finance & business support committee agenda · 2017-06-06 · finance & business support...

Finance & Business Support Committee

AGENDA

Thursday 8 June 2017

Commencing at 1.30pm

Council Chamber, 2 Baring Square East, Ashburton

The District of choice for lifestyle and opportunity www.ashburtondc.govt.nz

Committee Membership Cr Neil Brown (Chair) Cr Leen Braam (Deputy Chair) Cr Thelma Bell Cr Russell Ellis Cr Lynette Lovett Cr Mark Malcolm Cr Liz McMillan Cr Selwyn Price Cr Diane Rawlinson Cr Peter Reveley Cr Alasdair Urquhart Cr Stuart Wilson

Donna Favel Mayor, ex officio

Quorum – no less than seven (7) members

The purpose of local government:

(1) The purpose of local government is – (a) to enable democratic local decision-making and action by,

and on behalf of, communities; and (b) to meet the current and future needs of communities for

good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses.

(2) In this Act, good-quality, in relation to local infrastructure, local

public services, and performance of regulatory functions, means infrastructure, services, and performance that are – (a) efficient; and (b) effective; and (c) appropriate to present and anticipated future

circumstances.

(Local Government Act 2002 – Amendment Act 2012)

ASHBURTON DISTRICT COUNCIL

Finance & Business Support Committee Meeting

Timetable 1.30pm Meeting commences

2.30pm Youth Council Presentation

ORDER OF BUSINESS 1 Apologies 2 Extraordinary Business 3 Declarations of Interest

4 Confirmation of Minutes 20/04/17 1

5 Forward Programme 4 6 Matters for Committee Decision

6.1 Section 17A Reviews – Service Delivery 5

6.2 Disposal of Historic Rural Fire Plant Options 7

6.3 Gravel Pits Update 9 7 Activity Reports 7.1 7.2 7.3 7.4 7.5 7.6

Information Systems Community Relations Finance Commercial Council Seal and Miscellaneous Community Grants & Funding Subcommittee Meetings

17 18 19 20 20 22

8 Business Transacted with the Public Excluded 8.1 Finance & Business Support Committee – 20/04/17

Section 7(2)(h) Commercial activities 49

8.2 Sportsfields User Charges Section 7(2)(h) Commercial activities

51

8.3 Community Grants & Funding Subcommittee – 16/03/17 & 4/05/17 Section 7(2)(h) Commercial activities

55

2 June 2017

Committee Minutes

4.1 Finance & Business Support Committee Minutes of the Finance & Business Support Committee meeting held on Thursday 20 April 2017, commencing at 3.02pm in the Council Chamber, 2 Baring Square East, Ashburton.

Present Mayor Donna Favel; Councillors Neil Brown (Chair), Thelma Bell, Leen Braam, Lynette Lovett, Mark Malcolm, Liz McMillan, Selwyn Price, Diane Rawlinson, Peter Reveley, Alasdair Urquhart and Stuart Wilson. In attendance Group Manager Business Support, Group Manager Environmental Services, Group Manager Service Delivery, Community Relations Manager and Committee Secretary.

Staff in attendance for the duration of their reports: Research & Monitoring Advisor, Finance Manager, Information Systems Manager, Commercial Manager and Finance Manager.

Ashburton Community Water Trust Presentation

Chairman of the Ashburton Community Water Trust, Ian Mackenzie was welcomed to the meeting.

Mr Mackenzie briefly outlined the Trust’s background and purpose, speaking about the consents held by the Trust on behalf of the district for the Rakaia River water take and hydro scheme.

Mr Mackenzie explained that recent work with the Barrhill Chertsey Irrigation Scheme has resulted in all of the ACWT consents being given effect to and that BCI would be interested in taking them over. He noted that there may well be other interested parties.

Mr Mackenzie said that while the Trust itself had no particular assets he believed the residual value of the consents should be enough to pay back the Council for the costs that have been incurred.

The Trust will soon be meeting to determine its future which may result in the Trust being wound up. When the final decision is made, the Trust will have 60 days to complete the process and meet Council’s obligations, including making a recommendation to Council on where the consents should finally sit.

The Trust anticipates that the MAR project will need more water (a similar project is also likely on the north side of Ashburton River) and having a water source other than the RDR for the district is a strategic part of negotiations.

In conclusion, Mr Mackenzie was asked to meet with Council’s Chief Executive for preliminary discussions before the Trust makes its recommendation to Council. The outcome of the discussions will be reported back to Council.

The presentation concluded at 3.20pm. 1 Apologies Cr Russell Ellis Sustained 2 Extraordinary Business Nil. 3 Declarations of Interest

Nil. 4 Confirmation of Minutes

That the minutes of the Finance and Community Services Committee meeting held on 16 March 2017, be taken as read and confirmed.

Malcolm/Lovett Carried

Finance & Business Support Committee 20 April 2017

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5 Forward Programme No additional items.

6.1 Agreement for Exchange of Road and Land Stopping – Lake Hood

Recommendation That Council approves:

1) the stopping and vesting of the road as shown as 1-7 in the first schedule to the Lake Hood Extension Trust Limited land pursuant to sections 116 and 117 of the Public Works Act 1981;

2) the transfer of land shown as 11 in the first schedule to Millar and Wilson pursuant to section 105 and 107 of the Public Works Act 1981;

3) the vesting of land shown as 8-10 and 12 in Ashburton District Council as road pursuant to section 114 of the Public Works Act 1981;

4) the stopping of road and retaining of the land in Ashburton District Council ownership as shown as 13-14 in the First Schedule pursuant to Sections 116 and 117 of the Public Works Act 1981; and

5) That the Chief Executive be authorised to sign and seal all documents associated with the stopping of the roads and transfer vesting of the land in the First Schedule.

Brown/Malcolm Carried

6.2 Section 17A Service Delivery Reviews The Research & Monitoring Advisor briefly outlined the review process which was undertaken at a high level

to determine whether there would be merit in further investigating service delivery for these activities. The Committee heard that if further, specific information is sought then an external provider may be required at a cost between $7,000 and $35,000. The desktop analysis has found that no further review is required for the activities referred to.

That Council receives the following Section 17A Service Delivery Reviews and follows the officer’s

recommendations. 1 Building Regulation 2 District Planning 3 Emergency Management 4 Environmental Monitoring 5 Land Information

Wilson/McMillan Carried 7 Activity Reports That the reports be received.

Braam/Urquhart Carried

7.1 Triannual Performance Report The Triannual report for the period November 2016 to February 2017 was received for discussion.

7.2 Information Systems • EDRMS

The Information Systems Manager provided an update on the Electronic Document Records Management System. The contract has been signed and the project activities are now underway. An ‘expo’ for all staff was held over four sessions yesterday. Workshops have also been held with the Leadership Team and Council officers.

Finance & Business Support Committee 20 April 2017

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• Aerial imageryIt was reported that the project to replace imagery across Canterbury, which Council is a part of, has been delayed. While parts of the Ashburton district have been flown, there is an estimated 70% to be completed at the beginning of next season. The imagery is affected by seasonal change and ECan will undertake to complete the work by December this year.

7.3.2 Reserve Board / Memorial Halls • Hinds Reserve Board minutesThe Board is seeking clarification on who’s responsible for maintaining the septic tank drip-line area. This will be referred to the Open Spaces Manager for response, to be reported back to the Board.

7.3.3 Youth Council The Committee agreed to invite members of the Youth Council to the June meeting for an update on the activities they are currently involved with.

7.3.2 Financial Variance Report and Bancorp Report The variance analysis report for the period ending 28 February 2017 was presented and taken as read.

7.7 Audit & Risk Subcommittee

That the minutes of the Audit and Risk Subcommittee meeting held on 30 March 2017, be taken as read and confirmed.

Mayor/Urquhart Carried

8 Business transacted with the public excluded (3.55pm) That the public be excluded from the following parts of the proceedings of this meeting, namely – the general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item no

General subject of each matter to be considered:

In accordance with Section 48(1) of the Act, the reason for passing this resolution in relation to each matter:

8.1 Confirmation of Minutes 2/02/17 Section 7(2)(h) Commercial activities

8.2 Sale of Land as Local Purpose Reserve Section 7(2)(h) Commercial activities

8.3 Reserve Land Exchange Section 7(2)(h) Commercial activities

8.4 Freeholding Glasgow Leased Land Section 7(2)(h) Commercial activities

8.5 Lease Renewa Section 7(2)(h) Commercial activities

8.6 Property Sales Update Section 7(2)(h) Commercial activities

8.7 Extraordinary Business – Proposed Administration & Library Facility

Section 7(2)(h) Commercial activities

Mayor/Braam Carried

The Committee meeting concluded at 3.26pm.

Finance & Business Support Committee 20 April 2017 3

5 Forward Programme –

Finance & Business Support Committee

Meeting Date Report / Other Responsibility July 27 S17A LGA Service Delivery Reviews Community Relations Manager Chinese Settlement Update Community Relations Manager Welcoming Communities/CREDS update Community Relations Manager Philippines Sister City Community Relations Manager Reserve Funds Expenditure Guidelines Community Relations Manager Lakes Camp & Clearwater Commercial Manager August 31

Finance & Business Support Committee 8 June 2017

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REPORT Date: 8 June 2017 Report to: Finance and Business Support From: Research & Monitoring Advisor

6.1 Section 17A Reviews – Service Delivery

6.1.1 Summary The purpose of this report is for Council to receive the Section 17A (LGA) Service Delivery Reviews for the Open Spaces, Solid Waste Management, Three Waters and Transportation activities.

6.1.2 Recommendation

1 That Council receives the Sections 17A Service Delivery Reviews for Open Spaces, Solid Waste Management, Three Waters and Transportation.

2 That Council undertakes a full and independent review of the levels of service and associated costs for the Open Spaces activity (excluding Stockwater races).

3 That Council maintains the status quo for the Solid Waste Management and Collection activity.

4 That Council maintains the status quo for the planning and asset management of the Three Waters activity, and proceeds with a contract re-write and tender process in 2018/19 for the delivery of the physical works of the Three Waters activity.

5 That Council maintains the status quo for the Transportation activity, with suggested enhancements.

6.1.3 Background The purpose of a Section17A service delivery review is to determine whether the existing means for delivering a service remains the most efficient, effective and appropriate mechanism of delivering that service.

The Local Government Act 2002 Amendment Act 2014 requires that a service delivery review periodically assesses “the cost-effectiveness of current arrangements for meeting the needs of communities within its district or region for good-quality local infrastructure, local public services, and performance of regulatory functions.”

The Local Government Act 2002 specifies ‘triggers’ that mandate a review of service delivery. These reviews have been triggered because there has been considerable time since the last reviews (specifically, more than six years).

Council is required to have the first review of all services completed by 8 August 2017. To meet the requirements of a Section 17A Service Delivery review, ADC is undertaking a desktop analysis of activities in the first instance.

The following table summarises the findings of the attached reviews.

Finance & Business Support Committee 8 June 2017 Matters for Committee decision

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Delivered in-house

Mixed delivery approach

Further review required

1 Open Spaces N/A Yes

2 Solid Waste Management N/A No

3 Three Waters N/A No – but contract re-write and tender

4 Transportation N/A No

6.1.4 Options and Risks Considered

Option One: Receive the reports (Recommended Option)

There are no perceived risks with this option as all reports need to be received by Council before further investigation of options, if required, could occur. The officer recommendations have been developed in conjunction with the respective managers’ and reflect the current situation of the activities.

Option two:

To not receive the Section 17A Service Delivery Reviews for the seven activities would potentially result in Council not fulfilling its statutory obligations of having completed all of its Service Delivery Reviews by the 8 August 2017.

6.1.5 Statutory Implications The Section 17A Reviews are a result of the Local Government Act 2002 Amendment Act 2014.

6.1.6 Significance and Engagement If the outcome from a Section 17A Service Delivery Review results in a change to the delivery of a service a Special Consultative Procedure as per the Local Government Act, 2002 may be required as the wider community is likely to have a view on the potential merits and disadvantages of a change to service delivery.

6.1.7 Financial Implications There are no financial implications for Council on receiving these reports and following the officer’s recommendations for the Solid Waste Management and Transportation activity.

There will be financial implications for Council to undertake further work in the Open Spaces activity and this should be met from within existing budgets in 2017/18.

There will be financial implications for Council to undertake a

PREPARED BY

TONI DURHAM Research & Monitoring Advisor

APPROVED BY

VINCIE BILLANTE Community Relations Manager

ATTACHMENTS: S17 A Review Reports (inserted separately)


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REPORT

File No: 0210/05Date: 8 June 2017Report to: Finance and Business SupportFrom: Emergency Management Officer Subject: Disposal of historic rural fire plant items

6.2 Disposal of Historic Rural Fire Plant Items 6.2.1 Summary

The Council currently has in storage at various locations within the district, a number of rural fire plant items dating back to the 1950’s and 1960’s. As Council will no longer have any involvement with rural fire in the future, it is timely now to dispose of these items in a manner that preserves the rural fire history of the District.


That Council transfers ownership of the listed plant items as described below to the current caretakers at no charge:

Plant Item Year Rego Current location and caretaker Bedford RL 4x4 1962? DT816 Plains Museum V8 trailer pump 1954 I7398 Methven VFB Supporters Group (museum) 4 cylinder trailer pump 1953 727BW Methven VFB Supporters Group (museum) V8 trailer pump 1954 743BW The Terrace (Ashburton Rural VRFF) Landrover 109 Redwing1964 DP5304 Methven VFB Supporters Group (museum)

6.2.3 Background The Council currently has in storage at various locations within the district, a number of rural fire plant items dating back to the 1950’s and 1960’s. These items have significant historical value to the firefighting community of the District and there is a desire to preserve them for the future.

There is a concern that if they stay in Council ownership that they may be sold off in the future through a decision by staff who may not appreciate their historic value. There is also a concern that if they are gifted to Fire and Emergency NZ along with the operational plant, that a similar fate may befall them through a decision made from Wellington.

6.2.4 Options and Risks Considered There are four options;

1 Retain ownership. This will involve ongoing storage at a time when storage is at a premium, and also possibly other costs if they are to be kept in a road worthy condition.

2 Sell. The items will be lost to the community forever.

3 Transfer ownership to FENZ. There is also a possibility with this option that they may be lost to the community through a decision made in Wellington.


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4 Gift the items to the brigades, fire forces and museum who appreciate their historic value, and will maintain them for future generations.

6.2.5 Statutory Implications There are no statutory implications.

6.2.6 Significance and Engagement This matter is not considered significant in terms of the Council’s Significance and Engagement Policy. The value to the community of preserving the items in the District for future generations far outweighs any monetary value that may be gained from their sale. No public engagement is required.

A precedent has been set by Council with a decision in September 2009 when the decommissioned Landrover at Lauriston was gifted to the Rakaia Volunteer Fire Brigade for preservation, at no charge.

6.2.7 Financial Implications The significance of preserving the items in the District for future generations far outweighs any monetary value that may be gained from their sale.

PREPARED BY

DON GEDDES Emergency Management Officer

APPROVED BY

PAUL BRAKE Group Manager Business Support


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REPORT Date: 8 June 2017Report to: Finance & Business Support CommitteeFrom: Commercial Manager Subject: Update on Gravel Pits

6.3 Update on Gravel Pits 6.3.1 Summary

Council has in excess of 230 gravel pits which are generating little or no return for their use. These sites also present an unknown financial and public perception risk which needs addressing. The identification of all the sites and the development of a process for the management of these land parcels will ensure the best financial return to Council and minimise any identified risk which can then be controlled in a suitable manner.

The future need for Council’s gravel requirements will be identified and the land protected through initiation of planning controls.


That the report be received.

6.3.3 Background The Commercial Team have received numerous complaints about the condition of gravel pits within the Ashburton District. A summer student was engaged during the December 2016/January 2017 holidays to inspect all the gravel pits, take photos and note any immediate work which required a follow up with respect to weeds and dumping. Appendix 3

It was ascertained that there are in excess of 230 parcels of land which are described as gravel pits. Refer to Appendix 1. The majority are held as reserves under the Reserves Act 1977; the remainder being fee simple land. These vary in size from 1ha up to 9ha.

Of the 230+ properties which were inspected, one property owner was contacted immediately as there were dead animal carcasses on the property; 23 required a follow-up letter to remove rubbish and control weeds, and will have additional site visits where needed. Appendix 2

In order to establish the number and location the gravel pits, Council’s lease database was cross referenced with the District Plan and with data from Council’s Property System, as well as information from the Roading Department. Discussions were held with Council’s Planners and Roading Team to keep them informed of what was being undertaken and to see if they also require additional information. Officers found that there are only approximately 140 sites which have formal agreements and numerous sites which are occupied but have no licences in place.

Council is occupying a number of sites for forestry, stockwater retention and stock piling of roading materials, as well as the disposal of clean-fill from Council’s and other commercial operations.

Council has developed a Clean-fill Management Plan but has no plan for the operation and opening or final closure of gravel pits; nor does it have a process for the inspection of gravel pits. It also appears that there is no clear line of responsibility for the management of these gravel pits.


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6.3.4 Options and Risks Considered There are essentially two options available to Council; 1. Do nothing. The indiscriminate use of the sites resulting in the ultimate clean-up costs

associated with this option and Council forgoing income will continue.

2. Commence a process for the management of the sites through licencing arrangements andclearly define which Council Team is responsible for which site in respect to:

• what holding costs should be apportioned• what income should be received for each site• which sites are surplus• where additional sites are required• what needs to be considered in the District Plan; and• for what purpose - whether it is gravel extraction, clean fill or the retention/disposal of

water will be applied to each site.

This will then lead to the protection of these sites through District and possible Environment Canterbury planning controls.

6.3.5 Statutory Implications Council has an obligation to be a prudent, efficient and effective manager of its assets and meet the requirement of its District Plan, Bylaws, Acts and Regulations as well as the planning controls contained within Environment Canterbury’s rules. There are other statutory requirements with respect to the licensing, leasing and exchange/sale of land (held under the Reserves Act) which are applicable to the particular parcels. The application of these statutory requirements are dealt with as and when needed.

6.3.6 Significance and Engagement Any need for engagement will be undertaken in accordance with the statutory provisions which determine when engagement is required. Where necessary, engagement with relevant occupiers will be undertaken, whether internal or external.

6.3.7 Financial Implications The 140 sites generate around $25,000 with licence rents varying from $0 to less than $1,000 per annum, with the majority also paying $300 in rates in addition to the rental. There are no rents apportioned internally for the use of gravel pits nor are there any holding costs apportioned when fee simple land is held for the possible future use for gravel extraction.

The majority of the work required will be undertaken within current budgets as well as officer resources already in place.

PREPARED BY

COLIN WINDLEBORN Commercial Manager

APPROVED BY

PAUL BRAKE Group Manager Business Support

ATTACHMENTS: Pgs 11-16 Appendix 1 Map of gravel pits Appendix 2 Inspections Appendix 3 Site examples


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APPENDIX ONE – MAP OF GRAVEL PITS


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APPENDIX TWO – INSPECTIONS


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APPENDIX THREE_EXAMPLES OF SITES


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7 Activity Reports

7.1 Information Systems 7.1.1 Projects

Brief Project Description

Start Date Estimated Completion Date

On track (yes/no)

Within budget (yes/no)

Carry-over (yes/no)

Comments

EDRMS September 2014

2017/18 No - Yes Design workshops with supplier and Council teams underway. Pilot to confirm model and solution design will be carried out June /July prior to data migration and organisation wide roll out.

Project delay due to extended assessment of solution and non-agreement of contract with initial solution provider resulting in supplier and solution change.

Desktop Replacement

May 2015 February 2017

No Yes No 2 units remaining to be replaced. Delayed due to available staff resourcing and hardware.

Infrastructure renewal/upgrade and relocation

August 2015 May 2016 No Yes No Completed

Digitalisation of Property and Consent files

August 2015 2018 Yes Yes Yes Main contract – underway. 26,000 building, resource consent and property files. 1921 files scanned to 26 May 2017

Core Enterprise Software Upgrade

August 2015 2018 Yes Yes No Implementation of supplier’s new versions for Property, Finance, HR/Payroll. Rolling implementation as modules are released Phase 1 - Environment upgrades completed. Phase 2 – Development of roll out program – complete for identified Finance modules. Others to be planned as modules released/resources allow. Phase 3 – Identified Finance modules to be implemented April – June 2017 Underway

Process Development

Ongoing Yes Yes No Development of new and existing processes and support tools to support service delivery across Council Business Groups.

Priority work underway – Vested Assets, and Commercial Property.

Aerial Imagery Renewal

July 2016 June 2017 No Yes No Underway – Renewal of existing rural and urban aerial imagery - in conjunction with other Canterbury Councils.

Finance and Business Support Committee 8 June 2017 Activity reports

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Programmed capture for summer 16/17 not completed due to weather conditions. Discussion underway with provider (led by ECan) on outstanding capture, its completion and delivery to the syndicate.

7.2 Community Relations 7.3.1 Projects



On track (yes/no)


Carry-over (yes/no)

Comments

Annual Plan Dec 2016 June 2017 Yes Yes No Two submissions received for Revenue and Finance Policy, no decisions required as a result. Annual Plan with 6.57% increase to incorporate changes to boundaries for waste collection (wheelie bins) and Rakaia weighbridge.

Long Term Plan Jan 2017 June 2018 Yes Yes No Workshops commenced with Council on LTP background and population projections, community outcomes. Next workshop is on performance measures, development contributions policy and the revenue and financing policy.

Grants & Funding Subcommittee

Nov 2015 Ongoing Yes Yes Yes 66 grants applications received requesting $1.37m funding. In Annual Plan for final adoption of budget. FABS will approve the subcommittee’s recommendations for funding specific applications so they can be notified prior to 1 July when payments will be made.

Newcomers & Migrants Settlement Project for CREDS/ Welcoming Communities MBIE

July 2016 Ongoing Yes Yes No Start With A Smile continuing – attended awards ceremonies for SOLGM and have nominated for LGNZ award. Welcoming Communities Pilot Project meeting with MBIE (Immigration NZ) and Selwyn DC Mayor/CEO/CDM and ADC Mayor/CEO/CRM happened in May; awaiting draft accreditation standard for consultation with other Canterbury councils and TRONT. Community Development Advisor role to be filled for this 1.0 FTE fixed term position for 2 years.

LGA02 s17A Service Delivery Reviews

July 2015 8 August 2017

Yes No No S17A reviews continue for Service Delivery; to be presented to FABS in June. Community Safety S17A currently underway and will be presented to Council in August.


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Economic Development Strategy & Action Plan

July 2016 Ongoing Yes Yes No Market Economics have a draft strategy that will be brought to FABS in July for consideration. This will include an action plan that Council will adopt for consultation in August.

7.2.2 Reserve Boards & Memorial Halls The minutes from the most recent Reserve and Memorial Hall Board meetings are attached. Appendix 1

7.2.3 Youth Council Minutes of the Youth Council meeting held on 3 May 2017 are attached. Appendix 2

Bite Nite held on 7 June utilising the funding obtained from Ministry of Youth Development.

The Youth Council successfully ran a Student Volunteer Week campaign from May 1-7 with Volunteering Mid & South Canterbury. Six half page articles featuring student volunteers in the district were published during the week in Ashburton Guardian.

Four AYC members attended the annual Youth Connect hui for South Island youth councils.

The AYC Policy and Bylaw Subcommittee has spoken to their first submission for the year on the Use of Foothpath for Alfresco Dining draft policy. Sophie Kettley from Ashburton College and Thea Valmores from Mt Hutt College delivered a presentation and presented the groups research findings.

Projects currently being undertaking by AYC include: • Evaluation of Bite Nite • Writing articles for District Diary • Planning for ADC vs AYC Debate

7.2.4 Tinwald Reserve Board / Plains Village Precinct Representatives of the Tinwald Reserve Board and the Plains Village Trust met with staff for their quarterly catch up. We have been advised that all leases with those organisations within the precinct have now been completed. The electricity upgrade is in progress with trenching completed around the village. The work on the new lodge is ongoing and the work remains within budget.

7.2.5 Methven Community Board

Recommendation from the Methven Community Board meeting on 22 May 2017 –

• Discretionary Fund

1 That the Methven Community Board discretionary fund be used to extend the footpath from the primary school to Methven Chertsey Road; and

2 That the balance of the discretionary fund be donated to Kidz Methven to help meet the cost of the resource consent for the new skatepark.


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7.3 Finance 7.3.1 Projects



On track (yes/no)


Carry-over (yes/no)

Comments

CI Anywhere Upgrade

November 2216

December 2017

Yes NA NA TechOne Consultants have been on site for the upgrade, installation and key user training of BI Rapid and Enterprise Budgeting. Acceptance testing will be completed by the finance team in early June 2017.

2016-2017 Annual Report and Audit

May 2017 October 2017 Yes NA NA Audit NZ staff were onsite the second week in May for the interim audit. The findings will be presented in the report to the next Audit and Risk meeting. An end of year work timetable has been prepared and will be circulated to managers. Audit NZ staff are due back for the final audit the week beginning 25 September 2017.

2017-2018 Annual Plan and Budget

October 2016

June 2017 Yes NA NA Financial information and rates divisors are currently being updated to include in the final report which will be adopted on 29 June 2017. The average rates increase for 2017-2018 is 6.57%.

2017-2018 Rates Resolution

June 2017 June 2017 Yes NA NA The 2017-2018 rates resolution is being drafted for adoption on 29 June 2017.

7.3.2 Financial Reporting

The April 2017 Financial Variance report is included for discussion. Attached The March 2017 Bancorp Treasury report is included for discussion. Attached

7.3.3 Staff Movements Murray Eves, the Senior Accountant (financial) recently resigned with his last day being 26 May 2017. Interviews for a new Financial Accountant are currently being undertaken.


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7.4 Commercial

7.4.1 Projects



On track (yes/no)


Carry-over (yes/no)

Comments

ACL workshop 1 March 2015

Unknown Yes Yes Yes ACL have advised that their plans for the extension of the ACL workshop have been placed on hold pending a review of the business case for this extension.

7.5 Miscellaneous Matters 7.5.1 Council Seal

Documents recorded under authority since the last meeting – Date Document Property / Parties

13/04/17 Authority & Instrument Form - Easement

Lots 1 & 2 of Lot 4 DP 21647 17 Bird Street, Ashburton ADC / P Townsend

18/04/17 Sale & Purchase Agreement Lot 2 DP 1795 148 Kermode Street ADC / JJ Haskett

19/04/17 Deed of Assignment 21(A) Mt Possession St ADC / CJ & BK Wallwork & K & A McKeown

20/04/17 Authority & Instrument Form / Sale & Purchase

DP 478952 – Ashburton Business Estate ADC / Bulk Liquid Solutions

27/04/17 Authority & Instrument Form / Merger of Lease

Lot 4 DP 20729 & Lot 17 DP 19081 47-53 Creek Rd ADC / DMAC Trust

1/05/17 Deed of Assignment Hut 6 Wakanui Beach PG Strachan & SM Clark to G Ruck

1/05/17 Deed of Assignment Hut 48(B) Mt Harper St, Lake Clearwater MA & SK Etheridge (Change of Trust name – Caribou Creek to Maesky Trust)

3/05/17 Sale & Purchase Agreement Lot 1 DP 478952, 17 JB Cullen Drive ADC / Sustainable Water Ltd

5/05/17 Authority & Instrument Form / Memorandum of Lease

Lot 2 DP 37106, 303 Cameron Street ADC / Lancewood Equitities Ltd

8/05/17 Sale & Purchase Agreement Lot 1 DP 2774, 1 Alford Forest Rd B Eriha / ADC

11/05/17 Deed of Renewal of Lease / E-dealing Lots 1-2, DP 16627 ADC / Travellers One-Stop-Shop

15/05/17 E-dealing Lot 1 DP 2774, 1 Alford Forest Rd B Eriha / ADC

15/05/17 Sale & Purchase (Revised Offer) Lot 1 DP 478952, 17 JB Cullen Drive ADC / TD O’Sullivan (Sustainable Water Ltd)


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15/05/17 Deed of Assignment 44A Mt Possession Street, Lake Clearwater BG & CA Donaldson / BG & CA Donaldson & CF Monk

20/05/17 Memorandum of Agreement Purchase of land for 2nd bridge

Lot 3 DP 33684, 74 Wilkins Rd ADC / A Braas

20/05/17 E-dealing / Register Easement – right to drain sewage

Lots 1-3 DP 21400, 32 Willow Street ADC / ACB Developments

22/05/17 Licence to Occupy Footpath Part of road reserve, Tancred Street ADC / Cleavers Carver Ltd

22/05/17 E-dealing – Reserve Exchange Tanks Road – Reserve 2818 ADC / AJ & MA Sim & MC Hall

22/05/17 E-dealing – Merger of Lease & Transfer Instrument

Lot 2 DP 17905, 148 Kermode Street ADC / JJ Haskett

23/05/17 Exchange Rangitata Tce Road Reserve 2093

26/05/17 Compensation Certificate 74 Wilkins Rd ADC / A Braas

ATTACHMENTS: pgs 26-47

Appendix 1 Reserve & Hall Board Minutes Appendix 2 Youth Council Minutes Appendix 3 April Variance Reports Appendix 4 March Bancorp Treasury Report PAUL BRAKE Group Manager Business Support


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Subcommittee Minutes

7.6 Community Grants & Funding Subcommittee – 16/03/17 & 4/05/17

Minutes of the Community Grants & Funding Subcommittee meeting held on Thursday 16 March, 2017, commencing at 9.30am, in the Council Meeting Room, 2 Baring Square East, Ashburton.

Present Councillors Neil Brown (Chair), Thelma Bell, Liz McMillan, Lynette Lovett, Diane Rawlinson and Peter Reveley. In attendance Crs Russell Ellis and Stuart Wilson; Community Relations Manager, Research and Monitoring Advisor, Community Development Advisor and Committee Secretary.

1 Apologies Cr Mark Malcolm (lateness) Sustained

2 Extraordinary Business Nil.

3 Conflict of Interest Cr Bell: Multi Cultural Bite Trust member Cr Lovett: County Lions financial member Cr McMillan: Kidz Methven Committee member, Methven Playcentre Cr Reveley: Children’s Day Committee member, Rural Support Trust member Cr Malcolm: Hype Youth Health Centre

4 Confirmation of Minutes That the minutes of the Community Grants & Funding Subcommittee meeting held on 15 December

2016 be taken as read and confirmed. Rawlinson/McMillan Carried

Business transacted with the public excluded (9.37am)

That the public be excluded from the following parts of the proceedings of this meeting, namely – the general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item no



5.1 Consideration of Funding Applications Section 7(2)(h) Commercial activities

Rawlinson/Bell Carried The meeting concluded at 12.42pm.


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Community Grants & Funding Subcommittee Minutes of the Community Grants & Funding Subcommittee meeting held on Thursday 4 May, 2017, commencing at 10.30am, in Meeting Room 2, 5 Baring Square West, Ashburton.

Present Councillors Neil Brown (Chair), Thelma Bell, Mark Malcolm, Diane Rawlinson and Peter Reveley. In attendance Cr Stuart Wilson; Toni Durham (Research and Monitoring Advisor) and Committee Secretary.

1 Apologies Mayor and Cr Lynette Lovett (absent on Council business) and Cr McMillan Sustained

2 Extraordinary Business

Nil.

3 Declarations of Interest Hype Youth Health – Cr Malcolm.

4 Confirmation of Minutes That the minutes of the Community Grants & Funding Subcommittee meeting held on 16 March 2017

be taken as read and confirmed. Rawlinson/Bell Carried

5 Community Grants and Funding Policy

• Bridging finance and loan guarantees The Research & Monitoring Advisor reported that this clause is to be removed from the policy and replaced with an alternative process whereby loan applications would be considered on a case by case basis.

The Subcommittee asked for more information and assurance that organisations would still have the opportunity to seek Council assistance. Cr Brown referred to instances where Council provided bridging finance to organisations unable to raise a bank loan because they occupied reserve land.

Officers were asked to clarify the alternative and report back before a decision is made to amend the final policy. • Accountability reporting The Subcommittee agreed that clause 7.1 should be expanded to inform successful applicants that if they don’t meet the requirement to submit an accountability form within 12 months of receiving a grant, it may result in any future application from that group being declined.

That the Subcommittee supports the recommendation to adopt the Community Grants and Funding Policy for consultation.

Rawlinson/Malcolm Carried

Business transacted with the public excluded (10.41am)

That the public be excluded from the following parts of the proceedings of this meeting, namely – the general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:


24

Item no



6.1 Confirmation of minutes 16/03/17 Section 7(2)(h) Commercial activities

6.2 Biodiversity Grant Fund Section 7(2)(h) Commercial activities

6.3 Natural & Built Environment Grant Fund Section 7(2)(h) Commercial activities

6.4 Sport NZ Rural Travel Grant Fund Section 7(2)(h) Commercial activities

Brown/Bell Carried The meeting concluded at 11.24am.


25

Ashburton Youth Council Minutes

Wednesday 3 May 2017 [Unconfirmed Minutes] Minutes of a meeting of the Ashburton Youth Council held on Wednesday 3 May 2017, commencing at 5:34pm in Staff Room, Ashburton District Council, 5 Baring Square West, Ashburton.

Present Henry Hickman, Alisa Ikenaga, Sophie Kettley, Artem Kravchenko, Alyce Lysaght, Thea Valmores, Mayu Suzuki In attendance John Hobbs (ADC Community Development Advisor), Meg Rawson (ADC), Councillor Thelma Bell, Councillor Russell Ellis

1 Apologies Hine Wairepo, Marc Juntilla, Libby Fenwick Sophie Kettley left at 6:37pm

CARRIED Thea/Mayu

2 Notification of Extraordinary Business Guest Speaker Lisa Anderson (24/7 Youth Work) A thanks to the Ashburton Youth Council was given for choosing 24/7 Youth Work as the recipients’ of Bite Nite funding. An introduction to the philosophy behind 24/7 Youth Work and its purpose was made, as well as its new integration with Ashburton College.

3 Confirmation of Minutes

That the minutes of the meeting held on 5 April 2017 be taken as read and confirmed.

CARRIED Henry/Sophie

3.1 Matters arising from the minutes Surname spelling incorrect - Sophie Kettley


26

4 Correspondence Actioned by:

That a letter from Neil Broadbelt requesting to speak at an AYC meeting this year was received.

CARRIED Mayu/Artem

That Neil Broadbelt be invited to speak at the August AYC meeting. CARRIED Sophie/Henry

That an email from Youth Connect regarding registration for upcoming event was received.

CARRIED Mayu/Artem

Alyce

5 Matters for Discussion

5.1 Bite Nite

A discussion surrounding making a VIP Area at the Bite Nite event to raise more money. That AYC investigate create a VIP experience for Bite Nite.

CARRIED Thea/Henry

That the events subcommittee organise a meeting on Tuesday next week with Cindy Meadows at ADC to create a site plan and the health and safety and risk management plans for the event. Volunteers welcome - e.g. Mount Hutt College Welfare Committee, Ashburton College Welfare Committee and Mount Hutt College Peer Support Group.

CARRIED Thea/Mayu That AYC move the date of Bite Nite back one week to June 7.

CARRIED Alisa/Thea That AYC approve the spending of $1610.00 plus travel for Scared Scriptless to perform and MC Bite Nite.

CARRIED Mayu/Sophie That AYC allocate $500 to purchase LED paper lanterns for Bite Nite.

CARRIED Alisa/Thea That AYC write to local CBD shops asking them to stay open late for people to shop after Bite Nite and deliver in person to shop owners.

CARRIED Artem/Henry

Events Subcommittee


27

That AYC allocate $579 to hire the photo booth for Bite Nite.

CARRIED Mayu/Thea

5.2 Council Meeting

That all available AYC members attend the presentation to Council on June 8 and present to Council.

CARRIED Henry / Mayu Alyce and Henry to prepare a slideshow to present to Council on June 8 about AYC and its Strategic Goals.

Alyce, Henry

5.3 VMSC

No entries have been submitted. Youth Councillors encouraged to go on the AYC FaceBook page and share the poster competition post.

All Youth Councillors

5.4 District Diary

District Diary Schedule: May: Mayu (Promote Bite Nite) June: Alyce (Report on Bite Nite) July: Alisa, Thea (Youth Connect) August: Henry (Debate) That AYC adopt the schedule for District Diary articles, and the second half of the schedule be made at a later date.

CARRIED Thea/Henry

Meg to email councillors the schedule

5.5 Mt Hutt College Peer Support

That AYC pay for the Mount Hutt College Peer Support’s social event up to $100.00.

CARRIED Henry / Mayu

6 General Business

6.1 Strategic Plan Review A review of the AYC Strategic Plan will be executed at the next meeting.

7 Information Items

7.1 ANZAC Day Mayu attended the Methven ANZAC service on behalf of AYC at the invitation of the Methven Community Board.

7.2 Youth Connect


28

Alyce, Alisa, Thea and Mayu are attending Youth Connect next weekend in Kaiapoi and will report back at the next meeting. This event is an opportunity to network with other youth council’s.

7.3 YMCA Artem and Marc volunteered on the YMCA Breakaway holiday programme during the school holidays.

8 Next Meeting

Next Meeting Wednesday 17th May, 4:30pm, Ashburton District Council, upstairs Any apologies must be sent to John, Meg or AYC Secretary Alisa prior to the meeting commencing.

The meeting closed at 7:00pm.

Approved and adopted as a true and correct record on …………………………………. (date) …………………………………. Chairperson


29

MINUTES OF THE MAYFIELD MEMORIAL HALL AND MAYFIELD RESERVE BOARD

HELD AT THE MAYFIELD HALL 22ND MARCH 2017 AT 7:30 PM

PRESENT:Barry Austin, David Greenslade, Val Fleming, John Fleming, Brent Murdoch, Cushla

Murdoch, Jill Ludemann

APOLOGIES: Gearld Jacobson, Ben Johnson, Aafce Haisman

CORRESPONDENCE

OUTWARD: Colin Windleborn A.D.C - Commercial

: David Askin A.D.C- Open Spaces

Minutes of the last meeting held on 13.02.17 emailed were taken as read and confirmed V

Fleming/J Greenslade Carried

MATTERS ARISING FROM THE MINUTES

Sign is done on the Donation Box by the Toilets

FINANCIAL REPORT as per attached (Cushla Murdoch)

Plus-

Mayfield Recreation Reserve

Banked

POP $165.90 + 210

Toilet $100.50

On Hand To Be Banked

POP $110.00

Toilet $ 83.70

Mayfield Memorial Hall

NOTES

R&M Building Electraserve Light Repairs

Accounts to be passed

Trustpower $37.24

Mayfield Service Centre $35.90 Swapa Bottle LPG

Cushla moved her report for acceptance and for the accounts for payment Val Fleming Seconded

Carried

GROUNDS ( John Fleming)

Found an old septic tank near rifle range probably was the original toilet

Mower was fixed

Back of the toilets need painting

Val has more bulbs to plant

Mound needs weeding

Edging plants for the mound Choysia yellow

Donation of plants from Rifle Club

Trees will in future be planted near Entrance Way Maples from Millichamps suggested

GENERAL BUSINESS

Andrew Peck from Southern Rugby said the Rugby club were updating their Hot Water System so

will be getting rid of the old tanks

30

*Barry meet with Matthew Glennon and plumber John Wood to discuss Water meters and the pipe

which will go on top of the power cable

Swimming Pool will hook on and make the pool quicker for filling

Toilets and Rugby will hook on and have split taps Hose will be funded by Council

There will be Water meters on all buildings and this will be G.P.S for future reference

*Entrance Way Update:

2 Quotes one being from Aaron Bartlett who fixed the wall last time it was broken

Quotes $15,00.00 + G.S.T Double sided

$ 23,680 + G.S.T

It was decided at the meeting to donate money to the Lloyd Morgan Charitable Trust to the Lions

Centennial Entrance Way Upgrade as it will enhance the Mayfield Hall as well.

Barry Austin moved ` we transfer $1900.00 (from District Council Grant) to the Lions Charitable

Trust Cushla Murdoch Seconded Carried

Brent Murdoch moved we `give $1000.00 and reviewable from the Mayfield Hall to the New

Entrance Way to the Lions Charitable Trust `John Fleming seconded Carried

Further down the track we have to decide on the road into the Mayfield Reserve Gravel/Tarseal

Tarseal may lift with the roots of the big trees---Chip seal AP20 until decision made. Who pays ?

The wall will be the feature with a few trees and rhododendrons on the inside.

*From the R.S.A -Rollof Honour Don Iveys name to be added

Discussion on another Honour Board for those Malaysia, Korean, Vietnam,Timor, Afganistan and

Irak

*A general discussion took place on the Mayfield Hall about getting a sterilizer as most

catering halls have these in place. Will it add value? Health and Safety requirements ?

Cost of sterilizers are 4 /5 thousand dollars One brand Starliner was suggested. Will make

enquiries .Brent to find out

We can possible get grants through diffferent areas

*Playground equipment: Digger lined up. Gravel to be put down before rugby at Mayfield Any

extra hands be appreciated maybe some rugby people

*Telehandler of Andrew Spencer to trim road trees possibly on a Sunday less traffic

*Mayfield A & P Straw not removed after the show Barry to talk to Martin Williams.

*Tree stumps need to be removed.

*Suggested the key for the hall be left at Mayfield Garage as well as shop.

*Garden Club Box -Mayfield Rifle Club can utilise this.

*Extra plants for Mayfield Domain -ask Rhonda of Open Spaces A.D.C.

As there was no further business Barry declared the meeting closed 9:10 pm

Chairman:

Date:

31

Mt Hutt Memorial Hall & Heritage Board 1 10 April 2017

Minutes

Mt Hutt Memorial Hall & Heritage Board [Unconfirmed Minutes]

Minutes of the Mt Hutt Memorial Hall and Heritage Board meeting held in the Methven Heritage Centre

Board Room, Main Street, Methven, on Monday 10 April 2017, commencing at 1.00pm.

Present

Viv Barrett, Fraser Chirnside, Emily Coppard, Denise Dixey, Angela Grieve, Martin Nordqvist, Ron Smith and Cr Liz

McMillan

In Attendance

Katherine Lorenzo (i-Site Manager), Nicola Tupper (Accounting Technician), Bill King (Senior Accountant) and Louise

Glennon (Support Officer – Business Support)

Cr McMillan welcomed everyone to the first meeting of the new term.

1 Apologies Nil. Sustained

2 Extraordinary Business Nil.

3 Conflicts of Interest Denise wanted it recorded that she works on a number of events at the Hall.

Emily advised that she is involved with the Methven Theatre Company Committee.

It was also noted that most members of the Hall Board have some personal involvement in the Hall hence

their desire to be part of the Board.

4 Confirmation of Minutes

That the minutes of Mt Hutt Memorial Hall and Heritage Board meeting held on 12 September 2016, be

taken as read and confirmed.

Barrett/Grieve Carried

5 Election of Chairperson

That Martin Nordqvist be elected Chair of the Mt Hutt Memorial Hall and Heritage Board.

Smith/Coppard Carried

There being no further nominations, Martin Nordqvist was duly elected Chair of the Mt Hutt Memorial Hall

and Heritage Centre Board.

Martin Nordqvist took the Chair.

6 Correspondence

A letter had been written on behalf of the Board to the Museum seeking support in establishing a database

for the ski collection and assistance with maintenance of its artefacts and exhibits, of which a majority now

belong to Council.

32


7 Council Expectations and Resources

Nicola Tupper advised that it will be continuing as before bills being sent via Katherine to Council for

payment. Liz asked about funding from Council through the grants process.

Post meeting note: Council staff advised that the Board are eligible to apply for funding and can apply for the Community Infrastructure Grant which opens in February 2018.

The Board asked for further information on what Council will look after in terms of maintenance for the

building and whether they have anything in their budget for the Hall. Clarification will be sought from the

Commercial Manager.

Nicola clarified that the Council finance department manages the accounts for the Hall. It was also confirmed

that Katherine submitted the budget to Sandy in January as there was no Board in place at the time. It was

queried whether the budget could be changed?

Katherine doesn’t feel that the Board should be responsible for the property maintenance planning and this

should sit with Council staff. It was agreed that there is a need to have a memorandum of understanding

with the Council property department. Meeting to be arranged with Commercial Manager.

Martin asked about the historical deficit of $40,592 and whether it was possible to get rid of this from the

balance sheet. Nicola advised that the separate reserves are held by Sandy and would need to be discussed

with her. Nicola to get clarification from Sandy.

Viv queried the GST figures, and Nicola advised that the figures provided in the accounts exclude GST.

Fraser questioned why the Board wasn’t consulted on the change to the targeted rate from $20k – $25k as

the community isn’t overly happy that Council are charging ratepayers for this. This was a Council decision

and not a board decision.

8 Manager’s Report A report prepared by the i-Site Manager was tabled for discussion.

Financial

Art sales and venue hire have been fairly steady over the past two months.

Venue Hire

Katherine felt that the community event numbers are steadily increasing which is great news and they

have a number of regular bookings.

The Art Gallery currently has a Charles Pickworth exhibition which is still ongoing.

Encounter has been very busy again for the first quarter of the year.

Property Maintenance

The outside of the building and the spouting need cleaning, currently awaiting confirmation of when this

is going to happen. Liz noted it would be great if it could be cleaned before the Community Boards

Conference in mid-May.

Bill suggested that the Board focus on increasing the income for the Hall as most of the maintenance

costs etc. are fixed.

Denise asked whether more marketing should be undertaken. Katherine advised that most their

bookings are done through word of mouth and marketing costs can be very high for very little return.

Angela noted that people who have a look at Encounter are always keen to go and pay to view once they

have an idea of what is there. Angela suggested having a donation unit at the exit rather than charging.

Martin said it has been done before and they didn’t make any money from it. Liz suggested having a

donation box with free entry this weekend but this was discounted as not being a suitable weekend to

trial it.

33


9 Financial Reports

Katherine asked for clarification on what the fees heading is for as it has only just recently appeared on

the reports. She would prefer to have a sales heading for income and for it to be added under sales and

rental.

Ron asked Katherine for provide a breakdown of income into the building, which she advised had been

provided with her report.

That the finance report be received.

Nordqvist/Dixey Carried

10 Items for Discussion Liz advised that during the Methven Community Board meeting earlier today it was agreed not to proceed

with the proposed bus loading space. Liz then commented that the bus turnaround option had been looked

at before and discounted so this is no longer an option either.

Emily asked about use of the car park as she had noticed that Methven Travel vehicles aren’t parked

particularly well and they could do with moving them for events to allow additional parking.

Denise mentioned that the current kitchen is too small but nothing can be done to change this. Currently

there is no proper chiller, however she has had a quote of $3,499 from Southern Hospitality for a food fridge.

This would allow it to be turned off and on as required. The addition of more oven trays and a gate to hide

the rubbish would be a benefit. Katherine agreed that the fridge they currently have is inadequate.

Katherine asked Nicola if there is going to be a surplus available and Nicola advised that it is likely to be

September before the end of year accounts are available. Katherine will provide a copy of the revised budget

to Nicola.

Martin asked Denise to arrange for her kitchen design contact to come in and provide some advice on how

to rearrange the kitchen.

Katherine asked Emily if she would be happy to approach the Methven Theatre Company about the funding

the projector room upgrade with their fundraising.

Emily asked about using a scissor lift on floor and it was noted that there had been one in the room before

so it should be fine.

Post meeting note: Council advised that they can lend the Board a scissor lift but it can only be used by someone who is certified to use it.

11 Next Meeting The next meeting of the Mt Hutt Memorial Hall and Heritage Board is scheduled for Monday 22 May, in the Mt

Hutt Memorial Hall and Heritage Centre Board Room, commencing at 1.00pm.

The meeting concluded at 2.54pm.

_________________________ Chair

34

297

Tinwald Reserves Board – 10 April 2017 Page 1 of 5

Tinwald Reserves Board

MINUTES OF MONTHLY MEETING held in the Vintage Car Club Rooms on Monday, 10 April 2017 at 7.30 pm. PRESENT Alistair Wing (Chairperson), Robin Kilworth, Darryl

Nelson, Bev Walls, John Howe, Diane Rawlinson, Leen Braam, Graham Ackroyd, David Oakley and Rae Magson (Secretary).

APOLOGIES Paul Hefford, David Askin. David Oakley moved, John Howe seconded that

the apologies be accepted. Carried WELCOME The Chairperson welcomed all present. MINUTES That the minutes as circulated are confirmed as a true

and accurate record of the meeting held on 20 March 2017 at 7.30pm.

Darryl Nelson/Bev Walls – Carried

MATTERS ARISING FROM THE PREVIOUS MINUTES: There was discussion on insurance, it was thought there should be an increase on various buildings. There was discussion on the meeting venue. CORRESPONDENCE Inwards: The Vintage Car Club of New Zealand – A letter requesting permission from the Domain Board for a “closed day” for their grounds in the Tinwald Domain on Saturday 6 May 2017 for the purpose of their annual swap meet. Lorayne Oakley – An e-mail advising that the Function Room is available at $35 night. Outwards: Warren Maslin – E-mail advising approval was given for their event with the proviso that portable toilets must be provided and the grounds left tidy. Lorayne Oakley – Items of concern from the Children’s Day on 5 March were sent.

Action

List

Rae

David O.

….that we write to the District Council to request they review the insurance. Robin Kilworth/John Howe - Carried

….that we find out the cost of the Vintage Car club meeting room on the 3rd Monday of the month. Robin Kilworth/Darryl Nelson - Carried

….that should our request for monthly meeting be approved, our next meeting will be in the Vintage Car Club rooms subject to costs. Robin Kilworth/Leen Braam - Carried

35


MATTERS ARISING FROM THE CORRESPONDENCE: FINANCIAL REPORT The income for March was $45,577. See Appendix 1 MATTERS ARISING FROM FINANCIAL REPORT: COMMITTEE REPORTS: 1. PLAINS MUSEUM TRUST Robin Kilworth advised that everybody had now signed the leases. 2. GROUNDS The fence at the top of the camping grounds had been taken down. Soil had been put in by the toilets. 3. HOLIDAY PARK The new entrance way was discussed. Leen Braam and Darryl Nelson to have a sketch for the next meeting.

…that the accounts from the Holiday Park Sub-Committee meeting (still to be held) in April 2017 be ratified for payment. Bev Walls/Graham Ackroyd - Carried

…that we move into committee for the protection of privacy of natural persons.

Bev Walls/Leen Braam - Carried

…that we move out of committee. Robin Kilworth/Bev Walls– Carried

….that approval be given for the Vintage Car Club of New Zealand’s “closed day” on 6 May. Darryl Nelson/John Howe - Carried

… that the Inwards Correspondence be received and the Outwards Correspondence be approved. Darryl Nelson/John Howe - Carried

Bev

…that the Finance Committee be given the power to pay the accounts. Darryl Nelson/John Howe - Carried

36


Bev Walls advised that Celia and Dave Folley had visited the Lake Tekapo Camping Ground. 4. HOLIDAY PARK DEVELOPMENT John Howe reported that the roof is almost on. GENERAL BUSINESS: Rae Magson asked if members wished to have the Membership List and Meeting Dates Lists updated. This was agreed to. DATE OF NEXT MEETING 15 May 2017, Meeting at 7.30pm, venue to be advised. MEETING CLOSURE The meeting closed at 8.40pm. ……………………………… Chairperson

Rae

37


APPENDIX 1 (Sent on 20 April 2017)

Tinwald Recreation Reserve Board – Income March $45,577.67 GST Inc

April 2017 – Accounts to be passed for payment

Leisurezone Ltd – reimburse expenses 864.88

Z Tinwald -fuel for mower $224.88 ADC rubbish dump $63.90 Masterguard - 2x keys Cabin 4 $20.00 Farmers - rice cooker & hair dryer $74.98 Salvation Army Store - pots, pans & china for kitchen $74.60 Portacom power 14/03/17 to 15/04/17 $406.51

TrustPower – Campground 18/02 to 20/03 - $1,363.13 less rebate $632.36 730.77

TrustPower – Backpackers 18/02 to 20/03 - $193.95 less rebate $79.02 114.93

TrustPower –Westpark 03/02 to 06/03 - $792.68 less rebate $668.78 123.90

Keen Energy – gas for Portacom & Westpark x4 cylinder 463.5

Spark – landline March 83.35

Spark – cellphone March 60.78

Gary McCormick – 7x bin hire & returns 1115.82

Seekom – iBex Accommodation System monthly lease 161

Internet Kiosk – internet connection – invoice 16110 75 internet vouchers – invoices 15869,15950,15973,16096,16172,16214,16232 1065

Rae Magson – secretarial fee & expenses 74.8

Smith & Church - 4x queen beds for Cabins 1-4 $2900.00 5,698.00

Beko 378L fridge $925.00 & F&P 304L Vertical Freezer $1825.00 office Wifi filter $18.00 & replace broken dishwasher basket $30.00 Warehouse Stationery - office shelving 78.95

Mitre 10 - R&M Grounds $110.63 - R&M Buildings $178.72 289.35

Doakys Plumbing Ltd - replace valve in leaking shower unit 435.87

Brady's Paininting - interior upgrade Caravan 45FXJ 1920.67

ElectraServe - set service fee to check faulty Haier Vertical freezer - unrepairable 160.28

Plumbing World - sump lid $133.54 & fittings $129.72 263.26

Tarbotton Contractors - clear hedge cuttings & loading soil 819.38

Staples & Kidd - hedge trimming 569.25

Westpark (New Campground Development) Total of Accounts $15,168.74

38


APPENDIX 2

In Committee – Accounts to be passed Leisurezone Ltd – Contract ServicesApril 2017 6,325.00

IN COMMITTEE:

That the In committee accounts be ratified for payment.

Bev Walls/Robin Kilworth Carried

39

Finance & Business Support Committee Delegations

Type of Committee Council Standing Committee

Subordinate to Council

Subcommittees Ashburton Airport Authority

Audit and Risk

Community Awards

Community Grants & Funding

Ashburton District Youth Council

Reserve Boards

Memorial Hall Boards

Working Groups None

Joint Committees None

Advisory Groups Creative Communities Fund

Trust Power Awards

Legislative Basis Committee constituted by Council as per schedule 7, clause 30 (1)(a), LGA 2002.

Committee delegated powers by Council as per schedule 7, clause 32, LGA 2002.

Membership Twelve Councillors and Mayor (ex officio)

Quorum Seven

Delegations Council delegates to the Finance and Business Support Committee all of the

duties and decision-making powers within the following areas of responsibility:

Amenity provision including:

Ashburton Airport

Camping grounds

Community halls and facilities

Elderly persons housing

Community Services including:

Community initiatives and events

Financial management including:

statutory compliance in respect to financial disclosure (delegated to the

Audit and Risk Subcommittee)

corporate risk and internal risk management (delegated to the Audit and

Risk Subcommittee)

review the annual audit plan with the Auditors ensuring the emphasis is

placed on areas where the Audit and Risk Subcommittee, Council

management, or the Auditors believe is necessary (delegated to the Audit

and Risk Subcommittee)

monitor and report on compliance with Long Term Plan / Annual Plan

policies under sections 101A-110 of the Local Government Act 2002

review of information derived from the audit (delegated to the Audit and Risk

Subcommittee)

Council insurance

Council’s special funds accounts, loan accounts and investment portfolios

Forestry

writing off debt considered to be bad or uncollectible (greater than $5,000).

Organisational services including:

information services and record management

plant and vehicles

democracy

communications

customer services

Planning and strategic direction with regard to:

Community planning

Forestry

Camping grounds

Community halls and facilities

Elderly persons housing

Community initiatives and events

District promotion

All the duties and responsibilities listed above must be carried out in accordance

with the relevant legislation including:

Building Act 2004

Camping Grounds Regulations 1985

Civil Defence Emergency Management Act 2002

Forest and Rural Fires Act 1977

Freedom Camping Act 2011

Land Drainage Act 1908

Land Transfer Act 1952

Local Government (Rating) Act 2002

Local Government Act 1974

Local Government Act 2002

Local Government Official Information and Meetings Act 1987

New Zealand Geographic Board Act 2008

Public Bodies Contracts Act 1959

Public Bodies Leases Act 1969

Public Works Act 1981

Rates Rebate Act 1973

Rating Valuations Act 1998

Reserves Act 1977

Limits to Delegations Matters that must be processed by way of recommendation to Council include:

amendment to fees and charges relating to all activities

powers that cannot be delegated to committees as per the Local

Government Act 2002 and sections 2.3 and 2.4 of the manual.

Delegated authority is within the financial limits in section 6.