Notice is hereby given that an Extraordinary Meeting of the Executive Committee will be held on:




Meeting Room:



Monday, 12 September 2016


Meeting Room 1
Venture Southland Offices
143 Spey Street


Extraordinary Executive Committee Agenda









Mayor Gary Tong



Brian Dillon



Rodney Dobson



Paul Duffy



Gavin Macpherson





Chief Executive

Steve Ruru


Committee Advisor

Fiona Dunlop





Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840




Full agendas are available on Council’s Website




Terms of Reference for the Executive Committee


This committee is a committee of Southland District Council and has responsibility to:


·                    Maintain and review the performance of the Chief Executive


·                    Provide feedback to the Chief Executive on his/her performance


·                    Consider and recommend to Council the Chief Executive’s annual remuneration and the renewal of the Chief Executive’s contract as and when necessary


·                    Review behaviour of Councillors under Council’s Code of Conduct


·                    Deal with emergency matters that cannot wait until the next Council meeting


Extraordinary Executive Committee

12 September 2016




ITEM                                                                                                                                   PAGE


1          Apologies                                                                                                                        5

2          Leave of absence                                                                                                           5

3          Conflict of Interest                                                                                                         5

4          Public Forum                                                                                                                  5

5          Extraordinary/Urgent Items                                                                                          5


Reports for Resolution

6.1       Emergency Stormwater Drain Renewal - Riverton                                                   7   

1          Apologies


At the close of the agenda no apologies had been received.


2          Leave of absence


At the close of the agenda no requests for leave of absence had been received.


3          Conflict of Interest


Committee Members are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a member and any private or other external interest they might have.


4          Public Forum

Notification to speak is required by 5pm at least two days before the meeting. Further information is available on or phoning 0800 732 732.


5          Extraordinary/Urgent Items

To consider, and if thought fit, to pass a resolution to permit the committee to consider any further items which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded.

Such resolution is required to be made pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, and the Chairperson must advise:

(i)      the reason why the item was not on the Agenda, and

(ii)     the reason why the discussion of this item cannot be delayed until a subsequent meeting.

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a)     that item may be discussed at that meeting if-

(i)      that item is a minor matter relating to the general business of the local authority; and

(ii)      the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b)     no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”


6          Confirmation of Minutes

5.1     There are no minutes to confirm at this meeting.  

Extraordinary Executive Committee

12 September 2016



Emergency Stormwater Drain Renewal - Riverton

Record No:        R/16/9/14846

Author:                 Ian Marshall, Group Manager Services and Assets

Approved by:       Steve Ruru, Chief Executive


  Decision                              Recommendation                         Information





1        To seek approval to carry out emergency repairs to a stormwater drain in Jetty Street, Riverton.

Executive Summary

2        The report describes a failure that has occurred in the stormwater drain in Jetty Street, Riverton.

3        The drain is a major stormwater outfall for a large area of Riverton.  It appears to be totally blocked. The repair is at the outfall end of the pipe where it discharges into the estuary.  The repairs can only be carried out cost effectively by timing the work to coincide with spring low tides.

4        The cost of the repair project is estimated to be $59,900.  The project will be funded from the Riverton Stormwater Reserve which has a balance of approximately $309,000.

5        The Chairman and members of the Riverton Community Board inspected the site with the Council’s engineers on Friday (9th September) and agreed the work should go ahead as soon as it can be done.



That the Executive Committee:

a)         Receives the report titled “Emergency Stormwater Drain Renewal - Riverton” dated 12 September 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)         Approve the work and a project budget of $59,900 (excluding GST) for the project to make emergency repairs to the Jetty Street, Riverton stormwater pipeline and that the work be funded from the Riverton Stormwater Reserve.





6        There has been a failure of the 450mm stormwater main near the Riverton Butchery (former Riverton Fishermens Co-op) wharf. This main is a critical part of the stormwater system that provides drainage for most of Riverton on the north side of the bridge, including the main street business area.

7        The Community Engineer Greg Erskine, approached the water & waste department to provide assistance in developing a solution to the problem.

8        The location of the failure is in potentially difficult ground conditions of reclaimed land in a tidal area.

Investigation & proposal

9        A section of pipe has collapsed which resulted in a hole appearing in the surface beside the carpark and it appears that the pipe is completely filled with gravel with the stormwater only able to drain through the voids in the gravel (the green line near the boat on the aerial photo below).

10      We identified through CCTV investigation that instead of the main being concrete (as we initially thought due to the last few lengths at the outfall being concrete) with rusted reinforcing the cause of the collapsing, the main is earthenware and the majority of the main appears to be in good condition.

11      So instead of replacing the entire 94m of main by pipe bursting which was originally thought necessary at an estimated cost of $100,000, it is proposed to replace approximately a 30m section of the 450mm stormwater main near the Riverton Butchery (former Riverton Fishermens Co-op) wharf at 7 Jetty St with 450mm SN16 polypropylene pipe.




12      The greatest risk involved is property damage due to flooding which is difficult to quantify given the patchy knowledge that we have of the Riverton stormwater network. It stands to reason that the capacity is significantly reduced with a corresponding risk of flooding in a significant rainfall event of even less than the current expected level of service. Logic suggests that the areas immediately above the collapse would be the most affected. A rudimentary preliminary concept plan of the existing drainage system that was undertaken by e2 solutions in 2009 indicates that the area’s most at risk are Jetty Street and both Palmerston Street and Havelock Street south of Princes Street.

13      Potentially it would only take something like a plastic bag to come down the line to completely block drainage and cause flooding even with minimum base flows.

14      From the CCTV investigation that has been done it appears that any attempt to clear the pipe would cause further collapse of pipes and development of a hole that would grow rapidly and threaten damage to the nearby building. The existing pipes within the work area are in such poor condition that they could possibly also be continuing to deteriorate which could result in similar damage.

Factors to Consider

Legal and Statutory Requirements

15      The proposed work has been discussed with Environment Southland they confirm that the proposed emergency works are able to be undertaken as a permitted activity under the rules of their Regional Coastal Plan for Southland.

Community Views

16      Discussions have been held with Riverton Butchery management about how the work will be undertaken and how we’ll minimise the impact on their business.  This business has been affected by the hole (which has been temporarily filled) and the gates that remain in place. Their preference is for the work to be done sooner than later.

17      Onsite discussions have been held with the Riverton Community Board Chairman and Board members. Officers will endeavour to contact the wharf berth owners to inform them of the work.

18      The views of the Community Board members is considered a representation of the community’s views on this issue.


19      Prices were requested from several suitable contractors to undertake emergency repair works. Prices were sought from 9 contractors with suitable experience and capability to undertake the Emergency Repair Works.  We received prices from Bond Contracts, Fulton Hogan and Te Anau Earthworks. Reasons given by those that declined to price the work included the difficulty of the job and unavailability due to current workload.

20      Te Anau Earthworks was the lowest tenderer and have provided a methodology that minimises the risk of passing near the southwest corner of the Butchery building whilst working in potentially unstable reclaimed land in a tidal zone by constructing a new outfall through the existing retaining wall approximately 6m west of the existing outfall and laying pipes on a new alignment back to where they will then join upto the existing pipeline with a new manhole. They will then fill the remaining pipe and plug the existing outlet with concrete.

21      Officers recommend acceptance of the Te Anau Earthworks scheduled price of $39,403, excluding pipes.

22      The cost of the pipes that have been arranged is $5,380 from Hynds.

23      An additional contingency sum of $15,000 has also been allowed to provide for risks associated with the site consisting of potentially contaminated ground from the old diesel tank that was previously removed from nearby and the unknown nature of the fill which could consist of large boulders or car bodies which could result in additional excavation, disposal & fill costs.

24      Investigation, design, tender & project supervision $3,000.

25      Total Estimated project Cost $59,900


26      The Riverton/Aparima Community Board has approximately $309,000 (as at June 2016) in the Riverton General – OPR Reserve Account available to pay for this work.

27      Alternatively, should the Board wish to fund the works through a loan the finance department has calculated the repayments for a 5 year or a 10 year loan at the current interest rate of 5.72%.

28      A 5 year loan will come at a total cost of $70,559.50 at a cost of $14,112 per annum which works out as a 3.1% increase for the current rateable base.

29      10 year loan will come at a total cost of $80,308.70 at a cost of $8,031 per annum which works out as a 1.77% increase for the current rateable base.

Policy Implications

30      There are no policy implications.


Options Considered

31      The options are to do this work at the first available opportunity as dictated by spring low tides.  These will occur on 17/18 September.

32      Another option is to seek formal approval from a meeting of the Riverton Community Board and then seek approval from the full Council meeting on the 28th of September.  The next opportunity to do the work after that would be the middle of October.  If not then it would be the middle of November.

33      The other option is to do nothing.

Analysis of Options

Option 1 – Seek approval from the Executive Committee under emergency provisions to carry out the work in mid-September.



·        This will allow the works to be carried out as soon as possible.

·        This option provides the lowest risk that a rain event will occur and the potential for private property to be flooded before the repairs are made.

·        An extraordinary meeting of the Executive Committee is required


Option 2 – Wait for approval from the Riverton Community Board and the Council



·        Formal approval of the Community Board and Council can be sought.

·        Construction will be delayed for one or two months

·        The risk of private property flooding is much greater.


Option 3 – Do nothing



·        No capital costs incurred

·        Private property flooding is almost a certainty, it is only a matter of when and how much.

·        The repair cost latter could be much greater because of consequential damage.


Assessment of Significance

34      A decision in accordance with the recommendation is not considered significant.

Recommended Option

35      Given the risk of flooding that could occur during a heavy rain event due to the significantly restricted capacity of the collapsed pipe, officers recommend that the proposed emergency repair work as outlined above, be approved immediately to allow it to be undertaken ASAP.

36      Te Anau Earthworks has indicated that they are willing to begin the work around the next suitable spring low tides on 17/18 of September.

37      Urgent action is recommended otherwise the work will have to be delayed until the next suitable tides which will be mid-October or November.

Next Steps

38      If approved by the Executive Committee the work will be carried out on the 17/18th of September 2016.



There are no attachments for this report.