Agenda of Eastern Bush/Otahu Flat Water Supply Subcommittee

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Notice is hereby given that a Meeting of the Eastern Bush/Otahu Flat Water Supply Subcommittee will be held on:

Date:

Time:

Meeting Room:

Venue:

Friday, 18 March 2016

10am

Westrange Farms Office,
548 Otahu Eastern Bush Road, Eastern Bush

Eastern Bush/Otahu Flat Water Supply Subcommittee Agenda

OPEN

MEMBERSHIP

Chairperson	Councillor George Harpur

Members	Derek Chamberlain
	Rohan Knowler
	John Moffatt
	Robert Pearce
	Alister Sanford
	Gray Wilson

IN ATTENDANCE

Operations Manager	Bill Witham
Committee Advisor	Kelly Tagg

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

1 Apologies

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 Eastern Bush/Otahu Flat Water Supply Subcommittee, 27 November 2015

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Eastern Bush/Otahu Flat Water Supply Subcommittee

OPEN MINUTES

Minutes of a meeting of Eastern Bush/Otahu Flat Water Supply Subcommittee held in the 548 Otahu Eastern Bush Road, Eastern Bush on Friday, 27 November 2015 at 10am.

present

Chairperson	Councillor George Harpur

Members	Derek Chamberlain
	Rohan Knowler
	John Moffatt
	Robert Pearce
	Alister Sanford
	Gray Wilson

IN ATTENDANCE

Operations Manager	Bill Witham
Area Officer	Kelly Tagg

1 Apologies

An apology for non-attendance was lodged by Member Moffatt.

Moved Member Pearce, seconded Member Knowler and resolved:

That the Eastern Bush/Otahu Flat Water Supply Subcommittee accept the apology.

2 Leave of absence

No requests for leave of absence were received.

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

Resolution

Moved Member Sanford, seconded Member Wilson

Confirms the minutes of Eastern Bush/Otahu Flat Water Supply Subcommittee meeting held on 21 August 2015.

Reports

7.1

Action Sheet

Record No: R/15/11/21235

The Action Sheets from the Subcommittee’s previous meetings was tabled.

Issues arising from the Action Sheet included the following;

Temporary Water Pipe Upgrade – Clifden Bridge

Mr Witham advised he had a meeting with Heritage Zealand where some details were clarified. However, Heritage New Zealand was not prepared to let Council go ahead with the work as approved by the archaeologist.

Subsequent to that meeting Mr Witham advised he had had further contact with Heritage New Zealand who had indicated they may now be in a position to allow the repairs to go ahead.

The Subcommittee requested that the Area Officer keep Members informed of progress.

Resolution

Moved Member Chamberlain, seconded Member Knowler

That the Eastern Bush/Otahu Flat Water Supply Subcommittee:

a) Receives the report titled “Action Sheet” dated 23 November 2015.

7.2

Works and Finance Report to Eastern Bush/Otahu Flat Water Supply Subcommittee for the period ended 31 October 2015

Record No: R/15/11/20141

The Works and Finance report for the period ended 31 October 2015, was tabled.

Mr Witham provided the Subcommittee with an update of upcoming projects for the scheme with the main project being the water supply upgrade. The meeting was informed that an initial investigation is planned for 2015/16 which is budgeted to cost $30,000. These works will pre-empt the full plant upgrade planned in 2016-2018.

Resolution

Moved Member Knowler, seconded Member Pearce

That the Eastern Bush/Otahu Flat Water Supply Subcommittee:

a) Receives the report titled “Works and Finance Report to Eastern Bush/Otahu Flat Water Supply Subcommittee for the period ended 31 October 2015” dated 13 November 2015.

7.3

Annual Plan 2016/17 - Draft Estimates Report

Record No: R/15/10/19253

The Annual Plan 2016/17 – Draft Estimates Report for the Eastern Bush/Otahu Flat Water Supply Subcommittee, was tabled.

Mr Witham informed the meeting that the report provides an overview of the forecasted services for the Eastern Bush/Otahu Flat Water Supply Subcommittee in 2016/2017 and further, the report includes any variations from what was forecasted in year two of the Long Term Plan (LTP) 2015-2025.

The meeting was advised that Council has streamlined its 2016/2017 Annual Plan process and as a result the subcommittee is only required to review the estimates for significant changes.

Mr Witham added that 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.

The meeting was informed that there are no key variances from what was originally included in year two of the LTP and what is planned now.

Resolution

Moved Member Wilson, seconded Member Chamberlain

That the Eastern Bush/Otahu Flat Water Supply Subcommittee:

a) Receives the report titled “Annual Plan 2016/17 - Draft Estimates Report” dated 13 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) Agrees there are no variations in the Eastern Bush/Otahu Flat 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 following key highlights for the local area;

· Water Supply Upgrade Stage 1

· Resource Consent Renewal

10.30am CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Eastern Bush/Otahu Flat Water Supply Subcommittee HELD ON 27 NOVEMBER 2015.

DATE:...................................................................

CHAIRPERSON:...................................................

Eastern Bush/Otahu Flat Water Supply Subcommittee

18 March 2016

Eastern Bush/Otahu Flat Water Supply Action Sheet

14.02.4.1 Temporary Water Pipe Upgrade – Clifden Bridge

Name(s)

Dates

The meeting expressed concern at the prospect of the temporary water pipe located on the historic Clifden Bridge freezing and restricting the supply of water to the scheme. The meeting was informed that Council is not allowed to access the bridge to put any remedial measures in place. Mr Witham to advise the Subcommittee of Council’s timeline for completion of this project.

Officer's Comment

The application for archaeological authority has been lodged and Council are awaiting this to be processed. Once access is granted, the actual work will only take one day and another for clean-up.

Updated 27 March 2015

Council is still unable to obtain access onto the bridge to remove the temporary pipe & install the new pipe. A meeting with representatives from Te Ao Marama is pending in order to secure their approval.

Updated 21 August 2015

The Operations Manager advised that the archaeological authority to access the bridge was granted some months ago on the condition that Heritage New Zealand give their approval. Council has been in contact with Heritage New Zealand who is currently deliberating over the request.

The meeting was also informed that Heritage New Zealand have requested that the white pipe on the bridge be removed which Council intends to do once it has reached end of life which is estimated to be 10 – 20 years from now; at that point, the pipe will be shifted to the new bridge.

The Subcommittee was informed that Council has an easement to allow access onto the bridge but the heritage status of the bridge is making this difficult to action.

The Operation Manager advised he was expecting a response from Heritage New Zealand soon.

The Area Officer was requested to keep Members informed of progress on this matter.

Updated 9 October 2015

The Operations Manager has met with Paul McGahan of Heritage New Zealand where some details were clarified. However, Heritage New Zealand is not prepared to let Council go ahead with the work as approved by the archaeologist.

Updated 10 March 2016

Repeated attempts by Council to resolve this issue with Heritage NZ have been unsuccessful to date. Staff are now looking to escalate this matter further.

Witham, B

Response

10/03/15

Eastern Bush/Otahu Flat Water Supply Subcommittee

18 March 2016

Eastern Bush/Otahu Flat Water Supply Subcommittee Action Sheet

Open Action Items

Author

Due Date

Subject

Notes

Bill Witham

11/03/2016

Combining of financial reports for two scheme

Operations Manager to ascertain if the financial reports are able to be combined for the two schemes.

Have requested Susan McNamara to investigate and report back for the next meeting.

Recently Closed Action Items

Author

Completion Date

Subject

Notes

Bill Witham

10/03/2016

Location for rising main project upgrade.

The Subcommittee requests staff advise of the site locations for the rising main upgrade project and the replacement main at the swamp area.

The main upgrade project has been deferred and scoping of the plant upgrade will commence in 2015/16.

Action completed by: Bill Witham Action closed

Bill Witham

10/03/2016

Allocation of water scheme units

Members queried whether or not both schemes are fully allocated; the meeting believed the Eastern Bush scheme was but was thought there may be some available units on the Otahu Flat scheme.

Mr Witham to investigate and report back to the next meeting whether customers on the schemes are able to surrender any unused units.

Rural water customers are able to surrender units they no longer require. This will not necessarily create available units if that scheme is still at or near capacity. The assessment of spare capacity in the schemes will be part of the wider review currently underway ahead of the treatment plant upgrades.

Action completed by: Bill Witham Closed

Eastern Bush/Otahu Flat Water Supply Subcommittee

18 March 2016

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Works and Finance Report to Eastern Bush/Otahu Flat Water Supply Subcommittee for the period ended 31 January 2016

Record No: R/16/2/2759

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 are 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 Eastern Bush/ Otahu Flat Water Supply in 2015/2016:

Activity	Project	Type	Year	Budget	Status	Officer’s Comments
Water Supply	Regulatory Water Meter	LOS	1516	$11,530	Not started	This work will be carried out concurrently with RW137 (Kakapo) in 2015/16 and incorporated into plant upgrade 2016/18.
Water Supply	Increase Storage	LOS	1516	$22,303	Not started	Investigation in relation to siting of storage to be completed prior to installation.
Water Supply	Water Supply Upgrade - Initial works	LOS	1516	$30,000	Not started	Initial investigation work to allow full plant upgrade in 2016 to 2018.

Financial Considerations

Development and Financial Contributions

4 The table below outlines the balance of Development and Financial contributions for your community to 30 June 2015 plus any amounts invoiced for this financial year to date. Spending of these funds is considered by Council staff when projects are in the planning stage. Once identified as a potential funding source for a project, confirmation from the Group Manager Services and Assets is sought before undertaking the project to ensure that the relevant policy and legislative requirements are met.

Water Contributions (Otahu Flat Water Supply)

$5,427

Recommendation

That the Eastern Bush/Otahu Flat Water Supply Subcommittee:

a) Receives the report titled “Works and Finance Report to Eastern Bush/Otahu Flat Water Supply Subcommittee for the period ended 31 January 2016” dated 4 March 2016.

Attachments

a Eastern Bush/Otahu Flat Water Supply Financial Reports, 31 January 2016 View