Minutes of Council - 26 October 2016

Council

26 October 2016

sdclogo

MIHI/POWHIRI

Councillors Elect Frazer and Perham were called into the Chamber by Te Ao Marama.

1 Apologies

There were no apologies.

2 Welcome

Chief Executive Officer – Steve Ruru welcomed those present to the meeting.

Making and Attesting of Members' Declarations

Record No: R/16/10/17159

Chief Executive Officer – Steve Ruru called Mayor Tong forward to make his declaration as Mayor Elect.

I, GARY IAN TONG, declare that I will faithfully and impartially, and according to the best of my skill and judgment, execute and perform, in the best interests of Southland District, the powers, authorities, and duties vested in, or imposed upon, me as Mayor of the Southland District Council by virtue of the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987, or any other Act.

Mayor Tong signed his declaration which was witnessed by the Chief Executive Officer and was presented with the Chains of Office.

Mayor Tongs called all Councillors Elect to come forward individually to make their declarations as Elected Members of Southland District Council.

I, Stuart Andrew Baird, Brian John Dillon, John Robert Douglas, Paul Duffy, Bruce James Ford, Darren Paul Frazer, George Edward James Harpur, Julie Ann Keast, Ebel Kremer, Gavin John MacPherson, Neil Robert Paterson and Nicholas Mark Perham declare that I will faithfully and impartially, and according to the best of my skill and judgement, execute and perform, in the best interests of the Southland District, the powers, authorities, and duties vested in or imposed upon me as a member of the Southland District Council by virtue of the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987, or any other Act.

Resolution

Moved Mayor Tong, seconded Cr Baird and resolved:

That the Council:

a) Receives the report titled “Making and Attesting of Members' Declarations” dated 17 October 2016.

b) Notes that the Chief Executive has received and witnessed the declaration of the Mayor

c) Notes that the Mayor has received and witnessed the declaration of Council members.

(People and Capability Manager – Janet Ellis, Group Manager – Customer Support – Trudy Hurst left the meeting at this point.)

4 Conflict of Interest

There were no conflicts of interest declared.

5 Extraordinary/Urgent Item

There were no Extraordinary/Urgent items.

General Explanation from Chief Executive

Record No: R/16/9/16117

Chief Executive – Steve Ruru was present for this item.

Mr Ruru explained the various parts of legislation that the Mayor and Councillors need to be aware of as Elected Members of Southland District Council.

Resolution

Moved Councillor Duffy, seconded Cr Kremer and resolved:

That the Council:

1. Receives the report titled “General Explanation from Chief Executive” dated 17 October 2016.

Setting of Date and Time for First Meeting of Southland District Council

Record No: R/16/9/16119

Chief Executive – Steve Ruru was present for this item.

Mr Ruru advised that the Council was required to set a date and time for the first meeting of the Southland District Council.

Resolution

Moved Cr Harpur, seconded Cr Ford and resolved:

That the Council:

a) Receives the report titled “Setting of Date and Time for First Meeting of Southland District Council” dated 17 October 2016.

b) Agree that the first meeting of the Southland District Council for the 2016/2019 triennium be held in the Council Chamber, 15 Forth Street, Invercargill at 10.30am on Wednesday 16 November 2016.

Appointment of Deputy Mayor

Record No: R/16/9/15557

Mayor Tong advised that he was intending to have Councillor Duffy as Deputy Mayor for the 2016/2019 Triennium and that Councillor Duffy had agreed to undertake the role again.

Resolution

Moved Cr Dillon, seconded Cr Paterson and resolved:

That the Council:

a) Receives the report titled “Appointment of Deputy Mayor” dated 18 October 2016.

b) Confirm the Mayor’s appointment of Councillor Duffy to be the Deputy Mayor of Southland District Council for the 2016/2019 Triennium.

Terms of Reference for Community Boards and Subcommittees of Southland District Council

Record No: R/16/9/16127

Team Leader, Governance – Chris Dolan was present for this item.

Mr Dolan explained to the meeting the Terms of Reference for Community Boards and Subcommittees as outlined the report.

Resolution

Moved Cr Macpherson, seconded Cr Paterson and resolved:

That the Council:

a) Receives the report titled “Terms of Reference for Community Boards and Subcommittees of Southland District Council” dated 19 October 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 Terms of Reference as attached to the minutes (appendix 1) for the Community Boards and Subcommittees of Southland District Council.

Appointment of Elected Members to Community Boards and Subcommittees

Record No: R/16/10/16939

Mayor Tong advised that the report was before the meeting to appoint Elected Members to Community Boards and various Subcommittees including Community Development Areas for the 2016/2019 Triennium.

He also advised that an Elected Member appointment for the Tuatapere Community Board would be included in the list of appointees as it had been left out of the report.

Resolution

Moved Mayor Tong, seconded Cr Douglas recommendation a, b with and addition (as indicated) and c and resolved:

That the Council:

a) Receives the report titled “Appointment of Elected Members to Community Boards and Subcommittees” dated 19 October 2016.

b) Agree the appointment of Councillors to the following Community Boards:

Community Board	Councillor Appointee

Edendale-Wyndham	Councillor Duffy
Otautau	Councillor Baird
Riverton/Aparima	Councillor Perham
Stewart Island/Rakiura	Councillor Ford
Te Anau	Councillor Kremer
Tuatapere	Councillor Harpur
Wallacetown	Councillor Macpherson
Winton	Councillor Paterson

c) Agree the appointment of Councillors to the following Subcommittees:

Subcommittee	Councillor Appointee

Athol Community Development Area	Councillor Douglas
Balfour Community Development Area	Councillor Dillon
Browns Community Development Area	Councillor Frazer
Colac Bay Community Development Area	Councillor Harpur
Dipton Community Development Area	Councillor Frazer
Garston Community Development Area	Councillor Douglas
Gorge Road and Districts Community Development Area	Councillor Keast
Limehills/Centre Bush Community Development Area	Councillor Frazer
Lumsden Community Development Area	Councillor Douglas
Manapouri Community Development Area	Councillor Kremer
Mossburn Community Development Area	Councillor Douglas
Nightcaps Community Development Area	Councillor Perham
Ohai Community Development Area	Councillor Perham
Orepuki Community Development Area	Councillor Harpur
Riversdale Community Development Area	Councillor Dillon
Thornbury Community Development Area	Councillor Baird
Tokanui Community Development Area	Councillor Keast
Waikaia Community Development Area	Councillor Dillon
Woodlands Community Development Area	Councillor Duffy
Five Rivers Water Supply	Councillor Douglas
Matuku Water Supply	Councillor Douglas
Te Anau Basin Water Supply	Councillor Kremer
Ohai Railway Fund Subcommittee	Mayor Tong and Councillors Harpur and Perham
Ohai-Nightcaps and Districts Doctors House and Surgery Subcommittee	Councillor Perham
Riverton Harbour Subcommittee	Councillor Perham
Stewart Island/Rakiura Jetties Subcommittee	Councillor Ford
Stewart Island/ Rakiura Visitor Levy Allocations Subcommittee	Chair of the Community and Policy Committee
Milford Community Trust	Councillor Kremer

Standing Orders

Record No: R/16/9/16120

Chief Executive – Steve Ruru was present for this item.

Mr Ruru advised that the Standing Orders were before the meeting for adoption for use at all Council, Committee, Subcommittee, Community Board and Community Development Area Subcommittee meetings.

Resolution

Moved Cr Ford, seconded Cr Harpur and resolved:

That the Council:

a) Receives the report titled “Standing Orders” dated 19 October 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) Adopt the Standing Orders for use at all Council, Committee, Subcommittee, Community Board and Community Development Area Subcommittee meetings of the Southland District Council.

Elected Members Code of Conduct

Record No: R/16/9/16121

Chief Executive – Steve Ruru was present for this item.

Mr Ruru advised that the Code of Conduct was before the meeting for adoption by Council and would apply to Councillors and members of Community Boards and Community Development Area Subcommittees.

Resolution

Moved Cr Dillon, seconded Cr Kremer recommendations a to c and d with a change to the content of the Code of Conduct (as indicated with strikethrough and underline):

That the Council:

a) Receives the report titled “Elected Members Code of Conduct” dated 19 October 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) Adopt the Elected Members Code of Conduct for Councillors and members of the Community Boards and Community Development Area Subcommittees of the Southland District Council with a change as follows to the Code:

~~Health and Safety in Employment Act 1992~~ Health and Safety at Work Act 2015

Council has obligations to provide a safe working place for staff and members of the public. Attendance to health and safety concerns is part of the responsibility of each staff member and elected member.

Significant penalties exist where the provisions of the ~~Health and Safety in Employment Act~~ Health and Safety at Work Act 2015 are not adhered to.

Southland Museum and Art Gallery Annual Report for the Year Ended 30 June 2016

Record No: R/16/10/16989

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

Mr Halligan advised that the report was to inform the meeting on the Southland Museum and Art Galley Annual Report for the year ended 30 June 2016.

Resolution

Moved Cr Paterson, seconded Cr Macpherson and resolved:

That the Council:

a) Receives the report titled “Southland Museum and Art Gallery Annual Report for the Year Ended 30 June 2016”.

Management Report

Record No: R/16/10/17162

Chief Executive – Steve Ruru was present for this item.

Mr Ruru advised that his report was informing Councillors on various issues of importance.

Resolution

Moved Cr Perham, seconded Cr Douglas and resolved:

That the Council:

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

Public Excluded

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

Resolution

Moved Cr Ford, seconded Cr Keast and resolved:

That the public be excluded from the following part(s) of the proceedings of this meeting.

C15 Proposed District Plan 2012 - Variation 2 - Concessions Rule

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

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

Proposed District Plan 2012 - Variation 2 - Concessions Rule

s7(2)(j) - The withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage.

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.

That the Chief Executive Officer, Group Manager – Community and Futures, Chief Information Officer, Group Manager – Services and Assets, Group Manager – Environmental Services, Chief Financial Officer, Communications Manager, Committee Advisor, Team Leader – Governance and Senior Resource Management Planner - Policy, be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C15 Proposed District Plan 2012 - Variation 2 - Concessions Rule. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

The public were excluded at 10.39am.

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available unless released here.

The meeting concluded at 10.55am. CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON WEDNESDAY 26 OCTOBER 2016.

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

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

Council

26 October 2016 APPENDIX 1

sdclogo

APPENDIX 1

SOUTHLAND DISTRICT COUNCIL

COMMUNITY BOARD

TERMS OF REFERENCE

Authorising body	Council
Approval date	26 October 2016

1. SCOPE OF ACTIVITIES

Community Boards are bodies established by statute. Their responsibilities and powers are as delegated by the Southland District Council.

The role of each Community Board in the Southland District is to:

· Represent and act as an advocate for the interest of its community.

· Consider and report on all matters referred to it by the Southland District Council, or any matter of interest or concern to the Community Board.

· Maintain an overview of services provided by the Southland District Council
within the community.

· Consider annual estimates for expenditure within the community and recommend these to Council.

· Communicate with community organisations and special interest groups within the community.

· Undertake any other responsibilities that are delegated to it by the Southland
District Council.

In addition to these activities, Community Boards will consider how best to provide for their communities, and the people who live there, into the future.

Community Board members will provide leadership by:

· Positively representing their community and the Southland District

· Identifying key issues that will affect their community’s future and work with Council staff and other local representatives to facilitate multi-agency collaborative opportunities.

· Promote a shared vision for the wider community of interest area and develop ways to work with others to achieve positive outcomes

Community Boards will adopt a strategic focus that will enable members to:

· Provide local representation and guidance on wider community issues, initiatives and projects.

· Contribute to the development and promotion of community cohesion, by developing and supporting relationships across a range of stakeholders at a local, regional and national level.

· Take part in local community forums, meetings and workshops.

· Inform local residents and ratepayers on issues that affect them.

2. MEMBERSHIP

Six elected members and one appointed member being a Ward Councillor[1].

The appointed Ward Councillor has speaking rights and voting rights at Community Board meetings to which he/she has been appointed.

Where a Ward Councillor is unable to attend a meeting of the Community Board to which he/she has been appointed, another Ward Councillor from within the same Ward may attend the Community Board meeting but has speaking rights only.

3. MEETING SCHEDULE

Community Boards will meet at least six times within each calendar year but can meet on more occasions if there is a requirement to consider matters requiring a resolution.

Community Boards may also meet outside of the regular meeting schedule to address issues which are time bound or to meet demand if there are a significant number of agenda items. All meetings outside of the regular meeting schedule shall be called by the Chairperson.

Community Board members will be kept abreast of operational issues and the progress of projects via regular contact with their Township Community Engineer.

4. QUORUM

The quorum at any meeting of a Community Board of the Southland District Council shall be not less than four members.

5. DELEGATIONS

5.1 Power to Act

Community Boards shall have the following delegated powers and be accountable to Council for the exercising of these powers[2]:

Engagement and representation

(a) Facilitating the Council’s consultation with local residents and community groups on local issues and local aspects of district wide issues including input into the Long-term Plan, Annual Plan, and policies that impact on the Board’s area.

(b) Engaging with council officers on local issues and levels of service, including infrastructural, recreational, community services and parks, reserves and cemetery matters.

(c) Representing the interests of the community at Council, Committee or Subcommittee meetings when a motion under debate relates to a matter that the Board considers to be of particular interest to the residents within its community.

(d) Monitoring and keeping the Council informed of community aspirations and the level of satisfaction with services provided.

Financial

(e) Approving expenditure within the limits of annual estimates.

(f) Approving unbudgeted expenditure for locally funded activities up to the value of $10,000.

Rentals and leases

(g) In relation to all leases of land and buildings within their own area, on behalf of Council;

a) Accepting the highest tenders for rentals of $10,000; or less per annum.

b) Approving the preferential allocation of leases where the rental is $10,000 or less per annum.

Local assets and facilities

(h) Overseeing the management of local halls and community centres which are owned by Council and where no management committee exists. This will occur by way of relationship with officers of Southland District Council.

(i) Appoint a local liaison person responsible for community housing.

Some Community Boards have specific delegations in addition to the broad delegations tabled above:

Stewart Island/Rakiura Community Board

(j) Contributing to the development of policy relating to the governance of the Stewart Island Electrical Supply Authority (SIESA).

(k) Overseeing the management of SIESA by way of relationship with officers of Southland District Council.

Te Anau Community Board

(l) Overseeing the management of the Te Anau/Manapouri Airport by way of relationship with officers of Southland District Council.

5.2 Power to Recommend

Assets and Facilities

(m) Annually providing feedback on any asset management plans or community services strategies applicable to the community for which the Community Board is responsible.

Rentals and leases

(n) In relation to all leases of land and buildings within their own area, on behalf of Council;

a) Recommending rentals in excess of $10,000 per annum to the Group Manager Services and Assets.

b) Recommending the preferential allocation of leases where the rental is in excess of $10,000 per annum to the Group Manager Services and Assets.

Contracts/Tenders

(o) Recommending tenders less than $200,000 to the Group Manager Services and Assets.

(p) Recommending tenders in excess of $200,000 to the Services and Assets Committee.

(q) Recommending tenders to the Services and Assets Committee where preference is not for acceptance of the highest tenderer,

Financial

(r) Recommending annual estimates to Council.

(s) Recommending unbudgeted expenditure in excess of $10,000 to the Services and Assets Committee.

Local Policy

(t) Considering matters referred to it by officers, the Council, its committees or subcommittees, including reports and policy and bylaw proposals relating to the provision of council services within the Board’s area; and

(u) Making submissions or recommendations in response to those matters as appropriate.

5.1 Delegations to the Chairperson

The Chairperson of each Community Board is delegated with the following additional responsibilities:

· Approval of leases, rental agreements and the rollover of existing contracts under $1,000;

· Engaging with Community Board members to make submissions to the Council on behalf of the Community Board where a submission period is outside of the Community Board meeting cycle. Where a Chairperson is unable to base a submission on a consensus among Community Board members, a Community Board meeting must be held.

6. REPORTING

Community Boards are unincorporated statutory bodies which are elected to represent the communities they serve. There are no formal reporting requirements to Council however; a Councillor of Southland District Council is represented on each Community Board.

Council

26 October 2016 Appendix 1

sdclogo

SOUTHLAND DISTRICT COUNCIL

COMMUNITY DEVELOPMENT AREA SUBCOMMITTEE

TERMS OF REFERENCE

Authorising body	Council
Approval date	26 October 2016

1. SCOPE OF ACTIVITIES

Community Development Area Subcommittees are delegated the following responsibilities by the Southland District Council.

· Represent and act as an advocate for the interest of its community.

· Consider and reporting on all matters referred to it by the Southland District Council, or any matter of interest or concern to the Community Development Area Subcommittee;

· Maintain an overview of services provided by the Southland District Council within the community;

· Consider annual estimates for expenditure within the community and recommend these to Council;

· Communicate with community organisations and special interest groups within the community;

· Undertaking any other responsibilities that are delegated to it by the Southland District Council.

In addition to these activities, Community Development Area Subcommittees will consider how best to provide for our communities, and the people who live there, into the future.

Community Development Area Subcommittees will provide leadership by:

· Positively representing their community and the Southland District;

· Identifying key issues that will affect their community’s future and work with Council staff and other local representatives to facilitate multi-agency collaborative opportunities.

· Promote a shared vision for the wider community of interest area and develop ways to work with others to achieve positive outcomes

Community Development Area Subcommittees will adopt a strategic focus that will enable members to:

· Provide local representation and guidance on wider community issues, initiatives and projects.

· Contribute to the development and promotion of community cohesion, by developing and supporting relationships across a range of stakeholders at a local, regional and national level.

· Take part in local community forums, meetings and workshops.

· Inform local residents and ratepayers on issues that affect them.

2. MEMBERSHIP

Six elected members and one appointed member being the appointed District Councillor.

The appointed District Councillor has speaking rights and voting rights at Community Development Area Subcommittee meetings to which he/she has been appointed.

Where a District Councillor is unable to attend a meeting of the Community Development Area Subcommittee to which he/she has been appointed, another District Councillor from within the same Ward may attend the Community Development Area Subcommittee meeting but has speaking rights only.

3. CANDIDATE AND VOTING ELIGIBILITY

• Eligibility for candidates to stand for election

Residents or ratepayers from within the defined area of the CDA who have resided or owned a property in that area for a minimum of six months.

• Nomination of candidates for election to CDAs

Residents or ratepayers from within the defined area of the CDA who have resided or owned a property in that area for a minimum of six months.

• Eligibility to vote at the public meeting to elect candidates for the CDA

Residents or ratepayers from within the defined area of the CDA who have resided or owned a property in the area for a minimum of six months.

• Defined area of the CDA

The defined area is the legally constituted rating boundary of the CDA from where the local rate is collected and expended.

• Identification of a candidate or nominator of the triennial public meeting

Candidates and nominators must complete the triennial attendance register at the public meeting, the register will identify the candidates and nominators residential address or in the case of an absentee landowner his/her address can be identified from the ratepayers roll for that CDA.

• Election of Chairperson of the CDA

The Chairperson of the CDA is elected by members of the CDA at the inaugural meeting of the CDA for that term.

• Nominations in absentia at Triennial meeting

Where a nominee for election to the Subcommittee is unable to attend the Triennial meeting, the nomination is acceptable providing that nominee has lodged an apology for the meeting. The two nominators must be present at the triennial meeting.

· Proxy Voting

Proxy voting at the CDA triennial elections meeting is NOT permitted.

• Community Development Area Subcommittee

The CDA is a Subcommittee of Council and must comply with Council’s Code of Conduct and Standing Orders. CDA resolutions are recommendations as per the minutes and must be confirmed by Council.

4. MEETING SCHEDULE

Community Development Area Subcommittees will meet on the same timetable as the 2013/2016 triennium.

Community Development Area Subcommittees may also meet outside of the regular meeting schedule to address issues which are time bound or to meet demand if there are a significant number of agenda items.

All meetings outside of the regular meeting schedule shall be called by the Chairperson.

Community Development Area Subcommittee members will be kept abreast of operational issues and the progress of projects via regular contact with their Township Community Engineer.

5. QUORUM

The quorum at any meeting of a Community Development Area Subcommittee of the Southland District Council shall be not less than four members.

6. DELEGATIONS

6.1 Power to Act

Community Development Area Subcommittees shall have the following delegated powers and be accountable to Council for the exercising of these powers[3]:

Engagement and representation

(b) Engaging with council officers on local issues and levels of service, including infrastructural, recreational, community services and parks, reserves and cemetery matters.

(d) Monitoring and keeping the Council informed of community aspirations and the level of satisfaction with services provided.

Financial

(v) Approving expenditure within the limits of annual estimates.

(w) Approving unbudgeted expenditure for locally funded activities up to the value of $10,000.

Rentals and leases

(e) In relation to all leases of land and buildings within their own area, on behalf of Council;

a) Accepting the highest tenders for rentals of $10,000; or less per annum.

b) Approving the preferential allocation of leases where the rental is $10,000 or less per annum.

Local assets and facilities

(f) Overseeing the management of local halls and community centres which are owned by Council and where no management committee exists. This will occur by way of relationship with officers of Southland District Council.

(g) Appoint a local liaison person responsible for community housing.

6.2 Power to Recommend

Assets and Facilities

(h) Annually providing feedback on any asset management plans or community services strategies applicable to the community for which the Community Development Area Subcommittee is responsible.

Rentals and leases

(i) In relation to all leases of land and buildings within their own area, on behalf of Council;

a) Recommending rentals in excess of $10,000 per annum to the Group Manager Services and Assets.

b) Recommending the preferential allocation of leases where the rental is in excess of $10,000 per annum to the Group Manager Services and Assets.

Contracts/Tenders

(x) Recommending tenders less than $200,000 to the Group Manager Services and Assets.

(y) Recommending tenders in excess of $200,000 to the Services and Assets Committee.

(z) Recommending tenders to the Services and Assets Committee where preference is not for acceptance of the highest tenderer,

Financial

(a) Recommending annual estimates to Council

(b) Recommending unbudgeted expenditure in excess of $10,000 to the Services and Assets Committee.

Local Policy

(c) Considering matters referred to it by officers, the Council, its committees or subcommittees, including reports and policy and bylaw proposals relating to the provision of council services within the Board’s area; and

(d) Making submissions or recommendations in response to those matters as appropriate.

(e) Appoint a local liaison person responsible for community housing.

6.3 Delegations to the Chairperson

The Chairperson of each Community Development Area Subcommittee is delegated with the following additional responsibilities:

· Approval of leases, rental agreements and the rollover of existing contracts under $1,000;

· Engaging with Community Development Area Subcommittee members to make submissions to the Council on behalf of the Community Development Area Subcommittee where a submission period is outside of the Community Development Area Subcommittee meeting cycle. Where a Chairperson is unable to base a submission on a consensus among Community Development Area Subcommittee members, a Community Development Area Subcommittee meeting must be held.

7. REPORTING

Community Development Area Subcommittees are elected to represent the communities they serve. There are no formal reporting requirements to Council however; a Councillor of Southland District Council is represented on each Community Development Area Subcommittee.

Council

26 October 2016 Appendix 1

sdclogo

SOUTHLAND DISTRICT COUNCIL

WATER SUPPLY SUBCOMMITTEES

TERMS OF REFERENCE

Authorising body	Council
Approval date	26 October 2016

1. SCOPE OF ACTIVITIES

The activity of the Southland District Council’s Water Supply Subcommittees is framed by Southland District Council policies and plans. The responsibilities of these Water Supply Subcommittees include:

· Providing feedback to Council officers on relevant plans and strategies (including Asset Management Plans).

· Receiving operational and financial reports.

· Community engagement and representing community views to Council.

2. MEMBERSHIP

2.1 Te Anau Basin Water Supply Subcommittee

The total membership of the Te Anau Basin Water Supply Subcommittee will be nine. Membership of the Subcommittee shall be determined by an election at a triennial public meeting.

The Subcommittee representation shall comprise:

· A water supply consumer from each of the following areas:

- Duncraigen,

- Homestead,

- Kakapo,

- Mt York,

- Princhester,

- Ramparts,

- Takitimu.

· Two representatives appointed by Landcorp; and

· One Councillor of Southland District Council.

· A quorum will consist of five members.

The Chairperson shall be elected by vote of the Subcommittee.

2.2 Matuku Water Supply Subcommittee

The total membership of the Matuku Water Supply Subcommittee will be six plus a District Councillor.

A quorum will consist of four members.

The Chairperson shall be elected by the vote of the Subcommittee.

2.3 Five Rivers Water Supply Subcommittee

The total membership of the Five Rivers Water Supply Subcommittee will be six members plus a District Councillor.

A quorum will consist of four members.

The Chairperson shall be elected by the vote of the Subcommittee.

3. Meeting Schedule

3.1 Te Anau Basin Water Supply Subcommittee

Three meetings per annum or as required. Meetings outside of the regular meeting schedule shall be called by the Chairperson.

3.2 Matuku Water Supply Subcommittee

One meeting per annum or as required. Meetings outside of the regular meeting schedule shall be called by the Chairperson.

3.3 Five Rivers Water Supply Subcommittee

One meeting per annum or as required. Meetings outside of the regular meeting schedule shall be called by the Chairperson.

4. DELEGATIONS

4.1 Power to Act

The Te Anau Basin, Matuku and Five Rivers Water Supply Subcommittees shall have the following delegated powers and be accountable to Council for the exercising of these powers[4]:

(a) Power to recommend the annual budget relating to the relevant water supply scheme.

(b) Power to approve expenditure outside Council's authorised officer levels but within the budget of the water supply schemes. All decisions to approve expenditure outside Council’s authorised officer levels must be made by way of a resolution at a meeting of the Water Supply Subcommittees. Any such decisions must be reflected in the minutes of the meeting.

(d) Power to approve expenditure outside of the relevant annual budget for emergency works.

(e) Policies relating to water schemes;

In addition to the power to approve expenditure outside of the relevant annual budget for emergency works, this Committee can also recommend unbudgeted expenditure to Council for approval.

[1] Local Government Commission determination – 10 April 2013

[2] Local Government Act 2002, Schedule 7, Clause 32

[3] Local Government Act 2002, Schedule 7, Clause 32

[4] Local Government Act 2002, Schedule 7, Clause 32

Mayor	Mayor Gary Tong
Deputy Mayor	Paul Duffy
Councillors	Stuart Baird
	Brian Dillon
	John Douglas
	Bruce Ford
	Darren Frazer
	George Harpur
	Julie Keast
	Ebel Kremer
	Gavin Macpherson
	Neil Paterson
	Nick Perham