Notice is hereby given that a Meeting of
the Orawia Water Supply Subcommittee will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Friday, 29
January 2016
11am
Orawia Community Centre
2044 Ohai Clifden Highway
Orawia
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Orawia Water Supply Subcommittee Agenda
OPEN
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MEMBERSHIP
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Chairperson
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George Harpur
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Deputy Chairperson
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Members
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John Black
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Rodney Crack
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Chris & Dawn Glynn
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Tahawai Pastoral Ltd
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Patrick & Hellene Martin
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Timothy & Marilou Pierce
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Kieron & Alexia Ward
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Trevor & Lynley Whyte
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IN ATTENDANCE
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Operations Technician
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Matt Keil
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Manager, Area Offices
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Chris Dolan
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Area Officer
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Kelly Tagg
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Terms of
Reference for Water Supply Subcommittees
This committee is a subcommittee of
Southland District Council and is responsible to:
·
Approve the annual budget
·
Review the asset management plan and financial
strategy in respect of each individual scheme
·
Review quarterly operation and financial reports
·
Seek the views of consumers of the water scheme
·
Ensure the scheme is operated to best advantage
of the consumers
·
Approve new connections to the scheme
·
Recommend the level of annual water changes to
Council
·
Recommend changes to Council policies relating
to water schemes
·
Recommend emergency works outside of budget
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Orawia Water Supply Subcommittee
29 January
2016
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TABLE OF
CONTENTS
ITEM PAGE
Procedural
1 Apologies 5
2 Leave of
absence 5
3 Conflict of
Interest 5
4 Public Forum 5
5 Extraordinary/Urgent
Items 5
6 Confirmation
of Minutes 5
Reports
7.1 Works
and Finance Report to Orawia Water Supply Subcommittee for the period ended 31
December 2015 11
7.2 Unaudited
Annual Accounts Report to Orawia Rural Water Supply Subcommittee for the year
ended 30 June 2015 13
7.3 Annual
Plan 2016/2017 - Draft Estimates Report 15
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
6.1 Meeting
minutes of Orawia Water Supply Subcommittee, 30 January 2015
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Orawia Water Supply Subcommittee
OPEN MINUTES
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Minutes of
a meeting of Orawia Water Supply Subcommittee held in the Orawia Community
Centre, Ohai-Clifden Highway, Clifden on Friday, 30 January 2015 at 11.15 am.
present
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Chairperson
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Councillor George Harpur
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Members
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Trevor Whyte
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IN ATTENDANCE
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Manager, Area Offices
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Chris Dolan
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Operations Technician
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Matt Keil
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Management Accountant
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Susan McNamara
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1 Apologies
Apologies for
non-attendance were lodged by Member Black and Member Martin.
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Moved Member Whyte, seconded Councillor Harpur and resolved:
That the Orawia Water Supply Subcommittee accept the
apologies
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2 Leave
of absence
There were no
requests for leave of absence.
3 Conflict
of Interest
There were no conflicts of interest declared.
4 Public
Forum
There were no
Members of the public seeking speaking rights in the Public Forum section of
the meeting.
5 Extraordinary/Urgent
Items
There were no
Extraordinary/Urgent items.
6 Confirmation
of Minutes
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Resolution
Moved
Councillor Harpur, seconded Member Whyte
Confirms
the minutes of Orawia Water Supply Subcommittee meeting held on 31 January
2014.
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Reports
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7.1
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Works and Finance Report to Orawia Water Supply Subcommittee for
the period ended 30 November 2014
Record No: R/15/1/587
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The Works and Finance Report to the
Orawia Water Supply Subcommittee for the period ended 30 November 2014, was
tabled.
Mr Keil (Operations Technician), outlined
to the meeting the current situation with the water supply headworks.
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Resolution
Moved Member Whyte, seconded
Councillor Harpur
That the Orawia Water Supply Subcommittee:
a) Receives
the report titled “Works and Finance Report to Orawia Water Supply
Subcommittee for the period ended 30 November 2014” dated 30 January 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.
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7.2
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Orawia Water Supply Draft Estimates and Local Activity Plan
Information for the Draft Long Term Plan (LTP) 2015-2025
Record No: R/15/1/566
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The Orawia Water Supply Draft Estimates and Local Activity Plan
Information for the Draft Long Term Plan (LTP) 2015-25 report was tabled.
The
Subcommittee noted that this report provides an overview of the local
activities and services for Orawia Water Supply for 2015-2025 which are
provided under the governance of the Orawia Water Supply Subcommittee.
The report details the estimated costs of these activities over the 10
years as well as the draft rates.
The Subcommittee also noted
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).
At this point Mr Keil
advised that the key matters for the Orawia Water Supply community for the
next 10 years included in this report are;
- Storage
Capacity Project and Intake upgrade in 2015/16
- Consent Renewal
Preparation in 2017/18.
4
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Resolution
Moved Member Whyte, seconded Councillor Harpur
That the Orawia
Water Supply Subcommittee:
a) Receives
the report titled “Orawia Water Supply Draft Estimates and Local
Activity Plan Information for the Draft Long Term Plan (LTP) 2015-2025”
dated 30 January 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) Identifies
the following priority projects for the local area for inclusion in the
2015-2025 Long Term Plan consultation process;
·
Storage Capacity Project & Intake Upgrade
·
Consent Renewal Preparation
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11.30am CONFIRMED
AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Orawia Water Supply Subcommittee HELD ON 30 JANUARY 2015.
DATE:...................................................................
CHAIRPERSON:...................................................
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Orawia Water
Supply Subcommittee
29 January
2016
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Works and
Finance Report to Orawia Water Supply Subcommittee for the period ended 31
December 2015
Record No: R/16/1/614
Author: Bill
Witham, Operations Manager - Water and Waste Services
Approved by: Ian
Marshall, GM - Services and Assets
☐
Decision ☐ Recommendation ☒ Information
Water and
Waste Engineer’s Report
1 The
monthly operations reports from Downer are provided to the Board secretary as
they are published. They include data on Downer’s district-wide
operations activities which is presented on a town by town basis.
2 For
the year to date, there has been no unplanned expenditure exceeding the $5,000
threshold.
Project
List
3 The
table below shows all of the projects that are currently planned for 2015/2016,
including carry forwards from previous years with an update on their
progress. Carry forwards are identified in the following table as bold
and italic.
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Activity
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Project
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Type
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Year
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Budget
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Status
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Officer’s Comments
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Water Supply
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Increase Storage
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LOS
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1516
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$24,533.00
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Construction
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Enhanced storage capacity.
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Water Supply
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Intake Upgrade
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LOS
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1516
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$50,000.00
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Construction
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Improvement of water intake security.
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Recommendation
That the Orawia
Water Supply Subcommittee:
a) Receives
the report titled “Works and Finance Report to Orawia Water Supply
Subcommittee for the period ended 31 December 2015” dated 20 January
2016.
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Attachments
a Orawia
Water Supply Subcommittee Financial Report, 31 December 2015 View
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Orawia Water
Supply Subcommittee
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29 January 2016
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Orawia Water Supply
Subcommittee
29 January
2016
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Unaudited Annual Accounts Report to Orawia Rural Water
Supply Subcommittee for the year ended 30 June 2015
Record No: R/15/8/15185
Author: Bill
Witham, Operations Manager - Water and Waste Services
Approved by: Ian
Marshall, GM - Services and Assets
☐
Decision ☐ Recommendation ☒ Information
Project List
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Project Name
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Financial Year
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AP Budget
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Actual cost
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Status
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Officer’s
Comment
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Treatment Upgrade
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14/15
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$8,329
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$7,500
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Complete
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Financial
Considerations
1 Please
note these financial results are subject to review by Audit NZ in September,
and therefore may change.
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Recommendation
That the Orawia
Water Supply Subcommittee:
a) Receives
the report titled “Unaudited Annual Accounts Report to Orawia Rural
Water Supply Subcommittee for the year ended 30 June 2015” dated 15
September 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.
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Attachments
a Orawia
Water Supply Annual Report Figures 30 June 2015 View
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Orawia Water
Supply Subcommittee
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29 January 2016
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Orawia Water
Supply Subcommittee
29 January
2016
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Annual Plan 2016/2017 - Draft Estimates Report
Record No: R/15/10/19259
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 Orawia 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.
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Recommendation
That the Orawia
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 Orawia 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).
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Content
Background
4 The
draft estimates for the Orawia 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 2016/207.
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
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Advantages
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Disadvantages
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· Enables
an Annual Plan to be compiled in advance within the set timeframe
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· None
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Option 2 - Amend the estimates
proposed in this report
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Advantages
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Disadvantages
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· Further
changes can be made to the LTP budgets
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· Rates
requirement may need to be recalculated
· May
impact the delivery of the
Annual Plan within the set timeframe
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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.