Notice is hereby given that a Meeting of
the Balfour Community Development Area Subcommittee will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Wednesday, 24
February 2016
8pm
Balfour Hall
Queen Street
Balfour
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Balfour Community Development Area
Subcommittee Agenda
OPEN
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MEMBERSHIP
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Chairperson
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Ruby Baird
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Deputy Chairperson
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John Turner
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Members
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Darryl Black
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Stephen Black
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Reg Dawson
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Councillor
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Paul Eaton
Brian Dillon
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IN ATTENDANCE
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Area Officer
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Rose Knowles
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Area Engineer
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Bruce Miller
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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:
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Managing local halls and cemeteries
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Managing reserves, plantings, drainage,
footpaths, street lighting, camping grounds, wharves, jetties, lakeshores and
slipways, litter control
It can make recommendations to Council on:
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Priorities for services and development within
the community
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Local rates
·
Spending outside the approved annual budget
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Balfour Community Development Area Subcommittee
24 February
2016
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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
7.1 Balfour
Community Development Area Subcommittee Action Sheet 24 February 2016 13
7.2 Works
and Finance Report to Balfour Community Development Area Subcommittee for the
period ended 31 January 2016 15
UPDATES
8.1 Chairman’s Report
The Chairman, Member Baird, to report on matters with which she has
been involved since the Subcommittee’s last meeting.
8.2 Committee Reports
Hall – Chairman Baird
Water
Supply – Member Eaton
Sports
Ground – Member Turner, Member Black
Cemetery
– Member Dawson
Works
– Member Black
8.3 Councillor’s Report
Councillor Dillon to report on activities from the District Council
table.
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 Balfour Community Development Area Subcommittee, 24 November 2015
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Balfour Community Development Area
Subcommittee
OPEN MINUTES
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Minutes of
a meeting of Balfour Community Development Area Subcommittee held in the
Balfour Hall on Tuesday, 24 November 2015 at 8pm.
present
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Chairperson
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Ruby Baird
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Paul Eaton
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Stephen Black
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Reg Dawson
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Councillor
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Brian Dillon
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IN ATTENDANCE
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Area Officer
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Rose Knowles
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Area Engineer
Project
Manager, Water & Waste Services
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Bruce Miller
Bevan McKenzie
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1 Apologies
An apologies for
non-attendance was received from Member Turner.
Moved Member
Eaton, seconded Councillor Dillon
and resolved
that the Balfour Community Development Area Subcommittee accepts the apology of
Member Turner.
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 right in Public Forum.
5 Extraordinary/Urgent
Items
Moved Member Eaton, seconded Member Dawson
and resolved that the Balfour Community Development Area
Subcommittee consider the following item as a
matter of urgent business in order that a decision can be made before the next
ordinary meeting, subject to Section 46A of the Local Government Official
Information and Meetings Act 1987.
·
Balfour Tavern Gaming Machine Application
6 Confirmation
of Minutes
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Resolution
Moved Member Black, seconded Member
Dawson
That the
minutes of Balfour Community Development Area Subcommittee meeting held on 19
August 2015, be confirmed.
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Reports
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7.1
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Balfour Community Development Area Subcommittee Action Sheet
Record No: R/15/11/20877
The Action sheet was circulated for Members information.
Issues arising included the following;
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The rapid numbering project for the Balfour
Township has been cancelled, due to the costs involved.
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The Area Engineer to source 150 light bulbs for
Powernet to install before December for the Christmas Lights.
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Plastic letters for Balfour sign on old
railway shed to be sourced and installed by McMaster Building.
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Resolution
Moved Member Black, seconded Member
Eaton
That the Balfour
Community Development Area Subcommittee:
a) Receives
the report titled “Balfour Community Development Area Subcommittee
Action Sheet” dated 18 November 2015.
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7.2
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Works and Finance Report to Balfour Community Development Area
Subcommittee for the period ended 31 October 2015
Record No: R/15/11/20023
The Water and Finance Report prepared by the Area Engineer, Mr B
Miller for the period ending 31 October 2015, was tabled.
Issues reported to the subcommittee included;
- The stop sign on Kruger Street and the 50K sign at the
Balfour School have been reported to the safety engineer.
- Led lighting for the Christmas Lights unable to be sourced.
The
subcommittee requested the Area Engineer arrange for 2 lights to be installed
at the Anzac Memorial; funding to be charged against the streetworks budget.
Mr
McKenzie advised the subcommittee of the following water & waste issues;
- Desludging in the District
- Stormwater consents
- Drinking water standards and reporting
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Resolution
Moved Member Eaton, seconded Member
Dawson
That the Balfour
Community Development Area Subcommittee:
a) Receives
the report titled “Works and Finance Report to Balfour Community
Development Area Subcommittee for the period ended 31 October 2015”
dated 13 November 2015.
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7.3
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Annual Plan 2016/2017 - Draft Estimates Report
Record No: R/15/10/19203
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Tabled before the subcommittee was a
report which provided an overview of the forecasted services for the Balfour
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 2.52%
increase.
Issues of note that were drawn to the attention of the
subcommittee included projects which outlined key variances from what was
originally included in Year Two of the Long Term Plan and what is planned
now. These key variances are;
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Business
Unit
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Account
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Annual Plan
2016/2017
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LTP
2016/2017
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Variance
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Comments
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Beautification
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Mowing
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$1,000
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$820
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$180
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Increase
in contract price.
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Beautification
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Work
Scheme
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$385
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$565
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($180)
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Reduce to
offset above
increase
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Resolution
Moved Member Dawson, seconded Member
Black
That the Balfour
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 Balfour Community Development Area Subcommittee
estimates from year two of the Long Term Plan as outlined in the report
tabled.
e) Adopts
the Estimates for the year commencing 1 July 2016 for inclusion in
the Council’s Draft Annual Plan.
f) 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)
Balfour CDA Rate
$20,806
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8.0 Updates
8.1 Chairperson’s
Report
The Chairperson, Ruby Baird, reported on matters with which she has
been involved since the subcommittee’s last meeting which included;
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Accessway; Balfour Engineering
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Rubbish bin issues
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Attendance at 2 Mararoa-Waimea Ward cluster
meetings in Lumsden
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Attendance at Chairs meeting in Invercargill
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Meeting with the spraying contractor
8.2 Cemetery Report
Cemetery;
Member Dawson advised that the trees have been
trimmed with water and a new beam installed.
8.3 Councillor’s
Report
Councillor Dillon reported on matters from the District Council
table. These included;
·
Quotable values
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Regional Transport Committee meeting
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Food safety standards
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Demographics Workshop
9.0 Consideration of Urgent Business
9.1 Balfour Tavern – Gaming Machine
Licence
A communication from the Balfour Tavern 2015 Ltd requesting support
from the subcommittee for the Tavern to acquire gaming machines, was tabled.
The
subcommittee noted that the Balfour Tavern’s application for gaming
machines was declined as Council’s current policy is when existing
licences lapse, no additional licences may be issued.
In discussing
the communication the subcommittee supported the Balfour Tavern with their
application for gaming machines and requested a copy of the letter be forwarded
to Mr B Halligan (Group Manager, Environment and Community) for
re-consideration.
Moved Member
Eaton, seconded Member Dawson and resolved:
a)
That the Balfour Community Development
Area Subcommittee receives the communication from Balfour Tavern 2015 Ltd.
b)
That a copy of the letter be forwarded to Mr B Halligan (Group Manager, Environment and
Community) for re-consideration.
c)
That a letter be sent to the Balfour
Tavern 2015 Ltd advising of the subcommittee’s support.
The meeting included at
9.40pm
CONFIRMED
AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Balfour Community Development Area Subcommittee HELD ON 24
NOVEMBER 2015
DATE:...................................................................
CHAIRPERSON:...................................................
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Balfour
Community Development Area Subcommittee
24 February
2016
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Balfour
Community Development Area Subcommittee Action Sheet 24 February 2016
Record No: R/16/2/2353
Author: Rose
Knowles, Committee Advisor/Customer Support Partner
Approved by: Rose
Knowles, Committee Advisor/Customer Support Partner
☐
Decision ☐ Recommendation ☒ Information
1 The
Action Sheet from the Subcommittee’s previous meetings is circulated for
Members’ information.
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Recommendation
That the Balfour
Community Development Area Subcommittee:
a) Receives
the report titled “Balfour Community Development Area Subcommittee
Action Sheet 24 February 2016” dated 17 February 2016.
b) Notes
the responses from staff on the action sheet.
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Attachments
a Balfour
Community Development Area Subcommittee Action Sheet 24 February 2016 View
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Balfour
Community Development Area Subcommittee
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24 February 2016
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Balfour
Community Development Area Subcommittee Action Sheet - Excluding Public
Excluded
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Author
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Due Date
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Subject
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Notes
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Bruce
Miller
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24/02/2016
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Christmas
Lights
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The
Balfour CDA authorises Member D Black to investigate LED lighting for
across the main street in Balfour and report to Area Engineer.
17/2/16
Area Engineer has investigated further for lighting and will report to the
meeting.
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Bruce
Miller
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24/02/2016
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Lighting
for the Anzac Memorial
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The
Area Engineer to arrange installation of 2 lights at the Anzac Memorial.
17/2/16
The Area Engineer is following up on quotes for the project including solar
lighting.
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Ruby
Baird
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24/02/2016
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Balfour
Sign on former Railway Shed
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Chairman
Baird to organise the plastic lettering for the Balfour sign.
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Subcommittee
Area
Officer
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24/02/2016
24/02/2016
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Removal
of large tree in the Balfour park.
Balfour
Tavern Gaming Machine Licence.
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The
Subcommittee to investigate the complaint regarding the removal of the
large tree shading R McGregor’s residence.
The
Area Officer to forward a copy of the correspondence to Mr B Halligan
(Group Manager, Environment and Community) for re-consideration, with a
letter being sent to the Balfour Tavern advising of the
subcommittee’s support.
17/2/16
Mr B Halligan has replied to the application outlining the Gambling Act and
reasons for the license being declined.
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Balfour Community
Development Area Subcommittee
24 February
2016
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Works and Finance Report to Balfour Community
Development Area Subcommittee for the period ended 31 January 2016
Record No: R/16/2/1615
Author: Bruce
Miller, Community Engineer
Approved by: Ian
Marshall, GM - Services and Assets
☐
Decision ☐ Recommendation ☒ Information
Area
Engineer’s Report
Christmas Lights
1 I
have a new lead for the lights and will follow up and report back to the Board.
Signs
2 The
Stop Sign on Kruger Street and the 50k sign at the Balfour School have been
reported to the Safe Systems Roading Engineer (Roy) is still to inspect these
sites and may look at the school bus route.
Water and Waste Engineer’s Report
3 The
monthly operations reports from Downer are provided to the Subcommittee
secretary as they are published. They include data on Downer’s
district-wide operations activities which is presented on a town by town basis.
4 For
the year to date, there has been no unplanned expenditure exceeding the $5,000
threshold.
Financial
Considerations
Development
and Financial Contributions
5 The table below
outlines the balance of Development and Financial Contributions for your
community to 30 June 2015 plus any amounts invoiced for this financial year to
date. Spending of these funds is considered by Council staff when
projects are in the planning stage. Once identified as a potential
funding source for a project, confirmation from the Group Manager - Services
and Assets is sought before undertaking the project to ensure that the relevant
policy and legislative requirements are met.
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Sewerage
Contributions
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3,205
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Reserves
6 Please
find the reserves report attached.
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Recommendation
That the Balfour
Community Development Area Subcommittee:
a) Receives
the report titled “Works and Finance Report to Balfour Community
Development Area Subcommittee for the period ended 31 January 2016”
dated 15 February 2016.
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Attachments
a Balfour
Financial Reports, 31 January 2016 View
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Balfour
Community Development Area Subcommittee
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24 February 2016
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