OPEN MINUTES Minutes of a meeting of held in the Wyndham Memorial Hall, Balaclava Street, Wyndham on Tuesday, at 7.30pm. PRESENT Chairperson Deputy Chairperson Members Pam Yorke Denise Fodie Lindsay Donald Andrew Roy Nathan Stewart Councillor Paul Duffy IN ATTENDANCE Committee Advisor Area Engineer Fiona Dunlop Kushla Tapper Minutes Page 1
1 Apologies An apology for absence was received from Dean Rabbidge and an apology for lateness was received from Andrew Roy. Moved Deputy Chairperson Fodie, seconded Cr Duffy and resolved: That the Edendale/Wyndham Community Board accept the apologies. 2 Leave of absence There were no requests for leave of absence. 3 Conflict of Interest Denise Fodie declared a conflict of interest in relation to Item 7.1 - Venture Southland - Update Report on the Proposed Edendale Community Centre Project. 4 Public Forum Robyn Guyton representing the Open Orchard Group addressed the Board on the proposal to establish heritage orchard parks. (Andrew Roy joined the meeting at 7.38pm.) Mrs Guyton advised that her group is in the position of asking Southland District Council and the Community Boards to work together to find permanent long term safe homes for the fruit tree varieties that have been collected from early settler orchards around the Southland District. The area of land needed for this project would be a half acre or slightly less to accommodate 50 60 trees. A copy of the letter from Mrs Guyton is attached to the minutes as Appendix 1. 5 Extraordinary/Urgent Items There were no Extraordinary/Urgent items. 6 Confirmation of Minutes Resolution Moved Member Roy, seconded Member Donald and resolved: That the Edendale/Wyndham Community Board minutes of meeting held on Tuesday 26 January 2016 are confirmed as a true and correct record of that meeting with the following amendment (as indicated with strikethrough): Councillor s Report Councillor Duffy advised that he had been involved in various Council activities. One of the highlights was that he and other Councillors had been on a site visit to the next planned stage of the Around the Mountains Cycle Trail. Minutes Page 2
Reports for Recommendation 7.1 Venture Southland - Update Report on the Proposed Edendale Community Centre Project Record No: R/16/3/3494 Bobbi Brown, Venture Southland, GM Tourism and Community and Tina Harvey, Community Development Team Leader, were in attendance for this item. Mrs Brown advised that the purpose of the report was to provide an update on the process undertaken; the outcomes to date and to seek the direction from the Board on the future of the project. The Board noted that the Edendale/Wyndham Community Board (and the previous Edendale Community Board), Southland District Council and Venture Southland staff had spent a considerable amount of time and resource exploring the option of a new community centre facility at Edendale. Also noted was the most recently pursued option which was to redevelop the Edendale Rugby Clubrooms into a community meeting facility. This had progressed to having plans developed by an architect with a cost to build of approximately $850,000. The Edendale Rugby Club informed the Board in February that they no longer wished to have their clubrooms considered as an option for a potential community centre. Mrs Brown further advised that the report recommends that the Board consider options going forward which include no longer pursuing providing a community centre in Edendale at this time. This may allow the Board to investigate existing options, new projects and possibly reallocating the tagged funding. Depending on what is decided, recommendations f) to i) will ensure the project is tidied up appropriately considering existing financial commitments. The Board considered the recommendations in the report. Following discussion on the matter, it was felt that there needed to be further consultation with the community on other options that may benefit the Edendale Community. The Board queried the amount of funds held in the Financial and Reserves Contribution Fund and asked for options on the utilisation of the money. Resolution Moved Member Roy, seconded Member Donald recommendations a to d, e with changes (as indicted), f, g with changes (as indicated), h and i and a new j (as indicated) and resolved: That the : a) Receives the report titled Venture Southland - Update Report on the Proposed Edendale Community Centre Project dated 16 March 2016. b) Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002. Minutes Page 3
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 letter of the Edendale Rugby Club dated 29 February 2016 (attachment A of the report) advising that it withdraws their commitment to the project for the Rugby Club to be incorporated into a community facility. e) Determines that it does not wish to pursue the Rugby Club Option given the current situation outlined in d above. f) Determines that it does not wish to explore other sites or options for the provision of a community centre facility to be located in Edendale. g) Agrees to inform Council that the $200,000 contribution set aside for this project from the Southland District Council Financial and Reserve Contribution Fund is no longer required for the purposes of a community facility and request that Officers advise on future options for the utilisation of the $200,000 reserve contribution fund. h) Agrees to return the grant of $22,600 to Transpower which has already been paid to Council. i) Agrees to work alongside Council to gain an understanding of where the current reserves of $272,054 are derived from in order to examine the reallocation of these reserves to other appropriate projects in the future. j) Agree to consult with the community on other options that may benefit the Edendale Community rating area. Reports 8.1 Sports clubs paying rent for use of Edendale recreation reserve Record No: R/16/2/2709 The Board considered a report from officers regarding the details on rents and charges paid by users of the Edendale Recreation reserve located at 23 Salford Street, Edendale. The Board noted that none of the Clubs have formal leases. This is to be rectified in the future following discussions with all the Clubs concerned. Minutes Page 4
The following table advised of the situation of the leases held by the different groups. Edendale Rugby Edendale Bowls Edendale Tennis Annual rental GST $115.00 $40.25 $51.75 inclusive Water charge One One None Sewerage charge One One None Water loan charge 10 years 25 years None Sewerage loan 10 years 25 years None charge Loan repayment date 2019 2034 Also noted was that the annual rental for the Clubs has not been reviewed for several years. During discussion on the matter, the Board decided that Edendale rentals needed to come into alignment with Wyndham leases and to also include the Edendale Vintage Machinery Club in the process. Resolution Moved Cr Duffy, seconded Chairperson Yorke recommendation a and a new b (as indicated) and resolved: That the : a) Receives the report titled Sports clubs paying rent for use of Edendale recreation reserve dated 15 March 2016. b) Request that Officers revise annual rentals for Edendale to bring them into alignment with Wyndham reserves and to also include the Edendale Vintage Machinery club. 8.2 Works and Finance Report to Edendale/Wyndham Community Board for the period ended 29 February 2016 Record No: R/16/3/3199 Kushla Tapper Community Engineer was in attendance for this item. Mrs Tapper advised that the Edendale Cemetery hedge had been cut and the clippings tidied away. Work also conducted was that grave tops are being sprayed regularly and the old growth which had fully died and is being hand pulled out by the Works Scheme. Sunken graves have been topped up with additional soil. There were other maintenance issues with the beams that would be rectified in due course. The Board advised that feedback was that with the work that has been completed that the Cemetery is looking very good. The Board noted that alternative prices are being obtained for hedge trimming in Wyndham, including the large hedge between the rugby club, camping ground, netball courts and bowling club. The investigation into removal of some sections of the Minutes Page 5
hedge has begun. The hedge will still need to be trimmed at least once more before any removal would occur, in future years. Mrs Tapper also advised that power supply diagrams have been obtained for the recreation reserves in Edendale and Wyndham. These are required to determine supply points, ICP s for splitting power bills etc. Some internal lines will need to be manually located. This will be mapped and saved on the property files for future reference. The Board also noted that the Wyndham Rugby Club successfully felled some large trees near the club rooms. The Rugby Club is arranging for an Arborist report regarding the health of the Wellingtonia tree, as they are still concerned that the tree may not be safe. Mrs Tapper further advised that documentation for a request for tender is being prepared, to offer the camp ground as a lease. This will be ready for review at the next meeting. The Board further noted that the Animal Control Bylaw is being reviewed this year. One of the proposed options will be that individual Community Boards can choose to allow the likes of horses within their town boundary. Mrs Tapper advised that NZTA have issued a design for consultation for the Edendale Bypass Project. The Board noted that the Edendale toilets located on Seaward Road have been fully painted inside during February 2016. It is hoped that vandalism is reduced following the repaint. The Board also noted that the Salford Street hedge is to be cut during March 2016. The inside of the hedge will be hand trimmed by the Works Scheme and the top and outside will be completed using a large machine. Clean-up is to be completed by the Works Scheme. The following table summarises the key reasons for significant budget variances, as per the financial tables contained in the officer s report: Business Unit Tracking Comments Edendale Hall - Same as last report Income is under Expense is over $78,346 is budgeted for Grant income if the project proceeds. Rates income provided the 4% result. $3,300 was spent on professional services, which was unbudgeted, thus an over expenditure. Operating Costs Edendale Cemetery Expense under Income and Expenses over $3,500 general projects budget not assigned. May be required to offset stormwater expenditure. There have been a lot of burials at this cemetery recently, more than the predicted number for the full year. Street Works Expense under $5,000K budgeted for Works Scheme - can be used to clean up hedge clippings or other labour intensive jobs. Minutes Page 6
Playgrounds Expense under Recreation Reserve, Edendale - very little bark left for soft fall area. Investigating affordable options. Ideally, underspend to help rebuild reserve that was used to fund last year s work. Stormwater Over by ~ Blow out in Wyndham, culvert collapse, $7,000 September 2015. As noted in the table below which shows all of the projects that were planned for Edendale and Wyndham in 2015/2016. Activity Community Centres Community Housing Community Housing Public Conveniences Project Name Edendale Community Centre upgrade Exterior and roof repaint Exterior and roof repaint of house Edendale Seaward Road Toilets Type Year Budget Status Officer s Comment LOS 15/16 $500,000 Not started MAINT PLAN MAINT PLAN MAINT PLAN Awaiting decision of the community board to proceed or defer. 15/16 $15,000 Tender Quotes collected and awaiting authority to proceed 15/16 $13,000 Tender Quotes collected and awaiting authority to proceed 15/16 $8,000 Complete Completed March The Board noted the table below which outlines the balance of Development and Financial Contributions for your community to 30 June 2015 plus any amounts invoiced for the 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. Edendale Reserves Contributions $12,369 Wyndham Reserves Contributions $2,982 Mrs Tapper asked if there were Board members that would like to work with her to develop a design plan to beautify the flood banks on the approach to Wyndham from Edendale. The Chair advised that she was willing to assist. The Board discussed the issue of the ANZAC flags and advised that they would like them erected for the 2016 ANZAC Day. Minutes Page 7
Resolution Moved Member Roy, seconded Deputy Chairperson Fodie and resolved: That the : a) Receives the report titled Works and Finance Report to Edendale/Wyndham Community Board for the period ended 29 February 2016 dated 16 March 2016. 8.3 Action Sheet - Record No: R/16/3/4074 The Board discussed the action sheet. It was noted that the report expected by the Board on the process for the disposal of the Edendale Hall was not available for this meeting. The Chair had met with Officers and was updated on the complexities of the land for the sale and the Board would be updated at the next meeting. Bobbi Brown, Venture Southland, GM Tourism and Community updated the Board on the proposal for a walk/cycle trail between Edendale and Wyndham. She advised that Ian Marshall, GM Services and Assets, is keen to have the Tourism Resource Consultants to conduct some work on the project. Resolution Moved Cr Duffy, seconded Deputy Chairperson Fodie and resolved: That the : a) Receives the report titled Action Sheet - Edendale-Wyndham Community Board dated 15 March 2016. b) Request that Officers keep the Board updated on the proposal for a walk/cycle trail between Edendale and Wyndham. Area of Responsibility Updates 9.1 Edendale Hall/Memorial Hall Wyndham/Community Centres There was nothing to report. 9.2 Resource Management The Chair advised that she had received a copy of the Fonterra presentation regarding the renewals of the wastewater resource consent for numerous properties around the Edendale area. She advised that the National Consents Manager is willing to attend a meeting with the Board to discuss the application. Minutes Page 8
9.3 Factory Liaison The Chair advised that there had been a meeting which focussed on the renewal of the Resource Consents. 9.4 Emergency Management Lindsay Donald advised that he had recently attended a site visit to Emergency Management Southland. He advised that it was interesting to see and how it operated. 9.5 Reporting to the Ensign, Edendale Informer and Wyndham Messenger Denise Fodie advised that she would be including a message in the publications on the Board s behalf. Subjects to be included would be discussions on the Wildlife Centre, tidying up of the Edendale Cemetery and the proposal for a Heritage Orchard Park. 9.6 Edendale Pool Denise Fodie advised that the operation of the Edendale Pool was progressing well. 9.7 Wyndham Edendale Community Health Centre Pam Yorke advised that the Health Centre is operating well. Councillor's Report Cr Duffy advised of activities that he has been has been involved with and highlighted the following: Receipt of over 200 submissions to the 2016/2017 Draft Annual Plan Building Consents totals are down on previous years District Plan tidying up process is underway for rural settlement areas Attended the Regional Heritage Forum. Chair's Report Pam Yorke advised that she had attended a LGNZ Community Board Chairs Workshop recently which was held in Gore. She had learnt of some good initiatives to assist with Community business. She also advised that there will soon be a meeting of the Trustees of the John Beange Fund to distribute monies. The Board noted that a letter had been received from the leases of land at 7 and 7 and 19 and 20 Baltic Street and Cardigan Road, Wyndham (attached to the minutes appendix 2) and that a report would be coming to the May 2016 meeting in response to the letter. Next meeting The Board noted that the next meeting will be held on Tuesday 24 May 2016, 7.30pm in Edendale. Minutes Page 9
The meeting concluded 10.30pm CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE EDENDALE- WYNDHAM COMMUNITY BOARD HELD ON TUESDAY 22 MARCH 2016. DATE:... CHAIRPERSON:... Minutes Page 10
APPENDIX 1 Minutes Page 11
APPENDIX 1 Minutes Page 12
APPENDIX 2 Minutes Page 13
APPENDIX 2 Minutes Page 14