Agenda of Council - 8 June 2016

Council

08 June 2016

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TABLE OF CONTENTS

ITEM PAGE

Procedural

1 Apologies 7

2 Leave of absence 7

3 Conflict of Interest 7

4 Public Forum 7

5 Extraordinary/Urgent Items 7

6 Confirmation of Council Minutes 7

Reports - Policy and Strategy

7.1 Elected Members' Expense Reimbursements and Allowances 9

Reports - Operational Matters

8.1 Building Consents and Values for March 2016 35

8.2 Management Report 45

8.3 Colac Foreshore Road - Resolution under Local Government Act relating to temporary prohibition of traffic on road 51

Reports - Governance

9.1 Minutes of the Council Meeting dated 27 April 2016 55

9.2 Minutes of the Activities Performance Audit Committee Meeting dated 9 December 2015 57

9.3 Minutes of the Activities Performance Audit Committee Meeting dated 27 April 2016 59

9.4 Minutes of the Athol Community Development Area Subcommittee Meeting dated 23 November 2015 61

9.5 Minutes of the Balfour Community Development Area Subcommittee Meeting dated 24 November 2015 63

9.6 Minutes of the Balfour Community Development Area Subcommittee Meeting dated 24 February 2016 65

9.7 Minutes of the Colac Bay Community Development Area Subcommittee Meeting dated 26 November 2015 67

9.8 Minutes of the Eastern Bush/Otahu Flat Water Supply Subcommittee Meeting dated 21 August 2015 69

9.9 Minutes of the Garston Community Development Area Subcommittee Meeting dated 23 November 2015 71

9.10 Minutes of the Lumsden Community Development Area Subcommittee Meeting dated 15 February 2016 73

9.11 Minutes of the Mossburn Community Development Area Subcommittee Meeting dated 16 November 2015 75

9.12 Minutes of the Ohai-Nightcaps-Wairio Water Supply Subcommittee Meeting dated 16 February 2016 77

9.13 Minutes of the Orepuki Community Development Area Subcommittee Meeting dated 10 November 2015 79

9.14 Minutes of the Otautau Community Board Meeting dated 1 October 2015 81

9.15 Minutes of the Otautau Community Board Meeting dated 10 March 2016 83

9.16 Minutes of the Tuatapere Community Board Meeting dated 12 April 2016 85

9.17 Minutes of the Riverton/Aparima Community Board Meeting dated 9 February 2016 87

9.18 Minutes of the Riverton/Aparima Community Board Meeting dated 21 March 2016 89

9.19 Minutes of the Riverton Harbour Subcommittee Meeting dated 9 November 2015 91

9.20 Minutes of the Riversdale Community Development Area Subcommittee Meeting dated 24 November 2015 93

9.21 Minutes of the Riversdale Community Development Area Subcommittee Meeting dated 24 February 2016 95

9.22 Minutes of the Riverton Harbour Subcommittee Meeting dated 1 March 2016 97

9.23 Minutes of the Thornbury Community Development Area Subcommittee Meeting dated 24 November 2015 99

9.24 Minutes of the Tuatapere Community Board Meeting dated 22 September 2015 101

9.25 Minutes of the Tuatapere Community Board Meeting dated 27 October 2015 103

9.26 Minutes of the Tuatapere Community Board Meeting dated 1 March 2016 105

9.27 Minutes of the Waikaia Community Development Area Subcommittee Meeting dated 18 November 2015 107

9.28 Minutes of the Woodlands Community Development Area Subcommittee Meeting dated 23 November 2015 109

Public Excluded

Procedural motion to exclude the public 111

C10.1 Public Excluded Minutes of the Activities Performance Audit Committee Meeting dated 9 December 2015 111

C10.2 Public Excluded Minutes of the Riverton/Aparima Community Board Meeting dated 21 March 2016 111

Council

8 June 2016

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Elected Members' Expense Reimbursements and Allowances

Record No: R/16/5/6262

Author: Sheree Marrah, Finance Manager

Approved by: Anne Robson, Chief Financial Officer

☒ Decision ☐ Recommendation ☐ Information

Purpose

1 The purpose of this report is to establish the levels of elected members’ expenses and allowances from 1 July 2016 in accordance with the requirements of the Remuneration Authority and to approve the associated policy.

Executive Summary

2 The Remuneration Authority (RA) is currently seeking a copy of Council’s policy on how Council will apply changes to expense reimbursements and allowance levels for its elected members from 1 July 2016.

3 The RA determines the maximum level of expense reimbursements and allowances for elected members.

4 The allowances payable in accordance with the RA are:

· Mileage allowance.

· Travel time allowance.

· Communication allowance.

5 The RA has made some minor changes to mileage and travel time allowances. Additionally the RA has asked that the Council ensure that their policy clearly identifies the payment authorisation process. The payment authorisation process needs to be in line with the Office of the Auditor General’s (OAG) approach to sensitive expenditure in the public sector.

6 Council Staff are also suggesting a number of additional amendments to the policy after reviewing it. It was noted that the policy adopted in 2013 did not allow for any reimbursement of expenses and the payment of allowances to Community Board members. Council also has no formal policy around expense reimbursements and allowances for Councils subcommittee members. The revised policy includes the provision of mileage and travel time for Community Board and Subcommittee members in line with Councillors.

7 Council needs to review it Elected Members’ Remuneration and Reimbursements Policy to ensure that it complies within the envelope set by the RA, and provide an updated policy to them by the 10 June 2016. The RA will then review the policy, referring it back to Council as appropriate. Once approved the RA will issue a formal determination. Both the determination and Council’s policy are then required to be available for perusal by the public.

Recommendation

That the Council:

a) Receives the report titled “Elected Members' Expense Reimbursements and Allowances” dated 1 June 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) Notes the changes to elected members’ expense reimbursements and allowances by the Remuneration Authority from 1 July 2016.

e) Adopts the attached proposed Elected Members’ Remuneration and Reimbursements Policy, effective from 1 July 2016, including provision for mileage and travel time allowances to be paid to Community Board member and members of Council subcommittees, subject to any changes discussed and agreed at the meeting.

f) Requests that staff provide the necessary information to the Remuneration Authority by 10 June 2016.

g) Requests that staff notify all Community Boards, Community Development Area subcommittees and other Council subcommittees of the updated policy and the impact of the amendments.

Content

Background

8 The RA sets the framework for the remuneration and reimbursement of local government elected members. This includes:

· The Mayor;

· The Deputy Mayor;

· Councillors;

· Community Board members; and

· Chairpersons Council Committees, and

· Chairpersons Community Boards.

9 The RA determines the level of expenses and allowances for elected members. The RA has requested confirmation of Council’s application of elected members’ expenses and allowances from 1 July 2016. The allowances payable in accordance with the RA are a:

· Mileage allowance.

· Travel time allowance.

· Communication allowance.

10 The RA are proposing a number of minor changes to some aspects of elected members’ expenses and allowances, effective from 1 July 2016.

11 The RA’s determination sets the maximum level of expenses and allowances available to elected members. Council’s policy is required to be in alignment with the determination.

12 The RA has also asked that the Council ensure their policy clearly identifies the payment authorisation process in line with the Office of the Auditor General’s (OAG) approach to sensitive expenditure in the public sector. In general this means that any approval of expenditure be given by a person more senior than the person who would benefit ie: Councillors expenditure be approved by the Mayor.

13 Currently Council’s policy does not provide for reimbursements and allowances to Community Board members. Upon review of this policy and the elected members’ determination; the policy has been amended to include mileage and travel time allowances as well as reimbursements for Community Board members as well as members of any other Council appointed subcommittee (ie Community Development Area subcommittees, Water Supply subcommittees etc).

Issues

14 The RA are proposing the following changes:

· A decrease in the mileage allowance from 77 cents per kilometre to 74 cents per kilometre (consistent with the IRD rates) for the first 5,000 kilometres. The rate for travel in excess of 5,000 kilometres will remain at 37 cents per kilometre.

· The 30 kilometre round trip threshold (ie, 15 kilometres each way) will now apply only to visits to the Council offices. For other travel by elected members, no threshold will apply.

· An increase in the travel time allowance from $35.00 to $37.50 per hour.

· No change in the communications allowance.

These changes have been incorporated into the policy.

15 Following review of the current policy (attachment B), the changes outlined below have also been incorporated into the proposed policy:

· Provision for Community Board and Council subcommittee members to claim the mileage allowance, in line with Councillors, as noted above.

· Provision for Community Board and Council subcommittee members to claim the travel time allowance, in line with Councillors, as noted above, where travel time exceeds 1 hour within a day.

· Where Community Board or subcommittee meetings are held at a regular venue other than a Council office, this location will be deemed to be a Council office for the purposes of mileage and travel time allowances.

· Provision for Community Board and Council subcommittee members to claim reimbursement for costs for courses, seminars and training associated with their role as an elected member. Associated travel and accommodation costs may also be reimbursed if in accordance with the policy.

· Community Board and Council subcommittee members will not be eligible to claim the communication allowance.

· Claims made will be approved by a more senior person to the person making the claim. Any claims by the Mayor will be approved by the Chair of the Activities and Performance Committee.

16 The changes noted above are included in red text within the proposed policy. A copy of the current policy and the proposed policy are included as attachment B and C (respectively) to this report.

17 If the RA do not approve Council’s proposed policy attached, Council will need review the policy in light of any points raised.

Factors to Consider

Legal and Statutory Requirements

18 Council is required to comply with any determination released by the Remuneration Authority. The authority is required to set or approve the policies of each council with regards to reimbursement of the costs incurred by elected members.

Community Views

19 There are no requirements to consult with the community in respect of this issue.
The position of the Southland District Council in relation to this issue is unlikely to impact on the perception of public value, as expense/allowance payments received by elected members are to reimburse for actual costs incurred to perform their elected member duties.

Costs and Funding

20 An allowance for Councillor expenses and allowances is included in operational budgets for 2016/2017 and beyond, and are considered sufficient to meet these changes.

21 Although the proposed change in mileage and travel time allowances for Community Board and Council subcommittee members has not specifically been budgeted for in 2016/2017, it is anticipated that this will not be a significant cost to the communities as the majority of elected members live within 15 kilometres of their nearest Council office and travel less than 1 hour to attend meetings, so in most instances will not require these allowances to be paid.

Policy Implications

22 Changes to elected members’ expenses and allowances will require the Elected Members’ Remuneration and Reimbursement Policy to be updated accordingly. A draft of this amended policy is attached for your review, with changes noted in red text. Once the policy is approved by Council, a copy is required to be provided to the RA by 10 June 2016.

Analysis

Options Considered

23 Council has the option to approve the proposed policy, subject to any changes at the meeting or to not adopt the policy. The advantages and disadvantages of both are discussed below.

Analysis of Options

24 Option 1 - Adopt the Elected Members’ Remuneration and Reimbursement Policy as proposed (subject to changes agreed at the meeting).

Advantages

Disadvantages

· Inclusion of Community Boards and subcommittees in receiving allowances and reimbursements is fair across all elected members.

· Changes to mileage and travel time rates is in line with the determination.

· Council’s revised policy will be available for approval by the RA by the required deadline.

· The RA are more likely to approve the policy given the policy is clear in its compliance with the AOG’s guidelines.

· An additional cost may be incurred by Community Board and Subcommittee members claiming for mileage and travel time where appropriate.

25 Option 2 - Do not adopt the proposed Elected Members’ Remuneration and Reimbursement Policy.

Advantages

Disadvantages

· Nil

· The current policy will be inconsistent with the elected members’ determination.

· The Remuneration Authority would most likely not approve Councils policy. The option being they would request we make appropriate adjustments or possibly use their right to set the policy of Council.

Assessment of Significance

26 This matter is not considered significant as it does not meet any of the criteria set under Council’s significance policy.

Recommended Option

27 Option 1 - Adopt the Elected Members’ Remuneration and Reimbursement Policy as proposed (subject to changes agreed at the meeting). This includes the changes proposed for Community Board and Council Subcommittee members expenses’ and allowances.

Next Steps

28 Staff to provide Council’s response on elected members’ expenses and allowances, including a copy of the updated Elected Members’ Remuneration and Reimbursements Policy to the RA by the required deadline of 10 June 2016.

29 Finance staff to provide a copy of the elected members’ determination to Payroll and Governance staff to implement from 1 July 2016, so the necessary changes can be made to claim forms.

30 Finance staff to draft a memorandum to all Community Boards, Community Development Area subcommittees and other Council subcommittees advising of the updated Elected Members’ Remuneration and Reimbursements Policy. This will outline member’s entitlements and also the process for claiming such allowances.

31 A copy of the final RA determination and Council’s Elected Member Remuneration and Reimbursements Policy will be uploaded onto the Council’s website for public viewing.

Attachments

a Letter from Remuneration Authority - Elected Members' Expenses and Allowances 20 April 2016 View

b CURRENT Elected Members' Remuneration and Reimbursements Policy View

c PROPOSED Elected Members Remuneration and Reimbursements Policy 30.5.16 to be attached to Council report View

Council

08 June 2016

POLICY: ELECTED MEMBERS REMUNERATION AND REIMBURSEMENTS POLICY

GROUP RESPONSIBLE: Corporate and Financial Services

DATE APPROVED: 25/6/08, 26/5/10, 26/1/11, 6/4/11, 29/6/11, 9/10/13, 16/4/14

EFFECTIVE DATE: 13 October 2013

FILE NO: 10/4/3/1, 18/1/6/4, 240/10/7/8, 240/10/1/5, 240/10/1/6

140/20/1/4

POLICY DETAIL:

1.0 SCOPE

1.1 This policy provides the framework for:

(a) Remuneration of the Mayor and Councillors;

(b) Expenditure reimbursement for the Mayor and Councillors; and

1.2 Community Board members will receive remuneration by way of salary only. Provisions for reimbursements and allowances discussed in this policy do not apply to Community Board members.

2.0 BACKGROUND

2.1 Remuneration for the Mayor, Councillors and Community Board members, and also the rules relating to allowances and expenses are determined triennially by the Remuneration Authority and adjusted for inflation on an annual basis. Southland District Council is required to make recommendation to the authority regarding remuneration, allowances and expenses.

2.2 The attached schedule (Appendix A) outlines the dollar amounts which will be paid. This schedule may be updated from time to time to reflect the most recent determination and advice of the Remuneration Authority including inflation adjustments.

3.0 DEFINITIONS

Actual means as evidenced by the original receipt attached to the claim form.

Council shall mean the 13 elected members that form the governing body (Council) of the Southland District Council.

Chair shall mean the individual appointed the role of chairperson by formal resolution in the case of Council committees or elected to this role in the case of
community boards.

Chief Executive shall mean the Chief Executive of Southland District Council.

Community Board Member shall mean any elected member of the eight community boards throughout the Southland District. These are: Edendale-Wyndham, Otautau, Riverton/Aparima, Stewart Island/Rakiura, Te Anau, Tuatapere, Wallacetown and Winton.

Council Business includes formal Council and community board meetings, committee meetings, workshops, seminars, statutory hearings, training courses, site visits, meetings with staff, meetings with community groups, meetings with members of the public. It does not include events where the primary focus is on social activity.

Councillor shall mean any of the 12 elected members of Council, including the Deputy Mayor, but excluding the Mayor.

Expenses means actual and reasonable expenses including but not limited to; accommodation, rental car, air travel, taxis, meals and refreshments, entertainment (hospitality), parking, sundry vehicle costs, alternative travel options and other such costs directly related to the business of Southland District Council.

Mayor shall mean the Mayor of Southland District Council.

Reasonable means that it is within the amount specified by this policy or as deemed reasonable by the Mayor and/or Chief Executive.

Remuneration Authority is an independent body established by the Remuneration Authority Act 1977, with responsibilities under the Local Government Act 2002 to determine remuneration and expense/allowance rules for local authority members.

Southland District Council means the organisation established to administer Council affairs, conduct operations and bring effect to Council policy and strategies.

Travel includes journeys made by air and sea, travel by taxi and travel by hire vehicle or private vehicle.

Travel arrangements include accommodation, travel and seminar registration.

4.0 REMUNERATION

4.1 Mayor and Councillors

4.1.1 The Mayor shall receive the full salary allowable by the determination of the Remuneration Authority, outlined in Appendix A.

4.1.2 The total remuneration for councillors shall be the full allowable pool set by the Remuneration Authority for Southland District Council.

4.1.3 In addition to the base salary, Councillors can receive extra remuneration for:

(a) Positions of additional responsibility (including Deputy Mayor and Chair of various committees) and/or

(b) Taking on significantly extra duties during the District Plan process.

Additional remuneration will be made at the rates outlined below, which have been approved by the Remuneration Authority.

Role	Additional amount
Deputy Mayor	+ 40% of a base councillor salary
Policy Review Committee chair	+ 20% of a base councillor salary
Venture Southland director	+ 15% of a base councillor salary
Activities Performance Audit Committee chair	+ 25% of a base councillor salary

4.1.4 In addition, 50% of a base councillor salary will be retained for allocation to members of the Resource Management Committee for District Plan review meetings during the period beginning 13 October 2013 and ending 30 June 2014. This will be payable to all members of the Resource Management Committee at the rate of $100 per day for District Plan review meetings.

4.2 Community Board Members

4.2.1 Remuneration for Community Board members and chairs will be made at the full allowable rate determined by the Remuneration Authority, outlined in Appendix A.

5.0 REIMBURSEMENTS

5.1 Elected members will perform their roles in a manner that is most cost-effective for households and businesses. Costs for expenses must have a justifiable business purpose, be moderate and conservative having regard to the circumstances, and be appropriate in all respects.

5.2 Where possible, reimbursements will be based on actual incurred costs. Where an allowance is made, this will be based on a fair and reasonable estimate consistent with the guidelines of the Remuneration Authority.

5.3 If applicable, where reimbursements are claimed it must be specified whether amounts are GST exclusive or GST inclusive.

5.4 All actual reimbursements will be submitted on the appropriate form and supported by relevant invoices and/or documentation.

5.5 Expense reimbursements will be approved by the Mayor or Chief Executive.

5.6 No costs will be reimbursed where they are chargeable to others, including private companies.

5.7 Expenses for electioneering will not be reimbursed.

6.0 MILEAGE

6.1 The Mayor will be provided with a vehicle that will also be available for his/her private use. A deduction will be made from his/her salary as determined by the Remuneration Authority. The Mayor will not be able to claim for vehicle mileage.

6.2 A mileage claim can be made where a member of Council has been required or invited by Council to a meeting on Council business and is travelling in his/her own vehicle and is taking the most direct route reasonable in the circumstances.

6.3 Where possible every effort should be made to share transport and reduce costs.

6.4 Mileage claims are based on travel from the Councillor or Mayor’s normal residence to the meeting place.

6.5 In accordance with the determination of the Remuneration Authority, Council members are eligible to be paid a mileage allowance for:

(a) Any kilometres travelled beyond the distance between the Council member’s place of residence and the closest Council office; or

(b) Distances beyond 15 km each way (ie, a 30 km round trip).

6.6 The mileage rate will be paid at the full rate determined by the Remuneration Authority, outlined in Appendix A.

7.0 TRAVEL TIME ALLOWANCE

7.1 Travel time will be paid to all Councillors at the full allowable rate in accordance with the conditions outlined in the determination of the Remuneration Authority, outlined in Appendix A.

7.2 In accordance with the Remuneration Authority’s determination, payment of travel time allowance will not be paid for positions which are considered to be full time. Therefore, travel time allowance will not be paid to the Mayor.

8.0 CONFERENCES, SEMINARS AND TRAINING

8.1 Conferences, courses, seminars or training events must contribute to the elected members’ ability to carry out council business.

8.2 All elected members are entitled to payment of actual and reasonable registration, travel, accommodation, meal and related incidental expenses (including travel insurance) incurred in attendance at conferences, courses, seminars or training events, held both within New Zealand and overseas, subject to:

(a) Related expenditure being accommodated within existing budgets, and

(b) The appropriate approvals as outlined in this policy.

8.3 In respect of the Mayor, prior approval of the Chief Executive is required for travel within New Zealand for Council business; attendance at conferences, courses, training events, seminars or other purposes associated with the position of Mayor.

8.4 In respect of Councillors; attendance at these events when held in New Zealand must be approved by both the Mayor (or the Deputy Mayor) and the Chief Executive.

8.5 Attendance at conferences, courses, seminars or training events held overseas must be approved by the Council.

9.0 TRAVEL AND ACCOMMODATION

9.1 Where possible all travel arrangements will be made through the Executive Assistant to the Mayor and Chief Executive.

9.2 Where possible costs will be charged to Council; otherwise all fair and reasonable costs will be reimbursed.

9.3 Travel will be arranged in a manner that represents public value in consideration of location, timing and cost. As appropriate, Council may choose to arrange air travel, travel by hire vehicle, travel by sea, travel by taxi or travel by bus.

9.4 Taxi chits issued for travel to approved meetings or conferences will be used only for business purposes of Council. Where a taxi chit has been obtained for purposes other than travel to approved meetings and conferences, any claim must be accompanied by appropriate documentation and reasons for the claim.

9.5 Unless otherwise approved, all international air travel will be economy class. Stopovers during international air travel will be approved on a case-by-case basis.

9.6 Frequent flyer points earned by councillors and the Mayor on Council business may be used for private travel.

9.7 Due to the significant amount of air travel undertaken by the Mayor, Council will pay for membership of an Airline Club (such as the Koru Club).

9.8 Private accommodation may be used on occasions where it is considered appropriate and is approved by the Mayor or Chief Executive. If private accommodation is used, reimbursement will be fair and reasonable and will not exceed the cost of obtaining accommodation or meals from another source such as a motel or hotel.

9.9 Where Council approves the attendance of spouses or partners at conferences or meetings, fair and reasonable actual costs will be reimbursed.

10.0 COMMUNICATIONS AND TECHNOLOGY

10.1 An allowance will be paid to Councillors where they supply their own hardware for use in Council business. No allowance is payable in respect of items provided by Southland District Council.

10.2 The allowance for communications and technology will be paid at the full allowable rate determined by the Remuneration Authority, outlined in Appendix A. The Mayor shall be provided with a mobile phone, laptop or tablet and accessories, and a broadband connection in lieu of the allowance.

10.3 A claim may be made for any actual Council related telephone calls; all claims need to be supported by an invoice or appropriate documentation. All claims must be approved by the Mayor or Chief Executive.

10.4 Any other equipment or technology, or allowances may be considered on a
case-by-case basis, and must be approved by the Chief Executive.

APPENDIX A

SCHEDULE OF REMUNERATION AND REIMBURSEMENT AMOUNTS

Remuneration of the Mayor and Councillors

Mayor $102,500^{^[1]}

Deputy Mayor $32,039

Policy Review Committee Chair $27,480

Venture Southland Director $26,335

Activities Performance Audit Committee Chair $28,625

Councillor $22,900

Available to Resource Management Committee during the District Plan, 50% of a Councillor salary, paid $100 per day

Expenditure Reimbursement for the Mayor and Councillors

Mileage Rate (first 5,000km per annum) 0.77 per km

Mileage Rate (above 5,000km per annum) 0.37 per km

Computer or tablet (per device) $150 per annum

Printer $40 per annum

Telephone $60 per annum

Internet Connection (maximum) $250 per annum

Telephone/Mobile Phone Calls (maximum) $400 per annum

Salary of Community Boards

	Chairperson	Member
Stewart Island/Rakiura Community Board	$2,200	$1,100
Te Anau Community Board	$9,600	$4,800
Tuatapere Community Board	$3,400	$1,700
Riverton/Aparima Community Board	$6,200	$3,100
Otautau Community Board	$7,000	$3,500
Winton Community Board	$8,000	$4,000
Edendale/Wyndham Community Board	$3,200	$1,600
Wallacetown Community Board	$2,000	$1,000

Travel time allowance is paid at a rate of $35 per hour for travel that exceeds one hour per day. Travel time is payable to elected members who are not considered to be full time and is only payable for travel relating to Southland District Council business. Travel time allowance is payable in respect of the quickest form of transport reasonable in the circumstances.

Council

8 June 2016

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Building Consents and Values for March 2016

Record No: R/16/4/4707

Author: Kevin O'Connor, Manager - Building Control

Approved by: Bruce Halligan, Group Manager Environmental Services

☐ Decision ☐ Recommendation ☒ Information

Summary/Comments:

Building consent numbers for March 2016 were down by 12% and project values down by 42% from those of March 2015. Nine months into the financial year, total consent numbers are back by 13% and project values back by 34%. New dwelling numbers for the month are consistent with the previous year. Commercial building and garage consents are up, with a decline in dwelling alterations and farm buildings.

		No.	2016 $	No.	2015 $
1.	Dwellings	14	4,185,000	13	2,922,200
2.	Additions to Dwellings	10	569,000	16	959,500
3.	Commercial/Industrial Buildings	12	507,500	8	5,740,000
4.	Swimming/Spa Pools	0	0	0	0
5.	Heating Units	16	65,150	19	63,350
6.	Garages	8	118,450	3	103,754
7.	Farm Buildings	14	1,589,589	20	1,053,300
8.	Houses for Removal	1	20,000	0	0
9.	Cowsheds	1	450,000	6	2,009,800
10.	Miscellaneous	3	33,000	2	6,287
11.	Certificates of Acceptance	0	0	3	42,000
	TOTAL	79	7,537,689	9090	12,900,191

	2016	2015	Variation %
Total consents for month	79	90	-12.22
Total consents for year	707	815	-13.25
Total project values for month	7,537,689	12,900,191	-41.57
Total project values for year	62,258,838	94,906,274	-34.40

Average Residential Cost	298,929	224,784
Average House Area (m²)	220.27	198.13

Number of Inspections Carried Out	372	457

Recommendation

That the Council:

a) Receives the report titled “Building Consents and Values for March 2016” dated 08 June 2016.

Attachments

a Appendix A - Consents Database Graph March 2016 View

b Appendix B - Building Consents Issued Numbers March 2016 View

c Appendix C - Building Consents Issued Values March 2016 View

Council

8 June 2016

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Management Report

Record No: R/16/5/7956

Author: Steve Ruru, Chief Executive

Approved by: Steve Ruru, Chief Executive

☐ Decision ☐ Recommendation ☒ Information

Chief Executive

Te Anau Wastewater

1 At its 27 April meeting Council confirmed that it wanted to defend the appeal lodged against the resource consent granted for the Kepler disposal option.

2 Following this decision counsel lodged a Memorandum with the Environment Court indicating that Council was prepared to go through a mediation process in June and also outlining a suggested timetable for preparation of evidence should mediation not be successful.

3 The Environment Court has now confirmed that mediation is to occur on 20 and 21 June. Leading into the process a high level Memorandum of Understanding has been agreed with the appellants.

4 If the mediation is not successful then Council is required to file a new Memorandum with the Court outlining the issues that need to be addressed and a proposed timetable for the exchange of evidence and other preliminary steps that need to be completed leading into a full Environment Court hearing.

Local Government Reform

5 During April the Minister of Local Government and the Local Government Commission both visited Southland to discuss the Government’s current approach to local government reform.

6 As indicated previously, the Minister is expected to introduce a Local Government Act Amendment Bill, which reflects the changes announced as part of the Better Local Services package, to Parliament in June. The Bill will be referred to the Local Government and Environment Select Committee so that local authorities have the chance to lodge submissions prior to the October triennial elections. Officers will review the Bill once it has been referred to Select Committee and consider whether this Council should lodge a submission.

7 The meeting with the Local Government Commission was very constructive and provided an opportunity for discussion on the range of shared services work that has been completed in Southland in the past along with the work currently being progressed via the Southland Regional Development Strategy. The Commission indicated that they are looking to work with local authorities to support the work that they are completing to advance service delivery improvements. There may be potential to gain support from the Commission for the work being progressed as part of SoRDs and other initiatives.

Fire Service Reform

8 At the end of April Central Government confirmed that the New Zealand Fire Service, the National Rural Fire Authority, and Rural Fire Authorities are to be merged to create a new entity called Fire and Emergency New Zealand which, subject to the appropriate legislation being passed, will become operative from 1 July 2017. The Southern Rural Fire Authority is included in the entities to be transferred from local government to Fire and Emergency NZ.

9 The new entity will be primarily funded from fire levies which are currently collected from insurance premiums on contents, property and motor vehicles. The changes mean that local authorities will no longer need to provide rate funding for the rural fire activity.

Local Government Excellence Programme

10 As indicated previously LGNZ are well advanced with their plans to launch the new Local Government Excellence Programme, which is being developed to improve the public’s knowledge of the work of the sector and provide an independent performance assessment process.

11 The programme, which will be launched in time for the 2016/17 financial year, will involve the performance of a local authority being assessed by an independent panel of experts against performance measures covering four priority areas being:

· Governance, Leadership and Strategy

· Financial decision-making and transparency

· Asset Management, infrastructure and service provision

· Communicating and engaging with the public and business.

12 A set of draft performance indicators have been developed covering each of these areas. While these will continue to be refined they do provide a clear outline of what constitutes ‘excellent’ performance in each of these areas. As such they are, for organisations that might complete a self-assessment against the criteria, helpful for identifying opportunities for improvement. Officers will be looking to complete such an assessment ahead of giving consideration in the 2017/18 year as to whether this Council should look to join the programme.

Solid Energy

13 Last year, Council entered into agreements with the Crown and Solid Energy that provided for the orderly dissolution of Solid Energy through a managed sell down of the company’s assets and provided access for a bond facility for rehabilitation works.

14 Officers have recently met with Solid Energy representatives to discuss progress with the sales process and the progress that is being made with the rehabilitation works needed at the Ohai mine.

15 At this stage Solid Energy are hopeful that an orderly sell down will be able to be completed. Good progress is also being made with the rehabilitation works required at Ohai. Officers will provide approval for the rehabilitation works which are planned for the year ahead.

Around the Mountain Cycle Trail

16 The third week of the Environment Court hearing of the Fish and Game appeal against the resource consent grant for Sections 8 and 9 of the ATMCT was held in mid-May. The final and fourth week of hearings is set to occur in the week beginning 11 July. The Court normally aims to issue its decisions within three months of the hearing process being completed.

17 Deloitte are well advanced with their review of the way in which Council has managed the financial aspects of the AMTCT project. Officers have received a copy of the draft report which is currently going through a consultation process with the parties interviewed during the review. At this stage it is hoped that a final report will be available by the end of June.

Environmental Services

18 Building Control staff have been undertaking some processing work for Dunedin City Council in recent weeks, while building activity in the Southland District remains relatively subdued. The Southern Building Cluster has a well-established agreement which provides for staff exchanges and secondments, which works well in facilitating such staff exchanges. DCC reimburses SDC for relevant costs incurred, in accordance with this agreement.

19 The Resource Management department has received an application for a further expansion to the Bathurst Takitimu coal mine at Nightcaps. This is at the processing stage at present with some further information requested.

20 The GM Environmental Services and Crs Duffy and Keast and Wyndham/Edendale Community Board representatives attended recent consultation with Fonterra regarding the renewal of the consents which the company holds from Environment Southland for discharge of treated wastewater to four farms it owns in the Edendale area.

21 Environmental Health staff have been working on the implementation of the Food Act and have been having dialogue with adjacent local authorities regarding standardising approaches to this and fees structures.

22 The Animal Control team has been focusing on the progression of the multiple dog license regime under the 2015 Dog Control Policy and Bylaw. Uptake so far on this has been relatively slow therefore some further communications will occur around the requirements relating to multiple dogs. The Council has approved the setting of the 2016/2017 registration fee at the same level as 2015/2016. The revised fees structure which provides discounts for good behaviours such as neutering and microchipping take effect from 2017/2018.

23 The CE and GM Environmental Services have been contributing to the Southland Regional Development Strategy Ease of Doing Business Team. There have been some very good ideas coming through from this team and these are now being crystallised into action plans.

24 The amendments to the Building Act 2004 relating to earthquake prone buildings were enacted on 10 May 2016. These largely followed the shape of the latest Bill, and take a risk based approach to this issue based on risks of seismic activities in various areas. In Southland District, these risk zones generally relate to proximity to the Alpine fault, with Te Anau being high risk and Wyndham being low risk, for instance, due to relative distance from the Fault. The amendments also prioritise upgrading of emergency buildings and building elements which have been known to constitute a hazard in previous seismic events such as unreinforced masonry parapets.

Services and Assets

Forestry

25 Southland District Council staff, Councillors and IFS staff visited a logging operation being undertaken in the Dipton Forest on 2 May. The visit provided an opportunity to develop an understanding of how health and safety issues are being managed during a mechanical logging operation. The visit included an all-terrain vehicle ride to observe mechanical felling, in machine log grading demonstration, log loading and harvest roading. It was a very informative visit enjoyed by all and demonstrated the mechanical technology available during harvest.

Te Anau Airport - Manapouri:

26 There have not been any safety related reports received from the Civil Aviation Authority for this period.

27 A submission to the Civil Aviation Authority has been done with the statistics for the busiest 90 days of operations which identifies the aircraft size and frequency of landings recorded. This information will be assessed by the Authority to determine if the Aerodrome requires Certification under the changes to the Part 139 Certificate amended 1 February 2016.

28 Airways New Zealand has consulted with an Airport representative and will have a plan and budget for the review and revamp of the GNSS Instrument Approach. This approach benefits the community as a whole with a reliability rate of more than 98% of all approaches conducted into the Te Anau Airport Manapouri successfully landing. Previous statistics indicate about an 80% reliability with the old approach system.

29 Over the last five years, small aircraft landing fee financial returns have increased by 13% and large aircraft financial returns have increased by 40% providing an overall increase in returns from landings by 36%.

Community and Futures

Community Conversations

30 Council elected representatives and staff have been involved in Community Conversations - an engagement approach looking to listen to community representatives and discuss the bigger picture issues affecting the district in the future. The meetings have been held in Rimu, Riverton, Te Anau and Tuatapere (with Lumsden and Riversdale postponed due to weather).

31 The meetings have been well attended and the feedback has been encouraging with participants identifying, understanding and acknowledging the issues and associated implications. The feedback will be used to assist with further work to be undertaken to investigate and provide insights for future Council and community planning opportunities leading into the preparation of the 2018 10 Year Plan

Community Partnerships

32 Community Partnership Leaders have been developing relationships in the various communities and with external agencies involved with various projects impacting at the local community level and across various communities of interest. There is planning work with Sport Southland to assist in identifying possible programmes and initiatives for Sport Southland to develop and deliver and support district communities. Sport Southland has been proactive in approaching Council to assist in building its relationships in the district. The Ministry of Education is linking with Council to support and assist future planning opportunities for the provision of education in the Western Southland area. While in early stages of planning and development the Ministry is being proactive an aligning with Councils future planning approach.

People and Capability

Health and Safety Update

33 The Health and Safety Committee met in May 2016, a number of new initiatives are underway. The H&S Toolkit, developed jointly by the four Southland Councils is currently out for consultation with all staff.

34 Work has been undertaken on a proposed H&S Contractor sub- committee, it is proposed that this will have contractor representatives and it will have a focus on ensuring our Contractors are safe.

35 We have undertaken Health and Safety workplace observations with Downers, Southroads and Fulton Hogan. The results have been excellent. Further observations are planned for a number of other Contractors within the next few months.

36 New regulations around asbestos means that there is some work to do on developing guidelines and procedures for all of us that may come in contact. Michael Sarfaiti is working closely with Work Safe on guidelines and procedures for us.

37 There has been recurring incidents with the door to the storage area across the road from the Invercargill office; this is being investigated and actioned with the Landlord.

38 There have been no notifiable injuries or illnesses (previously serious harm accidents) for 2016.

Recommendation

That the Council:

a) Receives the report titled “Management Report” dated 31 May 2016.

Attachments

There are no attachments for this report.

Council

8 June 2016

sdclogo

Colac Foreshore Road - Resolution under Local Government Act relating to temporary prohibition of traffic on road

Record No: R/16/5/7976

Author: Bruce Halligan, Group Manager Environmental Services

Approved by: Steve Ruru, Chief Executive

☒ Decision ☐ Recommendation ☐ Information

Purpose

1 The purpose of this report is to seek formal Council resolutions in relation to the temporary prohibition of vehicular traffic on a portion of Colac Foreshore Road, under the Local Government Act 1974.

Executive Summary

2 As Councillors will be aware, since December 2015, a section of the eastern part of Colac Foreshore Road has been temporarily closed to vehicular traffic for safety reasons, due to extensive erosion damage to that section.

3 It is appropriate for the Council to formally resolve in terms of Schedule 10, Clauses 13-15 of the Local Government Act 1974 (unlike much of the 1974 Act, these provisions were not repealed by the Local Government Act 2002) relating to this temporary prohibition, and to provide the required statutory public notice and notice to the Minister of Transport.

4 This report hence seeks Council resolutions to that effect.

Recommendation

That the Council:

a) Receives the report titled “Colac Foreshore Road - Resolution under Local Government Act relating to temporary prohibition of traffic on road dated 31 May 2016.

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

d) Resolves that the current temporary prohibition of vehicular traffic on the erosion-affected eastern portion of the Colac Foreshore Road shall continue under Schedule 10, Clause 13 of the Local Government Act 1974, for safety reasons, for a period of two years from the date of this resolution; or until such earlier time as the Council considers it is suitably safe to allow vehicular traffic to utilise this section of Colac Foreshore Road.

e) Resolves that the required public notice shall be given to the public and the Minister of Transport in relation to the temporary prohibition of vehicular traffic in terms of Clauses 14 and 15 of Schedule 10 of the Local Government Act 1974.

Content

Background

5 As Councillors are aware, the eastern portion of Colac Foreshore Road has been subject to erosion damage for some years.

6 As the result of some serious damage caused by heavy seas in December 2015, the decision was made that this section of road had deteriorated to the point where it was now no longer safe to allow it to be utilised by vehicles. This matter was discussed at the Central Alliance board meeting in December 2015 and the decision made to temporarily prohibit traffic after that discussion.

7 Hence vehicular access has now been prevented from this section by the placement of large concrete blocks.

8 The Local Government Act 1974, Schedule 10 Clause 11 (these provisions were not repealed by the 2002 Act) makes provision for the Council to temporarily prohibit traffic. These provisions are often used by councils across the country for situations such as temporary closures for localised flooding or tree felling.

9 However, the advice that Council has received is that for a temporary prohibition of a longer nature for climatic conditions, Clauses 13-15 of Schedule 10 of the Local Government Act 1974 are the more appropriate provisions to use. Clause 13 specifically refers to closures for climatic conditions, and Clauses 14 and 15 require provision of public notice and the provision of notice to the Minister of Transport. Hence, having regard to this advice, resolutions to that effect from Council are now requested.

10 Councillors will be aware from Annual Plan submissions and other processes that this temporary prohibition has been controversial, with some sectors of the community feeling that they are disadvantaged by it.

11 Council staff have held ongoing discussions with the community on this issue, and a resource consent has been prepared and lodged with Environment Southland to undertake some remedial and preventative works with the aim of maintaining a single lane vehicular access for as long as possible.

12 This application is currently being processed by Environment Southland. The exact date by when a resource consent may be obtained for this work is not yet known and work would be dependent on availability of resources and climatic conditions. Hence, a two year temporary prohibition recommendation has been suggested in the recommendations, or such earlier time as Council may consider it is safe to allow vehicular access to occur.

13 It has also been explained to the community, however, that there are no guarantees relating to the likelihood of long-term success of such physical works, as councils right around New Zealand, and indeed the world, are finding.

Issues

14 The key issues in relation to this matter are outlined above.

15 It is considered that the maintenance of public safety is paramount with respect to this situation and hence the recommendations in relation to this matter.

Factors to Consider

Legal and Statutory Requirements

16 The purpose of this report is to ensure that the correct statutory processes are followed with respect to this temporary prohibition.

Community Views

17 There is no statutory requirement for specific community consultation in relation to these decisions. Council is aware, however, that there are a number within the Colac Bay community who would like to see road opened as soon as possible.

18 It is important to note that this is NOT seeking a formal Council resolution to close the road permanently.

Costs and Funding

19 Costs of provision of the required statutory notice and public notice will be met from the Roading budget. The resource consent process currently underway will also involve processing costs funded from the Roading budget, and if the consents sought are granted then costs of giving effect to these consents will be similarly met. Estimated costs of this work has been budgeted for within the relevant budgets.

Policy Implications

20 There are no specific policy implications of relevance to this matter.

Analysis

Options Considered

21 The options with respect to this matter are as follows

Analysis of Options

Option 1 - Make the necessary resolutions under the Local Government Act 1974 Schedule 10 Clauses 13-15, in relation to this temporary prohibition

Advantages

Disadvantages

· Ensures correct statutory processes are followed.

· Provides appropriate transparency by the provision of the required statutory and public notices.

· May raise additional community concerns when notice given.

Option 2 - Do not make the necessary resolutions under the Local Government Act 1974 Schedule 10 Clauses 13-15, in relation to this temporary prohibition

Advantages	Disadvantages
· None identified.	· Could leave Council exposed to legal challenge in relation to the validity/ robustness of processes followed in relation to this temporary prohibition.

Assessment of Significance

22 In accordance with Recommendation c) above, this matter is not considered significant. As also referred to above these recommendations do not relate to a permanent vehicular prohibition.

Recommended Option

23 Option 1 is the recommended option.

Next Steps

24 If the Council approves the recommendations, then the required public notice will be placed in the Southland Times and on-site in terms of Clause 14, and the required formal notice will be provided to the Minister of Transport in terms of Clause 15, Schedule 10, Local Government Act 1974.

Attachments

There are no attachments for this report.

[1] Before adjustment for private use of motor vehicle of $4,199.

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48(1) for the passing of this resolution
Public Excluded Minutes of the Activities Performance Audit Committee Meeting dated 9 December 2015	s7(2)(g) - The withholding of the information is necessary to maintain legal professional privilege. s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.	That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.
General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48(1) for the passing of this resolution
Public Excluded Minutes of the Riverton/Aparima Community Board Meeting dated 21 March 2016	s7(2)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.	That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.

Chief Executive	Steve Ruru
Committee Advisor	Fiona Dunlop