlands Community Development Area Subcommittee
Record No: R/15/11/20715
Author: Fiona
Dunlop, Committee Advisor
Approved by: Fiona
Dunlop, Committee Advisor
☐
Decision ☐ Recommendation ☒ Information
Purpose of
Report
1 To
present the action sheet to the Subcommittee for information.
|
Recommendation
That the Woodlands
Community Development Area Subcommittee:
a) Receives
the report titled “Action Sheet - Woodlands Community Development Area
Subcommittee” dated 16 November 2015.
|
Attachments
a Action
Sheet Woodlands CDA View
|
Woodlands
Community Development Area Subcommittee
|
23 November 2015
|
|
Woodlands
Community Development Area Subcommittee
23 November
2015
|
|
Works and Finance Report to Woodlands Community
Development Area Subcommittee for the period ended 30 September 2015
Record No: R/15/11/20112
Author: Brendan
Gray, Area Engineer
Approved by: Ian
Marshall, GM - Services and Assets
☐
Decision ☐ Recommendation ☒ Information
Area
Engineer’s Report
1. No
word yet on funding application results for the walking track.
2. Programmed
septic tank cleaning. Letters have been sent to all residents involved in
this cycle of cleaning.
3. The
scope of work was altered for the seating and shelter at the cemetery.
Costs will be sought for a local builder to install the bases for the seat and
shelter. Keith to approach local chippies.
4. The
stakes have been dropped off to Geoffrey Napper to install at the cemetery to
prop the newly planted trees. This will be done in conjunction with the
Woodlands Scouts/Cubs.
5. The
$5,000 project for 2015/2016 to investigate the condition of the current
stormwater system in Woodlands, I have met with the Water and Waste Services
Team to discuss their findings and priorities for stormwater work in
Woodlands. I discussed the issues we found during our walk over
(Robertson Street corner etc). We believe the best plan would be to put a
list together and spend the $5,000 on fix ups, and cleaning of the system as
there are a few blocked pipes.
6. A
recent walk over has identified a range of tree trimming jobs and garden
maintenance that needs completed to tidy up gardens and to improve mowing
access. We could plan this as part of the project landscaping along
Woodlands South Road.
Area
Engineer’s Finance Report
|
1
Business Unit
|
2
Category
|
3
Commentary
|
|
4
29725 - Cemetery
|
5
Maintenance General
|
6
7% - will rise as mowing and
spraying is completed
|
|
7
29728 - Beautification
|
8
Internal CTF services
|
9
12% - no issues
|
|
10
29707 - Street Works
|
11
Maintenance General
|
12
Small budget. Nothing spent
YTD
|
|
13
29771 - Septic tank
cleaning
|
14
Cleaning
|
15
4% - will raise when invoice
received for bulk cleaning programme
|
Financial
Considerations
16
Reserves
7. Please
find the reserves report attached.
Project
List
|
Activity
|
Project
|
Type
|
Year
|
Budget
|
Status
|
Officer’s Comments
|
|
Parks and Reserves
|
Landscaping along Woodlands South Road - Railway
|
REN
|
2015/16
|
$10,000
|
|
|
|
Stormwater
|
Investigation
|
LOS
|
2015/16
|
$5,000
|
|
As mentioned in report. Repairs will
be funded from this money.
|
|
Cemeteries
|
Seating and shelter
|
MAINT
|
2014/15
|
$6,875
|
Started – 50% complete
|
Seats manufactured, unable to complete due
to the weather
|
17
|
Recommendation
That the Woodlands
Community Development Area Subcommittee:
a) Receives
the report titled “Works and Finance Report to Woodlands Community
Development Area Subcommittee for the period ended 30 September 2015”
dated 13 November 2015.
|
Attachments
a Woodlands
Financial Reports, 30 September 2015 View
|
Woodlands
Community Development Area Subcommittee
|
23 November 2015
|
