Riverton/Aparima Community Board Agenda OPEN

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1 Notice is hereby given that a Meeting of the will be held on: Date: Time: Meeting Room: Venue: Monday, 29 August pm Southland District Council Office 117 Palmerston Street, Riverton Agenda OPEN MEMBERSHIP Chairperson Deputy Chairperson Members Councillor Blair Stewart Jan Breayley Timothy Anderson Neil Linscott Bruce Shields Andrew Wilson Rodney Dobson IN ATTENDANCE Community Engineer Committee Advisor Greg Erskine Alyson Hamilton Contact Telephone: Postal Address: PO Box 903, Invercargill sdc@southlanddc.govt.nz Website: Full agendas are available on Council s Website Note: The reports contained within this agenda are for consideration and should not be construed as Council policy unless and until adopted. Should Members require further information relating to any reports, please contact the relevant manager, Chairperson or Deputy Chairperson.

2 Terms of Reference for Community Boards This Community Board is a statutory body with delegated responsibility from Southland District Council. The board members are elected to represent their community and advocate on behalf of their community. It can make decisions on: Tenders for leases of land and buildings within its area up to $10,000. For tenders above that value, the board can make a recommendation to either the Group Manager Services and Assets or Council s Activities Performance Audit Committee. Managing local halls and cemeteries Managing reserves, plantings, drainage, footpaths, street lighting, camping grounds, wharves, jetties, lakeshores and slipways, litter control Stewart Island governance of the Stewart Island Electrical Supply Authority Te Anau management of the Te Anau Airport Manapouri It can make recommendations to Council on: Estimates, traffic management, roading, recreation, elderly persons housing, noxious plants control, pest destruction control, temporary road closures, local civil defence, local welfare, waste management, economic development, resource consent applications which are referred to the board for feedback, toilets and local assets.

3 29 August 2016 TABLE OF CONTENTS ITEM PAGE PROCEDURAL 1 Apologies 4 2 Leave of absence 4 3 Conflict of Interest 4 4 Public Forum 4 5 Extraordinary/Urgent Items 4 6 Confirmation of Minutes 4 REPORTS 7.1 Action Sheet Works and Finance Report to Riverton Community Board for the period ended 30 June UPDATES 8.1 Local Liaison Persons Report The following is a list portfolios by each Member; Community Housing Community Pool Emergency Management Parks & Reserves Resource Consents Riverton Harbour Subcommittee Riverton Heritage & Tourist Centre Trust Venture Southland Works Water & Waste Member Breayley Member Shields Member Linscott Member Breayley Member Shields Member Stewart Member Linscott Kathryn Cowie Member Wilson Member Anderson 8.2 Chairperson's Report Chairperson, Member Stewart, to report on activities with which he has been involved since the Board s last meeting. 8.3 Councillor's Report Councillor Dobson to report on matters from the Council table. Page 3

4 29 August Apologies 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 or phoning 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) (ii) the reason why the item was not on the Agenda, and 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) (b) that item may be discussed at that meeting if- (i) (ii) that item is a minor matter relating to the general business of the local authority; and 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 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, 25 July 2016 Page 4

5 OPEN MINUTES Minutes of a meeting of held in the Southland District Council Office, 117 Palmerston Street, Riverton on Monday, 25 July 2016 at 5.30pm. PRESENT Chairperson Members Councillor Blair Stewart Timothy Anderson Neil Linscott Bruce Shields Andrew Wilson George Harpur IN ATTENDANCE Team Leader, Community Engineers Community Partnership Leader Community Engineer Committee Advisor Ray Hamilton Simon Moran Greg Erskine Alyson Hamilton PUBLIC GALLERY David North Minutes Page 5

6 25 July Apologies Apologies were received from Councillor Dobson and Member Breayley. Moved Member Anderson, seconded Member Linscott and resolved: That the accepts the apologies lodged by Councillor Dobson and Member Breayley. 2 Leave of absence There were no requests for leave of absence. 3 Conflict of Interest Member Shields declared an interest in relation to discussions to item 7.1 Information Plaques. Member Wilson declared an interest in relation to discussions to item 7.2 Soundshell Shed repairwork. 4 Public Forum There were no members of the public seeking speaking rights in the Public Forum section of the meeting. 5 Extraordinary/Urgent Items Moved Member Stewart, seconded Member Anderson and resolved: That the consider the following items 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 Item 1: Joan Fluerty Traffic Bridge Footpath Issues 6 Confirmation of Minutes Resolution Moved Member Linscott, seconded Member Anderson and resolved: That the minutes of meeting held on 13 June 2016 be confirmed as a true and correct record. Reports 7.1 Action Sheet Record No: R/16/7/11225 Action Sheet from the Board s previous meetings, was tabled. Issues reported to the Board included; Minutes Page 6

7 25 July 2016 Riverton Dump Station site and Railway Esplanade At the previous meeting of the Board discussions took place on suitable sites for a dump station. The Community Engineer suggested an area along Bath Road to be a suitable location as opposed to the Taramea Sound Shell area, which Mr Erskine explained is prone to flooding. In discussing this issue Members requested the Community Engineer liaise with Simon Moran (Community Partnership Leader) and Kevin McNaught (Property Manager) to confirm the feasibility of the Bath Road site for (1) a dump station facility only and (2) a dump station with an overnighting area this will include the cost of construction and connecting to the water and sewer mains. Further to this the Board agreed that the action item relating to the railway esplanade in regards to the renewal of the lease/licence agreements to D.T. Kings is included in the area relating to the dump station site. The Board agreed these two items i.e. dump station investigations and the Riverton Esplanade licence/lease be worked on together. Riverton Signage (Welcome to Riverton) The Community Engineer reported that concerns have been raised by NZTA in terms of the location of the signage in the traffic island situated at the corner of Downing and Palmerston Streets. Mr Erskine suggested a site located on the estuary side of the road on High Street being a more appropriate area. The Board agreed to the relocation of the siting of the signage and requested the Community Engineer obtain the approval required from NZTA and that the production of the signage be progressed. Information Plaques Member Shields declared an interest and took no part in discussion or voting on this issue. At the previous meeting of the Board Members discussed the production of the information plaques that are intended to be placed at various sites around the Township and a subsequent quote received from McDermotts Signs of $35.00 (plus GST) each. Following discussion the Board agreed to progress this project however it was suggested that a quote be obtained from Ocean Shell Limited with the view of this work being undertaking locally. The Committee Advisor circulated to the meeting copies of a quote received from Ocean Shell Limited totalling $ (incl GST) for x4 A5 signs and x2 A4 signs. Copies of the six signs are circulated with the quote. In discussing this issue the Board agreed to accept the quote from Ocean Shell Limited for a total of $ (incl GST) and requested that Member Breayley progress this project. Minutes Page 7

8 25 July 2016 Resolution Moved Member Linscott, seconded Member Wilson and resolved: That the : a) Receives the report titled Action Sheet dated 18 July b) Accepts the quote from Ocean Shell Limited for a total of $ (incl GST) and requests Member Breayley progress this project. 7.2 Works and Finance Report to for the period ended 30 June 2016 Record No: R/16/5/7882 Works and Finance Report for the period ended 30 June 2016, was tabled. Issues reported to the Board included; New town water supply is being commissioned this month and the expected changeover is from the week beginning 27 July Work has commenced on the construction of the shelter for the skateboard park The stormwater pipe failure outside the butcher shop has had initial CCTV footage indicating the pipe condition is not good. The area has been made safe while investigation of the line coming into this area is assessed. 1 As part of a bigger project, footage is going to start at the manhole outside the museum on Palmerston Street and follow the main along Jetty Street to the Havelock Street manhole. Once this is completed, options for any requirement for replacement/repair shall be recommended to the Board. The draft grandstand design has been drawn but compliance around wheelchair accessibility to the seating now needs to be finalised. This is with the Building Control team to finalise the requirements. Plans have been received from GrowPlan Landscaping with an estimated costing of $40, (excl GST), for the beautification of the Soundshell area. The plan includes several areas of shrubs that are placed in excavated plots, new plantings around the perimeter of the existing area, a new grass mound at the north entrance, low shrubs on the faces of the existing mounds on the east side and a new entranceway off Taramea Bay Road. The provisional site for the BBQ was illustrated but requires further discussion about some shelter in the vicinity of the cooking area. The Board noted with the use of some local labour and other funding opportunities, the expected budget is about $35K from the original approval last year of $47K (which included the demolishing of the soundshell). In discussing this issue members commented on the placement of the BBQ which they felt will have more shelter placed nearer the existing shed. The Chair confirmed that the Aparima Rotary Club are to make a monetary contribution toward the installation of the BBQ and plans are currently being drawn up. Minutes Page 8

9 25 July 2016 Member Wilson declared an interest and took no part in discussion or voting on this issue. At this point Mr Erskine presented a quote from Member Wilson totalling $15, (excl GST) for repair work required to the remaining shelter at the Soundshell. This quote included roofing and spouting work as follows; AJ Wilson Building Contractor Stearne Roofing Aparima Plumbing Limited $ (excl GST) $ (excl GST) $ (excl GST) Following discussion the Board agreed that stage one of the development include beautification, planting work and the installation of the BBQ with stage two to include the upgrade of the existing shed. Further to this the Board agreed that the plans and quote of $40, received from Growplan be accepted and that any shortfall in the budget be funded from the Taramea Bay maintenance fund. Members noted that this quote included the plantings, concrete sawing, concrete removal, supply and lay plantings, new mounds and Landscaper time. It was further noted that plant numbers may differ to original quote due to planting densities and final selection. Resolution Moved Chairperson Stewart, seconded Member Anderson and resolved: That the : a) Receives the report titled Works and Finance Report to Riverton Community Board for the period ended 30 June 2016 dated 19 July b) Accepts the quote of $40, (excl GST) from Growplan Landscaping for the landscaping and development of the Soundshell area and that this project be funded by way of $35,000 in the budget and any shortfall be funded from the Taramea Bay maintenance fund. 7.3 Elected Members' Expense Reimbursements and Allowances Record No: R/16/7/10231 Report by Sheree Marrah, Finance Manager, regarding Elected Members Expense Reimbursements and allowances, was tabled. Mrs Marrah advised the purpose of the report is to inform Community Boards and Community Development Area Subcommittees of the recent changes to Council s Elected Members Remuneration and Reimbursements Policy and the associated impact on them. Members noted the revised policy amendments were adopted by Council on 8 June 2016 and are effective from 1 July The Board was advised that the Remuneration Authority (RA) sets the framework for the remuneration and reimbursement of local government elected members, namely the Mayor, Councillors and Community Board members. Minutes Page 9

10 25 July 2016 Mrs Marrah informed Council recently reviewed its Elected Members Remuneration and Reimbursements Policy as a result of some minor changes required by the RA to mileage and travel time allowances. Mrs Marrah explained Council staff recommended a number of additional amendments to the policy to allow reimbursement of expenses and the payment of allowances to Community Board members and Council Subcommittee members. The Board noted the revised policy includes the provision of mileage and travel time allowances as well as expenditure reimbursements for Community Board and Subcommittee members, in line with Councillors. Mrs Marrah advised that the specific provisions relevant to Community Boards and Council Subcommittees incorporated into the revised policy are as follows: Mileage allowance, can be claimed in line with Councillors, where travel exceeds 30 kilometres within a day. The mileage allowance will be paid to elected members at a rate of 74 cents per kilometre (consistent with the IRD rates) for the first 5,000 kilometres. The rate for travel in excess of 5,000 kilometres will remain at 37 cents per kilometre. The 30 kilometre round trip threshold (ie, 15 kilometres each way) applies to visits to Council offices (or other regular meeting venues deemed to be a Council office for the purpose of this policy). For other Council requested travel by elected members, no threshold will apply. Travel time allowance, can be claimed in line with Councillors, at a rate of $37.50 per hour, where travel time exceeds 1 hour within a day. The policy states that where Community Board or Subcommittee meetings are held at a regular venue other than a Council office, this location will be deemed to be a Council office for the purposes of mileage and travel time allowances. Reimbursement for costs can be claimed for courses, seminars and training associated with the role of an elected member. Associated travel and accommodation costs may also be reimbursed if in accordance with the policy. In regard to the funding of any such claims the Board was informed although the revised change in mileage and travel time allowances for Community Board and Council Subcommittee members has not specifically been budgeted for in 2016/2017. Mrs Marrah advised it is anticipated that this will not be a significant cost to the communities as the majority of elected members live within 15 kilometres of their nearest Council office and travel less than one hour to attend meetings. The Board noted payment of allowances and reimbursements will be funded from local operating budgets of the relevant Community Board or Subcommittee. Resolution Moved Member Stewart, seconded Member Anderson and resolved: Minutes Page 10

11 25 July 2016 Updates That the : a) Receives the report titled Elected Members' Expense Reimbursements and Allowances dated 4 July Chairperson's Report Chairman, Member Stewart, reported on activities with which has been involved since the Board s last meeting. These included; Attendance at Community Board/CDA Chairperson s meeting. Meeting with Community Engineer, Leighton Hare at Mores Reserve in regard to track damage and subsequent maintenance work to be undertaken. The basket from the new swing at Taramea Bay playground has been stolen. Police have been notified and are to place a notification on social media to appeal to the public for any information. Closing date for nominations for the Triennial Elections is Friday, 12 August The Chair requested staff provide an update regarding Board responsibility to fund the costings of a survey required for a footpath situated on the corner of Towack and Morton streets where parts of this footpath fall on the owners property. The Chair felt the costings are the responsibility of the property department. Staff to respond to this query. The Chair raised the issue of a resource consent application lodged for a subdivision on Walker Street querying the proposed stormwater pipe location and costings involved. Mr Erskine advised staff are currently in discussion with the applicant in regards to stormwater pipe location and costings. 8.2 Local Liaison Persons Report Community Pool Member Shields reported following the recent AGM a new chair and office bearers have been appointed. Emergency Management Member Linscott reported on his attendance at a day course concerning welfare. Member Linscott advised of an upcoming meeting with the Riverton Volunteer Fire Brigade and Emergency Management staff. Works Member Wilson reported on the following issues for the Community Engineer to action. These being; Follow-up on repainting of the lines on Bay Road Removal of paint from the footpath situated outside the Globe Hotel Concern at length of time taking for NZTA to undertake reseal work along Palmerston Street Minutes Page 11

12 25 July Councillor's Report Councillor Harpur reported on matters from the District Council table as follows; Submission to Environment Southland s proposed Water and Land Plan Ohai Railway Board Assets Te Anau Wastewater update Tuatapere Swimming Pool Property Around the Mountain Cycle Trail Review Extraordinary/Urgent Items 9.1 Joan Fluerty - Traffic Bridge Footpath Issues Communication from Joan Fluerty raising issues regarding the unkempt state of the traffic bridge footpath, was tabled. Following discussion the meeting agreed that the issues raised by Mrs Fluerty be attended to by the Community Engineer. It was further agreed that staff express appreciation to Mrs Fluerty for her offer to voluntarily undertake the maintenance, however advise that this work is included in the township maintenance schedule undertaken by the Contractor, South Roads. Resolution Moved Member Stewart, seconded Member Anderson and resolved: That the : a) Receives the report titled Joan Fluerty - Traffic Bridge Footpath Issues dated 25 July b) Requests the Community Engineer attend to the issues raised by Mrs Fluerty in regards to the unkempt state of the Riverton Bridge Footpath. The meeting concluded at 6.55pm CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE RIVERTON/APARIMA COMMUNITY BOARD HELD ON MONDAY, 25 JULY DATE:... CHAIRPERSON:... Minutes Page 12

13 Item August 2016 Action Sheet Record No: Author: Approved by: R/16/8/13413 Alyson Hamilton, Committee Advisor Alyson Hamilton, Committee Advisor Decision Recommendation Information 1 The Action Sheet from the Board s previous meetings is circulated for Members information. Recommendation That the : Receives the report titled Action Sheet dated 22 August Attachments A - InfoCouncil Action Sheet - 29 August 2016 View 7.1 Action Sheet Page 13

14 Item 7.1 Attachment A 29 August 2016 Action Sheet - Excluding Public Excluded Open Action Items Author Due Date Subject Notes Greg Erskine Kevin McNaught Simon Moran 02/05/2016 Dump station site and Railway Esplanade Community Engineer to contact Grant Loader (LINZ) to see if they are any closer to resolution. Property Manager to contact Rose Quirke to see if they are any closer to a resolution. The Community Engineer advised discussions with Mr Loader about the potential use of the area resulted that LINZ are open to discussion about future usage. Community Engineer to confirm the feasibility of the site for; (1) a dump station facility only (2) a dump station with an overnighting area this will include the cost of construction and connecting to the water and sewer mains. The Community Engineer advised the sewer connection is 85 metres from the possible site and the water line is situated in the road reserve. An estimated cost for this project is $20K. If the project is confirmed then Kevin McNaught will approach LINZ to see whether a lease can be negotiated over the land. Greg Erskine 29/08/2016 Taramea Bay Landscaping Project Accepts the quote of $40, (excl GST) from Growplan Landscaping for the landscaping and development of the Soundshell area and that this project be funded by way of $35,000 currently in the budget and any shortfall be funded from the Taramea Bay maintenance fund. Staff to progress project. CE has spoken to the landscaper; plants will go in after summer, types and numbers to be confirmed for ordering / growing off site. Concrete cutting of area to be undertaken in August. 7.1 Attachment A Page 14

15 29 August 2016 Item 7.1 Attachment A Kevin McNaught 29/08/2016 Survey costings - Footpaths Request for staff to provide an update in regards to Board responsibility to fund the costings of a survey required for a footpath situated on the corner of Towack Street and Morton Streets where parts of this footpath fall on the owner s property. Property Manager advises the Community Board is responsible for footpaths and associated costings. The land owner has requested that this occupation of his property be rectified. While the issue has just been identified it still needs resolution as part of the Board s footpath obligations. Virginia Dillon 25/07/2016 Lease to Paki and Jo-Ann Lease returned and to be signed by Cleaver over Council Land at Council 103 Palmerston Street, Riverton Greg Erskine Chairman 21/03/2016 Riverton Signage The Chair to provide an update on progress of this project. Recently Closed Action Items Author Completion Date Subject Notes 7.1 Attachment A Page 15

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17 Item August 2016 Works and Finance Report to Riverton Community Board for the period ended 30 June 2016 Record No: Author: Approved by: R/16/8/12443 Greg Erskine, Community Engineer Ian Marshall, Group Manager Services and Assets Decision Recommendation Information Community Engineer s Report 1 The Grandstand design is being revisited to accommodate accessible access. This along with an initial estimate review has changed the scope of the size and height of the seating and the building structure. 2 The Riverton Cemetery fence wind protection has been repaired and some temporary fencing has been installed to keep whitebaiters cars off the large grass reserve to the west of the new cemetery. 3 Temporary repairs are being undertaken under the focal point viewing platform where the old wall has been damaged by wave action. 4 NZTA are aware of the failed sealing work at the end of the bridge. The ground temperatures are too cold to be undertaking the necessary resealing but will be completed as soon as conditions allow. 5 Water and Waste Engineer s Report 6 The monthly operations reports from Downer are provided to the Committee Advisor as they are published. They include data on Downer s district-wide operations activities which is presented on a town by town basis. 7 For the year to date there has been no unplanned expenditure exceeding the $5,000 threshold. Financial Considerations Community Engineer s Comments 8 The maintenance budgets are slightly under spent this year but there have been several projects that haven t been completed for different reasons. Development and Financial Contributions 9 The table below outlines the balances of Development and Financial contributions for your Board 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. Reserves Contributions $106,136 Sewerage Contributions $281,752 Water Contributions $101, Works and Finance Report to Riverton Community Board for the period ended 30 June 2016 Page 17

18 Item August 2016 Reserves 10 Please find the reserves report attached. Loan 11 The table below outlines the community loans as at 30 June The interest rate applicable on this loan for the 2015/2016 year is 6.25%. Business Unit Balance June 2015 Years Remaining Focal Point (1015) $153,269 2 Pool $35,742 6 Recommendation That the : a) Receives the report titled Works and Finance Report to Riverton Community Board for the period ended 30 June 2016 dated 22 August Attachments A Riverton Projects List and Financial Reports, 30 June 2016 View 7.2 Works and Finance Report to Riverton Community Board for the period ended 30 June 2016 Page 18

19 Item 7.2 Attachment A 29 August 2016 Project List The table below shows all of the projects that are currently planned for Riverton in 2015/2016. Items in Bold and Italics are carried over from previous financial years. Activity Project Type Year Budget Status Officer s Comments Roading and Transport Footpaths REN 1516 $48,000 Completed Bay Road, Verdun Street and Rocks Highway Library Services Furniture & Fittings 1415 $2,000 Completed Bean bags and chairs supplied. Parks and Reserves Replacement Grandstand Facility Parks and Reserves Widen track MAINT PLAN LOS 1516 $100,000 Design Finalising the design plans. Carried forward to 16/17. Construction expected to start in 16/ $5,000 Not started Contractor availability limited, unable to start in this financial year. Scheduled in August Parks and Reserves New Flying Fox LOS 1516 $20,000 Completed Completed January Parks and Reserves Taramea Soundshell MAINT GEN 1516 $47,500 In progress - construction Soundshell demolished and beautification plan approved by CB. Work carried forward to 16/17. Roading and Transport Streetlight Renewal LOS 1516 $5,000 Deferred Castle Street sight approved, work in 16/17. Roading and Transport Kerb work on Havelock Street REN 1516 $130,000 Deferred This project is for 750 metres of new street kerb and channel in Havelock Street. Applying for NZTA subsidy through Annual Plan so will not be started before 30 June Roading and Transport Road & kerbing LOS 1314 $105,884 Deferred This project is being undertaken in conjunction with the Roading Team, agreement on the final design has delayed construction until the 16/17 year. Roading and Transport Footpaths REN 1415 $46,778 Completed Completed January Roading and Transport Palmerston Street Beautification MAINT PLAN 1516 $15,000 Investigation Beautification options still being considered. Sewerage Replace main- Bay Street REN 1516 $90,000 Completed Completed Sewerage Dropper Renewals REN 1516 $80,000 Completed Completed Sewerage Urgent Stabilising work to pump station opposite 77 Towack St LOS 1516 $60,000 Completed Completed. Sewerage RPZ Project REN 1516 $50,000 Completed Completed. 7.2 Attachment A Page 19

20 Item 7.2 Attachment A 29 August 2016 Activity Project Type Year Budget Status Officer s Comments Stormwater Palmerston & Jetty Street early renewal REN 1516 $75,000 Completed Completed. Water Supply Capacity LOS 1415 $92,319 Construction Commissioning. Water Supply Scheme Improvements LOS 1213 $1,384,191 Construction Commissioning. 7.2 Attachment A Page 20

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