GERALDINE COMMUNITY BOARD INAUGURAL MEETING
Commencing at 7.30pm
on
Wednesday 13 November 2013
Geraldine Library/Service Centre Talbot Street GERALDINE
TIMARU DISTRICT COUNCIL
Notice is hereby given that the Inaugural Meeting of the Geraldine Community Board will be held at the Geraldine Library/Service Centre, Talbot Street, Geraldine on Wednesday 13 November 2013, at 7.30pm.
LOCAL AUTHORITIES (MEMBERS’ INTERESTS) ACT 1968 Board members are reminded that if you have a pecuniary interest in any item on the agenda, then you must declare this interest and refrain from discussing or voting on this item, and are advised to withdraw from the meeting table.
Peter Nixon CHIEF EXECUTIVE
GERALDINE COMMUNITY BOARD
INAUGURAL MEETING
13 NOVEMBER 2013
AGENDA
Item Page No No
1 Apologies
2 1 Declaration by Board Members
3 2 Election of Chairman
4 3 Election of Deputy Chairman
5 4 Appointment of Community Board Representatives to Organisations
6 5 General Explanation by Chief Executive
7 9 Community Board Meeting Dates
8 10 Elected Members’ Allowances and Recovery of Expenses
9 17 Upper Orari Bridge Replacement
10 20 Surveillance Cameras in Geraldine
11 25 Thomas Hobson Trust – Correspondence Received
12 26 Thomas Hobson Trust Fund – Accounts and Applications
13 39 Exclusion of the Public
14 41 Thomas Hobson Trust – Rent Review Details
Timaru District Council Geraldine Community Board # 848900 13 November 2013
GERALDINE COMMUNITY BOARD
FOR THE INAUGURAL MEETING OF 13 NOVEMBER 2013
Report for Agenda Item No 2
Prepared by - Peter Nixon Chief Executive
Declaration by Board Members
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Those persons who as a result of the elections held during the period commencing on Friday 20 September 2013 and ending on Saturday 12 October 2013, were duly elected as members of the Geraldine Community Board of the Timaru District, will be requested to make and sign declarations as required by the provisions of Clause 14, Schedule 7 of the Local Government Act 2002 –
Shaun Cleverley Jan Finlayson Chris Fisher Jarrod Marsden Wayne O’Donnell McGregor Simpson.
Note: Clr Stevens has been appointed to the Geraldine Community Board.
Timaru District Council Geraldine Community Board # 848900 1 13 November 2013
GERALDINE COMMUNITY BOARD
FOR THE INAUGURAL MEETING OF 13 NOVEMBER 2013
Report for Agenda Item No 3
Prepared by - Peter Nixon Chief Executive
Election of Chairman
______
The Chief Executive will call for nominations for the position of Chairman.
Recommendation
That a Chairman be appointed.
Timaru District Council Geraldine Community Board # 848900 2 13 November 2013
GERALDINE COMMUNITY BOARD
FOR THE INAUGURAL MEETING OF 13 NOVEMBER 2013
Report for Agenda Item No 4
Prepared by - Peter Nixon Chief Executive
Election of Deputy Chairman
______
The Chairman will call for nominations for the position of Deputy Chairman.
Recommendation
That a Deputy Chairman be appointed.
Timaru District Council Geraldine Community Board # 848900 3 13 November 2013
GERALDINE COMMUNITY BOARD
FOR THE INAUGURAL MEETING OF 13 NOVEMBER 2013
Report for Agenda Item No 5
Prepared by - Peter Nixon Chief Executive
Appointment of Community Board Representatives to Organisations
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Recommendations a) That the Geraldine Community Board recommends to Council that the following appointments to Council organisations be made pursuant to Clause 57 of the Local Government Act 2002: Geraldine Community Arts Council (one voting member required) Geraldine Community Bus Service (one trustee required) Red Cross and Silver Band Board of Control (one member to chair) Geraldine Projects Trust (two representatives).
b) That it be recommended to the District Services Committee that the following appointments be made: Te Moana Water Supply Committee one person Rangitata-Orari Water Race Users Committee one person. c) That the following liaison (non voting) appointments be made: Geraldine District Promotions Association one person Geraldine Domain Pavilion Management Committee one person Geraldine Environmental Trust one person Talbot Forest Working Group one person Orari Waihi Temuka Rivers Liaison Committee (ECan) one person Geraldine Guide and Scout Den Board of Control one person.
Timaru District Council Geraldine Community Board # 848900 4 13 November 2013
GERALDINE COMMUNITY BOARD
FOR THE INAUGURAL MEETING OF 13 NOVEMBER 2013
Report for Agenda Item No 6
Prepared by - Peter Nixon Chief Executive
General Explanation by the Chief Executive
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Purpose of Report
Purpose of Report To provide a general explanation of some of the laws that regulate the conduct of elected members.
Background Clause 21, (5) Schedule 7 of the Local Government Act 2002 requires the Chief Executive to give a general explanation of the following Acts at the first meeting:-
The Local Government Official Information and Meetings Act 1987 (LGOIMA); and Other laws affecting members, including: [1] The appropriate provisions of the Local Authorities (Members Interests) Act 1968; and [2] Sections 99, 105 and 105A of the Crimes Act 1961; and [3] The Secret Commissions Act 1910; and [4] The Securities Act 1978.
Local Government Official Information and Meetings Act 1987 The Local Government Official Information and Meetings Act 1987 has the following purposes:
To make official information held by local authorities more freely available. To provide for proper access by each person to official information relating to that person which is held by local authorities. To provide for the admission of the public to meetings of local authorities. To protect official information held by local authorities and the deliberations of local authorities to the extent consistent with the public interest and the preservation of personal privacy.
Most requests for information made to the Council come within the ambit of this Act. The Act stipulates that the principle to be applied when dealing with requests for information is that the information will be provided unless good reason exists for withholding it.
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The only `good reasons’ for withholding information are specified in Sections 6 and 7 of the Act. They include the following:
That disclosure would prejudice the maintenance of the law including the prevention, investigation and detection of offences. Protection of the privacy of persons. To maintain legal professional privilege. To enable the Council to carry on negotiations (including commercial or industrial negotiations].
The Act also contains ‘rules’ for the conduct of meetings of Council. These `rules’, that must be observed, are additional to those contained in Schedule 7 of the Local Government Act 2002 or in the Council’s Standing Orders. The ‘rules’ imposed on meetings by LGOIMA are intended to ensure that:
Meetings of Council and its Committees are publicly notified. Members of the public can obtain copies of agendas of all meetings, including the reports and other information to be provided to members for consideration and discussion at the meetings. All the business dealt with at the meeting will be listed in the agenda for the meeting. However, an item that is not on the agenda can be considered at a meeting if special circumstances exist and procedures and restrictions imposed by the Act are observed. The public may only be excluded from a meeting or part of a meeting on one of the grounds specified in the Act. In general items, the Act permits an item to be discussed in private if to do so in public would be likely to result in the disclosure of information which the Council has good reason to withhold for one of the reasons set out in Sections 6 or 7. The Act also stipulates the procedure to be followed at a meeting where it is intended to conduct some business in the absence of the public.
Local Authorities (Members Interest) Act 1968 This Act stipulates that any member who has “…directly or indirectly any pecuniary interest other than an interest in common with the public” in any matter being dealt with by the Council shall not vote on the matter or take part in its discussion.
Instances where a member is deemed to have a pecuniary interest are set out in Section 6. In particular, the interest of a spouse is deemed to be the interest of the member for the purposes of the Act.
Section 6 also identifies situations that are deemed not to create a pecuniary interest.
Section 3 of the Act limits the extent to which a member may act as a contractor [or subcontractor] to the Council. Any member who earns more than $25,000 in a year from Contracts with the Council is automatically disqualified from office unless Audit Office approval to the excess is obtained.
Audit approval is likely for specific contracts if:
The contract was put out to public tender and the member submitted the best price; and Approval is sought (and obtained) before the contract is entered into.
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Audit approval may be less likely if not sought until after the disqualifying contract has been entered into.
Crimes Act 1961 Under Section 105 of the Crimes Act 1961, every “official” who accepts a bribe is liable to imprisonment for a term of up to seven years.
Under Section 105A, an “official” who “…corruptly uses or discloses any information acquired by him in his official capacity to obtain directly or indirectly an advantage or a pecuniary gain for himself or any other person” is liable to imprisonment for a term of up to seven years.
Section 99 is an interpretation clause and contains the definition of ‘official’. The term includes “Any member or employee of any local authority”.
Secret Commissions Act 1910 As its title suggests, this Act has the purpose of prohibiting secret commissions which term includes gifts and all other forms of valuable consideration.
Under this Act, a member of the Council could commit an offence by, for example: Corruptly accessing or soliciting gifts as an inducement or reward for carrying out, or forbearing to carry out some act in relation to the Council’s business; or Securing a Council contract for a third person in exchange for a reward; or By falsifying receipts.
The Securities Act 1978 This Act requires that a prospectus be issued, and compliance with other provisions, if the Council is to seek to borrow money from members of the public. (not something we currently do or proposed at this time)
The penalties for breach of the Act are severe. Perhaps of greater significance is the fact that liability could attach to members individually and not just to the Council.
Community Boards The Timaru District community boards are constituted under section 49 of the Local Government Act 2002 and are elected every three years at the local authority elections.
The role of Community Boards is to: represent and act as an advocate for the interests of their community consider and report on all matters referred to it by the Council and any issues of interest or concern to the community board make an annual submission to Council on expenditure in the community maintain an overview of services provided by the Council within the community communicate with community organisations and special interest groups in the community undertake any other responsibilities delegated by the Council.
In accordance with Clause 32 (6), Schedule 7 of the Local Government Act 2002, Council has considered if delegation to community boards would enable the boards to
Timaru District Council Geraldine Community Board # 848900 7 13 November 2013
best achieve their roles. In order to achieve their roles in their communities the Council has determined that the following delegations are required:
where a community rate has been established, to determine how the monies so collected and provided for in the annual budget will be spent, in accordance with legislation; and in the case of the Temuka and Geraldine Community Boards, to make recommendations to the Public Trustee on Thomas Hobson Trust grant applications.
Recommendation
That the report be received and noted.
Timaru District Council Geraldine Community Board # 848900 8 13 November 2013
GERALDINE COMMUNITY BOARD
FOR THE INAUGURAL MEETING OF 13 NOVEMBER 2013
Report for Agenda Item No 7
Prepared by - Peter Nixon Chief Executive
Community Board Meeting Dates
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Recommendation
That Geraldine Community Board meetings be held on the following dates for the period to December 2014:
29 January 12 March 16 April 28 May 9 July 20 August 1 October 12 November.
Timaru District Council Geraldine Community Board # 848900 9 13 November 2013
GERALDINE COMMUNITY BOARD
FOR THE INAUGURAL MEETING OF 13 NOVEMBER 2013
Report for Agenda Item No 8
Prepared by - Tina Rogers Group Manager Corporate Services
Elected Members’ Allowances and Recovery of Expenses
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Recommendation For information
Timaru District Council Geraldine Community Board # 848900 10 13 November 2013
TIMARU DISTRICT COUNCIL
POLICY ON ELECTED MEMBERS’ ALLOWANCES AND RECOVERY OF EXPENSES
FOR THE ELECTORAL TENURE COMMENCING 15 OCTOBER 20131
INTRODUCTION This policy sets out rules on the claiming of expenses by elected members and the resources that will be available to them during their term of office.
Contact person for queries: Tina Rogers – Group Manager Corporate Services Email: [email protected] Phone: 03 687 7227
AUTHENTICATION OF EXPENSE REIMBURSEMENTS AND ALLOWANCES From time to time elected members incur expenses on the Council’s behalf, which need to be reimbursed. This reimbursement and the use of council supplied resources apply only to elected members personally, and only while they are acting in their official capacity as elected members.
Costs for expenses must have a justifiable business purpose, be moderate and conservative having regard to the circumstances, and be appropriate in all respects.
The process for reimbursement of claims includes the following principles:
any expenses to be reimbursed must be on an actual and reasonable basis and in line with Council policy
expense claims are approved by the Chief Executive, and full original receipts are required
cost reimbursements will be made via the payroll system.
In the case of one-off expenditure such as travel to conferences, the process and prior approvals required are detailed in this policy.
In the case of vehicle mileage, travel time and communications, all limits set in this document do not exceed the Remuneration Authority’s Determination.
The Council’s internal audit work programme includes sampling expense claims and allowances paid to elected members and staff.
No allowances are paid without deduction of withholding tax.
All expenditure that falls under this policy is approved on the condition that it can be met within relevant budget provisions.
1 The exact date from when this policy will apply is the day that elected members come into office after the 12 October 2013 local body elections.
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DEFINITIONS “Actual” means as evidenced by the original receipt attached to the claim form.
“Reasonable” means that it is within the amount specified by this policy or as deemed reasonable by the Mayor/Regional Chairperson and/or Chief Executive.
“Council business” includes: formal council and community board meetings, committee meetings, workshops, seminars, statutory hearings, training courses, site visits, meetings with staff, meetings with community groups, meetings with members of the public. It does not include events where the primary focus is on social activity.
“Remuneration Authority” is an independent body established by the Remuneration Authority Act 1977, with responsibilities under the Local Government Act 2002 to determine remuneration and expense/allowance rules for local authority members.
ALLOWANCES AND EXPENSES BY GROUP OF MEMBERS Position Expense/Allowance Description All elected Taxis Taxis may be used for council business, instead members of private vehicles or public transport, for the following reasons: a) safety/security reasons, and b) when travelling outside Timaru District if a taxi is the most appropriate form of transport. Taxis may not be used if significant travel distances mean that use of a taxi is not the most cost effective option. Rental cars booked by Chief Executive's staff should be considered as an option in such circumstances. Taxi charge vouchers should be used for planned travel within New Zealand. Costs paid for directly by the individual for unanticipated travel within in New Zealand or for international travel will be reimbursed on presentation of actual receipts. Travel and attendance All elected members are entitled to payment of at conferences/ actual and reasonable registration, travel, seminars/training accommodation, meal and related incidental programmes expenses (including travel insurance) incurred in attendance at these events, held both within New Zealand and overseas, subject to: a) related expenditure being accommodated within existing budgets, and b) the appropriate approvals as outlined in this policy and excluding reimbursement for purchases from hotel mini-bars and charges for in-room video or cable movies. All travel and accommodation arrangements for elected members are to be made by Chief Executive’s staff with the Council’s preferred
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Position Expense/Allowance Description travel agents, at the most economic cost available (when possible) at the time of booking, unless all travel costs are being met privately or by an outside party. Exceptional Staff may arrange overnight accommodation circumstances for when travel or business requirements do not allow council related for the return on the same day, e.g. if it is meetings unreasonable for an elected member to travel to their home after a late meeting. Domestic air travel All elected members are entitled to utilise domestic air travel for council related travel, generally where travel by air is the most cost effective travel option. International air travel As a general policy all elected member international air travel is by way of economy class, where all or part of the costs of the fares are to be met by the Council. The approval of the Council is required for exceptions, e.g. where Premium Economy or the equivalent air travel is desirable for health or other compelling reasons. Air points No airpoints accumulated while on council business can be utilised for personal use. Private Payment of $50 per night when staying in private accommodation accommodation, to cover accommodation, provided by breakfast and dinner. It is intended that at least a friends/relatives portion of this allowance is paid to the accommodation provider. Car parking Use of an assigned car park in Civic Offices for use on council business.
Mayor Car The Mayor will be provided with a vehicle that will also be available for his/her private use. A deduction will be made from his/her salary as determined by the Remuneration Authority. The Mayor will not be able to claim for vehicle mileage. Travel and The prior approval of the Chief Executive is conferences, courses required for travel within New Zealand for: council and seminars business; attendance at conferences/courses/training events/ seminars; other purposes associated with the position of mayor. The prior approval of the Council is required for all international travel, where costs or partial costs are paid for by council funds.
Timaru District Council Geraldine Community Board # 848900 13 13 November 2013
Position Expense/Allowance Description Telephone costs Full payment by the council of: a) home telephone line rental and associated toll charges, and b) cellphone based rental and all associated call charges. Airline club Given frequent travel requirements for the role, payment of an Air New Zealand Koru Club subscription. Entertainment and The Mayor holds a purchasing card to pay directly hospitality for any entertainment or hospitality expenses incurred while carrying out council business. Full receipts and details of the names of parties entertained and reasons for the entertainment are to be provided. All expenditure on this card is approved by the Chief Executive.
Mayor, Car parking Use of an assigned carpark in Civic Offices for Councillors use on council business. Rental Cars Rental cars may be utilised when attending meetings or conferences in other centres, where this is the most cost-effective travel option.
Mayor, Communications a) provision of a tablet. Full technical support is Councillors equipment provided for council business, and and b) provision of an annual allowance for any or Community all equipment provided by the elected Board member, as follows: Chairs i) $150 for a PC ii) $40 for a printer iii) $60 for a telephone (mobile or handset). Stationery and Supply of reasonable amounts of paper and consumables printer consumables for council business. Councillors Conferences, courses, The conference, course, seminar or training event seminars and training must contribute to the Councillor’s ability to carry out council business. Attendance at these events when held in New Zealand must be approved by both the Mayor (or the Deputy Mayor) and the Chief Executive. Attendance at these events when held overseas must be approved by the Council. Entertainment and Reimbursement of costs incurred while hosting hospitality official visitors to the council, or while travelling on council business. These costs can cover a range of items including, but not limited to, tea/coffee,
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Position Expense/Allowance Description and catering. Alcohol costs are not met by the Council. Councillors, General community From time to time councillors and board chairs Community related expenses may have unforseen costs arise for items relating Board to community events, e.g. payment of koha, or Chairs purchasing a wreath for attendance at a commemorative event. Reimbursement of such expenditure should be previously approved by the Chief Executive. The items should be appropriate to the occasion and expenditure should be moderate and conservative.
Councillors, Vehicle mileage Vehicle mileage will be paid for all travel on Community council business that exceeds, in any one day, Board the relevant threshold distance. members The threshold distance will be personal to each elected member. It will depend on the distance of a round commuting trip from the elected member’s home to their nearest council office: a) members living more than 15 kilometres away from their nearest office may claim the allowance for round trip distances travelled more than 30 kilometres in any one day b) members living less than 15 kilometres away from their nearest office may claim mileage for round trip distances travelled more than their round trip from home to their nearest council office, in any one day. Mileage will be paid up to the maximum rate per kilometre as set out in the current Remuneration Authority Determination. Mileage will be paid to eligible members on receipt of a completed and signed mileage claim, and approved by the Council Secretary. Mobile phone An allowance towards council generated calls, expenses text and data through mobile phones: a) $400 for councillors and community board chairs b) $300 for community board members. Landline and An allowance towards landline and broadband broadband connection connection of $250.
Community Travel time Reimbursement at $35 per hour for travel time Board (including travel to and from the member’s members residence) for travel undertaken on any one day
Timaru District Council Geraldine Community Board # 848900 15 13 November 2013
Position Expense/Allowance Description to attend a Council or Community Board related meeting or event with a minimum threshold of one hour of time travelled. Only time in excess of this threshold will qualify for payment and only if the travel is by the quickest form of transport reasonable in the circumstances.
Conferences/training/ Attendance at conferences, courses, seminars seminars and training programmes requires the prior approval of the relevant community board. Exceptions to approval of the community board being required are: a) when a board member is to be the Council’s representative at a conference or event; in such cases the approval of the Council is required, and b) for RMA hearings training, as there is a separate budget for such training which is managed by staff.
Timaru District Council Geraldine Community Board # 848900 16 13 November 2013
GERALDINE COMMUNITY BOARD
FOR THE INAUGURAL MEETING OF 13 NOVEMBER 2013
Report for Agenda Item No 9
Prepared by Andrew Dixon Land Transport Manager
Upper Orari Bridge Replacement (File R4/7/27)
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Purpose of Report To give the Geraldine Community Board members an update on the potential widening to two lanes of the Upper Orari bridge on State Highway 79 (SH79) and funding options.
Background The Geraldine Community Board has previously expressed concerns regarding the safety and travel delays resulting from the one lane bridge that crosses the Orari River on State Highway 79. The solution is the widening of this bridge to two lanes.
This project has been on the State Highway programme as a possible project for a number of years now, based on the safety risk of being a one lane bridge. The recent classification of State Highways recognises SH79 as a Regional Connector route and is now considered of higher strategic importance than State Highway 8 from Timaru to Fairlie which is classified as a Regional Distributor. SH1 is a higher priority being classified as National Strategic.
The NZ Transport Agency (NZTA) levels of service for a Regional Connector target a KiwiRAP safety rating of 2 to 3 stars where only high risk locations are targeted for improvement works. SH79 currently meets this level of service.
Options A request was made for discussion on the Upper Orari Bridge funding options and an update on its current status in terms of widening.
The National Land Transport Programme (NLTP) and the Regional Land Transport Plan (RLTP) are prepared on a three yearly cycle. The current one ends on 30 June 2015 and there is no funding allocated to the SH79 Orari Bridge widening during this period.
Projects like this one are prioritised on a National basis and government funding allocations remain static. It is almost certain that the Upper Orari Bridge widening will not be funded in the next 10 years as there are many other higher priority projects, particularly with the limited funding allocation.
Timaru District Council Geraldine Community Board # 848900 17 13 November 2013
The estimated cost of the bridge widening project is between $3million and $4 million. In general there are three funding sources, central government (fuel excise duty and road user charges), local government (rates) and private funding. These potential funding sources are summarised as follows:
Funding source Likelihood Comment NZTA Unlikely Unlikely in the medium term due to other National priorities being of higher importance. The Government Policy Statement on Transport funding indicates that only modest increases in funding ranges for the next 10 years can be expected. Private Highly Unlikely There is minimal opportunity for a return on the investment by a private funder. Although technically possible to toll the bridge it is unlikely to be supported particularly the low traffic volumes and alternative routes available. Council Unlikely There is some community benefit but the level of funding is considered unaffordable and not value for money. As the investment is not on a Council owned asset use of capital funds is not realistic therefore would need to be funded by rates. The funding required represents a 8-10% rates increase across the Timaru district.
Longer term, the project must remain on the radar and should be funded by NZ Transport Agency as a strategic State Highway.
Identification of Relevant Legislation, Council Policy and Plans Land Transport Management Act Government Policy Statement on Transport Funding National Land Transport Programme 2012-15 Timaru District Long Term Plan 2012 - 2022
Assessment of Significance This matter is not deemed significant under the Council’s Significance Policy.
Consultation Consultation with NZ Transport Agency will be required to ensure this Upper Orari bridge two laning project remains on their long term programme.
Other Considerations The management of State Highways is about to change through new road maintenance contracts and greater NZTA involvement in the asset management of the highway assets including bridges. As part of the new structure key outcomes are required including journey reliability and freight productivity. These may allow some future leverage for the Upper Orari Bridge two laning project.
Legislation requires that the funding of State Highway improvement projects can only be approved if the projects are included in the Regional Land Transport Plan (RLTP). This RLTP is approved by the Regional Transport Committee and Environment Canterbury.
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Funding Implications Any Council funding for this project will be operating expenditure as the bridge is not a Council asset. This is similar to the Timaru District Council contribution for overhead power lines undergrounding provided to Alpine Energy when street upgrades are initiated by other Council projects such as kerb and channel replacement. Therefore, a Council contribution for the widening of the Upper Orari Bridge to allow two lane traffic will have a direct impact on rates.
Conclusion State Highway 79 is a government owned and controlled highway managed by NZ Transport Agency (NZTA). SH79 is classified as a Regional Connector route. This highway generally meets the required level of service but the one lane bridge is identified as a potential safety risk that is consistent with all other one lane bridges. Traffic congestion at this bridge that can occur a few times of the year is not considered an issue by the NZ Transport Agency.
The two laning of the Upper Orari Bridge has been identified as a possible improvement project by NZTA (Highways). However, traffic volumes on the highway and this bridge remain generally low and therefore when prioritised on a national basis the project is not considered a high priority. It is unlikely that this project will receive funding in the next ten years.
Other funding sources include Council and private partnership funding. However both these options are highly unlikely with a poor rate of return for a private investor and community affordability issues for Council.
The best and most appropriate funding is from government as this bridge is on a State Highway but this will be many years away.
Recommendations
1. That the report be received.
2. That staff continue to advocate that the State Highway 79 Upper Orari Bridge two laning project remains on NZ Transport Agency’s long term programme and in the next Regional Land Transport Strategy.
Timaru District Council Geraldine Community Board # 848900 19 13 November 2013
GERALDINE COMMUNITY BOARD
FOR THE INAUGURAL MEETING OF 13 NOVEMBER 2013
Report for Agenda Item No 10
Prepared by Andrew Dixon Land Transport Manager
Surveillance Cameras in Geraldine (File R3/23/3)
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Purpose of Report To inform the Geraldine Community Board on the feasibility, monitoring implications and cost of installing surveillance cameras in the Geraldine main street.
Background There have been concerns expressed to the Board on the need for surveillance of the Geraldine Central Business District, particularly the main street (Talbot Street). A safe community is a key community outcome for Council.
There are currently no Council owned or operated surveillance cameras operating in the Geraldine township main street. However, there may be some privately owned and operated cameras monitoring shop frontages or yard areas.
Surveillance cameras are a valuable crime prevention tool to support normal police operations in improving community safety. The cameras are used by police, not only to visually record a crime being committed, but also as an intelligence gathering tool with movements of people and vehicles recorded.
It is critical that there be adequate data storage capacity to allow the recording of images for at least 28 days, as crimes may be reported some time after the incident occurs, or an incident may be linked to a crime elsewhere.
Options Surveillance camera systems can vary in sophistication. A monitored and controlled system allows an operator to change the field of view and zoom in providing real time images that are also recorded. This is a similar system to the Timaru Central Business District (CBD) cameras that are monitored and controlled at the Timaru Police Station, which is staffed 24/7.
The Geraldine Police station is not constantly staffed, therefore the system will not be “manned”. On this basis it is proposed that static cameras be used, with a high definition wide angle to maximise camera coverage. The high definition allows images to be enlarged or magnified without loss of definition and these cameras can also work in low light conditions at night.
Timaru District Council Geraldine Community Board # 848900 20 13 November 2013
The recording device is proposed to be located at the Geraldine Police Station and the various camera images would be transmitted back to this central control point using wireless microwave links. This system would also allow the monitoring of cameras at a slower rate through an internet connection to a remote computer or smart phone.
Option One – Main Street Coverage This option provides camera surveillance of Talbot Street from Peel Street to the Council Service Centre. To ensure good coverage eight static cameras linked to two microwave stations are proposed. A plan showing the proposed camera positions is shown below:
The cameras would be attached to existing street light columns above the banners. Images data would be transmitted by microwave to a recording device capable of recording images digitally for one month. This would be installed at the Geraldine Police Station.
This system has a capital cost of $40,000 excluding GST and is not affordable within current budgets.
The annual operating cost is minimised as it is expected that police will monitor the system. Operating costs including depreciation are estimated to be $5,000 per annum.
Timaru District Council Geraldine Community Board # 848900 21 13 November 2013
Option Two – Limited Coverage To reduce costs the proposed system can be down-scaled by reducing the number of cameras. This will reduce the surveillance coverage, but there is the option of installing additional cameras in the future, with the proposal being a modular system. The base system, such as data management and transmission, must allow for this future expansion and the cameras must also continue to be high quality, particularly in low light conditions at night. The cost of the recording devices and microwave transmission/receivers provides little funding for cameras initially. This option proposes one camera outside the Police Station, providing very limited surveillance of Talbot Street.
A recording device for camera images would be installed and this would be located at the Geraldine Police Station. However, there would be no microwave communication devices.
The capital cost of this option is estimated to be $9,500 (excluding GST) being within the current budget allocation. Operating costs including depreciation are estimated to be $1,200 per annum.
Option Three – Minimum Effectiveness This option is down-scaled from Option 1, but provides for a minimum number of cameras to have some effective surveillance to improve public safety and security in the Geraldine township main street. This option includes the data recording, transmission and receiving equipment and two cameras that will provide surveillance of Talbot Street in the vicinity of the Village Inn, as shown below.
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The capital cost of this option is estimated to be $14,000 (excluding GST). In addition, there would be an estimated annual cost including depreciation of $2,000 per annum.
Identification of Relevant Legislation, Council Policy and Plans Local Government Act 2002; Timaru District Plan; Timaru District LTP 2012-22; Timaru District Council Annual Plan 2013/14.
Assessment of Significance This matter is not deemed significant under the Council’s Significance Policy.
Consultation It is recommended that police be consulted on the position and coverage of proposed surveillance cameras prior to installation.
Other Considerations Electronic equipment technology is changing rapidly and generally becomes outdated in a relatively short period. If a community surveillance system was installed there would need to be an ongoing commitment to ensure that timely renewals or upgrades are programmed and funded.
Surveillance cameras have associated privacy considerations. However, these are mitigated by the monitoring and recording of images being held with police and the installation of signage informing the public that they are entering a camera surveillance area.
Funding Implications There is $40,000 capital expenditure funding allocated in the Timaru District 2013/14 Annual Plan for the installation of additional surveillance cameras and upgrading of existing equipment.
At the time budgets were being prepared, $10,000 was allocated to Geraldine surveillance cameras with the remaining $30,000 for Timaru upgrading, as some of the technology currently in use is nearly obsolete.
Option 1, being the ideal system to provide good coverage of the CBD main street, exceeds the current budget allocation and additional funding would be required to implement this option. Utilising lower quality and lower cost technology is not recommended as high quality images, even in low light conditions, are essential for police use.
Conclusion The installation of surveillance cameras in the Geraldine CBD can assist in improving the safety and security of the community, providing police with another “tool in the tool box” allowing more intelligence gathering to solve crime. The cameras are not generally a crime prevention tool and do not replace other crime prevention methods or policing.
It is proposed that the system consist of static cameras, as there is no provision for the manned monitoring or operation of the cameras. This reduces costs. The extent of the coverage is dependent on the number of cameras and associated microwave data transfer points. It is proposed that the images are wirelessly transmitted to a central
Timaru District Council Geraldine Community Board # 848900 23 13 November 2013
location being the Geraldine Police Station. This offers many advantages with security of the data and privacy issues.
The cost of a surveillance system that would provide adequate coverage of the Geraldine CBD main street substantially exceeds the current budget funding allocation. Option 2 proposed meets the current budget allocation, but coverage and effectiveness is significantly reduced. However, this system could be added to, in the future. If good coverage is sought short term, then additional funding will be required.
A third option is presented which is considered to do the minimum to provide some effectiveness to partially achieving the outcome of improving public safety and security. This option unfortunately also exceeds the current budget allocation and additional funding would be required to implement this.
Recommendation That the Geraldine Community Board recommends to Council that $40,000 funding for surveillance cameras in Geraldine be considered for inclusion in the 2014/15 draft annual plan and budget.
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GERALDINE COMMUNITY BOARD
FOR THE INAUGURAL MEETING OF 13 NOVEMBER 2013
Report for Agenda Item No 11
Prepared by Jenny Ensor Customer Services Manager
Thomas Hobson Trust Fund – Correspondence Received (File G3/4)
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Combined Red Cross & Silver Band Board of Control Letter of thanks for grant towards roof for weather protection between main Red Cross Shop and second shop in outbuilding.
Gapes Valley Hall Committee Letter of thanks for grant towards cost to re-roof Gapes Valley Hall.
Geraldine Community Resource Centre Letter of thanks for grant towards cost to replace carpets in two rooms.
Geraldine Toy Library Inc. Letter of thanks for grant towards costs to upgrade computer system. ($222 returned as only part of project completed.)
Hospice South Canterbury Letter of thanks for grant towards cost to purchase bp monitor, ear thermometer and instrument dressing trolley
Peel Forest Outdoor Pursuits Charitable Trust Letter of thanks for grant towards cost to re-map the Peel Forest OPCT’s QEII National Covenanted land, the Peel Forest Clarke Flat and adjacent river bed areas for orienteering courses.
Recommendation
That the report be received and noted.
Timaru District Council Geraldine Community Board # 848900 25 13 November 2013
GERALDINE COMMUNITY BOARD
FOR THE INAUGURAL MEETING OF 13 NOVEMBER 2013
Report for Agenda Item No 12
Prepared by Jenny Ensor Customer Services Manager
Thomas Hobson Trust Fund - Accounts and Applications (File G3/4)
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The Thomas Hobson Trust was established under the will of the late Thomas Hobson for the purpose of providing grants to organisations within the district of the former Geraldine County.
Grants can only be made towards projects that are both public and charitable in character. This means that the organisation must be a non-profit making organisation, and the project for which a grant is made must be freely available to the public at all times without charge. Grants will not be made to organisations that only benefit a few people. Sports Clubs are not charitable organisations.
It is, however, the role of the Council in consultation with the District Public Trustee to determine whether or not any project qualifies as being charitable and public.
In the main, projects should be confined to works which are of a capital nature (new works, extensions, improvements etc) and not works which are met from normal expenditure such as maintenance and repairs to existing facilities or amenities. Organisations applying for grants for capital projects must ensure that any fundraising towards the cost of the project is well advanced before an application is made. Grants cannot be made from the Trust unless the fundraising has advanced to the stage where the project will definitely proceed.
Funds available for the Thomas Hobson Trust 2013 are:
Geraldine Account $23,000
Temuka Account $12,000
The Thomas Hobson Trust financial accounts for year ending 30 June 2013 are attached for your information.
A copy of the applications is separately enclosed.
Recommendations a) That the financial accounts be received. b) That the applications be received and a recommendation made to the District Public Trustee regarding the applications to be supported.
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THOMAS HOBSON TRUST FUND 2013
GERALDINE WARD
SUMMARY OF APPLICATIONS
Booklet Name of Organisation Total Amount Amount Page Purpose of Grant and Area to Benefit Cost Requested Granted No. 1 Geraldine Toy Library Inc. Society $826.67 $500.00 Purchase baby toys to replace toys damaged by possum unexpectedly in building.. Geraldine Ward 8 Geraldine Community Resource $1,824.35 $1,368.70 Purchase large flat-screen TV for Centre’s Centre GST excl GST excl front window to display wide range of information to public. Geraldine Ward 27 The Parenting Place – Attitude $9,795.00 $1,045.00 To deliver four Attitude presentations and Youth Division GST excl GST excl provide 105 year 10 students with the Sex with Attitude handbook at Geraldine High School. Geraldine Ward 62 Orari Reserve Management $1,908.90 $1,408.90 Remove original fence with entwined decaying Committee macrocarpa and replace with new posts and netting in south paddock of Orari Reserve (Oak Geraldine Ward Street frontage). 71 St Andrews Church Geraldine $3,989.00 $2,000.00 Purchase 50 chairs to replace broken and GST excl GST excl wooden chairs in Hall complex. Geraldine Ward 78 Hilton Hall Committee $20,000.00 $5,000.00 Replace roof of hall.
Geraldine Ward
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APPLICATIONS TO BE CONSIDERED BY GERALDINE COMMUNITY BOARD AND TEMUKA COMMUNITY BOARD 2013
Booklet Total Amount Amount Page Name of Organisation Purpose of Grant Cost Requested Granted No. 88 Hospice South Canterbury $1,800.00 $1,500.00 Upgrade main unit bathroom to enhance GST excl quality of care and environment for patients.
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GERALDINE COMMUNITY BOARD
FOR THE INAUGURAL MEETING OF 13 NOVEMBER 2013
Report for Agenda Item No 13
Prepared by Jenny Ensor Customer Services Manager
Exclusion of the Public
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Recommendation
That the Board resolves to exclude the public on the grounds contained in Section 48(1) of the Local Government Official Information and Meetings Act:
Thomas Hobson Trust – Rent Review Details The withholding of the information is Section 7(2)(a) necessary to protect the privacy of natural persons, including that of deceased natural person.
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