Agenda of Council - 27 January 2016

Council

27 January 2016

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Annual Plan 2016/2017 - Adoption of Supporting Information and Consultation Document

Record No: R/15/12/22490

Author: Susan Cuthbert, Strategy and Policy Manager

Approved by: Rex Capil, Group Manager, Policy and Community

☒ Decision ☐ Recommendation ☐ Information

Purpose

1. This report recommends that Council adopt the Consultation Document and associated Supporting Information for the Annual Plan 2016/2017 for public consultation.

Executive Summary

2. All councils are required by legislation to prepare and adopt an Annual Plan for each financial year.

3. Year Two of the Council’s Long Term Plan 2015-2025 (LTP or 10 Year Plan) serves as the base for the Annual Plan 2016/2017 and activity managers have proposed changes that are considered necessary.

4. In developing the Annual Plan it has become apparent that it is broadly consistent with the LTP. There are no significant changes to the levels of service proposed to be provided by Council and the overall budgeted expenditure is projected to be slightly more than proposed in the LTP. There have been changes to the timing of some scheduled capital works projects, particularly water and sewerage projects. The major change is the proposal to spend more on the Catlins road sealing project.

5. Total rates are proposed to increase overall by 3.33%, compared to 3.18% proposed in the LTP. 25.62% of rates are proposed to be collected from uniform annual charges and targeted rates set on a uniform basis.

6. The Local Government Act 2002 Amendment Act 2014 set out new requirements for consultation. Instead of a draft Annual Plan, local authorities are required to develop a consultation document for the purpose of consulting with the community as well as making publicly available the information that provides the basis for the preparation of the consultation document (the Supporting Information). There is no longer a requirement to use the special consultation procedure to consult with the public.

7. The consultation document primarily sets out any significant or material differences to Year Two of the LTP.

8. The consultation document and supporting information is attached for Council’s review and adoption.

9. The consultation document will be released to the public for comment on 29 January 2016. Submissions will close at 5.00 pm, Monday, 29 February 2016.

Recommendation

That the Council:

a) Receives the report titled “Annual Plan 2016/2017 - Adoption of Supporting Information and Consultation Document ” dated 20 January 2016.

b) Determines that this matter or decision be recognised as 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) Adopts the Draft Prospective Financial Statements as information that is relied on by the content of the consultation document in accordance with Section 95A(4) of the Local Government Act 2002.

e) Adopts the Draft Rating Funding Impact Statement as information that is relied on by the content of the consultation document in accordance with Section 95A(4) of the Local Government Act 2002.

f) Adopts the Key Assumption Changes as information that is relied on by the content of the consultation document in accordance with Section 95A(4) of the Local Government Act 2002.

g) Adopts the Draft Roading Rate Model as information that is relied on by the content of the consultation document in accordance with Section 95A(4) of the Local Government Act 2002.

h) Adopts the Draft Schedule of Financial Reserves as information that is relied on by the content of the consultation document in accordance with Section 95A(4) of the Local Government Act 2002.

i) Adopts the Draft Schedule of Projects as information that is relied on by the content of the consultation document in accordance with Section 95A(4) of the Local Government Act 2002.

j) Adopts the Draft Schedule of Fees and Charges as information that is relied on by the content of the consultation document in accordance with Section 95A(4) of the Local Government Act 2002.

k) Adopts the consultation document for the Annual Plan 2016-2017 to support the consultation process giving due consideration to Council’s balanced budget requirements of the Local Government Act 2002.

l) Delegates authority to the Chief Executive to approve any final edits required to the consultation document in order to finalise the document for printing and distribution.

Content

Background

10. All councils are required by legislation to prepare and adopt an Annual Plan for each financial year.

11. The purpose of an Annual Plan is to:

· Contain the proposed annual budgets and Funding Impact Statement.

· Identify any variation from the financial statements and Funding Impact Statement included in the Long Term Plan (LTP) in respect of the year.

· Provide integrated decision-making and co-ordination of the resources of the local authority.

· Contribute to the accountability of the local authority to the community.

12. The Annual Plan is not audited.

13. As part of developing the Annual Plan, Council’s Community Boards, Community Development Area Subcommittees and Water Supply Subcommittees were provided with the opportunity at their estimates meetings to highlight any planned changes for the 2016/2017 financial year.

14. The budgets for the Annual Plan were based on year two of the Long Term Plan and were reviewed and updated as necessary by the activity managers. Finance staff as well as the Executive Leadership Team undertook a high level review of updated budgets. Council reviewed District estimates and various inputs into its plan at a workshop on 8 December 2016 and provided guidance to staff.

Issues

Supporting Information

15. Staff have developed the following set of information which reflects the guidance that has been provided by elected members at workshops held in 2015 (the Supporting Information):

· Draft Prospective Financial Statements.

· Draft Rating Funding Impact Statement.

· Key Assumption Changes.

· Draft Roading Rate Model.

· Draft Schedule of Financial Reserves.

· Draft Schedule of Projects.

· Draft Schedule of Fees and Charges.

16. Draft Prospective Financial Statements

· These statements have not been previously reviewed by Council.

· These statements are attached.

· Total rates are proposed to increase 3.33% from 2015/2016. This is slightly higher ($61,000 more) than the increase proposed for Year Two (2016/2017) in the LTP of 3.18%.

· The draft prospective financial statements reflect the position forecast following review of the budgets for 2016/2017.

· A summary of the draft forecast key financial statements is outlined below:

Council’s overall forecast operating deficit for 2016/2017 has reduced from $894K as proposed in the LTP to $239K. This has arisen primarily as a result of increased other revenue, partially offset by increased expenditure.

Other revenue has increased by $1.38M as a result of:

· increased forestry revenue ($546K) as a result of anticipated increased volumes to be harvested,

· increased NZTA funding predominantly as a result of the Catlins road sealing project anticipated commencement being deferred from 2015/2016 to 2016/2017, as well as the increased cost associated with this project ($678K),

· deferral of grants for AMCT and Edendale Hall ($500K and $378K respectively). The AMCT grant is available upon completion of the project, but due to the appeal process, completion is not anticipated to occur until 2016/2017 (previously 2015/2016). The Edendale Hall project was originally anticipated to be undertaken in 2015/2016, but has been deferred to 2016/2017 as the project scope is still being finalised, thus the grant revenue has been deferred to align with the project timing.

· reduction in the anticipated value of the forest ($321K) as a result of increased harvesting,

· reduced interest received from external investments ($260K) as a result of less cash being available for investment due to variations in projects,

· reduced building regulation and resource consent revenue ($170K) due to the decline in associated economic activity.

Other expenditure has increased by $784K as a result of:

· various additional projects planned across the district ($265K) that were not included in the LTP,

· increased grant to the Southland Regional Heritage Committee ($55K) for various projects ($5 including GST per household),

· increased employee expenses ($307K) due to the recent restructure of Council.

Council’s overall forecast net assets as at 30 June 2017 has reduced from $1,487M as proposed in the LTP to $1,424M. This has arisen primarily as a result of the opening balance of property, plant and equipment at 1 July 2015 being $58.3M less than forecast in the LTP due to the valuation at 30 June 2015 being significantly less than budgeted. Additionally, Council’s forecast cash balance has decreased by $9.8M from what was proposed in the LTP as a result of an increase in internal loans of $7.5M, and utilisation of $3.5M of reserves in 2016/2017. The forecast cash position at 30 June 2017 is $3.7 million overdrawn.

17. Draft Rating Funding Impact Statement

· This statement has not been previously reviewed by Council.

· The Rating Funding Impact Statement is attached.

· This statement sets out the rates mechanisms that Council will use, including information about how the different rates will be set and assessed for 2016/2017.

· Council's revenue from the uniform annual general charge and certain targeted rates set on a uniform basis is proposed at 25.62%. The maximum allowed under Section 21 of the Local Government (Rating) Act 2002 is 30%.

18. Key Assumption Changes

· The assumptions contained in the LTP 2015-2025 remain unchanged for the preparation of the consultation document and the Annual Plan, apart from the list of amendments attached.

19. Draft Roading Rate Model

· The structure of the model is the same as in the LTP; however, the inputs have been recalculated.

· The only input that has changed is the rating information as a result of the recent government valuations.

· The roading rate model is attached.

20. Draft Schedule of Financial Reserves

· The Schedule has not previously been reviewed by Council.

· The Schedule of Financial reserves is attached.

21. Draft Schedule of Projects

· The Schedule has not previously been reviewed by Council.

· The Schedule of Projects is attached.

22. Draft Schedule of Fees and Charges

· Council reviewed the proposed fees and charges at its 8 December 2015 workshop.

· Since this date, outstanding fees and charges have been updated, including SIESA electricity charges.

· The Schedule of Fees and Charges is attached.

Public consultation requirements

23. The Local Government Act 2002 Amendment Act 2014 set out new requirements for consultation.

24. There is no longer a requirement to use the special consultative procedure for public consultation and, if the Annual Plan does not include significant or material differences from the content of the LTP, then there is no requirement to consult.

25. Where a Council decides to undertake public consultation, instead of a draft Annual Plan, it is required to develop a consultation document. It also must make publicly available the information that is relied on by the content of the consultation document.

26. In developing the Annual Plan it has become apparent that it is broadly consistent with the LTP. There are no intended changes to the levels of service proposed to be provided by Council and the overall budgeted expenditure is projected to be slightly more than proposed in the LTP. There have been changes to the timing of some scheduled capital works projects, particularly water and sewerage projects. The major change is the proposal to spend more on the Catlins road sealing project.

27. The proposed variations to the LTP are sufficient to merit public consultation.

Consultation document

28. A recent amendment to the LGA requires a consultation document to be prepared and adopted in accordance with Section 95A. A draft Annual Plan must not be used as an alternative of the consultation document.

29. The purpose of the consultation document is to provide a basis for effective public participation in decision-making processes relating to the activities to be undertaken by the local authority in the coming year, and the effects of those activities on costs and funding.

30. To this end, the Annual Plan must identify the significant or material differences between the proposed Annual Plan and the content of the LTP for the financial year to which the
Annual Plan relates. This includes:

· An explanation of any significant or material variations or departures from the financial statements or the Funding Impact Statement.

· A description of significant new spending proposals, the costs associated with those proposals, and how these costs will be met.

· An explanation of any proposal to substantially delay, or not proceed with, a significant project, and the financial and service delivery implications of the proposal; and

· Any expected consequences of the differences, including the implications for the local authority’s financial strategy.

31. A consultation document has been prepared for Council’s review and is included as a separate attachment to this report.

32. There is no legislative requirement for staff to develop a draft Annual Plan and therefore one has not been developed for the purposes of consultation. The supporting information, which has informed the development of the consultation document, will be made available on the Council’s website during the consultation period.

33. The consultation document sets out the key changes to Year Two of the LTP as follows:

· Sealing Catlins road.

· A rates increase of 3.33%, which means an extra $61,000 in rates is being collected, from what was proposed in the LTP (3.18%).

· Proposed $5 including GST per household increase to the regional heritage rate (subject to all councils contributing).

· The annual roading rate model calculation.

· Changes to fees and charges including food safety and alcohol licensing charges, resource management charges and changes to the hall rates.

34. The consultation document also includes:

· Project updates on the Around the Mountains Cycle Trail, the Te Anau Wastewater Discharge Project and Curio Bay.

· An update on major projects planned for each area.

· Council’s financial statement.

· Where the rates are spent.

35. The consultation document has been prepared to meet all legislative requirements.

36. The consultation document will be released to the public for comment on 29 January 2016. Submissions will close at 5.00 pm on 29 February 2016.

37. The consultation document will be distributed to all households in the District via
Reach Media. Availability of the consultation document will be advertised via newspaper and radio. A copy of the consultation document will be available on Council’s website. Members of the public will be able to make on-line submissions via the website. Feedback can also be given via social media on Council’s Facebook page.

38. Note, due to the early release of the consultation document and staff changes, it has not been possible to make available a rates calculator tool on the website.

39. The hearing of Annual Plan submissions will occur on 7 April 2016.

Factors to Consider

Legal and Statutory Requirements

40. The Local Government Act 2002 sets out the requirements for the consultation document to be prepared and adopted by Council.

41. Before adopting a consultation document, the local authority must adopt the information that is relied on by the content of the consultation document.

Community Views

42. As part of preparing the Annual Plan and compiling the Supporting Information, consideration of the communities’ views were included. This was facilitated by the local estimates and ward estimates processes. The Supporting Information will be publicly available on the Council’s website during the Annual Plan public consultation period. As a result of submissions received, Council may decide to amend any of the Supporting Information documents prior to adopting the Annual Plan on 8 June 2016.

Costs and Funding

43. There are various costs incurred in compiling the Annual Plan including staff costs and budgets. These are included in Council’s annual budgets and funded accordingly.

Policy Implications

44. The changes set out in the Annual Plan are consistent with Council’s current Financial Strategy, Infrastructure Strategy and policies, including the Revenue and Financing Policy.

45. No policies have been amended as part of the Annual Plan development process.

Analysis

Options Considered

46. Adopt the supporting information and consultation document, with amendments as required.

47. Do not adopt the supporting information and consultation document.

Analysis of Options

48. Option 1 - Adopt the consultation document with amendments as required.

Advantages	Disadvantages
· Comply with statutory requirements.	· There are no disadvantages

49. Option 2 - Not adopt the consultation document, with amendments as required.

Advantages	Disadvantages
· There are no advantages to this option.	· Not comply with statutory requirements.

Assessment of Significance

50. Adoption of the Annual Plan consultation document is a significant decision as it is the primary way that Council is held publicly accountable for its expenditure proposals for the financial year, as well as communicating its planned levels of service and projects.

Recommended Option

51. That Council adopt the consultation document with amendments as required.

Next Steps

52. The online version of the consultation document will be available by 29 January 2016.
The printed version of the document will be distributed during the week beginning 8 February 2016. Copies will be delivered to all residents and ratepayers as well as being made available at libraries and Area Offices. The Supporting Information will be available on the Council website. Online submissions will be encouraged.

Attachments

a Draft Schedule of the Financial reserves 2016 2017 View

b Draft Roading Rate Model Annual Plan 2016 2017 View

c Draft Rating Funding Impact Statement View

d Draft Prospective Financial Statements View

e Key Assumption Changes View

f Draft Schedule of the Fees and Charges 2016 2017 View

g Draft Schedule of Projects View

h Annual Plan 2016-2017 Consultation document View

Council

27 January 2016

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Management Report

Record No: R/15/12/22624

Author: Steve Ruru, Chief Executive

Approved by: Steve Ruru, Chief Executive

☐ Decision ☐ Recommendation ☒ Information

Chief Executive

Regional Development Strategy

1 The Governance Group charged with overseeing the next phase of the Regional Development Strategy was appointed in mid-December with Tom Campbell confirmed as Chair.

2 The Chairs for each of the six Action Teams were also appointed with good progress also being made with each of the Action Teams themselves. The six Team Leaders are as follows:

· Vibrant Urban Centres Team - Joc O’Donnell

· Ease of Doing Business Team - Steve Ruru

· Welcome Southland Team - Penny Simmonds

· Business Extension Team - Peter Gow

· New Industries and Innovation Team - Mark O’Connor, with Paul Adams

· Inclusive Communities Team - Anna Stevens.

3 Appointments were also made to the Programme Director position with Sarah Hannan, currently the chief executive of the Chamber of Commerce, and Sara Brown, a local solicitor and chair of Southern Institute of Technology, being confirmed on an approximate 70/30 split.

4 The finalisation of these appointments means that the Action Teams will be able to make good progress with the next phase of work from February 2016.

Around the Mountains Cycle Trail (ATMCT)

5 At its December meeting the Activities Performance Audit Committee approved a proposal to initiate a review of the ATMCT. Terms of Reference for the proposed review have been drafted and a Request for Proposals released to consultants capable of undertaking the work.

6 It is expected that a reviewer will be appointed in early February. Officers will provide a verbal update on progress at the Council meeting.

Te Anau Wastewater

7 The Te Anau Wastewater Discharge Project Committee met in mid-December to receive a briefing from Pattle Delamore Partners (PDP) on the findings included in its draft peer review report.

8 While the Committee members asked a number of questions they have also decided to hold a workshop to discuss the peer review report and undertake site visits of both the consented option and the other two alternative options which are identified in the review as having a lower net present value. Prior to that workshop officers will also be developing further advice on the resource management, financial and local government decision-making issues that also need to be considered.

Local Government Reform

9 In November 2014 the then Minister of Local Government, Hon. Paula Bennett, announced a series of proposed changes to the Local Government Act 2002 to be introduced to Parliament during the first quarter of 2016. The amendments, which followed on from the Minister’s speech at the July 2015 Local Government conference are intended to make it easier for local authorities to implement local reform initiatives, such as the establishment of jointly owned CCOs to manage water and roading services and to lift their overall performance. The reforms were also intended to make it easier for the Local Government Commission to work with the sector to support performance improvement initiatives.

10 As part of the reform initiatives the Department of Internal Affairs are also advancing work to develop a set of performance indicators for the sector.

11 It is yet to be seen what shape these reform initiatives will take following the appointment of Minister Peseta Sam Lotu-Iiga as the new Minister of Local Government, effective from 14 December 2014.

Local Government Excellence Programme

12 As a follow-on from the local government sector reputation survey work undertaken in 2014 LGNZ has now developed a new Local Government Excellence Programme. The initiative, which was previously referred to as a performance improvement programme, is designed to designed to improve the public’s knowledge of the work councils are doing in their communities and to support individual councils improve their performance.

13 The four proposed priorities for the programme are:

· Excellence in governance, leadership and strategy;

· Excellence and transparency in financial decision-making

· High standards of asset management and infrastructure; and

· Stronger engagement with the public and businesses.

14 LGNZ is also undertaking work to lead the development of a new standard performance management framework. This work will complement work being progressed by the Department of Internal Affairs to look at how the performance of the sector is best measured.

15 The framework for the LGNZ Programme has been developed and pilot testing is underway with four councils to be followed by work with community focus groups.

16 It is seen as important that the sector and individual local authorities take steps to determine how their performance should be measured and how it can be improved in a way that will meet the needs of local communities. In this way there is a better prospect of such work ‘adding value’ in a learning sense and not simply becoming another form of compliance measures handed down from central government. The next New Zealand Local Government Survey (reputation research) will take place in March 2017.

Local Government Risk Management Agency

17 The Local Government Risk Management Agency Establishment Board is continuing with its work to determine whether there is a sound business case to support the establishment of a Local Government Risk Management Agency. A draft of the business case is due to be presented in February 2016.

18 In parallel with the LGRA work stream a review of the 60/40 natural disaster funding arrangement with the Crown is also being progressed by Treasury, Department of Internal Affairs and the Ministry for Civil Defence and Emergency Management. A discussion document outlining the issues and options being considered as part of this review is scheduled to be released in April 2016.

19 As part of this work stream consideration is also being given to whether there is an opportunity to use the proposed agency as a vehicle for administering a co-regulatory model for the sector’s work in the water, wastewater and stormwater area and/or an overall performance improvement programme for the sector.

3 Waters

20 In the last quarter of 2014 LGNZ consulted with the sector on proposed changes to the management of 3 waters infrastructure. The submissions received indicated a strong preference for a strong sector-led approach to meeting the overall goal of providing ‘world-class’ water infrastructure and services.

21 The project’s governance groups have recommended the co-regulatory model (overseen by representatives from both the sector and Government appointees) as its preference.

22 Prior to consideration of the submissions received by the project governance groups and National Council, LGNZ updated Minister English at a meeting on 23 November. It is clear that the water sector remains a high priority for central government, particularly following recent reports from the Productivity Commission and the Office of the Auditor General. As such it is seen as important that the sector proactively form a view on an appropriate way forward. If it doesn’t then it may find a solution is imposed by central Government.

23 The LGNZ National Council has now discussed the recommended approach and concurs, in principle, with a co-regulatory model. However, more detailed design work is required to confirm that this is the right approach. This work is now to be progressed.

Earthquake-Prone Buildings

24 The Local Government and Environment Select Committee reported back to Parliament on the Building (Earthquake-prone Building) Amendment Bill on 2 September. The Bill is currently awaiting its second reading.

25 The changes proposed address the variability of seismic hazard in New Zealand through timeframes for assessment and strengthening, and through the identification of priority buildings. Once a building is identified as earthquake prone the territorial authority serves an earthquake prone building notice and the information is made public on the MBIE earthquake prone building register.

26 It is expected that the Act will come into force in late 2016 to allow for the development of the regulations and guidance, including amendments to the NZ Society of Earthquake Engineers ‘red book’. The red book provides technical guidance to engineers on assessing the structural integrity of buildings including ground conditions.

Resource Management Review

27 Following release of its report Using land for housing in October 2014 central government has now tasked the Productivity Commission with undertaking a wider review of the current Resource Management and urban planning regime. This review will involve a ‘blue skies’ look at the approaches currently used to manage urban development under the Resource Management Act, Local Government Act and Land Transport Management Act. As such it will be a comprehensive and important review for the local government sector.

28 The Commission released an initial an issues paper on the review in December. The issues paper describes the approach the Commission plans to take toward the Inquiry and sets out a range of preliminary questions.

29 In December LGNZ also released an initial discussion document in its review of the resource management system, which was announced back in September 2014.

30 The document is intended to be a ‘thinkpiece’ which explores whether continued evolution of the current resource management system is the best approach or whether a more fundamental reform is needed. The document discusses the following themes:

· The system needs to be capable of operating successfully in a context that is dynamic and different from the one in which the present system was designed - in particular it needs to be flexible and adaptive.

· Any changes need to capitalize on the trend towards increasingly participatory processes which rely on the availability of quality data and the ability to translate and communicate it to lay audiences, moving from regulator to trusted advisor, interpreter and facilitator.

· The system has to be capable of facilitating the achievement of particular outcomes, not just the avoidance, remediation or mitigation of adverse effects.

· The capacity and capability of local authorities, the courts, central government agencies, sector groups and NGOs needs to be developed to match the current and future needs and demands of the system including measures to guide implementation.

· If it is to address current shortcomings, the resource management system has to be more than merely a platform for resolving disputes. It must be capable of aligning the efforts of communities, government and business towards achieving outcomes that advance common interests.

· The lack of alignment between core components of the resource management system needs to be resolved to reduce duplication of process and to assist the alignment of strategy, planning and funding - particularly in urban areas experiencing growth pressure.

31 Officers are reviewing both documents and will consider whether Council should lodge submissions to one or both processes.

Health and Safety Update

32 In December we had a serious harm injury when one of our staff member’s fell down the stairs and fractured her foot. The incident was reported to Work Safe New Zealand but they have chosen not to investigate any further. We have completed a full investigation for this incident. The staff member is doing well.

33 The Contractor Management Project is well underway. The majority of our Contractors have now signed health and safety documentation and provided up to date health and safety plans.

People and Capability Update

34 The organisational design was finalised in early December 2015. Recruiting is now underway for all our new positions with appointments hoping to be finalised by the end of April 2016.

Environment and Community Group

Overview

35 Decisions have been issued in relation to the Freedom Camping Bylaw following Council’s consideration of this matter at its 9 December 2015 meeting. Some communities have reported considerable amounts of freedom camping traffic over the holiday period. There is a report on the 27 January 2016 agenda seeking Council approval to the creation of a warden system in the Waikawa/Curio Bay area.

36 Some issues arose over the festive period with liquor licence holders allowing their licences to lapse. They had been sent renewal information and under the Sale and Supply of Alcohol Act 2012 the onus is on a licence holder to ensure their licence remains current; but additional reminder measures have been implemented by the Environmental Health team to seek to minimise the potential for this to occur again in the future.

37 Major building consent and resource consent activity remains relatively subdued although there has been some recent increase in residential and rural building consents. LIM numbers remain quite steady.

38 The Group Manager Environment and Community was Acting Chief Executive for the period from 19 December 2015 to 18 January 2016 while the Chief Executive was on leave.

39 The Group will be participating in the Ease of Doing Business workstream from the Regional Development Strategy as referred to in Item 2 of this report above.

Libraries

40 Main activities for the Library include:

· Bookbus presence at the Winton A & P Show

· Encouraging young readers with activities in the Southland-wide Summer Reading Challenge

· Preparing for Bookbus attendance at the Waimumu Field Days

· Have staff attending the LIANZA Weekend School in Oamaru

· Participation in the Children’s and Young Adult’s Conference in Timaru

· Conducting Library Tours at beginning of school year.

· District-wide reading challenge for adults.

Resource Management

41 A resource consent hearing was held for a proposed large scale Serpentine quarry north of Mossburn, with a decision issued in late November granting the consent subject to a number of conditions. The appeal period for this decision ran out on 11 January and no appeals have been received.

42 Resource Management are also involved in the upcoming Around the Mountains cycleway hearing, representing SDC as a regulatory authority.

43 Staff participated in a recent Environment Court mediation process in relation to the Environment Southland Regional Policy Statement.

Area Offices

44 Currently, staff are fully involved in governance responsibilities with the 2016/2017 estimate meetings that are being held for all Community Boards, Community Development Area Subcommittees and Water Supply Committees. November was also a busy period with staff being involved in receiving the second instalment of rates payments along with day to day customer service activities.

45 Area Office staff attended the recent Safer South Seminars held at the Civic Theatre, the Community Futures Workshop and the Community Boards/Community Development Area Subcommittees Chairs Meeting.

46 Projects of note within some of the townships that Area Office staff have had a role include:

· The proposed skate park at Winton

· Winton Memorial Hall upgrade

· Winton’s Centennial Park grandstand upgrade

· Development of a multi-purpose facility at Moores Reserve at Winton

· The proposal to demolish the Soundshell at Riverton

· Demolishing of the Waikaia Museum and the development of the new museum

· Upgrade of the Otautau BMX track

· Proposed development of the Otautau camping ground

· Upgrade of the Nightcaps Hall.

Milford Community Trust

47 The Trust considered the 2016-2019 Draft Statement of Intent at its meeting scheduled for 20 November at Milford. Other major issues the Trustees considered at the meeting include a report on possible alternative methods of allocation of the community contribution fee (concessionaires fee), and possible development of a recreational hall for the local Milford community.

Building Control

48 All strong recommendations and recommendations resulting from Building Control’s March 2015 accreditation reassessment have been addressed and there were no corrective actions resulting from the audit.

49 Five staff members have attained their National Diploma Building Control Surveying - medium and large buildings. Three staff are currently enrolled with Skills and working towards their national diploma. Three staff members have yet to enrol, with one meeting the exemption from obtaining the qualification due to his pending retirement.

50 High winds experienced towards the end of 2015 required the demolition of two wind damaged residential garages by Council that were presenting a danger to adjoining people and property.

51 The shared quality/process manual between Southland, Gore and Clutha District Councils and the Invercargill City Council is working well with all having now adopted the manual. The shared manual performed well in the 2015 accreditation reassessment audits undertaken by International Accreditation NZ (IANZ) on Clutha and Southland District Councils and will be subject to review again when Gore District and Invercargill City Councils are reassessed in early 2016.

Customer Service / Inclusive Communities

52 The Customer Services Manager is creating an accessible map funded by the Ministry of Social Development Making a Difference grant, showing wheelchair accessible services and facilities in the Southland District Council area. The purpose of the map is to encourage residents and visitors with disabilities to participate and enjoy with confidence the Southland District. With the assistance of Venture Southland the map is near the design and publishing stage and is hoped to be completed by April 2016.

53 Attending two key disability inter-agency groups in Fiordland and Invercargill is proving very worthwhile for sharing Council information and gaining participation and feedback from the disabled sector.

Environmental Health/ Animal Control

54 Staff had a busy lead up to Christmas with special licences for a number of events and a hearing of the District Licensing Committee.

55 A strong focus of the Environmental Health team is the implementation of the new Food Act regime.

56 Animal Control staff attended a number of incidents over the festive period. This is not particularly unusual as often this is a busy time with a number of dogs and their owners away from their normal place of residence.

57 Animal Control staff are also focused on the implementation stage of the Dog Control Policy and Bylaw 2015 as adopted by the Council in 2015. A particular focus at present is the implementation stage of the new multiple dog licence requirements.

Policy and Community

Community Futures Project

58 The Community Futures project focuses on the implications of projected demographic change for Ohai Nightcaps specifically at this stage. The wider project objectives are to:

· Increase awareness of elected representatives how demographic trends impact on Southland District communities

· Present options for infrastructure provision in communities

· Provide a framework to guide planning for asset and activity managers.

59 Following the presentations by demographers Dr Natalie Jackson, Rachel McMillan and Dr Peter Matanle further work has involved the development of an engagement plan for the project.

60 The aims for engagement are to inform key stakeholders, the public and staff about the issues being considered and involve the various parties to consider feedback and input going forward.

Community Governance Review

61 Following the extensive consultation process undertaken in the last six months of 2015 the information has been considered and a Future Opportunities Discussion Document has been prepared for consideration by the staff project working group, elected representatives project working group, Executive Leadership Team and Council. Once this feedback is considered the Discussion Document will be used for stakeholder engagement as the next part of the project development process.

2016/2017 Annual Plan

62 Significant progress has been made on the preparation of the Annual Plan and associated Consultation Document. The timeframe and key milestones have been achieved.

Stewart Island - Council Service Provision

63 On invitation of the Rakiura Heritage Trust and Rakiura Museum Trust staff attended a meeting in mid-December to discuss options and provide an update on future service provision requirements and options for Council on the Island. This included options available with regard the Area Office in the current museum facility and the future options available. This meeting raised the bigger issues associated with the overall community facility provision on the Island and how this can be developed with consideration to future needs and demands. To this end a community planning workshop is to be coordinated to review options for service provision requirements and associated community facility provision options to ensure long term viability and sustainability.

Section 17A Service Delivery Review - Community Development

64 Council is required to undertake a service delivery review for various services it delivers. Council’s community development activity as described in the 10 Year Plan 2015-2025 incorporates regional economic development, enterprise and business development, events and conferences, tourism and destination marketing and local community development - and is delivered on behalf of Council by Venture Southland. To this end it is proposed the Section 17A service delivery review involve the other Councils and a draft Terms of Reference has been prepared for consideration.

Information Management Group

Microsoft Licence Agreement Renewal

65 Following the negotiations what were completed by the Department of Internal Affairs on behalf of the Crown and Government agencies (including Ministries, Local Government, Crown Research Institutes etc) Council has renewed the Microsoft Agreement which provides Council with all Microsoft licences for a three year term. This new contract has provided Council with potential savings of between $13,000 and $17,000 per annum against the proposed budget under the 2015/16 LTP.

Digitisation Project

66 Council officers have revised the project schedule for the digitisation project and gained approval for the change from the Executive Leadership Team. A report back to Council in February will provide more detail as to the changes. The primary reason has been due to the organisation review and the impact this has had on resources to undertake the various components of the project – such as the Request for Proposal and decision around how Council wishes to deal with public access to the property files.

Services and Assets Group

General

67 The end of 2015 and the holiday period were fairly uneventful from a delivery of services perspective. The weather pattern that prevailed was wind, wind and more wind. This did result in more than normal tree falls and vegetation damage. This has had an impact on roading and cycle trail maintenance.

Around the Mountains Cycle Trail

68 The status of the trail is unchanged from the last report. Construction of the trail up to the gravel pit off Centre Hill Road is complete but, a couple of improvements need to be made to keep cattle off the western most section. Council cannot continue with any further work beyond this point, as this is the limit of the area consented under the resource consent granted in 2012.

69 As reported previously the Court hearing is set down for 15-19 February and 7-11 March. Expert witness caucusing was undertaken in December. Now it is a case of getting prepared for the actual hearing.

SIESA (PowerNet)

70 PowerNet is steadily working through the Asset Management Plan projects detailed in the Long Term Plan to strengthen and upgrade the SIESA asset conditions (for power generation and distribution) on Stewart Island.

71 In December last year the Stewart Island Community Board finally approved the new
“Ring-Feed Project”. The trenching work for Stages 1 and 2 (out of total five stages) for the new High Voltage (HV) cables along Hicks Road and Horseshoe Bay Road will start in late January. The required tools and materials are already on Stewart Island.

72 Still in this current financial year 2015/2016 the environmental “non-compliance” concerns regarding the conditions of the two 16,000L diesel storage tanks, fuel pumps and the setup of the fuel distribution setup need to be addressed and evaluated. Council will have to involve expert consultants for this condition assessment. A suitable renewal and upgrade strategy needs to be developed. Elements of this renewal and upgrade programme have already been considered In the Asset Management Plan and partly approved, from a financial perspective in the Long Term Plan.

73 The rollover of the SIESA Management Contract with PowerNet will have to be finalised this financial year. The current contract needs to be updated and requires some adjustments and more precise detailing of the specific contract conditions to make it fit for the next three years of SIESA Operations Management by PowerNet.

Property

Assets

Public Conveniences

74 Work on the Garston upgrade and the new toilet at Athol has been completed. Work has commenced on the installation of the new public toilets at Dipton and Ivy Russell Reserve in Winton.

75 With the demolition of the old museum in Waikaia, final operational discussions are to be completed prior to the transfer of funds to be used, in the provision of public toilets in the new replacement building.

Community Centres

76 The disposal of the former Otautau Public Hall will commence in the near future. Funding has been obtained for the internal refurbishment and painting at Nightcaps so this is to commence in the near future. The re-roofing of the Orawia Community Centre is to be deferred until next financial year, at the Committee’s request, as it believes it will be able to have the project completed without the need for any loans.

Council Offices and Other Buildings

77 Upgrade work at the Te Anau Library has commenced, with part completed in December, with the balance to be completed after the busy summer season. The upgrade of the Otautau Library is in its final stage of planning prior to work commencing.

Water and Waste

Te Anau Wastewater Update

78 Council’s application for resource consent to irrigate treated wastewater to land north of the airport at Kepler has now been granted approval. The consent has been approved for a period of 25 years and is subject to 29 conditions laying out a rigorous monitoring and reporting programme. Three appeals have been lodged with the Environment Court with all stating a willingness to enter mediation talks. In their latest communication the Court has indicated that Council must prepare a final response by May 2016 providing detail on next steps. In other words there is little or no opportunity for requesting a further hold period.

79 Pattle Delamore Partnerships (PDP) has been appointed to undertake a peer review. PDP has an extensive engineering background and experience in undertaking such reviews. An update on progress was provided to the committee on 10 November, followed by a public drop-in session, and as noted above a draft of their final report was presented to the Project Committee in December. The review has found no ‘fatal’ flaws with the currently consented proposal and has developed a short list of potential alternatives that this could be evaluated against. A workshop will be held with the Committee in early February to consider next steps and also understand implications of these steps from a financial, resource management and risk perspective.

80 As an aside to this ongoing review, Environment Southland has delayed flood defence work on the Upukerora River, downstream of the State Highway Bridge, until the outcome of the review is known.

81 A short term consent for continued discharge to the Upukerora was granted on
9 November. A consent for discharge to air from the oxidation pond site is currently being processed by Environment Southland.

Curio Bay

82 Council is currently working with Department of Conservation and the South Catlins Development and Environmental Charitable Trust to implement a sustainable long term wastewater treatment solution for the reserve. This work is part of a wider project to help improve the overall visitor experience at the reserve.

83 Resource consent has been granted for an upgrade of the wastewater treatment facilities for the reserve, with the long term goal of also connecting the wider community. The treatment solution based on membrane technology would treat the effluent to an extremely high standard which is in keeping with the unique status of the area.

84 A report outlining a proposed procurement approach and likely costs was presented to APAC in October. An outline proposal for the treatment plant is currently being considered and tender document are being drawn up for the non-technical elements of the proposal.

Stormwater Consenting

85 Environment Southland is currently processing consent applications for 17 of Council’s stormwater schemes. Site visits for all schemes have been undertaken and at a follow-up meeting Council staff tabled what it believed to be appropriate monitoring and consent conditions consistent with the scale of the activities and the potential financial implications for a small ratepayer base.

86 An initial set of conditions was amended following a meeting in late September. Drafted conditions were tabled and consent conditions discussed. Suggested draft conditions were submitted to Environment Southland.

Wastewater Resource Consent Renewals

87 Applications have been lodged at Environment Southland for the following wastewater resource consents:

a) Ohai - currently seeking affected party written approval.

b) Riversdale - pre-hearing meeting held February 2015, suggested draft conditions submitted to Environment Southland. While the current application is being progressed, an alternative proposal is also being developed to help ensure that value for money can be demonstrated.

c) Nightcaps - pre-hearing meeting held 28 April, draft conditions currently being drafted. Feedback from draft conditions has been provided to Environment Southland. Once conditions are accepted by both parties final affected party sign off will be sought.

d) Riverton Rocks - written approvals have been received from all affected parties and Council is currently awaiting feedback from Environment Southland on comments on draft conditions. Consent was granted in December 2015.

Wastewater Projects

88 Two significant wastewater treatment projects currently underway:

a) Te Anau and Winton inlet screens - all earthworks complete and screens installed with some outstanding electrical work at both sites and remaining pipework at
Te Anau. Work is now complete at both sites.

b) Regional desludging - Work is now complete at Winton and well underway at Te Anau with the contractor planning to return to site late January.

Environment Southland - Water and Land 2020 and Beyond

89 Environment Southland has recently completed consultation on its draft Water and Land 2020 and Beyond document. The aim is to respond to water quality and quantity issues facing the region and will form the initial basis for further work around a catchment limit setting process across the region.

90 The draft plan sets out proposed policies and rules for extraction and discharge to water and land, defining what activities are likely to be permitted, require a consent or are prohibited. A number of rules are likely to directly impact on a range of Council activities. Council’s submission was approved on 28 October. Officers are now awaiting any further feedback prior to full notification early in the New Year.

Work Schemes

91 Projects:

· Noxious control throughout District

· Mowing throughout District

· Repairs and maintenance at community housing throughout District

· Invercargill City Council - repairs and painting of park seats.

Recommendation

That the Council:

a) Receives the report titled “Management Report” dated 18 January 2016.

Attachments

There are no attachments for this report.

Council

27 January 2016

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Freedom Camping Patrols, Waikawa

Record No: R/16/1/4

Author: Michael Sarfaiti, Environmental Health Manager

Approved by: Bruce Halligan, GM - Environment and Community

☒ Decision ☐ Recommendation ☐ Information

Purpose

1 To authorise a new freedom camping patrol service in Waikawa.

Executive Summary

2 Concerns continue to be raised about the illegal freedom camping occurring at the Waikawa Domain. This report recommends that Council authorises a freedom camping patrol service in the area to abate this problem. It is proposed that the patrols will operate the same way as in Te Anau - an educational, tourist friendly approach.

Recommendation

That the Council:

a) Receives the report titled “Freedom Camping Patrols, Waikawa” dated
11 January 2016.

b) Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

d) Authorises staff to establish a seasonal freedom camping patrol service in Waikawa.

Content

Abbreviations and definitions:

Act: Freedom Camping Act 2011

Freedom camp means to camp (other than at a camping ground) within 200 m of a motor vehicle accessible area or the mean low-water springs line of any sea or harbour, or on or within 200 m of a formed road or a
Great Walks Track, using one or more of the following:

(a) A tent or other temporary structure

(b) A caravan

Self-contained vehicle is a vehicle that is designed to completely meet the ablutionary and sanitary needs of the occupants (including water for drinking and cooking) for a minimum of three days without requiring any external services or discharging any waste. They have the following:

1. Fresh water supply

2. A sink

3. Toilet

4. Holding tank

5. An evacuation hose

6. A sealable refuse container (with lid).

Background

3 During the review of the Freedom Camping Bylaw Council last year, Council heard of serious problems from freedom camping at the Waikawa Domain such as:

· Sanitary problems

· Costs to the ratepayer, eg rubbish collection, toilet maintenance

· Restricting access to other recreation users of the Domain

· Restricting parking access for hall.

4 Freedom camping problems were expected to worsen in the area. Reasons include:

· A new cell tower ‘opening’ up the area

· Sealing of the Haldane Road

· Visitor numbers are up

· More growth is expected, eg the proposed internationally appealing Curio Bay Natural Heritage Centre.

5 Council adopted the Freedom Camping Bylaw 2015, that came into effect on
12 December 2015. Council resolved this issue by reducing the size of the Waikawa Domain freedom camping designated site, and restricting it to certified self-contained vehicles only.

6 Self-contained vehicles must display a current self-containment warrant.

Issues

7 Waikawa and Te Anau are the two hot spots in the District for freedom camping presently. Awareness of the new rules at Waikawa via apps and on-site signage is expected to reduce the problem. Staff recommend that a patrol service is initiated in Waikawa to educate campers and move them on if necessary.

8 A patrol service similar to the one currently operating in Te Anau is proposed:

· The appointment of two local compliance officers, to service a seven day week patrol roster

· Daily patrols in the evening, educating campers where they can camp legally

· Operate during the tourist season - about 1 November to 30 April the following year

· The gathering of statistical information

· Use of private vehicles identified with a magnetic SDC door sign.

9 The service can be reviewed at any time, as may be prompted by changing patterns of freedom camping in the area.

10 The need for the service to be extended to Curio Bay can be considered by Council once the Waikawa service has been operating. There may be some opportunity for sharing of services, if DOC believes that they also may benefit from a patrol in Curio Bay.

Factors to Consider

Legal and Statutory Requirements

11 Section 32 of the Act enables Council to appoint enforcement officers.

Community Views

12 A number of Waikawa locals raised concerns about freedom camping at the Waikawa Domain during the Freedom Camping Bylaw consultation process. Crs Duffy and Keast support the introduction of a patrol service, who are regarded as representing the views of the local community. There is no local CB or CDA for the area to consult with.

Costs and Funding

13 There will be costs associated with the patrol service. Staff would seek to appoint officers who live in or near Waikawa.

14 The costs for a daily patrol service are estimated to be approximately $15,000 per year. Costs are associated with wages, mileage, training and gear.

15 Should the demand for the service lessen, then the number of weekly patrols could be reduced, and so would the costs.

16 The service would be funded from rates, out of the Environmental Health business unit. The income from infringement fines is expected to be negligible. There is a Ward projects budget that may be able to be used to fund part of the service, if Council wishes. The Area Engineer, Kushla Tapper, will be available at the meeting if Council has any queries concerning the Ward budget.

17 This service has not been budgeted for, and would be a new and ongoing demand on rates.

18 For comparison, the Te Anau service is funded as follows (excluding GST):

· Department of Conservation $24,000

· Te Anau Community Board $8,500

· Southland District Council $15,500

Total $48,000

Policy Implications

19 There are no policy implications.

Analysis

Options Considered

20 The options are whether or not to authorise a freedom camping patrol service in Waikawa.

Analysis of Options

Option 1 - to authorise a freedom camping patrol service in Waikawa

Advantages	Disadvantages
· Responds to the concerns of locals. · Minimises the incidence, and adverse effects from, illegal freedom camping.	· Cost to the ratepayer.

Advantages

Disadvantages

· Responds to the concerns of locals.

· Minimises the incidence, and adverse effects from, illegal freedom camping.

· Cost to the ratepayer.

Option 2 - status quo

Advantages	Disadvantages
· Does not add to the rates burden.	The continuation of illegal freedom camping in the area.

Assessment of Significance

21 This issue is considered to be not significant, in accordance with Council’s Significance and Engagement Policy.

Recommended Option

22 To authorise a freedom camping patrol service in Waikawa.

Next Steps

23 Staff will organise a patrol service as soon as practicable for this tourist season.

Attachments

There are no attachments for this report.

Council

27 January 2016

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Council endorsement of updated Charter of Understanding / He Huarahi mō Ngā Uri Whakatupu

Record No: R/15/12/22399

Author: Bruce Halligan, GM - Environment and Community

Approved by: Steve Ruru, Chief Executive

☒ Decision ☐ Recommendation ☐ Information

1 The Charter of Understanding / He Huarahi mō Ngā Uri Whakatupu is the foundation document which establishes the relationship of mutual benefit between the local authorities within the Murihiku rohe, the mana whenua of Murihiku, and Te Rūnanga o Ngāi Tahu.

2 This document also makes provision for Te Ao Mārama to assist the signatory councils in their relationship with matawaka living in te takiwa (territory) o Murihiku (i.e. Māori who are not part of Ngāi Tahu whanui as defined in the Te Rūnanga o Ngāi Tahu Act 1996).

3 The Charter is the basis for the ongoing relationship between the signatory councils and the tangata whenua, in the context of both the Resource Management Act 1991 and the Local Government Act 2002.

4 The original Charter was established in 1996 and has been through a number of iterations since then, but had not been subject to a thorough review since 2009.

5 In 2014, a group of staff from the signatory councils and Te Ao Mārama was formed to initiate a review to seek to update the content of the Charter. The purpose of this was to ensure that the Charter remains current and robust, and continues to form an effective and relevant base document for the ongoing management of the relationship.

6 An initial draft revised and updated Charter was hence developed and circulated for feedback, and some minor alterations were made following this feedback.

7 This revised draft was then presented to the Te Roopu Taiao hui held in Queenstown on Monday, 7 December 2015. The revised draft was unanimously endorsed by the tangata whenua representatives and all signatory councils to proceed forward for formal signing and implementation.

8 It is intended that a formal signing ceremony for the updated Charter document will occur at a marae in Murihiku in March 2016 (the venue is yet to be confirmed).

9 A copy of the updated document is attached to this report as Appendix 1. This includes additions (underlined) and strikeouts as identified on the document.

10 These changes are important as they update the document having regard to legislative change, and also reflect revised participation and funding arrangements which have occurred since the Charter was last reviewed.

11 However, these changes do not fundamentally change the nature of the relationship, nor do they impose any significant additional obligations on any party.

12 The key changes in the document as identified in Appendix 1 can be summarised as follows:

a) The document has been updated to reflect that Queenstown Lakes District Council, Clutha District Council and Otago Regional Council have joined the relationship, as they each administer parts of the Murihiku rohe. This is also reflected in Section 2.8 of the document which specifies the support funding arrangements and amounts. As outlined in Section 2.8, these funding arrangements reflect the relative size of each local authority in the context of the Murihiku boundary.

b) Section 2.4 of the document has been revised to emphasise shared decision-making, but while also linking to the Significance and Engagement Policies of the signatory councils.

c) Section 2.4.4 recognises the National Policy Statement for Freshwater Management, which has been created since the Charter was last reviewed.

d) Section 2.6 strengthens the principles for the relationship and links through to key relevant legislation - being the Ngāi Tahu Claims Settlement Act 1998, the Resource Management Act 1991, the Local Government Act 2002 and the Local Electoral Act 2001.

e) Section 2.7.7 confirms that secretarial support for the iwi/council representative group (Te Roopu Taiao) will be provided by Environment Southland. This has traditionally been the case, so this content merely confirms and formalises that arrangement.

f) Section 2.9 seeks to formalise a process that has been occurring, whereby a common narrative dealing with the relationship shall be developed and included by all signatory councils in their respective Long Term Plans.

g) Section 2.10 formalises that the Chairperson of Environment Southland shall be the chair of Te Roopu Taiao. Again this formalises a situation which has been the case since Te Roopu Taiao was first established. A Deputy Chairperson shall be appointed by the members from time to time if and when this is required.

h) Section 2.11 establishes that a review of the Charter shall occur at least once every five years (the content still provides for an earlier review should circumstances, such as a significant legislative change, require it).

i) Section 3 deals with operational aspects of the relationship and this content has been strengthened with regard to protection of sensitive data and other information which may have cultural sensitivity issues; while also recognising that the signatory councils have statutory duties under the Local Government Official Information and Meetings Act 1987 regarding the release of information which they must fulfil legally.

j) Section 4 establishes how relationships can move from collaboration to partnership, but does not impose any specific additional requirements or obligations in that regard on any party.

Recommendation

That the Council:

a) Receives the report titled “Council endorsement of updated Charter of Understanding / He Huarahi mō Ngā Uri Whakatupu ” dated 20 January 2016.

b) Endorses the updated Charter of Understanding / He Huarahi mō Ngā Uri Whakatupu and delegates authority to the Mayor and Chief Executive to sign this document on behalf of the Council at the formal signing ceremony to be held in March 2016.

Attachments

a Charter of Understanding - Updated Version - November 2015 View

Council

27 January 2016

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Local Election 2016 - Timetable, Order of Candidate Names and other matters

Record No: R/16/1/754

Author: Virginia Dillon, Property Officer / Statutory Officer / Deputy Electoral Officer

Approved by: Steve Ruru, Chief Executive

☒ Decision ☐ Recommendation ☐ Information

Purpose

1 The purpose of this report is to highlight matters of significance in relation to the
2016 triennial elections which includes the elections timetable and the order of candidate names.

Executive Summary

2 The 2016 triennial Council elections will occur on Saturday 8 October 2016. An update on preliminary matters relating to the election is provided to Council, including consideration of the order of candidate names to appear on the voting documents.

3 The bulk of the detail in the report has been prepared by Council’s Electoral Officer,
Mr Dale Ofsoske of Election Services, Auckland.

Recommendation

That the Council:

a) Receives the report titled “Local Election 2016 - Timetable, Order of Candidate Names and other matters” dated 20 January 2016.

b) Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

d) Determines for the 2016 triennial elections, to adopt either:

(i) the alphabetical order of candidate names; or

(ii) the pseudo-random order of candidate names; or

(iii) the random order of candidate names

as permitted under Regulation 31 of the Local Electoral Regulations 2001.

e) Receives the 2016 local election timetable.

Content

Background

4 The 2016 triennial elections for most local authorities are due to occur on Saturday, 8 October 2016, and are required to be undertaken according to the Local Electoral Act 2001, the Local Electoral Regulations 2001, the New Zealand Public Health & Disability Act 2000, the Sale and Supply of Alcohol Act 2012 and, to a limited extent, the Local Government Act 2002.

5 Certain pre-election information and tasks are outlined in this report for Council’s information and attention.

6 The Local Electoral Regulations 2001 provides for Council to resolve the order of candidate names to appear on the voting documents (alphabetical, pseudo-random or random order). If no decision is made, the order of names defaults to alphabetical.

2016 Election issues	Elections will be required for the following positions: · Mayor (elected ‘at large’) · Councillors - 12 (elected from five wards) · Community Board Members - 48 (elected from eight community board areas) · Environment Southland Members - 12 (elected within the Southland District Council area) · Southern District Health Board Members - 3 (elected within the Southland District Council area) · Mataura Licensing Trust Members - 3 (elected partly within the Southland District Council area) · Gore and Districts Health Incorporated Member - 1 (elected partly within the Southland District Council area).
2016 Election	With an election date of Saturday 8 October 2016, the following key functions and dates will apply: Nominations open/roll open Friday, 15 July 2016 Nominations close/roll closes (12.00 noon) Friday, 12 August 2016 Delivery of voting mailers From Friday, 16 September 2016 Close of voting 12.00 noon Saturday, 8 October 2016 A more detailed timetable is attached Appendix 1 and has been placed on Council’s website.
2016 Election Fact Sheet	A 2016 Election Fact Sheet summarising the key functions of the election (Appendix 2) is attached and has also been placed on Council’s website.
Compilation of non-resident Ratepayer Roll	The compilation of the 2016 non-resident Ratepayer Roll is required to commence early in 2016. This will include: · an insert detailing the qualifications and procedures for enrolment as a ratepayer elector to be included with the July 2016 rates instalment notice (Appendix 3); · a national Ratepayer Roll inquiry hotline operating between 11 April and 26 August 2016; · a confirmation letter issued to all current ratepayer electors in March/April 2016; · a national advertising campaign on the qualifications and procedures for enrolment as a ratepayer elector during May 2016. The above are all required by legislation but are considered minimum processes. Council is able to undertake additional promotion of the Ratepayer Roll if it wishes - such as contacting (letter/email etc) all current or potential ratepayer electors encouraging their enrolment and participation in the electoral process.
Order of Candidate Names	Regulation 31 of the Local Electoral Regulations 2001 provides the opportunity for Council to choose the order of candidate names appearing on the voting documents from three options - alphabetical, pseudo-random (names drawn out of a hat in random with all voting documents printed in this order) or random order (names randomly drawn by computer with each voting document different). Council may determine which order the names of candidates are to appear in on the voting documents, but if no decision is made, the order defaults to alphabetical. Council has used the alphabetical order for previous triennial elections.
Pre-Election Report	Section 99A of the Local Government Act 2002 requires each local authority to prepare a pre-election report, whose purpose is to provide information to promote public discussion about the issues facing the local authority. The pre-election report, which is prepared by the Chief Executive, must contain financial and major project information, and must be completed by 30 June 2016.
Online Voting Trials	Government has agreed to consider trialling online voting (in conjunction with postal voting) for certain territorial authorities for the 2016 triennial elections. Expressions of interest from territorial authorities were called for by Local Government New Zealand in June 2015 and eight territorial authorities have agreed to participate. The eight territorial authorities to potentially trial online voting are Masterton District Council, Matamata-Piako District Council, Palmerston North City Council, Porirua District Council, Rotorua District Council, Selwyn District Council, Wanganui District Council and Wellington City Council. The trials are subject to compliance to a comprehensive Department of Internal Affairs requirements document and to Government’s final approval, expected in February 2016.

Issues

7 There is a need to determine the order in which candidate names will appear on voting papers.

Factors to Consider

Legal and Statutory Requirements

8 The Triennial Local Elections are run in accordance with the provisions of the
2001 Local Electoral Act and Regulations.

9 The order of candidate names on voting documents issue is being dealt with under Regulation 31 of the Local Electoral Regulations 2001.

Alphabetical Order

10 Alphabetical order is simply listing candidate surnames alphabetically and is the order traditionally used in local authority and parliamentary elections.

Pseudo-Random Order

11 Pseudo-random order is where candidate surnames are randomly selected and the order selected is the order appearing on all voting documents relevant to that issue. The names are randomly selected by a method such as drawing names out of a hat.

Random Order

12 Random order is where all candidate surnames are randomly selected and the order of surnames is different on every voting document. The names are randomly selected by computer so that the order of surnames is different on each voting document.

13 The random order enables names to be placed on each issue in a completely unique order on each voting document.

Community Views

14 This order of candidate names is a matter to be determined by the Council alone.

Costs and Funding

15 Council staff have had advice that the cost to print voting documents will be identical no matter which order of candidate names is chosen – in the past it used to be more expensive for voting documents which used the random order for candidates’ names.

Policy Implications

16 None identified.

Analysis

Options Considered

17 There are three options with regard to the order of candidate names on voting documents:

· Alphabetical;

· Pseudo-random;

· Random.

Analysis of Options

Option 1 - Alphabetical

Advantages

Disadvantages

· Voters easily able to find candidate names for whom they wish to vote for.

· The candidate profile booklet which accompanies the voting documents is listed in alphabetical order (mandatory).

· May tend to favour those candidates with names in the first part of the alphabet (however in reality this is not generally the case – most voters tend to look for name recognition regardless of where in the alphabet the surname lies.

Option 2 - Pseudo-random

Advantages

Disadvantages

· The candidates’ names are mixed on the voting document with all electors receiving the same order.

· The candidates’ names do not have the perception of favouring those in the first part of the alphabet.

· Possible voter criticism/confusion as specific candidate names are not easily found, particularly where there are a large number of candidates.

· The candidate profile booklet which accompanies the voting documents is listed in alphabetical order (mandatory).

Option 3 - Random

Advantages

Disadvantages

· The candidate names appear in a random order on the voting document.

· The candidate names do not have the perception of favouring those in the first part of the alphabet.

· Each voting document lists candidates uniquely so if households vote together it may be more difficult to find certain candidates.

· Possible voter criticism/confusion as specific candidate names are not easily found, particularly where there are a large number of candidates.

· The candidate profile booklet which accompanies the voting documents is listed in alphabetical order (mandatory).

Assessment of Significance

18 Not considered significant.

Recommended Option

19 The Officer does not recommend any one option over any other.

Next Steps

20 The order of candidate names will be specified on the public notice calling for nominations.

Attachments

a Elections 2016 - Appendix 1 Timetable 8 October 2016 - Appendix 2 - Fact Sheet - Appendix 3 - Insert detailing qualifications and procedures for enrolment as ratepayer elector View

Mayor	Mayor Gary Tong
Deputy Mayor	Paul Duffy
Councillors	Lyall Bailey
	Stuart Baird
	Brian Dillon
	Rodney Dobson
	John Douglas
	Bruce Ford
	George Harpur
	Julie Keast
	Ebel Kremer
	Gavin Macpherson
	Neil Paterson

Chief Executive	Steve Ruru
Committee Advisor	Fiona Dunlop

Advantages	Disadvantages
· None identified.	· Risk of further deterioration in the building if left for another winter. This could potentially create a safety issue.

Advantages	Disadvantages
· Project can commence subject to APAC approval to accept tender.	· None identified.

Advantages	Disadvantages
· No further deterioration over winter or until funding approval is obtained.	· None identified.