At the close of
the agenda no apologies had been received.
2 Leave
of absence
At the close of
the agenda no requests for leave of absence had been received.
3 Conflict
of Interest
Committee Members
are reminded of the need to be vigilant to stand aside from decision-making
when a conflict arises between their role as a member and any private or other
external interest they might have.
4 Public Forum
Notification to
speak is required by 5pm at least two days before the meeting. Further
information is available on www.southlanddc.govt.nz
or phoning 0800 732 732.
5 Extraordinary/Urgent
Items
To consider, and if
thought fit, to pass a resolution to permit the committee
to consider any further items which do not appear on
the Agenda of this meeting and/or the meeting to be held with the public
excluded.
Such resolution is
required to be made pursuant to Section 46A(7) of the Local Government Official
Information and Meetings Act 1987, and the Chairperson must advise:
(i) The
reason why the item was not on the Agenda, and
(ii) The reason why the
discussion of this item cannot be delayed until a subsequent meeting.
Section 46A(7A) of the Local Government Official Information and Meetings
Act 1987 (as amended) states:
“Where an item
is not on the agenda for a meeting,-
(a) That item
may be discussed at that meeting if-
(i) That item is a minor
matter relating to the general business of the local authority; and
(ii) the presiding member
explains at the beginning of the meeting, at a time when it is open to the
public, that the item will be discussed at the meeting; but
(b) no resolution,
decision or recommendation may be made in respect of that item except to refer
that item to a subsequent meeting of the local authority for further
discussion.”
6 Confirmation
of Minutes
6.2 Meeting
minutes of Five Rivers Water Supply Subcommittee, 03 December 2014
SOUTHLAND DISTRICT COUNCIL
FIVE RIVERS WATER SUPPLY SUBCOMMITTEE
ORDINARY/ESTIMATES MEETING
3 DECEMBER 2014
- :
-
Minutes
of the Ordinary/Estimates meeting of the Five Rivers Water Supply
Subcommittee held in the residence of Mrs J Andrews, 94 Andrews Road, Five
Rivers on Wednesday, 3 December 2014 at 6.35 pm.
PRESENT: J
Andrews (Chair), R Andrews, I McLachlan, B McNamee,
P
McNamee, P Nind, Cr J Douglas (Ward Representative).
IN ATTENDANCE: Mr M
Keil (Project
Engineer, Water & Waste)
Mr
R Covey (Asset Management Engineer)
Ms
S McNamara (Management Accountant)
Mrs
A Hamilton (Area Officer)
1.0 APOLOGIES
Apologies for non-attendance were lodged by D Nind and R Andrews.
Moved B McNamee, seconded P Nind
and RESOLVED
THAT THE APOLOGIES LODGED BY D HIND AND R ANDREWS BE GRANTED AS LEAVE OF
ABSENCE FOR THIS MEETING.
2.0 NOTIFICATION
OF URGENT BUSINESS
There was no Urgent Business presented at the
meeting.
3.0 MINUTES
3.1 FIVE
RIVERS WATER SUPPLY SUBCOMMITTEE ORDINARY/ESTIMATES MEETING DATED 5 DECEMBER
2013
R/14/2/01719
Minutes of the previous Ordinary/Estimates meeting of the
Five Rivers Water Supply Subcommittee held on 5 December 2013, were tabled.
Moved
P Nind,
seconded R Andrews
and
RESOLVED THAT THE MINUTES OF FIVE RIVERS WATER SUPPLY SUBCOMMITTEE
ORDINARY/ESTIMATES MEETING DATED 5 DECEMBER 2013 BE CONFIRMED AS A TRUE AND
CORRECT RECORD OF PROCEEDINGS.
4.0 REPORTS
4.1 WORKS
AND FINANCE REPORT FOR THE PERIOD ENDED 31 OCTOBER 2014
200/25/1/8
The
Works & Finance Report for the period ended 31 October 2014, prepared by
Mr
B Witham (Operations Manager, Water & Waste), was tabled.
Moved
B McNamee, seconded P Nind
and
RESOLVED THAT THE WORKS AND FINANCE REPORT FOR THE PERIOD ENDED 31 OCTOBER 2014
FOR THE FIVE RIVERS WATER SUPPLY SUBCOMMITTEE, BE RECEIVED.
4.2 UNAUDITED
ANNUAL ACCOUNTS FOR THE YEAR ENDED 30 JUNE 2014
200/25/2/39
The
Unaudited Annual Accounts for the year ended 30 June 2014, prepared by Mr B
Witham (Operations Manager, Water & Waste), was tabled.
Members
noted the accounts are now audited and no changes have been made.
Moved
B McNamee, seconded P Nind
and
RESOLVED THAT THE UNAUDITED ANNUAL ACCOUNTS FOR THE YEAR ENDED 30 JUNE 2014 FOR
THE FIVE RIVERS WATER SUPPLY SUBCOMMITTEE, BE RECEIVED.
4.3 DRAFT
ESTIMATES AND LOCAL ACTIVITY PLAN INFORMATION FOR THE DRAFT LONG TERM PLAN
(LTP) 2015
R/14/11/17625
Report by Mr R
Covey and Ms S McNamara, providing an overview of the local activities and
services for the Five Rivers Water Supply for 2015-2025 which are provided
under the governance of the Five Rivers Water Supply Subcommittee, was tabled.
The subcommittee
noted the report details the estimated costs of these activities over the 10
years as well as the draft rates.
It was further
noted that the draft estimates will be incorporated into the Council’s
draft Long Term Plan (LTP) which will be released for consultation in March
2015. Once the Plan is finalised (and subject to any changes resulting from
submissions), the estimates shown for 2015/2016 will be used to set rates for
the year beginning 1 July 2015 (LTP year 1).
The subcommittee
was also informed the objective of the report is to highlight issues, confirm
priorities and plan expenditure and funding for the next 10 years as part of
the Council’s LTP.
Furthermore the
report outlined a summary of all planned projects for the Five Rivers Water
Supply for the next 10 years as extracted from the AMPs.
The subcommittee
noted that the report is organised into two main sections as follows:
4.3 DRAFT
ESTIMATES AND LOCAL ACTIVITY PLAN INFORMATION FOR THE DRAFT LONG TERM PLAN
(LTP) 2015 (CONT’D)
R/14/11/17625
a)
Rate Type Financial Information;
this section
shows the business unit costs making up income and expenditure for the rate
type.
b)
Planned Projects;
this section includes a list of
the maintenance and capital projects planned for the Five Rivers Water Supply
for the next 10 years.
Key Matters for the Five Rivers Water Supply
The key
matters for the Five Rivers Water Supply for the next 10 years included in this
report are:
§ Resource consent for water take will expire in 2018 with the
application programmed to be prepared in 2017. Some upfront flow
monitoring will be required to provide sufficient information to allow
preparation of the appropriate documents.
§ It
is crucial that the water meter previously advised be installed to provide
historic data required for the resource consent process. Re-application
without such data will likely stall any further consent issue.
Members were
informed if approved by Council via the LTP, the Five Rivers Water Supply will
be able to spend the Council funds allocated in accordance with the budgets
expenditure. This occurs via Council staff approving purchase orders.
Mr Covey advised
if the Five Rivers Water Supply wishes to spend funds that are unbudgeted,
including monies from reserves, then the decision will need Council approval.
Mr Covey
presented to the subcommittee a quotation from Downers NZ of $2,111 (GST INCL)
to supply and install a new ultrasonic flow meter to the supply main for the
Five Rivers Water Supply Scheme for the purpose of measurement of the untreated
water supply.
Mr Covey added the
cost of the meter is to be borne by the five families involved in the scheme.
Mr Covey advised
the meter will be read manually via the built-in LCD display on the meter and
it is envisaged the cost of this monitoring will be minimal and will be charged
separately to each of the five families involved in the scheme.
Members requested
staff ascertain from the Contractor the number of monitoring checks required
and confirm the cost to the families concerned.
Mr Covey sought Subcommittee support in
purchasing the ultrasonic flow meter suggesting urgency as the information will
be a requirement from Environment Southland for the upcoming resource consent
application.
4.3 DRAFT ESTIMATES
AND LOCAL ACTIVITY PLAN INFORMATION FOR THE DRAFT LONG TERM PLAN (LTP) 2015
(CONT’D)
R/14/11/17625
Moved P McNamee,
seconded R Andrews
and RESOLVED THAT
THE QUOTE FROM DOWNER NEW ZEALAND FOR $2,111.40 (INCL GST) FOR THE PURCHASE AND
INSTALLATION OF A NEW ULTRASONIC FLOW METER TO THE SUPPLY MAIN TO THE FIVE
RIVERS WATER SUPPLY SCHEME FOR THE PURPOSE OF MEASUREMENT OF UNTREATED WATER BE
ACCEPTED AND THAT THE CONTRACTOR BE INSTRUCTED TO LIASE WITH THE PROJECT
ENGINEER, WATER AND WASTE TO CONFIRM LOCATION FOR THE PLACEMENT OF THE METER.
Moved I
McLachlan, seconded B McNamee
and RESOLVED
THAT:-
(a) That the report on the
draft estimates and local activity plan information for the Five Rivers Water
Supply be received.
(b) That the Five Rivers Water
Supply draft estimates for 2015-2025 be adopted for inclusion in the
Council’s draft Long Term Plan.
(c) That the Five Rivers
Water Supply Subcommittee identifies the following priority project for the
local area for inclusion in the 2015-2025 Long Term Plan consultation process;
·
Installation of the ultrasonic flow meter.
5.0 CONCLUSION
The meeting closed at 7.15 pm.
CONFIRMED:
|
Five Rivers Water
Supply Subcommittee
8 December
2015
|
|
Annual Plan 2016/2017 - Draft Estimates Report
Record No: R/15/10/19254
Author: Bill
Witham, Operations Manager - Water and Waste Services
Approved by: Ian
Marshall, GM - Services and Assets
☐
Decision ☒ Recommendation ☐ Information
Purpose
1 This
report provides an overview of the forecasted services for the Five Rivers
Water Supply Subcommittee in 2016/2017. It includes any variations from
what was forecasted in year two of the Long Term Plan (LTP) 2015 - 2025.
2 Council
has streamlined its 2016/2017 Annual Plan process and as a result the
Subcommittee is only required to review your estimates for significant
changes. In addition, consideration should be given to funding any
significant changes from reserves where appropriate.
Executive Summary
3 The
draft estimates will be incorporated into the Council’s Draft Annual Plan
which will be released for consultation in February 2016. Once the plan
is finalised (and subject to any changes resulting from submissions), the
estimates shown for 2016/2017 will be used to set rates for the year beginning
1 July 2016.
|
Recommendation
That the Five Rivers
Water Supply Subcommittee:
a) Receives
the report titled “Annual Plan 2016/2017 - Draft Estimates
Report” dated 19 November 2015.
b) Determines
that this matter or decision be recognised as not significant
in terms of Section 76 of the Local Government Act 2002.
c) Determines
that it has complied with the decision-making provisions of the Local
Government Act 2002 to the extent necessary in relation to this decision; and
in accordance with Section 79 of the Act determines that it does not require
further information, further assessment of options or further analysis of
costs and benefits or advantages and disadvantages prior to making a decision
on this matter.
d) Approves
variations in the Five Rivers Water Supply Subcommittee estimates from year
two of the Long Term Plan.
e) Estimates
for the year commencing 1 July 2016 be adopted for inclusion in the
Council’s Draft Annual Plan (subject to any amendments made at the
meeting).
f) Identifies
the key highlights for the local area (to be agreed at the meeting).
|
Content
Background
4 The
draft estimates for the Five Rivers Water Supply Subcommittee for 2016/2017
have been based on forecasted information from year two of the LTP 2015 - 2025.
5 The
objective of these estimates is to highlight variations from year two of the
LTP and set rates for 2016/2017.
6 This
report has the following appendices:
Appendix 1: This
section is broken into rate types and includes a list of business units that
make up the rate type and financial summary statement which shows the
expenditure and income and rates calculation.
Issues
7 There
are no key variances from what was originally included in year two of the LTP
and what is planned now.
Revaluations
8 Section
9(1) of the Rating Valuations Act 1998 requires Council to revise its District
Valuation Roll at least every three years. Quotable Value Limited,
Council’s valuer, are currently
re-valuing all rateable properties in Southland. Ratepayers will be
notified in December of their proposed valuation and have until late January
2016 to lodge an objection. The final valuations will be provided to
Council in February/March 2016, and these values will be the basis for the
2016/2017 rates strike.
Factors
to Consider
Legal
and Statutory Requirements
9 The
Annual Plan 2016/2017 is a requirement of the Local Government Act 2002 and is
also closely aligned with the Local Government (2002) Rating Act.
Community
Views
10 Significant
or materially different variances from the LTP will be included in a
consultation document and released for consultation from 30 January 2016 to 29
February 2016.
As a result of the submission process, amendments may be made prior to Council
formally adopting the Annual Plan in June 2016.
Costs
and Funding
11 All
assumptions that were made when preparing the LTP have been applied in these
estimates except the interest rate on borrowings. The interest rate on
borrowings has been reduced from 6.25% per annum as per the 2015-2025 LTP, to
5.72% per annum to reflect the decline in market rates over the past
year. This interest rate is based on the average BNZ three year fixed
interest rate at the time of setting the LTP assumptions (August 2014) and now
(October 2015). Please note, this interest rate is subject to
confirmation by Council in December 2015, so could be subject to change.
Interest on reserves has been calculated at 4.19% on the average of these
balances at year end and is consistent with the 2015-2025 LTP. Inflation
rates have also been kept consistent with BERL rates adopted in the
2015-2025 LTP.
Policy
Implications
12 The
LTP sets out the directions or outcomes the community desires and the
activities of Council that will contribute to achieving these outcomes over 10
years. These estimates have been prepared using year two forecasted data
in the LTP. Any differences between the LTP and Annual Plan budget have
been identified and explained in the Issues Section of this report.
Analysis
Options Considered
13 The
Engineer has reviewed the original LTP numbers and revised as necessary; the
options are to accept the report or amend it.
Analysis of Options
Option
1 - Accept the estimates as proposed in this report
|
Advantages
|
Disadvantages
|
|
· Enables
an Annual Plan to be compiled in advance within the set timeframe.
|
· None.
|
Option 2 - Amend the estimates
proposed in this report
|
Advantages
|
Disadvantages
|
|
· Further
changes can be made to the LTP budgets.
|
· Rates
requirement may need to be recalculated.
· May
impact the delivery of the
Annual Plan within the set timeframe.
|
Assessment
of Significance
14 The
contents of this report is not deemed significant under the
Significance and Engagement Policy.
Recommended
Option
15 Option
1 to accept the estimates as proposed in this report is recommended.
Next
Steps
16 The
estimates will be summarised in Council’s Draft Annual Plan.
Significant or materially different variances from the LTP will be included in
a consultation document and released for consultation in February 2016.
The final Annual Plan including changes made as a result of consultation will
be adopted by Council in June 2016.
Attachments
There are no attachments for
this report.
