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Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 27 April 2016 at 1pm.

 

present

 

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

 

 

IN ATTENDANCE

 

Chief Executive Officer - Steve Ruru, Group Manager Environmental Services – Bruce Halligan, Group Manager Services and Assets – Ian Marshall, Group Manager Community and Futures – Rex Capil, Chief Financial Officer – Anne Robson, Communications Manager – Louise Pagan, Team Leader Governance – Chris Dolan and Committee Advisor – Fiona Dunlop.

Muriel Johnstone – Te Ao Marama representative

 

 


Council

27 April 2016

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1          Apologies

 

There were no apologies.

 

 

2          Leave of absence

 

There were no requests for leave of absence had been received.

 

 

3          Conflict of Interest

 

Councillor Duffy declared a conflict of interest in relation to report 7.1 Key issues and funding requests for deliberation on the Annual Plan 2016/2017 attachments g and h.

 

Councillor Ford declared a conflict of interest in relation to report 7.1 Key issues and funding requests for deliberation on the Annual Plan 2016/2017 attachment d submitter objection to car parking in Argyle Street on Stewart Island.

 

 

4          Public Forum

 

Ruth Shaw representing Fiordland Sewerage Options Inc. addressed the meeting regarding the Te Anau Sewerage Discharge Project.  Mrs Shaw read from notes on behalf of Regan Smith which are attached to the minutes as appendix 1.  She then read from her notes which are appended to the minutes as appendix 2.

 

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6          Confirmation of Council Minutes

 

Resolution

Moved Cr Dillon, seconded Cr Keast  and resolved:

That Council confirms the minutes of Council held on 9 March 2016 as a true and correct record.

 

Reports - Policy and Strategy

 

 

7.1

Key issues and funding requests for deliberation on the Annual Plan 2016/2017

Record No:         R/16/4/4760

 

Susan Cuthbert – Strategy and Policy Manager was in attendance for this item.

 

 

Miss Cuthbert advised that the report provided for decisions on the key issues and funding requests as a result of the Annual Plan submissions process. 

 

 

Council noted that officers had prepared a consultation document for the Annual Plan 2016/2017 that was adopted by Council on 27 January 2016 along with other information to support the consultation document.  Public consultation occurred from 27 January 2016 to 29 February 2016 and 263 submissions were received.  In addition, informal feedback was received via social media.  Oral submissions were heard on 7 April 2016 and numerous submitters spoke to their submissions. 

 

The meeting deliberated on the key issues and funding requests in the draft 2016/2017 Annual Plan on the series of issues and options reports which had been prepared to assist Councillors in their decision-making.

 

Note: - The “numbering” of recommendations t – w was amended due to a formatting error.  The change is indicated with strikethrough.

 

 

Moved Mayor Tong, seconded Cr Kremer recommendations a to f and resolved.

 

Councillors Baird and Dobson requested that their dissenting votes be recorded.

 

 

Moved Cr Dobson, seconded Cr Macpherson recommendation g and resolved.

 

 

Moved Cr Ford, seconded Cr Keast recommendation h and resolved.

 

 

Moved Cr Douglas, seconded Cr Macpherson recommendations i to l and resolved.

 

 

Moved Cr Kremer, seconded Deputy Mayor Duffy recommendations m and n and resolved.

 

 

Moved Cr Dillon, seconded Cr Douglas recommendations o and p and resolved.

 

 

(Councillor Duffy withdrew from the table due to a conflict of interest.)

 

 

Moved Cr Ford, seconded Cr Keast recommendations q and r and resolved.

 

 

(Councillor Duffy returned to the table.)

 

 

Moved Cr Dillon, seconded Cr Kremer recommendation s and resolved.

 

 

Moved Deputy Mayor Duffy, seconded Cr Paterson recommendation t(i) with a change as indicated and resolved.

 

 

Moved Cr Paterson, seconded Cr Douglas recommendation u(i) and resolved.

 

 

Moved Cr Dobson, seconded Cr Harpur recommendation u(ii) and resolved.

 

 

(Councillor Ford left the meeting at 2.59pm.)

 

 

Moved Cr Dobson, seconded Deputy Mayor Duffy recommendation u(iii) to u(vi) and resolved.

 

 

Moved Cr Harpur, seconded Cr Macpherson recommendation u(vii) to u(ix) and resolved.

 

 

 

Moved Cr Dillon, seconded Deputy Mayor Duffy recommendation v and resolved.

 

 

Resolution

That the Council:

a)         Receives the report titled “Key issues and funding requests for deliberation on the Annual Plan 2016/2017” dated 20 April 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)         Attachment A - Local Roads - Agrees to staff preparing the Annual Plan 2016/17 to include a project to seal the Catlins Road which includes the Slope Point Road to the first carpark and the road leading to the Waipapa Point Lighthouse. 

e)         Attachment A - Local Roads - Agrees not to include project work to repair the Colac Bay Foreshore Road in the Annual Plan 2016/2017.

f)          Attachment A - Local Roads - Agrees not to include projects to seal Roslyn Road (Roslyn Bush) and Helena and Mersey Streets (Fortrose) in the Annual Plan 2016/2017. 

g)        Attachment B - Heritage - Agrees to staff preparing the Annual Plan 2016/2017 to include a $5.00 including GST per household increase to the Regional Heritage rate - a total of $77,095 for the District

 

h)         Attachment C - Roading Rate Model - Endorses the Roading Rate Model methodology used to calculate outcomes in the Consultation Document for inclusion in the Annual Plan 2016/2017. 

i)          Attachment D - District and Local Issues and comments - Agrees to remove the Edendale Community Centre project from the Annual Plan budget.

j)          Attachment D - District and Local Issues and comments - Agrees to forward submitters’ project suggestions to the relevant Community Board or Community Development Area Subcommittee for their follow up and investigation if considered viable.

k)         Attachment D - District and Local Issues and comments - Agrees to forward submitter objection to car parking in Argyle Street on Stewart Island to the Stewart Island/Rakiura Community Board for discussion.

l)          Attachment D - District and Local Issues and comments - Agrees to work with Public Health South to consider how a health in all policies’ approach may be developed.

m)        Attachment E - Te Anau Wastewater Discharge project - Agrees to staff preparing the Annual Plan 2016/2017 on the basis that it will not include the costs of investigating alternative options for the Te Anau Wastewater Scheme at this stage on the basis that the Te Anau Wastewater Project Committee is yet to make a recommendation to Council.

n)         Attachment E - Te Anau Wastewater Discharge project - Determines that should the Te Anau Wastewater Project Committee make a recommendation then this will be considered as unbudgeted expenditure at that time.

o)         Attachment F - Around the Mountains Cycle Trail - Agrees to the Annual Plan 2016/2017 being prepared to include the Around the Mountains Cycle Trail project as previously planned. 

p)         Attachment F - Around the Mountains Cycle Trail - Agrees to complete the Deloitte review and wait for the decision from the Environment Court prior to making any decisions on the future of the project and its funding.

q)         Attachment G - Curio Bay project - Agrees to staff preparing the Annual Plan 2016/2017 to include the Curio Bay project as currently scoped. 

r)         Attachment G - Curio Bay project - Consults with local ratepayers about local connection as part of the Long Term Plan 2018-2028. 

s)         Attachment H - Haast Hollyford Road - Asks staff to proceed with developing a ‘high level’ community consultation process that will enable the Council to develop an understanding of the range of community views that might exist in relation to the concept of developing a Haast Hollyford road via a public private partnership.

t)          Attachment I - Rating and Finance - Agrees to staff preparing the Annual Plan 2016/2017 on the following basis:

u)i)    Determines whether to grant funds to the to grant a one off payment of $5,000 for Gore Kids Hub to be funded from the three wards that bound the Gore District.

uv)      Attachment I - Rating and Finance - Agrees to staff preparing the Annual Plan 2016/2017 on the following basis:

i)          That the Mabel Bush Hall Rate will be increased from $28.64 to $38.64 per unit (GST inclusive).

ii)         That the Riverton Pool rate will be increased from $20.68 to $23.68 per unit (GST inclusive).

iii)        That an extra $30,000 is included to cover the costs of implementing the next phase of the community futures project to be funded via the general rate.

iv)        That an extra $32,500 is included to cover 2016 electoral expenses to be funded via the district operations reserve.

v)         That Venture Southland’s revised budgets will be consolidated into Council’s forecasts for the 2016/2017 Annual Plan.

vi)        That the Riverton Havelock Street kerb and channel project will be included in the NZTA 2016/2017 programme of work and the local share component be obtained. 

vii)       Agree to staff preparing the Annual Plan 2016/2017 on the basis that the Uniform Targeted Rate will be set at a level agreed at the Council meeting on 27 April 2016. 

viii)      Agree to staff preparing the Annual Plan 2016/2017 on the basis that the overall District Rate increase will be set at a level agreed at the Council meeting on 27 April 2016. 

ix)        That a number of projects will be carried forward from the 2015/2016 financial year as follows:

Area

Activity

Project Name

Amount

 

 

 

 

District

District Leadership

Digitisation Back Capture

$190,000

District

District Leadership

Core System Review

$750,000

District

Water

District Wide Leak Detection

$50,000

District

Water

Project Management and Design for District Monitoring Project

$17,000

District

Water

Various

$8,948

District

Water

Various

$4,982

District

Wastewater

CCTV

$50,000

District

Wastewater

Various

$54,300

District

Wastewater

Various

$9,357

District

Regulatory Services

District Plan

$75,000

District

Regulatory Services

District Plan

$100,000

District

Roads and Footpaths

Various

$686,153

Dipton

District Leadership

Information Board

-$1,000

Limehills

Stormwater

Mechanical Cleaning

$11,695

Lumsden

Community Services

Upgrade Railway Heritage Area

-$25,625

Nightcaps

Community Services

Interior Painting

-$14,666

District

Wastewater

Treatment Upgrade Stage 1

$400,000

District

Wastewater

Treatment Upgrade

$300,000

Riverton/Aparima

Roads and Footpaths

Widenings

$105,884

Riverton/Aparima

Roads and Footpaths

Kerb work on Havelock Street

$130,000

Riverton/Aparima

Roads and Footpaths

Streetlight Renewal

$5,000

Stewart Island/Rakiura

Solid Waste

replace 8 plastic rubbish bins with stainless steel

$13,000

Stewart Island

Stormwater

Rectify Main Road flooding at DOC

$40,000

District

Water

Contact Tanks

$66,430

District

Wastewater

Lateral Replacements

$124,761

District

Water

Replace reservoir tanks ahead of schedule (Kakapo)

$85,000

District

Community Services

Curio Bay Upgrade

$815,000

Tuatapere

Roads and Footpaths

General Maintenance

$5,000

Orawia

Community Services

Reroof

$21,200

District

Water

Increase Storage

$22,303

Otautau

Community Services

Upgrade Camping Ground

$220,000

Winton

Roads and Footpaths

Footpath reclamation & lichen Spray

$8,000

Winton

Community Services

Levelling Plots and resew grass

$15,000

Winton

Community Services

Skate Park upgrade

$50,000

Total

 

 

$4,392,722

 

w)v)     Notes that submissions that relate to operational matters or renewal works, requests for more information for reviews and changes to programmes or projects, have been provided to relevant officers and will be considered alongside existing work programmes and actioned as appropriate.

 

 

Reports - Operational Matters

 

 

8.1

Dog Registration Fees for 2016/2017

Record No:         R/16/3/3525

 

Bruce Halligan – Group Manager Environmental Services and Michael Sarfaiti Environmental Health Manager were in attendance for this item.

 

 

Mr Halligan advised that the purpose of the report was to set the dog control fees for the 2016/2017 year.

Council noted that the dog control fees must be prescribed by resolution.  It was proposed to continue the current fees for the 2016/2017 year with the addition of a proposed new fee concerning the withdrawal of infringements.

During discussion it was agreed to add “plus” to “late registration – all dogs”

 

 

Resolution

Moved Cr Dillon, seconded Cr Bailey  recommendations a – c, d with an addition (as indicated) and e and resolved:

That the Council:

a)         Receives the report titled “Dog Registration Fees for 2016/2017” dated 14 April 2016.

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)         Sets the dog control fees for the 2016/2017 registration year as follows:

DOG CONTROL FEE SCHEDULE EFFECTIVE 1 JULY 2016

(All fees GST inclusive)

 

Registration - Dog (non-working)

$30.00

A dog impounded by SDC released to a SDC authorised rehoming provider for either fostering or rehoming (initial registration only)

Free

Registration - Working Dog

$30.00

Late Registration - All Dogs

Plus 50%

Dog Control

 

Dog hearing lodgement fee

$100.00

Multiple dog licence application fee

$50.00

Sale of collars

$9.00

Withdrawal of infringement fee, per infringement 

$30.00

Microchipping

 

Microchipping of a dog registered by SDC

Free

Commercial breeders that require more than four pups to be microchipped per registration year, per dog, for the fifth and subsequent dog

$30.00

Dog Impounding Fees

 

Impounding of dogs

$100.00

Sustenance of impounded dog per day or part thereof

$15.00

Euthanasia

$40.00

 

 

e)         Publicly notifies the fees in the Southland Times on Saturday, 4 June 2016 and Saturday, 11 June 2016.

 

 

8.2

Food Act 2014 Delegations

Record No:         R/16/3/3303

 

Bruce Halligan – Group Manager Environmental Services and Michael Sarfaiti Environmental Health Manager were in attendance for this item.

 

 

Mr Halligan advised that the purpose of the report was to make delegations to officers under the Food Act 2014.

Council noted that the Food Act 2014 came into force on 1 March 2016.  The Act allows for Council to delegate certain functions and duties under the Act to the Chief Executive, who then may in turn sub-delegate to officers.

 

Resolution

Moved Cr Kremer, seconded Cr Keast and resolved:

That the Council:

a)      Receives the report titled “Food Act 2014 Delegations” dated 4 March 2016.

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)      Delegates all of its responsibilities, duties and powers under the Food Act 2014 and Regulations made under it to the Chief Executive; except the following:

(i)      Section 173 (2) Agreement to combine functions with other territorial authorities.

(ii)     Section 176 Transfer of functions to other territorial authorities or regional councils.

(iii)    Section 179 Transfer of function to chief executive of Ministry of Primary Industries.

(iv)    Section 182 Change revocation etc of any transfer under Section 179.

 

 

(v)     Section 205 Power to fix fees.

The Chief Executive has the power to sub-delegate any of the responsibilities, duties and powers.

 

 

8.3

Food Act 2014 - Combined Registration Authority

Record No:         R/16/3/3378

 

Bruce Halligan – Group Manager Environmental Services and Michael Sarfaiti Environmental Health Manager were in attendance for this item.

 

 

Mr Halligan advised that the purpose of the report was to seek support for the creation of a combined registration authority under the Food Act 2014.

Councillors noted that the Food Act 2014 enables Southland District Council to combine with other councils to create a combined registration authority.  The “Ease of Doing Business” work currently being undertaken under the Southland Regional Development Strategy has highlighted a desire from industry to see uniformity across councils for regulatory matters.  A combined registration authority would meet these expectations.

 

 

Resolution

Moved Cr Paterson, seconded Cr Douglas and resolved:

That the Council:

a)         Receives the report titled “Food Act 2014 - Combined Registration Authority” dated 14 April 2016.

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)         Authorises the Chief Executive to enter into a written agreement to combine with one or more southern territorial authorities for the purpose of performing the function of a registration authority under the Food Act 2014 in the combined district of the territorial authorities that are parties to the agreement.

 

 

8.4

Forecasted Financial Position for the year ending 30 June 2016

Record No:         R/16/4/5499

 

Anne Robson – Chief Financial Officer and Susan McNamara – Management Accountant were in attendance for this item.

 

 

 

Miss McNamara advised that the report was to inform Council of the forecasted changes to the 2015/2016 Long Term Plan budget and to seek approval where necessary for anticipated unbudgeted expenditure included in the forecasts.

Council noted that forecasting the financial position for the year ended 30 June 2016 was intended to provide information at an earlier stage of the year of any changes from what was included in the Long Term Plan.

The budgeted expenditure included in the Long Term Plan for the 2015/2016 year was set nine months before the start of the financial year.  Forecasting allows a formal process to communicate to Council and the Executive Leadership Team any known changes.

Officers advised that approval was being also sought for expenditure which has been identified as part of the process which either not been included or amended from the amount included in the Long Term Plan for 2015/2016.

 

 

Resolution

Moved Cr Macpherson, seconded Cr Baird and resolved:

That the Council:

a)         Receives the report titled “Forecasted Financial Position for the year ending 30 June 2016” dated 19 April 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)         Approve the forecasted changes to Council’s year-end financial position as outlined in appendices 3, 4 and 5 attached to the minutes.

 

 

8.5

Update on Te Anau Wastewater Peer Review Process

Record No:         R/16/4/5071

 

Ian Marshall – GM Services and Assets and Ian Evans Strategic Manager Water and Waste were in attendance for this item.

 

 

1        Mr Marshall advised that the report was to provide an update on the progress made to advance the Te Anau Wastewater Discharge Project given the findings contained in the draft Pattle Delamore Partners peer review  and seek a decision as to whether Council wishes to defend the appeal to the Environment Court in regard to the Kepler option. 

2        Council noted that Pattle Delamore Partners (PDP) were engaged to undertake a peer review of the current consented option for the Te Anau Wastewater Discharge Project.  The Te Anau Wastewater Discharge Project Committee were briefed on the findings in the draft PDP report at a two day workshop held on 9 and 10 February where it was agreed that a number of alternatives warranted further desktop investigation to determine if further physical investigation works should be progressed.

3        Council also noted that the outcome of this further work was presented and made recommendations around the potential alternatives.  The report identified treatment at the oxidation ponds with pumping to the Smith block as the most suitable alternative to compare against the consented Kepler option.

4        Council further noted that the assessments included in this report also need to be considered alongside legal and planning advice which recommends that the Council should not abandon the current Kepler option until it has a similar level of certainty in relation to any alternative option that it may wish to consider.

5        Officers advised that the need for the Council to indicate to the Environment Court by 27 May 2016 whether it wishes to continue with the consented Kepler option, it is important that the Council make a decision on whether it wishes to defend the appeal.  The Te Anau Wastewater Discharge Project Committee have recommended that Council should defend the appeal but in parallel enter discussions with the appellants to explore potential areas of agreement. A draft copy of the proposed response to the Environment Court outlining how Council proposes to progress the appeal was attached to the officers report.

6        Councillors also noted that the Te Anau Wastewater Discharge Project Committee also want to continue with its consideration of alternative options and are seeking approval for $50,000 of unbudgeted expenditure to enable this work to continue.

 

Resolution

Moved Cr Baird, seconded Cr Kremer recommendations a – c, d with an addition (as indicated), e to g, h (with an addition) and i and resolved:

That the Council:

a)         Receives the report titled “Update on Te Anau Wastewater Peer Review Process” dated 14 April 2016.

 

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 from the district wastewater reserve the $261,377.82 of unbudgeted expenditure incurred as a result of undertaking the peer review.

 

e)         Determines that it wishes to pursue the Kepler resource consent and therefore will be defending the appeal before the Environment Court if no prior agreement is reached with the appellants.

 

 

f)          Notes the content of the draft Memorandum to the Environment Court and delegates authority to the Chief Executive to finalise the Memorandum, have it filed with the Environment Court and otherwise manage the defence of Council’s position through any mediation and/or Environment Court hearing process.

 

g)         Delegates authority to the Chief Executive to enter into discussions with Fiordland Sewage Options and other appellants to the Kepler resource consent to explore the areas of common interest prior to a formal Environment Court mediation process.

 

h)         Approves from the district wastewater reserve unbudgeted expenditure of $50,000 to enable the Te Anau Wastewater Discharge Project Committee to carry out further investigation of potential alternatives. 

 

i)          Requests that the Te Anau Wastewater Discharge Project Committee report back to Council by the meeting scheduled for 20 July 2016 with a progress report on the outcomes of its work and a suggested way forward.

 

 

8.6

Approval of Unbudgeted Expenditure for the Oban Wastewater Oxidation Pond

Record No:         R/16/3/3704

 

Ian Marshall – GM Services and Assets and Ian Evans Strategic Manager Water and Waste were in attendance for this item.

 

 

Mr Marshall advised that the purpose of the report was to seek Council’s approval to spend $55,000 plus GST of unbudgeted expenditure to fund the upgrade aeration equipment for the Oban wastewater oxidation pond.

Councillors noted that due to the influx of cruise ship visitors to Oban has recently caused significant operational problems at the township’s wastewater oxidation ponds.

Also noted was that to manage the additional load as a result of high visitors it is proposed to install a new, more efficient aerator on the pond at a cost of $55,000 plus GST.

Officers advised that the expenditure is required as a result of increasing demand over the holiday period it is appropriate that the project is funded from the development contribution reserve which currently has $264,045 available.

 

Resolution

Moved Cr Baird, seconded Cr Keast and resolved:

That the Council:

a)         Receives the report titled “Approval of Unbudgeted Expenditure for the Oban Wastewater Oxidation Pond” dated 19 April 2016.

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 the request to spend an unbudgeted amount of $55,000 on the upgrade of the aeration to the Oban wastewater oxidation pond to be funded from Development Contributions.

 

 

8.7

Approval of Unbudgeted Expenditure by the Te Anau Community Board for the Joint Public BBQ Project with the Te Anau Kepler Lions Club

Record No:         R/16/3/3585

 

Ian Marshall – GM Services and Assets was in attendance for this item.

 

 

Mr Marshall advised that the purpose of the report was to seek Council’s approval to spend $11,439, excluding GST, unbudgeted expenditure to fund the purchase of a public BBQ unit for joint project with Te Anau Kepler Lions Club.

Councillors noted that the Te Anau Kepler Lions Club have been in discussions with the Te Anau Community Engineer and Venture Southland Community Development Planner to provide another public BBQ at Lions Park.  The Te Anau Community Board were advised the total project cost, as per quotes received by the Kepler Lions, to be approx. $24,000.00 including GST

Mr Marshall also advised that that the Kepler Lions approached the Te Anau Community Board for assistance in funding for the BBQ unit component of this project.  The Te Anau Community Board had not budgeted to spend any money on this project.

Councillors also noted that the Te Anau Community Board have requested approval to spend $11,439, excluding GST, to be funded from the Board’s general reserve.

 

Resolution

Moved Mayor Tong, seconded Cr Kremer  and resolved:

That the Council:

a)         Receives the report titled “Approval of Unbudgeted Expenditure by the Te Anau Community Board for the Joint Public BBQ Project with the Te Anau Kepler Lions Club” dated 19 April 2016.

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 the request of the Te Anau Community Board for approval of unbudgeted amount of $11,439, excluding GST, to be funded from the Board’s general reserve as the Board’s share of a joint public BBQ project with the Te Anau Kepler Lions Club.

 

 

8.8

Elected Members Remuneration

Record No:         R/16/4/4877

 

Anne Robson – Chief Financial Officer and Sheree Marrah – Finance Manager were in attendance for this item.

 

 

Mrs Marrah advised that the purpose of the report was to establish the levels of Elected Members remuneration for the period 1 July 2016 to 30 June 2017 in accordance with the requirements of the Remuneration Authority.

Councillors noted that the Remuneration Authority was seeking confirmation on the proposed remuneration for Elected Members for the period 1 July 2016 to 30 June 2017.

The Remuneration Authority are proposing a base remuneration level increase for inflation, of between 1.5% to 3.0% depending on the Authority’s size index.  The proposed inflation applied to Council’s remuneration is 2.5%.

Councillors noted that the Remuneration Authority also allocates a pool of funds for disbursement to Elected Members for additional duties.  This pool has been increased from 150% of the Councillor’s base salary to 200% ($51,455).  The Remuneration Authority has also removed the caps on payments to individual councillors for additional duties.

Mrs Marrah also advised that Council are required to endorse the proposed base salaries and advise of the allocation of the pool to the various positions of additional duties to the Remuneration Authority by 16 May 2016.  Once the Remuneration Authority has considered information from all councils a formal determination will be issued. 

 

Resolution

Moved Cr Macpherson, seconded Cr Harpur  recommendations a to c, d with an addition (as indicated), e and f and a new g (as indicated) and resolved.

That the Council:

a)      Receives the report titled “Elected Members Remuneration” dated 19 April 2016.

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)      Adopts to recommend Option 1 of this report to the Remuneration Authority for proposed Elected Members remuneration for the period 1 July 2016 to 30 June 2017, being:

•        Accept inflation rate increase from 2015/16 of 2.5% on all remuneration.

•        Allocate 150% of the pool for additional responsibilities (rather than the maximum allowed of 200%).

•        Allocate the pool for additional responsibilities as follows:

-        Deputy Mayor (40%).

-        Policy Review Committee Chair (20%).

-        Venture Southland Director (15%).

-        Activities Performance Audit Committee Chair (25%).

-        Available for Councillors contributing to the development of the           District Plan (50%).

e)      Requests that staff provide the necessary information to the Remuneration Authority by the required date.

f)       Requests that staff provide a report for information to all Community Boards of the proposed remuneration for the period 1 July 2016 to 30 June 2017.

g)      Requests that the shortfall in the current budget for the 2016/2017 elected members remuneration be funded from the district operations reserves.

 

 

8.9

Request to Transfer Ownership of the Athol Fire Station Property to the Southern Rural Fire Authority

Record No:         R/16/3/4355

 

Kevin McNaught – Strategic Property Manager was in attendance for this item.

 

 

Mr McNaught advised that the purpose of the report was to seek Council approval to the request from the Southern Rural Fire Authority to transfer ownership of the Athol Fire Station property from Council to the Authority.

Council noted that the Southland District Council is the owner of the Athol Fire Station property and since 2003, the Southern Rural Fire Authority has covered the costs for rates, insurance and repairs and proposes more internal renovations.

 

 

Mr McNaught further advised that officers have no issue with the request on the proviso that Council has first option to purchase should the property be disposed of in the future.  This is the same basis of which the Waikawa Fire Station was transferred in 2007.

 

Resolution

Moved Cr Douglas, seconded Cr Dobson and resolved:

That the Council:

a)         Receives the report titled “Request to Transfer Ownership of the Athol Fire Station Property to the Southern Rural Fire Authority” dated 19 April 2016.

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)         Resolves to transfer the Athol Fire Station property being Lot 1, DP 12002 and contained in CFR SL9A/254 to the Southern Rural Fire Authority for $1.00.

e)         Resolves that the transfer be subject to a condition in the Agreement for Sale and Purchase that should the Southern Rural Fire Authority wish to sell or transfer ownership of the property, it shall be first offered back to Council for $1.00.

f)          Resolves that the Agreement for Sale and Purchase be executed under Council’s seal.

 

 

8.10

Renewal of Lease of Office Space, Council's Otautau Office - Otautau and Districts Charitable Community Trust

Record No:         R/16/3/4498

 

Kevin McNaught – Strategic Property Manager was in attendance for this item.

 

 

Mr McNaught advised that the purpose of the report was to approve the renewal of the lease to the Otautau and Districts Community Charitable Trust for offices they use  at the Southland District Council Otautau office.

Council noted that the Otautau and Districts Community Charitable Trust lease of office space at Council’s Otautau office expires on 30 April 2016.

Mr McNaught further advised that the lease makes provision for a right of renewal for a further term of two years from 1 May 2016.

 

 

Resolution

Moved Cr Baird, seconded Cr Dobson and resolved:

That the Council:

a)         Receives the report titled “Renewal of Lease of Office Space, Council's Otautau Office - Otautau and Districts Charitable Community Trust” dated 19 April 2016.

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)         Determines that the Otautau and Districts Community Charitable Trust be offered a renewal lease of space at the Southland District Council office located at 176 Main Street, Otautau for a term of two years from 1 May 2016 at an annual rental of $1,250 plus GST.

 

 

8.11

Management Report

Record No:         R/16/4/5169

 

Steve Ruru - Chief Executive Officer was in attendance for this item.

 

 

Resolution

Moved Cr Baird, seconded Cr Paterson and resolved:

That the Council:

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

 

 

 

8.12

Building Consents and Values for February 2016

Record No:         R/16/3/3381

 

Bruce Halligan – Group Manager Environment Services was in attendance for this item.

 

Resolution

Moved Cr Harpur, seconded Cr Macpherson and resolved:

That the Council:

a)         Receives the report titled “Building Consents and Values for February 2016” dated 27 April 2016.

 

 

 

8.13

Resource Consents and Other Resource Management Act Items - February 2016

Record No:         R/16/3/3297

 

Bruce Halligan – Group Manager Environment Services was in attendance for this item.

 

Resolution

Moved Cr Harpur, seconded Cr Macpherson and resolved:

That the Council:

a)         Receives the report titled “Resource Consents and Other Resource Management Act Items - February 2016” dated 3 March 2016.

 

 

 

8.14

Resource Consents and Other Resource Management Act Items - March 2016

Record No:         R/16/4/5141

 

Bruce Halligan – Group Manager Environment Services was in attendance for this item.

 

Resolution

Moved Cr Harpur, seconded Cr Macpherson and resolved:

That the Council:

a)         Receives the report titled “Resource Consents and Other Resource Management Act Items - March 2016” dated 8 April 2016.

 

 

8.15

Venture Southland Business Plan

Record No:         R/16/4/5609

 

Steve Ruru – Chief Executive Officer was in attendance for this item.

 

 

Mr Ruru advised that the purpose of the report was to enable Council to consider and provide feedback on the draft 2016/17 Venture Southland Business Plan.

Council noted that each year Venture Southland develops a Business Plan detailing its proposed activities, key performance indicators and budget.  The Business Plan is required to be developed in accordance with the Venture Southland Agreement 2014 – 2017 and the Letter of Expectation sent by each Council. The Agreement outlines the information to be included in the Business Plan and the process to be followed as it is developed. 

Officers are of the view that the draft Business Plan does not currently meet the requirements as set out in the Venture Southland Agreement and also does not adequately reflect this Council’s priorities as detailed in its Letter of Expectation.

Mr Ruru further advised that it is proposed that Venture Southland be asked to revise the draft Business Plan to address the points raised in this report and then bring a revised draft back to Council for its consideration.

 

 

 

Resolution

Moved Cr Dobson, seconded Cr Douglas recommendations a to c, d with changes (as indicated), e to k and a new l (as indicated) and resolved.

That the Council:

a)         Receives the report titled “Venture Southland Business Plan” dated 20 April 2016.

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)         Asks Venture Southland to revise its draft 2016/17 Business Plan so that it meets the requirements set out in the Venture Southland Agreement 2014 – 2017 and Council Letter of Expectation and provide a further draft to Council for its comment and feedback prior to it being released for public consultation.

e)         Asks Venture Southland to provide an allocation of resources against individual projects and activities throughout the Business Plan.

f)          Seeks feedback on how Venture Southland would propose reallocating resources and priorities if it does not achieve the level of external funding indicated in the draft Business Plan.

g)         Asks Venture Southland to clarify its proposed contribution, including level of resourcing, to the Southland Regional Development Strategy.

h)         Seeks clarification of the outputs that Venture Southland proposes delivering against the Community Development Activity for the $731,484 of Southland District Council funding allocated to this activity.

i)          Asks Venture Southland to work with Council officers to agree on priorities to be delivered within the level of resource allocated to the Community Development Activity.

j)          Asks Venture Southland to include in the Business Plan a set of financial statements that are compliant with the provisions of the Local Government Act 2002 and Generally Accepted Accounting Practice.

k)         Asks Venture Southland to revise the Key Performance Indicators so that they have a specific outputs focus.

l)          Request that the Chief Executive lodge a submission to the Venture Southland consultation process raising the issues outlined in the report of the Southland District Council Chief Executive Officer.

 

 

Reports - Governance

 

 

9.1

Vacancy - Colac Bay Community Development Area Subcommittee

Record No:         R/16/3/4316

 

Council noted that there were two vacancies on the Colac Bay Community Development Area Subcommittee which needed confirmation.

 

Resolution

Moved Cr Dobson, seconded Cr Baird and resolved:

That the Council:

a)      Receives the report titled “Vacancy - Colac Bay Community Development Area Subcommittee” dated 19 April 2016.

 

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)      Confirms the Colac Bay Community Development Area Subcommittee’s recommendation that Mr Ian Brinsdon and Mr Graeme McKenzie be appointed to fill the vacancies on the Subcommittee.

 

 

 

 

 

 

The meeting concluded at 4.01pm.               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON WEDNESDAY 27 APRIL 2016.

 

 

 

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

 

 

 

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

 


APPENDIX 1

 

 

APPENDIX 2

 

 


Council

27 April 2016

 

 

Appendix 3

FORECASTED NET EXPENDITURE ADJUSTMENTS BY BUSINESS UNIT

 

Business Unit

Net Amount in March round

Net Cost Reduction or Additional

Net Amount for the year

Net Cost Reduction or Additional

Funding Source

Summary Reason

District Business Units

Various Business Units

15,000

Reduction

15,000

Reduction

Reserve

Adjustment to wages

Various Business Units

248,000

Reduction

248,000

Reduction

Internal charge to other business units

Adjustment to wages

Financial Services

102,896

Reduction

143,360

Reduction

Internal charge to other business units

Adjustment to wages, reduction in LINZ, Quotable NZ fees and Insurance offset by additional training, postage and insurance brokerage fees.

Knowledge Management

190,000

Reduction

690,000

Reduction

Loan

Part of Digitisation project to be deferred to 2016/2017.

Information Management

15,000

Additional

88,000

Additional

Internal charge to other business units

Estimate for year of expected software licence fees and maintenance on equipment, where 2015/2016 budget was under estimated.  Additional consultant costs to cover vacant positions, offset by adjustment to wages.

Information Management

750,000

Reduction

750,000

Reduction

Loan

Programme of work yet to be finalised which will push the work into future years

Secretarial Services

59,000

Reduction

59,000

Reduction

Internal charge to other business units

Adjustment to wages offset by increased advertising costs

Strategy and Communication

5,000

Additional

5,000

Additional

Internal charge to other business units

New online submission form developed for the Annual Plan

Chief Executive

255,000

Additional

233,351

Additional

Reserves

Adjustment to wages and increase in consultant costs offset by reduction in cell phone charges and legal fees.

 

Around the Mountains Cycle Trail

526,868

Additional

263,154

Reduction

Loan/Reserves

Adjustment to estimated costs of consent in the second round.  Previously reduction in expected income offset by budgeted expenditure on stages 8 & 9 not being completed in the current year

Property Sales

63,872

Reduction

63,872

Reduction

Reserves

Sales of land for Greenhills quarry and part of stopped roads

Property Administration

57,000

Additional

57,000

Additional

Reserves

Additional Employees in place

Water Services

55,000

Reduction

87,000

Reduction

Reserve

Adjustment to wages and the cost of the Hansen 8 upgrade project has been split over three business units. 
The amount charged to this business unit has been completed under budget.

District Water

149,663

Reduction

199,663

Reduction

Loan

Balancing up of projects deferred at a town level along with WAT950 & WAT987 District Monitoring Project deferred to 2016/2017 to enable meters to be installed first.

District Sewerage

962,418

Reduction

962,418

Reduction

Loan

Balancing up of projects deferred at a town level along with CCTV work deferred to 2016/2017 due to unavailability of suitable equipment.  Also an allowance for peer review being completed by Pattle Dalmore.

Building Regulation

178,545

Additional

178,545

Additional

Reserve

Reduction in consent income received offset by adjustment in wages

Dog and Animal Control

20,000

Reduction

1,000

Additional

Reserve

Additional income from dog registration offset by previous adjustment to licence fee income reduced due to Council resolution to have fee discounts instead of the responsible owner licence.  Also income reduced as free microchipping to continue.  Additional costs for pound maintenance as underestimated.

Resource Consent Processing

168,658

Additional

209,542

Additional

Reserve

Additional legal and consultant costs in relation to a consent appeal that is non-recoverable.  along with reduction in consent and compliance monitoring income with reports improving efficiency of visits and level of monitoring required.

Resource Planning/Policy

175,000

Reduction

175,000

Reduction

Reserve

Work on the District Plan not completed during the year due to mediation/appeal process on hold.

Council and Councillors

15,000

Additional

15,000

Additional

Reserve

Payment of communication payment for three years.

Council contributions/Grants

15,000

Additional

15,000

Additional

Reserves

Funding for Pork Pie and Lonely Girl

Roading – District Wide

651,662

Reduction

1,266,637

Reduction

Loan

Lower costs due to tender prices received combined with a low bitumen price.  Change in scope/timing of projects is offset by reduced income from NZTA.

Waikaia Forest

10,403

Additional

771,628

Additional

Reserve

Maintenance on tree in river.  No harvesting occurring this financial year so no income being received with a small offset from costs reduced to reflect this.

Work Schemes

12,000

Additional

12,000

Additional

Reserve

Net effect of reduced income die to reduced staffing level.

Toilets – Colac Bay Playground

2,000

Additional

2,000

Additional

Reserve

Increase in cleaning and maintenance

Toilets – Colac Bay East End

1,500

Additional

1,500

Additional

Reserve

Increase costs for portaloo hire offset by reduced cleaning costs

Toilets – Garston

45,578

Additional

-

No effect

 

Amount capital project reduced in October round now reinstated.

Toilets – Lumsden

2,207

Additional

2,207

Additional

Reserve

Budget held in separate business unit for maintenance

Toilets – Nightcaps

8,400

Reduction

8,400

Reduction

Reserve

Budget for maintenance has not been required this year

Toilets – Orepuki Hall

3,050

Additional

3,050

Additional

Reserves

Increase in usage requiring additional supplies and a repaint completed before the 150th celebrations

Library – Riverton

20,000

Reduction

20,000

Reduction

Reserve/ Internal charge to other business units

Adjustment to wages

Toilets – Cosy Nook

1,200

Additional

1,200

Additional

Reserve

Budget needed for maintenance

Stewart Island sewerage

50,000

Additional

50,000

Additional

Development Contributions

Additional project required at ponds.  Report included in Council agenda 27 April 2016 for approval.

Toilets Thornbury Playground

1,500

Additional

1,500

Additional

Reserve

To allow for maintenance work to be completed

Local Business Units

Browns Street Works

1,000

Additional

1,000

Additional

Reserves

Tree trimming required under power lines

Dipton Operating costs

1,000

Additional

1,000

Additional

Reserves

Work begun on Information Board earlier than 2016/2017.

Edendale Hall

477,400

Reduction

477,400

Reduction

Grants/Reserves, Contribution levies

Building project removed as included in 2016/2017 draft annual plan.  Offset by repayment of grant received from Transpower.

Garston Playground

3,500

Additional

3,500

Additional

Reserves

Installation of concrete surround at playground agreed with the CDA

Limehills Operating Costs

5,994

Additional

5,994

Additional

Reserves

Restore the Limehills War Memorial from funds received in 2014/2015.

Limehills Stormwater

11,695

Reduction

11,695

Reduction

Reserves

Community Board advised the project to be undertaken in 2016/2017 as drains have been sprayed this year.

Limehills Beautification

1,000

Additional

1,000

Additional

Reserves

Finished a project from 2014/2015 tidying the Community Centre car park area.

Lumsden refuse collection

4,000

Additional

4,000

Additional

Reserves

Additional demand on bins requiring more frequent collection

Lumsden Stormwater

11,000

Reduction

11,000

Reduction

Reserves

Investigation project STO187 completed for less than budget.

Lumsden Cemetery

5,960

Additional

5,960

Additional

Reserves

Drainage required around graves, previously approved by Council

Lumsden Recreation Reserve

1,215

Additional

1,215

Additional

Reserves

Increase in insurance cost for the year.

Lumsden Playground

25,625

Additional

25,625

Additional

Reserves

Project for under 5 year old playground and dust suppression budgeted in 2016/2017 started in 2015/2016.

Mossburn Operating Costs

7,000

Additional

7,000

Additional

Reserves

Funds donated to hall for flood repairs and information kiosk

Mossburn Street Works

25,730

Additional

25,730

Additional

Reserves

Asphalt footpath in Devon Street requested by CDA.

Mossburn Playground

3,321

Additional

3,321

Additional

Reserves

Upgrade of border to be funded from funds received in 2014/2015.

Nightcaps Street Works

1,400

Additional

1,400

Additional

Reserves

Additional work required to footpath due to house fire and slip.  This is the net additional cost as NZTA is provided a contribution.

Riverton Harbour

2,000

Additional

2,000

Additional

Reserve

Public Liability Insurance required for the first time

Stewart Island Jetties

14,000

Additional

14,000

Additional

Reserve

Funded from a $20k grant received in 2014/15 from the Stewart Island visitor Levy. Quote from Entech for $14,000.00.

Recreation Reserve - Glenburn

6,000

Additional

6,000

Additional

Reserve

several small projects being completed, all from arboretum reserves

Winton Memorial Hall

410,000

Additional

410,000

Additional

Reserve

Additional $385,000 funds for project CC0042 approved by Council on 27 January 2016 per &  $25,000 approved on 9 March 2016

 

 


Council

27 April 2016

 

APPENDIX 4

FORECASTED CHANGES TO PROJECTS IN THE 2015/2016 FINANCIAL YEAR

 

Business Unit

Net Amount in March round

Net Cost Reduction or Additional

Net Amount for the year

Net Cost Reduction or Additional

Funding Source

Summary Reason

District Business Units

Toilets – Athol

24,483

Reduction

24,483

Reduction

Loan/Reserve

Project completed

Lumsden Sewerage

24,000

Reduction

24,000

Reduction

District Sewerage

WW141 for a new manhole not required as alternative methodologies adopted to repair the wet well.

Ohai/Nightcaps water supply

30,000

Reduction

30,000

Reduction

District Water

WAT344 for bypass tank to clarifier is being deferred to 2018/2019

Stewart Island sewerage

50,000

Additional

50,000

Additional

Development Contributions

Additional project required at ponds.  Report included in Council agenda 27 April 2016 for approval.

Local Business Units

Edendale Hall

477,400

Reduction

477,400

Reduction

Grants/Reserves, Contribution levies

Building project removed as included in 2016/2017 draft annual plan.  Offset by repayment of grant received from Transpower.

Limehills Beautification

1,000

Additional

1,000

Additional

Reserves

Finished a project from 2014/2015 tidying the Community Centre car park area.

Lumsden Playground

25,625

Additional

25,625

Additional

Reserves

Project for under 5 year old playground and dust suppression budgeted in 2016/2017 started in 2015/2016.

Manapouri Hall

-

-

27,290

Additional

Reserve

2016/2017 project being completed early, offset by grant income.

Mossburn Street Works

25,730

Additional

25,730

Additional

Reserves

Asphalt footpath in Devon Street requested by CDA.

Nightcaps Hall

-

-

14,666

Additional

Reserve

Interior painting project brought forward to be done this year.

Tuatapere Hall

26,000

Reduction

26,000

Reduction

Reserve

One project was brought forward and done in 14/15

Wallacetown Stormwater

60,000

Reduction

60,000

Reduction

Reserve

Project STO760 - Outfall improvement deleted by the CDA

 

Winton – Street works

8,000

Reduction

8,000

Reduction

Reserve

Project deferred as a trial is required to be undertaken of this product to remove moss and lichen before the contractor is engaged to undertake $10K of work. Trial of approx. $2K will be undertaken in April 2016. Surplus to be carried forward to 16/17

Project 804A

 


Council

27 April 2016

 

 

APPENDIX 5