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Finance & Business Support Committee

AGENDA

Thursday 30 November 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 forgood-quality local infrastructure, local public services, andperformance of regulatory functions in a way that is mostcost-effective for households and businesses.

(2) In this Act, good-quality, in relation to local infrastructure, localpublic services, and performance of regulatory functions, meansinfrastructure, 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

ORDER OF BUSINESS 1 Apologies

2 Extraordinary Business

3 Declarations of Interest

4 Confirmation of Minutes 10/10/17 1

5 Forward Programme 5

6 Matters for Committee Decision

6.1 Safer Ashburton Revised Service Level Agreement 2017/18 6

6.2 Maronan Reserves Board – Transfer Administration Functions to Hinds Reserve 20

6.3 Barrhill Conservation Area Management 25

6.4 Surface Water Strategy Working Group – 26/10/17 33

7 Activity Reports 7.1 7.2 7.3 7.4 7.5 7.6

Triannual Performance Reports Information Systems Community Relations Finance Commercial Council Seal and Miscellaneous

37 37 38 40 40 41

8 Business Transacted with the Public Excluded

8.1 Finance & Business Support Committee – 10/10/17 Section 7(2)(h) Commercial activities

73

8.2 RuralCo Agreement Section 7(2)(h) Commercial activities

74

8.3 Property activity report Section 7(2)(h) Commercial activities

93

8.4 Plains Museum Trust Minutes Section 7(2)(h) Commercial activities

94

24 November 2017

Finance & Business Support Committee 10 October 2017

Committee Minutes

4.1 Finance & Business Support Committee Minutes of the Finance & Business Support Committee meeting held on Tuesday 10 October 2017, commencing at 1.30pm in the Council Chamber, 2 Baring Square East, Ashburton.

Present Mayor Donna Favel; Councillors Neil Brown (Chair), Thelma Bell, Leen Braam, Mark Malcolm, Liz McMillan, Selwyn Price, Diane Rawlinson, Peter Reveley, Alasdair Urquhart and Stuart Wilson.

In attendance Chief Executive, Group Manager Business Support, Group Manager Environmental Services, Group Manager Service Delivery, People & Capability Manager, Community Relations Manager and Committee Secretary.

Staff in attendance for the duration of their reports: Commercial Manager, Finance Manager, Information Systems Manager and Community Development Advisor.

1 Apologies Crs Russell Ellis and Lynette Lovett 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 31 August 2017, be taken as read and confirmed.

Price/Malcolm Carried

5 Forward Programme 30 November – Barrhill Village Update and Domain Oval Pavilion.

6.1 District Swimming Pools on Council Reserves

That the Committee receives the feedback from the community pool committees and uplifts the matter for discussion.

Wilson/Reveley Carried

The Manager People & Capability reported on feedback received from the five district pools. Mrs Meadows reminded the Committee that Council has a legal obligation to ensure that swimming pools on reserve land comply with health and safety regulations and that a programme of continuous improvement is in place.

Clarification was provided on the proposed recommendations. Mrs Meadows explained that the report to the Committee in August was overarching, however it is recognised that the pools have different ways of operating and many are in the process of minimising risks that have been identified.

The Committee addressed each recommendation separately noting that the pools will be able to establish their opening hours and that Council officers will work alongside the pool committees to help them meet their legal requirements.

The Committee proposed that the pool committees be further consulted and given an explanation of the decisions made today. It was further suggested that Council could look at funding pool maintenance and supervision, this to be a consideration in the Long Term Plan.

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The People & Capability Manager confirmed that pool representatives will be invited to a meeting next week and report back to Council on 26 October.

That the Committee receives the feedback from the community pool committees and uplifts the matter for discussion.

Wilson/Reveley Carried

That the Pool Committees determine the opening hours for each community pool.

Braam/Malcolm Carried

That Council approves pool committees to have compulsory registration of all trained volunteers to carry out active supervision hours at community pools.

Braam/Malcolm Carried

That Council approves requiring pool committee members to enforce the pool rules for all users.

Braam/Bell Carried

That Council reviews the decommissioning of the 3m diving platforms at Rakaia and Hinds pools to determine the depth requirements.

Braam/Urquhart Carried

That Council approves the scoping investigation for the entrance to pools, including an app or portal to allow payment, terms and conditions and access into all district pool facilities and the associated infrastructure (e.g. cost of one way gates, fencing and keypad locks).

Braam/Rawlinson Carried

That Council approves the scoping for bulk purchasing for buying chemicals and negotiating a corporate rate and monthly microbiological testing, which will be carried out by ADC officers, for each community pool.

Braam/Reveley Carried

6.2 Agreement with Corwar Gatekeepers Lodge Preservation Society

That Council enters into a formal agreement with the Corwar Gatekeepers Lodge Preservation Society for the management of the Corwar Gatekeepers Lodge land, legally described as Lot 1 DP 29828.

McMillan/Price Carried

6.3 Ashburton Car Club – Watson Street Closure

That the following road in the Riverside Industrial Park be closed to ordinary vehicular traffic from 10.00am to 6.00pm on Sunday, 3 December 2017 to allow a Sealed Motorkahana to be held:-

Watson Street, from Range Street to Robinson Street.

Wilson/Bell Carried

7 Activity Reports

That the reports be received. Mayor/Urquhart Carried

7.1 Information Systems

• EDRMSThe Information Systems Manager reported that the first areas to be rolled out with the new electronicdocument records management system are due to go live next week and subsequent groups in Decemberand throughout next year. The staff resource to carry out this work is significant.

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7.2 Community Relations

• Christmas lightingThe Community Relations Manager reported that the proposal for some new Christmas lights anddecorations is on track with installation to be completed in the final week of November in time for the SantaParade.

EA Networks Limited is commissioning a festive lighting plan for the East Street Green that will take into account infrastructural upgrades. Council will refer to this plan when the business case is made for additional festive lighting in the Long Term Plan.

• Economic Development StrategyThe Chief Executive has received the draft strategy and it’s his intention to report this to Council in December.

7.3 Finance

• Financial reportsThe finalised June variance report was presented with minor changes made following the Audit & Risk Subcommittee meeting.

7.4 Commercial

• Reserve Boards and Memorial Hall CommitteesReserve board and memorial hall representatives have been invited to attend a workshop with Council officers on 20 October to discuss their 10 year budget requirements.

The Commercial Manager reported that a number of the boards have multiple licences to occupy. Officers are auditing the boards and the outcome will be reported back to the Committee in February/March 2018.

7.6 Audit & Risk Subcommittee

That the minutes of the Audit & Risk Subcommittee meeting held on 28 September 2017, be received.

Urquhart/Reveley Carried

7.7 Community Grants & Funding Subcommittee

That the minutes of the Community Grants & Funding Subcommittee meeting held on 28 September 2017, be received.

Wilson/McMillan Carried

• Historic Places Mid Canterbury

That Council approves a grant of $1,742 to Historic Places Mid Canterbury from the Community Grants &Funding Subcommittee discretionary fund.

Malcolm/McMillan Carried

• Ministers Association – Reallocation of Funding

That Council requests the Ashburton Christian Ministers’ Association to return the $5,000 which waspreviously granted for the 2017 Christmas in the Park event.

Bell/Malcolm Carried

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• Ashburton Community Conservation Trust – Biodiversity Grant

The Community Development Advisor reported that the Community Conservation Trust have approval from adjoining landowners to have a fence erected. The Trust anticipates there will be minimal maintenance requirements and that Council will take responsibility for this work.

It was noted that the cabbage trees being protected are two of the original marker trees planted by early Maori.

That Council approves funding up to $500 for materials for the Ashburton Community Conservation Trust fencing project on Racecourse Road.

Price/Rawlinson Carried

• Paul Dyas – Billy Thomas House

That Council approves funding of $5,800 to Paul Dyas for woodwork and scaffolding of 57 Harrison Street.Rawlinson/McMillan Carried

7.8 Airport Authority Subcommittee

That the minutes of the Airport Authority Subcommittee meeting held on 27 September 2017, be received.

Urquhart/Mayor Carried

• Provision of Defibrillator

That Council recommends that users either apply for funding or fundraise to purchase a

defibrillator. Malcolm/Urquhart Carried

• Jet A1 Fuel

That approval be given to Council’s Commercial Team to enter into negotiations with RD PetroleumAviation for the provision and location of a 10,000 litre Jet-A1 tank at the Ashburton aerodrome.

Urquhart/Malcolm Carried

The Committee adjourned for afternoon tea from 3.07pm to 3.26pm.

8 Business transacted with the public excluded (3.26pm) That the public be excluded from the following parts of the proceedings of this meetin4.g, 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 31/08/17 Section 7(2)(h) Commercial activities

8.2 Audit & Risk Subcommittee 28/09/17 Sections 7(2)(h) & 7(2)(a)

Commercial activities & Protection of privacy of natural persons

8.3 Electricity Ashburton Ltd Shareholding

Section 7(2)(h) Commercial activities

8.4 Commercial Property Update Section 7(2)(h) Commercial activities

Brown/Reveley Carried

The Committee meeting concluded at 3.42pm.

4

5 Forward Programme – Finance & Business Support Committee

Meeting Date Report / Other Responsibility

February 8

5

Finance & Business Support Committee 30 November 2017 Matters for Committee decision

REPORT

Date: 30 November 2017Report to: Finance & Business Support CommitteeFrom: Research & Monitoring Advisor Subject: Safer Ashburton Service Level Agreement Revision

6.1 Safer Ashburton Revised Service Level Agreement 2017/18

6.1.1 Summary Council requested that the Safer Ashburton Service Level Agreement (SLA) for 2017/18 be amended to reflect the recommendations of the Community Safety Service Delivery Review (Section 17A) prepared by McGredy Winder.

6.1.2 Recommendation

That Council receives the amended Safer Ashburton Service Level Agreement 2017/18.

6.1.3 Background Council formalised the findings of the Winder report at its meeting on 21 September 2017. A key recommendation was that Council revised the Service Level Agreement with Safer Ashburton to re-orient the funding to implement the Safer Communities Model for Ashburton District.

Officers have liaised and met with the Safer Ashburton General Manager and key Board Members to develop the revised service level agreement for funding, with particular focus given to the performance measures and milestones. The new measures are outlined below. The full SLA is attached. Appendix 1

Performance Measures and Milestones

For every dollar of Council investment, Safer Ashburton will endeavour to obtain four dollars of central government investment, community funding, donations and event income for core community safety programmes.

Maintain appropriate accreditation sufficient to continue Central Government investment.

An inaugural Safer Communities Meeting is held by 30 March 2018.

At least six agencies are committed in principle to the Safer Communities Model by 30 June 2018.

A high level report of needs and issues (based on data provided by Council’s Research & Monitoring Team for the year ended 30 June 2017) is produced by 30 June 2018.

A business plan that shows the strategic planning towards achieving Safe Community Accreditation is produced by 21 December 2017.

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6.1.4 Options and Risks Considered Option 1: Receive the amended Safer Ashburton Service Level Agreement

This is the recommended option. It presents a clear pathway over the next seven months for Safer Ashburton to initiate Council’s directive to work towards implementing the Safer Communities Model for the district. The agreement presents an opportunity for Safer Ashburton and the Council to work collaboratively with other agencies towards achieving Safer Community Accreditation, and provides Council with clearer measures of performance for its funding.

Option 2: Do not receive the amended Safer Ashburton Service Level Agreement

This is not recommended as it does not address some of the suggestions made in the Winder report that could be actioned immediately to allow for Council to have clear measures for its funding of Safer Ashburton. Not receiving the amended SLA would result in the original SLA still remaining in effect, which has known issues with clarity of performance measures.

6.1.5 Statutory Implications Local Government Act 2002 (Section 10, Section 17A, Section 83).

6.1.6 Significance and Engagement There is no significance issue that would require any further consultation as officers have worked with Safer Ashburton and its representatives directly.

6.1.7 Financial Implications The 2017/18 level of funding provided to Safer Ashburton is the basis of the revised Service Level Agreement and there are no further financial implications for the current financial year.

PREPARED BY

TONI DURHAM Research & Monitoring Advisor

APPROVED BY

VINCIE BILLANTE Community Relations Manager

ATTACHMENTS: Pgs 8-19

Appendix 1 Safer Ashburton District Service Level Agreement

7

Ashburton Safer Community Council Trust.

Service Level Agreement with

Ashburton District Council

Version 5.0

14 November 2017

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ASHBURTON DISTRICT COUNCIL SERVICE LEVEL AGREEMENT

ADC/ASCCT 2017 (Version 5.0) Page 2 of 12

Table of Contents

1.0 Introduction .................................................................................................................. 3

1.1 Parties ................................................................................................................................... 3

1.2 Purpose of Service Level Agreement ................................................................................... 3

1.3 Scope .................................................................................................................................... 3

1.4 Background .......................................................................................................................... 3

2.0 Agreement Terms ...................................................................................................... 4

2.1 Requirements ....................................................................................................................... 4

2.2 Funding ................................................................................................................................. 4

2.3 Budgets and business plans ................................................................................................ 4

2.4 Reports ................................................................................................................................. 5

2.5 Grant Conditions .................................................................................................................. 5

2.6 Relationship Between Parties ............................................................................................. 6

2.7 Confidentiality ...................................................................................................................... 7

2.8 Termination .......................................................................................................................... 7

2.9 Disputes ................................................................................................................................ 7

APPENDIX A: Service Level Agreement Approval .............................................................. 8

APPENDIX B: Schedule of Service Levels ........................................................................ 10

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1 Introduction

1.1 Parties

1. ASHBURTON DISTRICT COUNCIL (“Council”)

2. ASHBURTON SAFER COMMUNITY COUNCIL TRUST (“Service Provider”)

1.2 Purpose of Service Level Agreement

The objective of this Service Level Agreement (SLA) is to record the basis of a service agreement between the Council and the Service Provider. The SLA defines the services provided by the Service

Provider and the responsibilities of both parties in the funding, delivery and reporting of services provided.

1.3 Scope

1.3.1. The SLA will:

a. Describe the services provided by Ashburton Safer Community Council Trust.

b. State the level of funding from Ashburton District Council for the services.

c. Identify service level objectives and performance targets for the services, agreed uponbetween Ashburton Safer Community Council Trust and Ashburton District Council.

d. Identify responsibilities of each party.

e. Document the following service management processes agreed upon between AshburtonDistrict Council and Ashburton Safer Community Council Trust:

i. Performance tracking and reporting to Council.

ii. Review and amendment of the SLA document.

iii. Service-related dispute resolution.

1.3.2. This SLA document is not meant to be static, but a working document that will reflect the continuous change in services. Any variation to this SLA will be in writing and agreed by both parties.

1.4 Background

1.4.1. Ashburton Safer Community Council Trust’s purpose is to encourage and enhance community safety throughout Ashburton District by:

Identify crime prevention issues in the community.

Design and advise on solutions for building safer communities.

Share information and coordinate activities related to crime prevention between central and

local government, and between community stakeholders.

Facilitate, develop, support and monitor local crime prevention initiatives.

1.4.2. Council has agreed to provide Ashburton Safer Community Council Trust with core funding to

implement the Safer Communities Model for Ashburton District and to assist the Ashburton Safer

Community Council Trust to leverage central government funding to encourage and enhance

community safety throughout Ashburton District.

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2 Agreement terms

2.1 Requirements

2.1.1 Ashburton Safer Community Council Trust will provide the services set out in Appendix B (Services) and carry out a range of activities and initiatives in the areas of encouraging and enhancing

community safety throughout the Ashburton District, with the exact range of those activities being primarily focused on the establishment of the Safer Communities Model for Ashburton District. The activities will be formalised in the Council annual planning process and in the the Service Provider's annual business plan (Annual Business Plan).

2.1.2 Ashburton Safer Community Council Trust will, at all times during the term of this SLA, supply the

Services:

a. so as to meet or exceed the standard targets and performance measures listed in Appendix B;

b. with due care, skill and diligence; and

c. in accordance with any other standards or performance requirements set out in this SLA.

2.2 Funding

2.2.1 Subject to the terms and conditions in this SLA, the Council has agreed to provide funding to the Ashburton Safer Community Council Trust as follows:

a. the initial operating grant of $86,500 plus GST upon signing the SLA dated 7 July 2017;

b. performance grant of $86,500 plus GST on satisfying the Council that the Ashburton SaferCommunity Council Trust is meeting, or exceeding, the applicable service standards set outin Appendix B of the current SLA in the first report due under clause 2.4.1; and

c. the second performance grant is contingent on Council having received Ashburton SaferCommunity Council Trust’s audited accounts for the 2016/17 financial year by 30 November

2017,

(all together, the Funding).

2.2.2 Notwithstanding clause 2.2.1 above, the Ashburton Safer Community Council Trust will also use its best endeavours to secure additional external funding from central government agencies, charitable trusts, sponsorships and other income sources in order to expand its own service delivery

and those of the agencies it supports.

2.2.3 The Council and the Ashburton Safer Community Council Trust agree that the Funding will be allocated to support the operational expenditure specifically related to achieving the service standards outlined in Appendix B.

2.2.4 The Council is required to indicate its planned funding requirements for a 10 year period in its Long

Term Plan. Despite the Funding appearing in the Council's Long Term Plan 2015-25, the Council is

not committed to provide this level of Funding throughout the 10 year period and any changes will be addressed through the Annual Plan budget each year and the Service Provider is only legally entitled to the Funding under this SLA on the terms and conditions of this SLA.

2.3 Budgets and business plans

2.3.1 Ashburton Safer Community Council Trust recognises that in return for Council providing it with funding for Safer Ashburton, Ashburton Safer Community Council Trust is obliged to provide

Council with financial budgets and details of its objectives, programmes and performance indicators for each financial year. This information is to be provided in the form of an Annual Business Plan in a time frame, form and detail satisfactory to the Council; showing full details of

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the Ashburton Safer Community Council Trust’s plans for its activities for the ensuing financial year, with accurate and detailed costings in respect of those activities

2.3.2 Ashburton Safer Community Council Trust agrees to provide Council (on Council giving Ashburton Safer Community Council Trust reasonable notice of its requirements) with any information which

Council may reasonably require as to the foregoing budgets or any elements thereof as to performance of Ashburton Safer Community Council Trust in terms of comparing actual expenditure and costs as against the items contained in the budgets.

2.4 Reports

2.4.1 In addition to the budgets referred to in clause 2.3, Ashburton Safer Community Council Trust will provide a six-monthly report to Council on the implementation of its Annual Business Plan, the first such report being due six months after the date of signing this SLA.

2.4.2 The information to be included in these six-monthly reports is as follows:

Progress of all Council-funded projects being undertaken by the Ashburton SaferCommunity Council Trust

Progress to achieve the service standards identified in Appendix B: Schedule of Service

Levels and any milestones or targets achieved to date;

Financial accounts for all Ashburton Safer Community Council Trust activity funded byCouncil for the six-month period; and

any other information the Council reasonably requests.2.4.3 Ashburton Safer Community Council Trust must provide audited accounts for its operations

during the 2017/18 financial year to Council no later than 30 November 2018.

2.4.4 Ashburton Safer Community Council Trust will also prepare for the Council’s consideration any inputs the Council reasonably requests for Council’s annual report which relates to safer Ashburton services; this report shall be prepared according to the timetable and format specified

by Council’s Chief Executive Officer or his/her nominee.

2.4.5 All financial statements and accounts prepared by the Ashburton Safer Community Council Trust for the Council will be prepared in accordance with generally accepted accounting practice in New Zealand, as defined in section 8 of the Financial Reporting Act 2013, and must be audited at the Ashburton Safer Community Council Trust’s cost.

2.5 Grant Conditions

2.5.1 To ensure adequate levels of accountability for the use of public funds, the Ashburton Safer Community Council Trust agrees that the funding is conditional upon the following:

a. The Council’s funding will be shown separately in Ashburton Safer Community Council Trust’s

recorded accounts as income and the report on how those funds were spent to be provided in a

format deemed suitable to meet this purpose;

b. During the term of the SLA, as outlined in Clause 2.4, the Council will receive two financial reports;

one upon completion of six months and on at the end the funding year which identifies both thetotal expenditure and the commitments made and met for all grant funds it has paid to the

Ashburton Safer Community Council Trust for the services identified in Appendix B;

c. If the Ashburton Safer Community Council Trust has not started the agreed programme within twomonths after signing this SLA, the Ashburton Safer Community Council Trust will, within a further

two weeks, refund to the Ashburton District Council any funding that it was paid;

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d. All staff appointments to any projects or programmes will be regarded as Ashburton SaferCommunity Council Trust employees and the Ashburton Safer Community Council Trust will

undertake to act as a good employer and will meet the requirements of all relevant employmentand health and safety legislation

e. Ashburton Safer Community Council Trust will inform the Council prior to any significant changesin management, personnel, structure, financial stability/viability and nature of business;

f. Ashburton Safer Community Council Trust agrees to conduct itself, and ensure that its agents andemployees conduct themselves, in a professional manner and at no time behave in a way which

may be construed by the Council as being detrimental to the Council's reputation;

g. Ashburton Safer Community Council Trust will comply with all applicable laws, by-laws,regulations and rules applicable to the provision of the Services and its other activities and anyCouncil policies notified by the Council to the Service Provider from time to time; and

h. Ashburton Safer Community Council Trust will immediately disclose any potential conflict of

interest to the Council which could or does arise in relation to the provision of the Services to theCouncil as a result of a present or future appointment, assignment, employment/engagement orany other interest of the Ashburton Safer Community Council Trust.

2.5.2 The Council may withhold any further payment and/or may require that the Ashburton Safer

Community Council Trust return all or part of the Funding following written notice from the Council if, in the opinion of the Chief Executive of the Council:

a. The Ashburton Safer Community Council Trust is not meeting the service standards set out inAppendix B in carrying out the Services under this SLA; or

b. the Ashburton Safer Community Council Trust is, or is likely to become, unable to perform infull the Services or its obligations under this SLA, or meet any of the conditions of Funding inclause 2.5.1; or

c. any reports or financial accounts prepared by the Ashburton Safer Community Council Trustdemonstrate that the Ashburton Safer Community Council Trust is, or will imminently

become, unable to carry out the Services according to the service standards set out inAppendix B; or

d. the Council becomes entitled to terminate this SLA on any ground under clause 2.8 of this SLA.

2.6 Relationship Between Parties

2.6.1 Under no circumstance will the Ashburton Safer Community Council Trust be constituted or

deemed to be an agent of Council and the Ashburton Safer Community Council Trust has and will have no authority to enter into contracts, undertakings or agreements, or any other liabilities on

behalf of Council unless specifically authorised. The Ashburton Safer Community Council Trust Board shall be responsible for entering into contracts and making all payments on account of the

Ashburton Safer Community Council Trust’s activities, subject to Council’s commitment to provide Funding to Ashburton Safer Community Council Trust.

2.6.2 This Agreement does not create a partnership, joint venture or any similar relationship between the

parties hereto and no joint or collective liability shall arise between the parties as a result of their entering into this SLA.

2.6.3 Both parties agree to operate on a “no surprises” basis in that prior notification of any significant issues (particularly around financial interests, operational or governance matters) will be notified

to the other party before being discussed in the public forum. Any public communication or press releases in relation to this SLA must be agreed to by the Council prior to publication.

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2.7 Confidentiality

2.7.1 All confidential data and information acquired or received by the Ashburton Safer Community

Council Trust from the Council as a result of the implementation of this agreement shall be held confidential and shall not be divulged in any way to any third party, save for Ashburton Safer Community Council Trust’s employees and advisors, without the prior written approval of Council. The same applies to all confidential data and information acquired or received by Council from

Ashburton Safer Community Council Trust, subject to LGOIMA requests and with the Ashburton Safer Community Council Trust Board Chair approval.

2.8 Termination

2.8.1 This SLA will expire on 30 June 2018, unless earlier terminated in accordance with its terms.

2.8.2 The parties agree that there is an option to renew the terms of this SLA for a subsequent term of one year. If the Council wishes to renew this SLA, it will notify the Service Provider in writing at least two

months prior to the initial expiry date in clause 2.8.1, and the conditions of such a renewal will be

agreed between the parties at the relevant time.

2.8.3 Either party (First Party) may terminate this SLA at any time and with immediate effect by written notice to the other party (Second Party) if the Second Party:

a. suspends payment of its debts generally or is, or becomes, unable to pay its debts when theyare due;

b. ceases, or threatens to cease, to carry on business;c. is removed from the New Zealand Companies Register other than as part of an amalgamation,

in which the Second Party is one of the companies being amalgamated;d. enters into, or resolves to enter into, any arrangement, composition of compromise with, or

assignment for the benefit of, its creditors or any class of them;e. is a partnership which is dissolved; or

f. has a receiver, receiver and manager, administrator, trustee or similar official appointed overany of the assets or undertakings of the Second Party, an order is made for the winding-up or

dissolution of the Second Party or a resolution is passed for the winding-up or dissolution ofthe Second Party otherwise than for the purpose of an amalgamation or reconstruction.

2.8.4 If the Ashburton Safer Community Council Trust defaults in performance of any of its obligations under this SLA, then the Council may:

a. Give notice to the Ashburton Safer Community Council Trust notifying it of the default and

requesting the Ashburton Safer Community Council Trust to remedy such a default in a periodof 5 business days after the date of service of the notice of the default; and

b. At its discretion, terminate this SLA after the period of 5 business days specified in the noticeof default if such default is not remedied or incapable of being remedied.

2.9 Disputes

2.9.1 Any dispute that cannot be resolved between the partners to this agreement will be settled under the arbitration conditions laid down within the Arbitration Act 1996.

2.9.2 For the purposes of the following articles in the First Schedule to the Arbitration Act:

a. Article 20(1): the place of arbitration will be Ashburton, New Zealand;

b. Article 22(1): the language used in the arbitration proceedings will be English; and

c. Article 28(1): the law applicable to the substance of the dispute will be New Zealand law.

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APPENDIX A: Service Level Agreement Approval

The undersigned acknowledge that they have reviewed this Service Level Agreement and

agree with the information presented within this document. Changes to this Service Level

Agreement will be coordinated with, and approved by, the undersigned, or their

designated representatives.

Signature: Date: 20/11/2017

Name: VINCIE BILLANTE

Role: Community Relations Manager

Organisation Ashburton District Council

Signature: Date: 14/11/2017

Name: KEVIN CLIFFORD

Role: General Manager

Organisation Ashburton Safer Community Council Trust

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APPENDIX B: Safer Communities Model Schedule of Service Levels

Service Standard Targets Performance Measures and Milestones

Establish a sound return on investment by leveraging Council funding to obtain central

government agency funding for community safety initiatives.

Safer Ashburton will obtain central government funding for core community safety projects

that it delivers within the Ashburton District.

For every dollar of Council investment, Safer Ashburton will endeavor to

obtain four dollars of central government investment, community

funding, donations and event income for core community safety

programmes.

Maintain appropriate accreditation sufficient to continue Central

Government investment.

Developing and maintaining effective relationships with group and agencies already active in

the community.

Safer Ashburton initiates the Safer Communities Model in the district by connecting the range

of agencies.

An inaugural Safer Communities Meeting is held by 30 March 2018.

At least six agencies are committed in principle to the Safer

Communities Model by 30 June 2018.

Undertake a scoping report of crime and injury data to build a live inventory of the needs and

issues in the local community.

Safer Ashburton has a clear understanding of the needs and issues facing Ashburton District. A high level report of needs and issues (based on data provided by

Council’s Research & Monitoring Team for the year ended 30 June 2017)

is produced by 30 June 2018.

Progress the attainment of becoming an accredited Safe Community with Safe Communities

Foundation NZ.

Safer Ashburton will show the forward programme towards achieving Safe Community

accreditation that aligns with the accreditation requirements described by Safe Communities

NZ.

A business plan that shows the strategic planning towards achieving

Safe Community Accreditation is produced by 21 December 2017.

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FINANCIAL STATEMENT

Period 1

(excluding GST)

1 July 2017 - 31 December 2017

Period 2

(excluding GST)

1 January 2018 – 30 June 2018

Actual Operational Actual Operational

Total income

Total expenditure

Surplus or (Deficit)

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Business as Usual operational Funding Summary Breakdown – ADC

Business as Usual Expense Total Period 1 (excluding GST) 1 July 2017 – 31 December 2018 End of Year – June 30th 2018 (excluding GST)

ADC Funding External Funding ADC Funding External Funding

$ % $ % $ % $ %

ACC Levies

Accountancy Fees

Advertising

Auditor

Bank Charges

Client Discretionary Funds

Computer Expenses

Consumables

Contractors

Depreciation

Entertainment

ESCT Tax

Insurance

Legal Expenses

Motor Vehicles Expenses

Plant & Equipment Hire

Postage, Printing & Stationary

Project Costs

Purchases

Rent

Repairs & Maintenance

Security

Subscriptions

Supervision

Telephone, Tolls & Internet

Training & Resources

Travel & Conference

Venue Hire

Volunteer Expenses

Wages & Salaries

Your Office Administrator (Accounts/payroll)

TOTAL

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Confirmation of information in this report – Activities, Outcomes and Expenditure

Signed by:

Date:

Position:

Being a person with authority to sign on behalf of: Ashburton Safer Community Council (Safer Ashburton)

Signature:

Phone:

Cell:

Email:

19


REPORT

Date: 30 November 2017 Report to: Finance & Business Support Committee From: Commercial Manager Subject: Transfer of Maronan Reserve administration to Hinds Reserve

6.2 Maronan Reserves Board – Transfer of Administration Functions to Hinds Reserve Board

6.2.1 Summary The purpose of this report is to seek Council’s approval to discharge the Maronan Reserves Board and transfer that Board’s assets, land and monies to the Hinds Reserve Board. The Hinds Reserve Board will then undertake all of the functions of the former Maronan Reserves Board.

6.2.2 Recommendation to Council

1 That Council receives the report.

2 That Council discharges the Maronan Reserves Board, in accordance with section 30(5a) of the Local Government Act 2002.

3 That Council appoints the Hinds Reserve Board to undertake all the functions of the former Maronan Reserves Board, in accordance with section 30(1a) of the Local Government Act 2002.

4 That Council undertakes to transfer all of the Maronan Reserve Board assets, including land and monies, to the Hinds Reserves Board once all current liabilities of the Maronan Reserves Board have been settled.

5 That Council erects a sign on the Maronan Hall site to recognise the former Reserves Board and contribution of the families in the area; the wording of the sign to be approved by the Maronan Reserves Board.

6.2.3 Background The Reserves Act 1977 provides the structure under which reserves vested in the Crown are administered. The Crown can either administer reserves themselves or choose to have care and control delegated to local authorities or to a voluntary organisation independent of a local authority.

Reserve Boards appointed by Council are considered to be subcommittees of Council elected to manage on a voluntary basis the reserve/s in their particular area.

Reserve boards have delegated authority from Council to administer and manage the reserve/s. In order to undertake this, specific powers of boards are:

• To approve annual budgets for the reserve/s• To raise and expend finance• To hire and dismiss staff

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• To enter into contracts necessary for the efficient running and suitable use of thereserve/s.

• Any other powers necessary for the efficient and effective management of the reserve/s.

For some rural areas it is becoming increasingly difficult to get sufficient interest from the community to form Boards to manage the various reserves. This is the situation for the Maronan Board. (Refer minutes of the April 2017 meeting) Appendix 1

Maronan Reserve is located on Swamp Road and is a reserve derived from the Crown vested in Ashburton District Council for recreation purposes pursuant to the Reserves Act 1977. The reserve is also subject to Part 9 of the Ngai Tahu Claims Settlement Act 1998 should the reserve be declared surplus and available for sale. Appendix 2

The land was acquired by the Education Board in 1920; as it was not required for Education purposes the land vested in the Crown in 1956. The land was declared Recreation Reserve in 1957 pursuant to the Land Act 1948 along with the requirement that the land become known as the Maronan Domain with a Domain Board appointed to control the Domain.

In 1982 a Draft Management Plan was presented to the Department of Lands and Survey for approval - I am unsure of the status of this plan at the present time.

In 1989 (Local Government [Canterbury Region] Reorganisation Order 1989) the Maronan Reserve Board was amalgamated with Ashburton District Council. The Maronan Reserve Board of Management was constituted with its function to care manage and improve the reserve. The Board was to have one elected Council member from the ‘Central Rural Ward’ and seven members elected by ballot. It was at this time that the Board became a subcommittee of Ashburton District Council rather than a separate legal entity as it had previously been.

In 2005 the land was vested in Ashburton District Council. In 2008/09 there appeared to be no use for the building on the site and draft tender documents were prepared for the removal of the building – this was not progressed.

In 2016, following local body elections, generic constitutions were approved for the management of a number of reserve boards within Ashburton District Council - Maronan Reserve being one of these.

There are three options for Council to consider for the administration of the functions of the reserves boards:

1. either the functions are undertaken by Council or2. functions of the reserve board can be amalgamated into an adjoining reserve board.3. declare the reserve surplus and pass back to the Department of Conservation for

disposal.

The recommendation in this report seeks to undertake Option 2.

6.2.4 Options and Risks Considered Option 1. Council could leave status quo until the next election when, unless it resolves otherwise, the Board will automatically be discharged. At this time the new Council would decide the future of the Maronan Reserve Board.

Option 2. Discharge the Maronan Reserves Board using the process as described in this report and reconstitute the Hinds Reserves Board; in this case if an adjacent reserve board shows sufficient interest then the functions of the Board would be taken over by the adjoining Board. This would see the management of the reserves within the Board’s control undertaken by representatives of the community in which the reserves are located.

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Option 3. Delegate administration of the Maronan Reserve to the Hinds Reserves Board.

Option 4. Declare that the reserves are not required and pass the land back to the Department of Conservation for possible sale. Council would receive 50% of net proceeds.

6.2.5 Statutory Implications There are principally two Acts which govern the administration of Reserves Boards – i. the Reserves Act 1977 which describes how the land is managed under the Reserves Act

1977 and

ii. The Local Government Act 2002 which governs how subordinate committees of Councilsare dealt with. Council can discharge the Maronan Reserves Board and delegate theadministration of the Reserve along with the assets and liabilities to the Hinds ReserveBoard.

6.2.6 Significance and Engagement This process is essentially internal if consultation has taken place with the Maronan and Hinds Reserves Boards prior to Council passing the resolutions contained within this report.

It is the officer’s understanding that both the Hinds and Maronan Reserves Boards have discussed combining the functions and are amenable to this.

It would appear that there is an arrangement where the building is used for storage by a community group. Subject to agreement from the Hinds Reserves board this will continue.

6.2.7 Financial Implications There are no financial implications other than the transfer of the funds as well as the erection of the appropriate sign.

PREPARED BY

COLIN WINDLEBORN Commercial Manager

APPROVED BY

PAUL BRAKE Group Manager Business Support


Appendix 1 Triennial Meeting Minutes Appendix 2 Site Plan

22


Appendix 1

23


Appendix 2 Site Plan

24


REPORT

Date: 30 November 2017 Report to: Finance & Business Support Committee From: Commercial Manager Subject: Formalise Management of Barrhill Conservation Area

6.3 Barrhill Conservation Area Management 6.3.1 Summary

The report is to seek the Committee’s approval to formalise the areas of responsibility relating to the administration and maintenance of the land and buildings within Barrhill Village.

6.3.2 Recommendation

That Council enters into a formal agreement with the Barrhill Hall Society for the management of land and buildings within the Barrhill conservation area, land legally described as Lots 17 18 DP 144 comprising 7890m2; once the investigation with respect to earthquake proneness of the buildings has been ascertained.

6.3.3 Background Barrhill Village was established by the original owner of Corwar, John Cathcart Wason, who purchased 20,000 acres of land on the south bank of the Rakaia River in 1869 and later established Barrhill Village in the mid-1870s.

In 1976 a block of land and three buildings were vested by gazette in the Ashburton County Council for the provision of a public hall. A hall society was formed for the management of the

i. hall being the school house,ii. School master’s house andiii. Library.

The buildings on the hall and school house site are shown in the appendices. Appendix 1

There are several other outbuildings on the property which include a public toilet, garage and lean-to on the hall site and a small outbuilding and outhouse on the school house site. The house and public toilets appear to be connected to the same septic tank system. The land comprises of 4046m2 (outlined in red on the attached plan). Appendix 2

Buildings currently listed as heritage items of “category A” in the District Plan. Appendix 3

Officers have been unable to locate a formal agreement between the Barrhill Hall Society and the Ashburton County/District Council nor ascertain what community equity there is in any of the buildings.

The buildings are all constructed of concrete and appear to be in relatively good condition given their age but there is a need to obtain the services of a structural engineer to complete an earthquake assessment of the buildings.

The school house is currently leased privately as a holiday home.

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The house has been used by one family for several generations with all furniture in the house belonging to the tenant. There is currently no lease agreement in place.

The grounds and public toilets are currently maintained by the Open Spaces team.

In order to establish areas of responsibility Council needs to formalise the agreement with the Barrhill Hall Society on the basis that;

• The Barrhill Hall Society is responsible for the day to day management of the site.

• The Barrhill Hall Society, with assistance from the Commercial Team, is to establish anannual maintenance schedule and budget.

• When available the Barrhill Hall Society will apply for funding and grants towards themaintenance of the buildings.

• The agreement will also outline the reporting of minutes and finances to Council.

• Any existing tenancies reflect the current market rate of rental.

It is in Council’s interest to ensure all buildings are maintained to a suitable standard as all the assets are vested in Council’s ownership and is on Council’s land.

6.3.4 Options and Risks Considered Option One – retain the status quo. It is in Council’s interest to ensure that the buildings are fully maintained and management complies with the Health and Safety at Work Act 2015 and Residential Tenancies Act 1986. Monies are being collected for the rent of the dwelling and the Society currently has in excess of $15,000 in its bank account.

Option Two – formalise the current arrangement. Once formalised, the current arrangement will ensure that Council looks after the maintenance of the buildings and grounds, to ensure that all statutory requirements are complied with, and the Barrhill Hall Society will manage the day to day arrangements.

Option Three- cancel the control and management of the reserve. Should the Council no longer wish to control and manage the reserve, Council can request the Department of Conservation to cancel the appointment to control and manage. Once the appointment is revoked, the management of the reserves will revert to the Crown and the Council will have no further involvement.

Option Four- revoke all or part of the reserves. Council could seek to revoke all or part of the reserves. Once Council resolves to undertake this then the process is handled by the Department of Conservation.

The ownership of the buildings on the land (school, school house and library) will need to be confirmed as part of any disposal proposal. Any community equity in the buildings will need to be ascertained and settled as part of any disposal process.

As this land and was originally acquired for education purposes in 1877, it is likely the buildings were built by the Education Board of the day and any community equity in those buildings would have been addressed in 1960 when the land was declared Crown Land. This information should be available on Department of Conservation files.

The Department of Conservation’s current policy would be that Council would receive a proportion of the proceeds.

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6.3.5 Statutory Implications There are no statutory implications with the recommendation in this report. If the recommendation is not adopted then the statutory implications are described in the report and dictated by the path that Council wishes to take. However, there are obligations with respect to the management of the site i. The land is subject to Part 9 of the Ngai Tahu Claims Settlement Act 1998. On disposal (or

a lease over 50 years). Te Runanga O Ngai Tahu has the right of first refusal.

ii. The buildings have not been assessed in accordance with Council statutory obligationswith respect to earthquake proneness for buildings of this nature and this investigationwill be undertaken as part of the current review process. Once this investigation has beenundertaken the Council will be in a position to plan the long term future for the buildings.

iii. Council must also ensure that as ‘owner’ of the property that tenancy of the school houseis in accordance with the Residential Tenancy Act 1986.

6.3.6 Significance and Engagement The additional funding required is not considered significant and there are no consultation requirements as a result of the recommendation.

6.3.7 Financial Implications Funding and grants to be applied for major maintenance projects if undertaken by the Society and they are outside the work that Council would undertake to be a prudent manager of community assets. -Any monies in the Society’s accounts should be utilised in the first instance for these works.

For day to day maintenance the Society will use the revenue from the rental of the house. The Society will provide annual statement of accounts to Council to show their financial position.

PREPARED BY

COLIN WINDLEBORN Commercial Manager

APPROVED BY



Appendix 1 Buildings Appendix 2 Site Plan Appendix 3 District Plan excerpt

27


Appendix 1 - Buildings

Hall / School

Outbuilding Library

28


Public toilet

29


School house

Outbuilding Outhouse

30


Appendix 2 – Site Plan

31


Appendix 3 – Excerpt from District Plan

32


Working Group Minutes

6.4 Surface Water Strategy Working Group Minutes of the Surface Water Strategy Working Group meeting held on Thursday 26 October 2017, commencing at 9.30 am in the Council Meeting Room, 2 Baring Square East, Ashburton.

Present Crs Stuart Wilson (Chair), Leen Braam, Neil Brown, Peter Reveley and Mayor Donna Favel (ex officio).

In attendance Vincie Billante (Community Relations Manager), Mel Renganathan (Senior Policy Advisor) and Andrew Guthrie (Assets Manager).

1 Apologies Nil.

2 Extraordinary Business Nil.

3 Conflict of Interest Nil.

4 Matters for Discussion

4.1 Related documents being reviewed (Water Races Bylaw and Stockwater Race Closures Policy) The Senior Policy Advisor provided an update on the review of the above documents and on their relevance to the development of the strategy.

4.2 Introduction to Surface Water in Ashburton District Items 2.2 to 2.5 were discussed by way of a presentation on the topic, the strategy development process and timeframes. The Working Group agreed that the correct term to use when referring to the race network is “Water Race” and not stockwater.

Issues around the installation of fish screens at Council intakes at the rivers were raised. The Assets Manager will prepare a report to the Service Delivery Committee providing information on options for installing fish screens.

The Working Group asked that a copy of the MapInfo map be provided as a high resolution pdf.

4.3 Policy and Planning Framework for Surface Water Management The Working Group agreed that the development of the strategy required a collaborative approach as there are many interested parties and organisations with legislated responsibilities including Arowhenua and Ngāi Tahu, Environment Canterbury, Federated Farmers, Fish and Game, water race user and landowners, special interest groups and the district’s residents. These stakeholders will be provided the opportunity to feedback throughout the strategy development.

The Working Group was asked to identify other key stakeholders that should be part of this process.

4.4 Project Milestones and Timeframes The draft project timeframes were accepted.

Key stakeholder meetings are proposed to be held in early 2018 and a draft strategy will be ready for public consultation by August 2018 with the final strategy planned for adoption by December.

33


4.5 Draft Terms of Reference Attached Minor changes were made to the draft terms of reference to include Cr Braam’s name as a member of working group and the quorum was changed to 3 members. The Chair’s ability to speak on behalf of Council on the development of the strategy was also included.

Recommendation to Finance & Business Support

That the Surface Water Strategy Working Group Terms of Reference be adopted.

5 Next Meeting The next meeting will be a field trip to showcase different options for surface water management in Selwyn District and Christchurch City. This field trip is proposed to be held in February 2018.

The meeting concluded at 10.30 am.

34


Surface Water Strategy Working Group Terms of Reference

Purpose and Scope The purpose of the Surface Water Strategy Working Group is to oversee the development of the Surface Water Strategy. The Strategy will define “surface water” and provide a strategic approach to how Council will work with Ngāi Tahu to manage, the closures of the stockwater race network, the stormwater network and other surface water bodies.

Membership Membership of the Working Group comprises:

• Cr Stuart Wilson (Chair)• Cr Leen Braam• Cr Neil Brown• Cr Peter Reveley• Mayor, Donna Favel (ex officio)

The quorum is three members.

Meeting Frequency The Surface Water Strategy Working Group will hold a maximum of five meetings throughout the development of the strategy. Working Group members shall be given not less than 5 working days’ notice of meetings.

Delegations The Surface Water Strategy Working Group has responsibility for oversight of the development of the Surface Water Strategy with the project expected to deliver the following outcomes:

• A robust strategy development process is followed and documented.• Stakeholders and the community will have the opportunity to provide feedback on the draft

strategy.• A communications plan will provide clear information to stakeholders and the community on the

consultation and implementation of the strategy.• Council is presented with quality information from stakeholder and community feedback to

enable sound decision making with regards to the future management of Ashburton’s surfacewater network.

Communication The Surface Water Strategy Working Group will engage with key stakeholders to ensure the community are fully informed and have the opportunity to have their say on the proposed Surface Water Strategy. The Chair will be the media contact to speak on behalf of the Working Group on the development of the strategy.

35


Reporting The Surface Water Strategy Working Group will report to the Financial and Business Support Committee.

Recommendations on items not covered by the Financial and Business Support Committee delegations shall be forwarded to Council meetings.

Date Adopted:

30 November 2017

36

Finance & Business Support Committee 30 November 2017 Activity reports

7 Activity Reports 7.2 Triannual Performance Report

The first Triannual Performance Report for 2017/18 is now available, and covers the July-October 2017 period. The attached report covers activities within Finance and Business Support, Service Delivery and Environmental Services. Attached

The purpose of the report is to allow Council and Activity Managers to track progress towards the Annual Plan 2017/18 non-financial performance measures throughout the year, allowing emerging issues to be detected early and ultimately improving service delivery across the organisation.

7.2 Information Systems 7.2.1 Projects

Brief Project Description

Start Date Estimated Completion Date

On track (yes/no)

Within budget (yes/no)

Carry-over (yes/no)

Comments

EDRMS/Intranet September 2014

2017/18 No Yes Yes First areas and teams now live on the system. Includes People & Capability and Community Relations amongst others. Second group (Opens Spaces, Library, Executive Office and Museum) working to go live date of mid-December 2017. Other ADC areas to follow through 2018.

Digitalisation of Property and Consent files

August 2015 2018 Yes Yes Yes Approximately 26,000 building, resource consent and property files to be scanned 7468 files scanned to 17 November.

Server Operating System Upgrades

August 2017 2018 Yes - No Upgrade of back office server operating systems to latest versions. Within our environment we have 20 system servers, 39 application and 17 development server. Outcome will enable better management of core infrastructure through enhance functionality. As of 26 Oct, 71% of servers that can be upgraded, have been upgraded.

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 and resourcing permits. Latest activity: Testing underway for Payroll Processing with P&C team

Process Development

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

37


Priority work underway – Vested Assets (mobile inspections), Commercial Property; Solid Waste Activities; Building Asbestos Register

Aerial Imagery Renewal

July 2016 June 2018 No Yes Yes Renewal of existing rural and urban aerial imagery - in conjunction with other Canterbury Councils. Programmed capture for summer 16/17 not completed due to weather conditions. Project lead (ECan) have reached agreement with supplier to complete and deliver all outstanding imagery by March 2018. To date we have received urban imagery for Ashburton, 60 % of rural areas and all of requested LiDAR.

GIS Solution Review

Nov 2017 Feb 2018 Yes Yes No Undertaking of a review of Council GIS solutions as identified within the IS strategic plan. Working with external specialist consultants, workshops to be held with key internal stakeholders in order to provide recommendation(s) on the most appropriate GIS solution to meet Council’s service requirement.

7.3 Community Relations 7.3.1 Projects



On track (yes/no)


Carry-over (yes/no)

Comments

Chinese Settlement Aug 2016 Ongoing Yes Yes No Resource consent has been granted. Houses currently under demolition. Tender will go out in early new year for partial restoration and partial demolition of remaining buildings.

Shiozawa Sister City Anniversary Plans

May 2017 Oct 2017 Yes Yes No Painting and sake gift has been delivered to Mayor of Minamiuonuma by Taku Ishida.

Long Term Plan Jan 2017 June 2018

Yes Yes No Delphi currently in Phase Three. Updates and workshops still underway with Council. Activity Management Plans being presented over next two weeks.

CREDS Newcomers/ Migrants Settlement/ Welcoming Communities MBIE

July 2016 Ongoing Yes Yes No Governance Group established; Advisory Group for ADC and Selwyn currently being established; TOR for each developed; Charter being developed; final standard being presented 27 November by MBIE.

38


Economic Development Strategy & Action Plan

July 2016 Ongoing Yes Yes Yes Currently being reviewed by CEO and LT and officer’s report will be going to Council with recommended actions.

Festive Lighting July 2017 Ongoing Yes Yes No Light Up the Night scheduled for 1 December to light Xmas tree. Banners ordered and hopefully will be up by then. East St decorations and lights scheduled to be put up by 1 December.

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

Appendix 1

7.3.3 Youth Council Minutes of the Youth Council meeting held on October 4 2017 are attached. Appendix 2

• GoCareers Session was held in October and was very valuable for those who attended.• Selwyn Youth Council hui and leadership training day at Washpen Falls was a huge success.

The day included Strength Finder training and the high ropes course.• Recruitment for 2018 is underway with the deadline for applications being the end of

November.• End of year meeting will be held on November 30 with the final AYC project being helping

with the setup of Light up the Night on December 1.

7.3.4 Surface Water Strategy Development Minutes of the Surface Water Strategy working group’s first meeting held on 26 October 2017 are the subject of a report to the Committee. • The working group was presented with an update on the review of the Stockwater Closures

Policy and the Water Races Bylaw.• The working group discussed what encompasses surface water, what outcomes the Strategy

should achieve and how the working group and Council will work with Ngāi Tahu andArowhenua to develop the Strategy.

• A draft Terms of Reference for the working group was agreed to and recommended foradoption by the Committee.

• The working group supported the daft project timeframes presented.

7.3.5 Methven Community Board The Methven Community Board met on 6 November 2017. Minutes have been circulated for the Committee’s information.

39


7.4 Finance7.4.1 Projects



On track (yes/no)


Carry-over (yes/no)

Comments

CI Anywhere Upgrade

November 2016

December 2017

Yes NA NA The timetable is to be revised December 2017 in regards the next phases to be implemented. These include BI Rapid (Management dashboard reporting), Payment processing, financial assets register and data entry functionality.

Long Term Plan July 2017 June 2018 Yes Yes No Second workshop for Revenue and Finance Policy undertaken. Review of the Treasury Management Policy and Rates Remission and Postponement Policies underway.

7.4.2 Financial Reporting The July, August and September 2017 variance reports have been circulated for the Committee’s discussion, as has the Bancorp Treasury Report for September 2017.

7.4.3 External Debt $10,000,000 of LGFA short term borrowing was taken up on 15 November 2017. The interest rate for this borrowing is 2.15%. This borrowing replaces short term borrowing that matured in October and November 2017.

7.4.4 Local Authority Stock and Bonds The Credit Agricole subordinated bond of $1,000,000 which is a perpetual security and matures 19 December 2017 will not be rolled onto its next reset date. Bancorp is currently looking at options for Council to purchase a replacement bond with the funds received. Over the years Council had looked at selling this bond as it fell outside our Treasury policy and in December 2012 the value of the bond was $426,974. With deciding to hold onto the bond Council will now receive the full value back of $1,000,000.

7.5 Commercial 7.5.1 Projects



On track (yes/no)


Carry-over (yes/no)

Comments

Demolition of villa & new Civil Defence/Council Chambers

August 2017 January 2018

Yes Yes No The villa has been demolished with no complaints being received. Council has received concept plans for the new Civil Defence/temporary council chambers.

40


Demolition of dwellings as part of Chinese village

August 2017 November 2017

Yes Yes No Work is progressing on this with the fencing of the site next week and demolition expected to be in the next few weeks.

Geoff Geering Drive - construction

August 2017 March 2018 Yes Yes Yes Construction has started and work is progressing with completion set for late February.

Ashburton Business Estate- scheme plan

August 2017 December 2017

Yes Yes Not required

Draft Scheme Plan prepared and we are awaiting the final draft to approve before we submit for a subdivision consent.

EA Networks- air-conditioning

Sept/Oct Early December

Yes yes Work is progressing with the air-conditioning unit in transit.

Corwar Lodge A meeting is being held with members of the trust to formalise arrangements with respect to the management of the lodge.

Land Purchase 2nd Bridge

Conditions are being finalised with the landowner for the purchase of this land. Once these are finalised a report will be presented to Council.

Temporary IL4 Civil Defence HQ

Mar/Apr 2018 May/Jun 2018

Yes N/A No Attached are concept plans for the new temporary IL4 CD HQ and backup Council Chamber. These will be finalised, detailed plans produced, budget approval sought and construction tendered.

7.6 Miscellaneous Matters 7.6.1 Council Seal

Documents recorded under authority since the last meeting are attached. Appendix 3

ATTACHMENTS: pgs 42-72

Appendix 1 Reserve Board & Memorial Hall minutes Appendix 2 Youth Council minutes Appendix 3 IL4 Building concept plans Appendix 4 Record of Council Seal documents


41

MINUTES OF THE HINDS RESERVE BOARD MEETING HELD 15TH NOVEMBER AT

8PM AT THE SOUTHERN RUGBY CLUB ROOMS

Present: Alison King, Garry Brown, Jock Moore, Stuart Wilson, Dean

McConnell, Lynette Lovett and Mike Davis

Apologies: Deby Henwood, Dave Kingsbury and Richard Wilson. JM/MD

Minutes were circulated and accepted. JM/AK

Correspondence: Nil

Finance:

Accounts received 2x mowing, tree topping and Greg Sim for work done on

domain. Accounts approved for payment. SW/MD

Receipt received for MTA voucher

Health and Safety: Nil

General Business:

Long term plan to be done for domain. Alison to see if she can put a notice in

HDCA newsletter asking for community opinion on what the domain needs

long term.

Pool has been taken over by other people in the community. Alison and Deby

have resigned although Alison is going to stay in the background to help with

paperwork until the end of the season. Diving board has been approved for

use. Waiting for health and safety list for this coming season.

Complaints have been made about weeds in the domain around fence and

rock. Need to organise a working bee in the next couple of weeks.

Contracts need to be signed for occupancy.

An email was sent to council a few months ago asking about individual

liabilities of reserve board members. Currently no reply has been received

about this, Alison to chase it up.

42

Council have a committee about surface flooding, water pathways etc so

reserve board will not be following this issue up. Stuart will keep us posted at

meetings as to what is happening

MEETING CLOSED 9.14PM

43

MINUTES OF THE HINDS RESERVE BOARD MEETING HELD 12TH SEPTEMBER AT

7.30PM AT THE SOUTHERN RUGBY CLUB ROOMS

Present: Alison King, Garry Brown, Dave Kingsbury, Jock Moore, Stuart Wilson,

Dean McConnell, Lynette Lovett and Robert Wright

Apologies: Deby Henwood, Mike Davis and Richard Wilson. JM/AK

Minutes were circulated and accepted. SW/JM

Correspondence: Nil

Finance: Shingle has been charged to our account, has possibly been charged

twice. Shingle was not for domain board and payment was not authorised.

Mowing has been authorised for payment.

Part credit has been received for new toilets.

Donation $11825 received end of June for mowing, seeding and irrigation from

rugby club.

Rates $66.

Health and Safety: Nil

General Business:

Lions project will start in October. Garry Brown and Bob Johnston met with

David Askin and David Askin is ok with the plans.

Flood plan needed for Hinds. How to stop water coming into the village?

Concern was given about the amount of flooding on Domain and by public

toilets. Garry to write letter to ECAN expressing concern.

3 people replied to mowing ad. Jims mowing, Craig’s mowing and Dave

Kingsbury. Jims mowing accepted and passed SW/DM. Dean McConnell to do a

1 year contract.

The reserve board thank Dave Kingsbury for mowing and maintenance over

the last 12 years.

45

$50 MTA voucher to be donated to Kevin Cartwright for mowing around

toilets. LL/JM

No new news on Pool.

Dean McConnell wrote to council about upping our water usage and the

application was declined. More meters need to be put in e.g. cemetery

MEETING CLOSED 9.16PM

46

302

Tinwald Reserves Board – 18 September 2017 Page 1 of 4

Tinwald Reserves Board

MINUTES OF MONTHLY MEETING held in the Vintage Car Club Rooms on Monday, 18 September 2017 at 7.30 pm. PRESENT Alistair Wing (Chairperson), Robin Kilworth, Bev Walls,

John Howe, Leen Braam, Paul Hefford, David Askin, Diane Rawlinson, and Rae Magson (Secretary).

APOLOGIES David Oakley, Darryl Nelson. Robin Kilworth moved, Diane Rawlinson 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 21 August 2017 at 7.30pm.

Diane Rawlinson/David Askin – Carried

MATTERS ARISING FROM THE PREVIOUS MINUTES: There were no matters arising from Minutes. CORRESPONDENCE Inwards: Ashburton Advance Community Foundation – Thanks for funding application and to advise that this approved up to a value of $7,000. Kara Scott – E-mail again asking for copy of Environmental Health Inspection Report. Outwards: Mid and South Canterbury Community Trust – Application for grant of $16,000, their meeting is on 27 November. MATTERS ARISING FROM CORRESPONDENCE: There was discussion on the request from Kara Scott, she is to be advised that no written report has been received, but there is a certificate on the office wall, if she wishes to come and look at it. FINANCIAL REPORT The income for August was $24,432.50. See Appendix 1

Action

List

Rae

Bev

…that the accounts from the Holiday Park Sub-Committee meeting in August 2017 totalling $13,301.89, less Spraymarks $1,092.50 to be held over, be ratified for payment. Bev Walls/Leen Braam- Carried

… that the Inwards Correspondence be received and the Outwards Correspondence be approved. Leen Braam/Robin Kilworth - Carried

47

Tinwald Reserves Board – 18 September 2017

MATTERS ARISING FROM FINANCIAL REPORT:

Bev Walls advised that the loan from the Council is for five years at 4%, $350,000has been used so far. The principal to be paid annually in June, $14,000.

COMMITTEE REPORTS:

1. PLAINS MUSEUM TRUSTRobin Kilworth reported that there had been another meeting of participants.

2. GROUNDSDavid Askin is getting prices for the gate and alarms. To be discussed at nextmeeting. $14,260 & GST for the digital pad system.

3. HOLIDAY PARKSpraymarks have completed road marking as per quote. Another speed bumprequired before pedestrian crossing in front of office. The office continues toexperience very slow internet service. The possibility of connecting to the fibre opticrunning along Frasers Road is being investigated.

…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/Paul Hefford – Carried

…that approval for fit out of Lodge of up to $85,000 be given on proviso that threequotes be obtained for anything over $5,000.

Robin Kilworth/Diane Rawlinson - Carried

…that all expenditure be approved by the Holiday Park Committee.

Robin Kilworth/Leen Braam - Carried

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

Leen Braam/John Howe - Carried

…that we move out of committee.

John Howe/Leen Braam - Carried

…that the Holiday Park Report be adopted.Leen Braam/Bev Walls - Carried

48


4. HOLIDAY PARK DEVELOPMENTJohn Howe reported that progress had been held up because of the fire walls.

GENERAL BUSINESS:Bev Walls advised that the lease agreements are being reviewed.The Christmas party venue is to be the Lodge.

DATE OF NEXT MEETING 16 October 2017, Meeting at 7.30pm, Vintage Car Club Rooms.

MEETING CLOSURE The meeting closed at 8.35pm.

……………………………… Chairperson

49


APPENDIX 1

Tinwald Recreation Reserve Board – Income August $24,432.50 GST Inc

September 2017 – Accounts to be passed for payment

Leisurezone Ltd – reimburse expenses 2,595.17

Z Tinwald -fuel for mower $143.89

Reimburse Portacom Electricity to 7/08/17 $873.26

ACL - 2x weighbridge supply road metal $78.63

Moore Aluminium - door rollers Cabin 1 $30.00

Masterguard - room keys Backpackers $30.00

The Warehouse - 8x kitchen chairs $280.00 - 3x caravan curtains $310.65, caravan mattress &

toaster $159.00

Supercheap Auto - vinyl paint TV room seating $39.98

TRB Caravan R733C refurbishment - 9 hrs @ $25 = $258.75

TRB Caravan 45FXJ refurbishment - 4 hrs @ $25 = $115.00

Domain maintainence D Folley - locks, painting barrier posts 4.5 hrs @ $30 = $155.25

pick up & spreading road metal 3.5 hrs @ $30 = $120.76

TrustPower – Campground to 21/08 2046.17

TrustPower – Backpackers to 21/08 686.12

TrustPower – Westpark to 07/08 3,033.47

Keen Energy – gas for Portacom & Westpark x5 cylinder 514.1

Spark – landline August 79.28

Spark – mobile August + monthly payment $49.96 to replace damaged camp cellphone 89.18

Gary McCormick – 4x bin hire & returns 675.95

Seekom – iBex Accommodation System monthly lease + Website 244.15

Internet Kiosk – internet connection – invoice 17441 75

internet vouchers – invoices 17321,17376,17517 330

Rae Magson – secretarial fee & expenses 53.8

Leisurezone Ltd - Contract Services September 2017 6325

Yellow Pages - annual advertising 103.5

Spraymarks - road marking as quoted 1092.5

Tinwald Treetopping - cutting hedge oval side 603.75

Four Seasons Treecare - clean up & chip hedge oval side 905.63

ACA - general service of computer 208.84

Mitre 10 - R&M Grounds - chain for Domain $31.92 329.58

The Warehouse - TV room $30.00 - 8x chairs kitchen $280.00 - caravan curtain hooks $21.00 464

backpackers linen $78.00 - kitchen storage $27.00 - Cabins $20.00 - Freight $8.00

Westpark (New Campground Development)

Lodge fitout -

Leisurezone Ltd - Briscoes - 40x duvet inners 1165

The Warehouse - 10x curtains 590

50

MINUTES OF THE MAYFIELD MEMORIAL HALL & MAYFIELD RESERVE BOARD

HELD ET THE MAYFIELD HALL 20.09.17 AT 7:30pm

PRESENT: Cushla Murdoch, Brent Murdoch, Val Fleming, Ricky Taylor, Barry Austin, Gerald

Jacobson, Jill Ludemann

APOLOGIES: John Fleming, Aafce Haisman

Barry welcomed Ricky Taylor to our meeting as he had asked him if he would like to come onto our

Board.

Barry moved ` that Ricky Taylor be co-opted to the Mayfield Memorial Hall Committee and

Mayfield Reserve Board` Val Fleming seconded- Carried

Thank you Ricky and welcome to our meetings.

Minutes of the last meeting held on 01.06.17 as emailed were taken as read and confirmed D

Greenslade/C Murdoch

Matters arising from the Minutes: Moved to General Business

CORRESPODENCE

INWARD

A.D.C : Workshop for budget for next 10 years

A.D.C: Minutes Reserves & Hall shared on Council Website

Gerald Jacobson : District Community Pools

: Letter to Council Reply re:Proposed Community Pool Legislation

OUTWARD:

D.Greenslade/ C Murdoch Carried

FINANCIAL REPORT(Cushla Murdoch) as per attached

Accounts to be passed for payment:

B.G & C.M Murdoch - Paper Towels: $138.60

Trust Power- 31.08.17 : $144.53

Trust Power- 31.07.17 : $229.87

Trust Power- 30.06.17 : $ 49.89 C Murdoch/ G Jacobson Carried

C Murdoch moved the `Southern Netball Club be moved from Level 2 to Level 1 with the Rental

Structure 'D Greenslade seconded -Carried

A general discussion took place on how clubs numbers using the Domain can fluctuate and will be

reviewed frequently.

GROUNDSMAN (John Fleming)

Due to Johns absence no report but Barry had talked with him and tasks to be done will come up in

General Business

GENERAL BUSINESS

J. Fleming thanked Barry for planting the 7 plants near the Rifle Range

Flaxes that had been divided are now planted in front of trees

Spring Bulbs have come up. To be planted in groups as easier for spraying

Barry had meet with Rhonda and David in the Reserve and they were against the trees being

51

topped on the Road Frontage. Will keep an eye for winter time as may cause shading.

Ashburton Domain had donated 5 Decididous Trees for planting in the Mayfield Reserve.

A Ginko Tree will be taken out as is very slow growing and Flowering Cherry in its place

Take note not the sucking variety.

$640.00 from the Mayfield Garden Club to be spent on decidious trees for the Domain

Vals plantings on the Mound in front of swimming pool are looking very good. Thank you

Val for your plants and we appreciate your time and surplus plants.

Picnic Area with the table is often seen with people stopping for a cuppa and enjoying their

break in their travels

Entrance Way Update- The wall will be the feature and is progressing well and may be

finished in 2- 3 days Had only been held up with the rainy days.

On the Gate Entrance will be the Lions Centennial Emblem with 1917 – 2017

Gate is the same height as the pillar and path will follow into the Domain. Where the old cattle stop

is concreted

Tarseal Quote :-have not heard but will be done when it is warmer.

Toilet Money Box – Taken to Mayfield Garage as it was vandalised and has been repainted

Key for Hall still at Garage, Shop. and Gerald

Barry showed us a sign to say Dogs are not allowed on The Sports Grounds It is actually a

by law of Ashburton District. Owners should adhere to this rule and not let them run on

those areas.

Mowing- Barry looking into the future of mowing fields etc and wondered if School,

Mayfield A & P, and Domain could share equipment. Discussion took place on Mulches/

Tractors/ Front End Loaders.

A.D.C had concreted over the toilet sump but members were not happy with the job done

and will ask them to do a better job.

Sink near outside toilet tap to be put in place for Campers/bikers

Discussion on a Sterilizer for the Mayfield Hall which will update Kitchen standard and be

welcomed especially by caterers. We have money for this purchase. Val had some

information from Southern Hospitality where we purchase it.

Cushla Murdoch Moved` we purchase a sterilizer for the Mayfield Hall Kitchen` Gerald

Jacobson seconded Carried

Our ovens in the Mayfield Hall kitchen have passed their used by date and we will look into

replacing them. We will apply for Grants coming up in February to help with cost. Val and

Cushla to look into the purchase of these.

Fundraising especially for the Mayfield Domain- Cattle raised by members will swell funds.

Work is needed on the Front Door into the Hall It is not sealing and needs aluminium strip

and also stop the draught.

Discussion took place on Signs for the Entrance Way for Information of Users of the

Domain. Probably keep signage to a minimum. Brent showed the meeting the old Board he

had restained and painted the letters. It had come up very well. Will decide after the

Entrance Way is finished what we will put back.

POP people pay . Should the Show people be paying more? as they are staying longer and

are using the toilets etc.

WORKING BEE TO BE HELD SATURDAY SEPTEMBER 23RD 2017 9-11 AM

Trees to be trimmed. Trees to be taken out of back of Squash Courts. Weeding

As there was no further business Barry declared the meeting closed 9:15 pm

PRESIDENT:

DATE:

52

303

Tinwald Reserves Board – 16 October 2017 Page 1 of 5

Tinwald Reserves Board

MINUTES OF MONTHLY MEETING held in the Vintage Car Club Rooms on Monday, 16 October 2017 at 7.30 pm.

PRESENT Alistair Wing (Chairperson), Robin Kilworth, Bev Walls,John Howe, Leen Braam, David Oakley, GrahamAckroyd, David Askin, Diane Rawlinson, and RaeMagson (Secretary).

APOLOGY Darryl Nelson.Leen Braam moved, Diane Rawlinson seconded thatthe apology be accepted. Carried

WELCOME The Chairperson welcomed all present.

MINUTES That the minutes as circulated are confirmed as a trueand accurate record of the meeting held on 18September 2017 at 7.30pm with the addition of GrahamAckroyd to the apologies.

Robin Kilworth/Bev Walls – Carried

MATTERS ARISING FROM THE PREVIOUS MINUTES: An e-mail to be sent to Advance Ashburton advising that the work on re-piping thepool skimmers at the Tinwald Domain swimming pool is delayed until Autumn, andwe will be holding the money until then.

CORRESPONDENCE Inwards: Kara Scott – E-mail thanking for the Environmental Inspection Certificate.Outwards: Plains Museum Trust – An e-mail to express our appreciation for their hard work,especially now that all the licensees have been signed up.Kara Scott – An e-mail with attachment of a copy of the Environmental InspectionCertificate.

FINANCIAL REPORT The income for September was $28,857.07.See Appendix 1

Action

List

Rae

Bev

…that the accounts from the Holiday Park Sub-Committee meeting in September2017 totalling $36,693.42 be ratified for payment.

Bev Walls/David Oakley - Carried

… that the Inwards Correspondence be received and the OutwardsCorrespondence be approved.

Leen Braam/Graham Ackroyd - Carried

59

Tinwald Reserves Board – 16 October 2017

COMMITTEE REPORTS:

1. PLAINS MUSEUM TRUSTRobin Kilworth reported that the Trust were looking at communication andmarketing.

2. GROUNDSDiane advised that the Rugby Club had received three invoices for over three yearsrents.

3. HOLIDAY PARKThere had been an increase in cabin bookings and TRB caravan bookings withcasuals. The focus had been on the lodge fitout, gardens, mowing and generalmaintenance. The review of internet service continuesMATTERS ARISING FROM REPORTLeen Braam advised that Celia and Dave Folley are keeping the Holiday Park verytidy.

4. HOLIDAY PARK DEVELOPMENTJohn Howe reported that the fire doors are in, the decks will be next week, and thekitchen soon.There was discussion on applying for variation to the resource consent or shiftingcabins.

Bev Walls said that the Managers could supply a map and plan for sites. The sub-committee prepare a plan for the next meeting.David Askin advised he has some prices for gates, and will get a price fromAmourguard.Robin Kilworth advised that Health and Safety are waiting for the Domain plan.David Askin said the map outlining areas for mowing by Camping Ground managershas been prepared and defined.David Askin to look at the barbecue, the Rotary Club are going to doing somecleaning at the Arboretum on 28 October.

GENERAL BUSINESS:David Askin told of the stock water race at the end of the railway track being altered,it had been dry, but in July it flooded.

Rae

David A.

…that the Property Department at the Ashburton District Council be written to and asked to explain the anomalies that the Rugby Club rentalinvoices are experiencing.

Robin Kilworth/John Howe - Carried

…that we apply for a variation to the resource consent to allow for the use ofexisting cabins for a period of time.

Robin Kilworth/Diane Rawlinson - Carried

…that David Askin negotiate with the property owners and permission begiven to create a swale at the railway line, eastern side.

John Howe/David Oakley - Carried

60


The Christmas Party be on 11 December, Bev Walls to organise the food withReflections.

David Oakley asked if the Holiday Park is a no fly zone for drones, the answer wasyes.Diane Rawlinson distributed the It’s Our Place survey from the Ashburton District Council.

DATE OF NEXT MEETING 20 November 2017, Meeting at 7.30pm, Vintage Car Club Rooms.

MEETING CLOSURE The meeting closed at 8.30pm.

……………………………… Chairperson

61


APPENDIX 1

Tinwald Recreation Reserve Board – Income September $28,857.07 GST Inc

October 2017 – Accounts to be passed for payment

Leisurezone Ltd – reimburse expenses 2,441.12

Z Tinwald -fuel for mower $151.72

Reimburse Portacom Electricity to 14/10/17 $215.07

Nordic Chill - kitchen wall racks $40.00

Neumann Tyres - motorbike $58.00

Plus Signs - 4x watch for children $494.50

Small World Design -2x bedspreads & 1x comforter for Lodge $193.20

Traffic R Us - speed hump as per quote $904.02

Warehouse Stationery - purchases - kitchen, Backpackers & Lodge $190.34

Simply Carpet Cleaning - 2x couches in TV room $125.00

Weebly - annual web site hosting fee $69.27

TrustPower – Campground to 20/09 1402.37

TrustPower – Backpackers to 20/09 306.76

TrustPower – Westpark to 05/09 4,906.80

Keen Energy – gas for Portacom & Westpark x5 cylinder 532.89

Spark – landline September 74.54

Spark – mobile September + monthly payment $49.96 to replace damaged camp cellphone 90.96

Gary McCormick – 4x bin hire & returns - 1x cardboard 687.45

Seekom – iBex Accommodation System monthly lease + Website 215.4

Internet Kiosk – internet connection – invoice 17686 75

internet vouchers – invoices 17538,17593,17615,17702 420

Rae Magson – secretarial fee & expenses 53.8

Leisurezone Ltd - Contract Services October 2017 6325

Masterguard - installation of Lease CCTV as per quote 2190.75

Masterguard - monthly CCTV lease 184

Camross Electrical - wiring & power points for security camera's, power for residence garage 678.51

door opener, new day/night sensor on caravan head

Camross Electrical - wiring & power points in ablution block & kitchen, new lights in TRB caravans, 1965.01

install 6x new day/night sensors on caravan heads

Camross Electrical - check light in portacom, install wiring in TV room for flood light & double plug 790.63

Cranfield Glass - replace window in TV room & glass in Backpackers door 419.38

Dominator Garage Door - cut down tilt door & supply door opener - as per quote 747.5

Warehouse Stationery - printer cartridges, sundries kitchen, folding bed 708.78

Carpet Court - supply & install replacement vinyl in kitchen - insurance 4301

Scammell Painting - prepare & paint kitchen - as per quote 1096.95

Ashburton Computer Associates - RAM upgrade - as per quote $290.72 - annual fee for 598.46

web name $276.00 - computer query $31.74

FFP Canterbury - annual Building Warrant of Fitness 200.1

ACL - sweep gutters before road marking 178.25

Claas - service Kubota tractor mower 336.69

Mitre 10 - replace paling fence at residence $157.39 - kitchen sundries $182.23 339.62

62


Westpark (New Campground Development)

Lodge fitout -

Small World Design - 67x bedspreads, duvets & comforters 4361.2

ADC - variation - bracing 64.5

In Committee – Accounts to be passed

36,693.42

63

Minutes for Methven Reserve Board 30th October 2017 at United Clubrooms 7.30 pm

Present: Colin Maw, Charles Whitehead, Graeme Smith, Hamish Gilpin, Denise King, Murray Holmes, Liz McMillan, Jan Whitehead

Apologies: Martin Norquist

Past Minutes were circulated and taken as read. Move that the minutes be accepted as a true and accurate record. Denise/ Murray

Matters arising:

Water usage – urinal seems to run often. Graeme checked all other areas as per councilemail. Graeme will turn water off and do a check on urinal.

Correspondence

Various from Liz forwarded to committee at time received re: Tree roots, Judder Bars, Paintfor car parking, Water leak, Common seal

5 July - Email ADC Neil Brown re reporting compliance for Grant we received for waterfountain

25 Aug - Email ADC Louise Glennon - Notice of Reserve & Hall Board Workshop 20 October

31 Aug - Email ADC Louise Glennon- Reminder about minutes are public so use “incommittee” for sensitive information

18 Oct - Email Ian Patterson – Mid Cant Rugby – Requesting us of grounds for finals rugby inMethven

20 Oct - Email Dave McLeod – re Methven Volunteer Fire Brigade and sign

Financial

As attached

Account to be paid - $54.50 Snowfed for something posted last year that wasn’t paid.

Colin reimbursed for account paid for $74 – seat repair

United to talk to Stu about filling out wage information. Colin to talk to Callie and Stu aboutthis.

Graeme moved the adoption of his report and accounts be accepted for payment. Seconded Charles.

Report back on ADC Workshop attended by Colin, Martin and JanNeed to record all our volunteer hours and goods as a donation and an expense.Need to do next year’s budget and a 10 year LTP budget and detail actions/ reasoning.Include things like resealing the parking area etcPlan to apply more often for Community GrantAt this stage Council are very happy for us to have United as our mowing contractors – theyhave a policy of using local wherever they can.Someone from Building will be coming up soon to do an audit on buildings we own and avisual on other buildings own by others on Domain.

Hamish to get an idea on cost of resealing parking are and give to Graeme for budget.

Denise moved “that the Methven Reserve Board will cover the full cost of mowing theDomain weekly and that if User Groups request extra mowing to be done then United willcharge these Users direct for this”. Seconded Hamish. Carried. It was thought that we needto pay United the full cost and not charge Rugby or Football as has previously beendiscussed as this is unfair. Bowls do not have to pay for extra water they use nor do

64

Tennis/Netball pay for insurance on the courts. All thought it was time we as a Board paid the full cost of the mowing.

An official agreement will need to be drawn up with United.

Health and Safety

Jan presented a document which is a one pager to go to all User Groups to outline H&Srequirements and expectations.

Any concerns, hazards – nothing to report at this stage

Had a look at an Reserve Event Management Plan that Far North District Council use forgroups who want hold an event on the Domain. Jan has asked if we can get a usable PDF andthey seem happy to share this. If not forth coming we could ask Council to make anapproach on our behalf.

General Business

Discussed and email received from a Methven Volunteer Fire Brigade (MVFB) member re theDomain sign not having their sport on the sign – will need correct wording for their “watersport”. Jan to write a letter of reply to MVFB and say thanks and that we will explore howthis could be added to the Domain sign and will let them know when we have a solution.Stress it won’t be an easy or quick fix.

Send letter to all User Groups requesting they seek permission from us to run event outsidetheir “usual practise and game days”.

Use of the Domain via user groups and the public the need to seek permission from theBoard first and file a plan as required.

Water Fountain update – Denise discovered that this could be more expensive than firstquoted but we have agreed to put in a basic option and Board members will do the requiredwork to get it completed. We are going with the galvanised option.

Car park marking – Martin had a plan we need to get a copy of this and action this as soon aspossible. Will need to notify Bowls, Tennis and Squash of this as car park will need to beclosed for the day.

Damage to courts by tree roots – this has been done by Council and the cost was notsupposed to be passed on to us.

Mowing strip by courts – there is a mower that can be used and a key will be provided. Wehave not been able to find someone specific to do this now.

Add touch to user groups – seems to be separate from Rugby and run in a totally differentseason – just use the L2O but not charge them at this stage. It appears to only go for 1 termand is struggling to operate at this stage. Will review this as necessary

Write to User Groups and get an idea of their season change overs eg Rugby to Cricket/Touch, Netball to Tennis so that we are aware who to ask if/when we get a request to hold aspecial event at the Domain.

Murray to look at getting trees near Squash trimmed

Meeting closed 9pm.

65

1

Ashburton Youth Council Minutes Wednesday 4 October 2017 [Unconfirmed Minutes]

Minutes of a meeting of the Ashburton Youth Council held on Wednesday 04 September 2017, commencing at 4:00pm in Meeting room 1, Ashburton District Council, 5 Baring Square West, Ashburton.

Present

Alyce Lysaght, Libby Fenwick, Sophie Kettley, Mayu Suzuki, Tom Collis, Artem Kravchenko, Hine Wairepo, Thea

Valmores

In attendance

John Hobbs (ADC Community Development Advisor), Meg Rawson (ADC Communication Officer), Councillor

Thelma Bell

1 Apologies

Marc Juntilla, Henry Hickman, Malakai Swindley, Alisa Ikenaga

CARRIED Thea/Hine

2

2.1

Notification of Extraordinary Business

Guest Speaker

Guest speaker – Matt Markham, editor of Ashburton Guardian. Newspaper would

like to publish an AYC page once a month. Alyce and Libby to work on the first page

and get content to Meg for approval. Decided that working in pairs on three regular

articles: an AYC profile, what AYC have been up to and a column on youth issues.

That AYC add the Guardian page to the strategic plan for the year.

CARRIED Hine/Sophie

3 Confirmation of Minutes

That the minutes of the meeting held on September 13 2017 be taken as read and

confirmed.

CARRIED Tom/Thea

3.1 Matters arising from the minutes

4 Correspondence Actioned by:

4.1 Email from Mayoral Task Force for Jobs regarding Outward Bound Scholarships

(Appendix 1)

Email from Santa Parade asking if AYC are able to help on 2 December

(Appendix 2)

That the correspondence be received. Hine and possible Mayu to volunteer for

Santa Parade

CARRIED Sophie/Tom

5 Matters for Discussion

66

2

5.1 Policy and Bylaw Subcommittee

Meeting on 4 October to create submission on Proposed sugar sweetened beverage

policy. Draft Public Spaces Bylaw has been delayed. Submission has been made

but AYC will not be speaking at the hearing. Any AYC member is able to make an

individual submission.

5.2 GoCareers

Booked in for 4pm on Wednesday October 25 in Meeting Room 3 at Ashburton

District Council. Please let Meg know as soon as possible if you can attend. When

you sign in at reception for this, remember to enter Meg Rawson as the staff

member you will be visiting.

5.3 Selwyn Youth Council Hui

Minivan will depart Ashburton District Council car park (behind building) at

7.45am on Sunday the 29th October to head to Selwyn District Council. Will then

transport AYC to Washpen Falls at 1.15pm and depart Washpen for Ashburton at

4.30pm arriving around 5.30pm. All AYC members responsible for transport to and

from Council.

5.4 Subcommittees

Discussion was held about the sub committees AYC would form this year to align

with core purpose.

Events subcommittee – Hine, Mayu, Alisa, Libby, Alyce

Policy and bylaw subcommittee – Sophie, Alyce, Mayu, Artem, Marc

6 General Business

6.1 Long Term Plan Project

It’s Our Place has now launched on www.ItsOurPlace.com and all AYC members

are encouraged to complete the survey and promote around their networks.

Posters handed out to be put up around schools and workplaces.

6.2 November Meeting

End of year wrap up to be held on November 30 as there will be too many absences

in December. Alyce to organise Subway with voucher from Port Fm.

7 Information Items

7.1 Tom reported that Hype Youth Health Centre are looking for more youth trustees.

Sophie to attend the next meeting.

7.2 End of year meeting to be brought forward to November 30 as most AYC members

away from start of December.

7.3 Idea of AYChristmas Secret Santa was discussed. To be talked about further at next

meeting.

67

http://www.itsourplace.com/

3

8 Next Meeting

Next Meeting

Wednesday 1 November, 4:00pm, Ashburton District Council, Meeting Room 2

Any apologies must be sent to John, Meg or AYC Secretary Alisa prior to the

meeting commencing.

The meeting closed at 5:00pm

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

………………………………….

Chairperson

68

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.