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Te Anau Basin Water Supply Subcommittee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Te Anau Basin Water Supply Subcommittee held in the SDC Office, Te Anau on Tuesday, 8 November 2016 at 2.00pm.

 

present

 

Chairperson

Keith Thompson

 

Members

Bill Hunter

 

 

Graham Johnston

 

 

Rex Millar

 

Councillor

Ebel  Kremer

 

 

IN ATTENDANCE

 

Committee Advisor

Jenny Labruyère

 

Operations Manager

Bill Witham

 

 


Te Anau Basin Water Supply Subcommittee

08 November 2016

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1          Apologies

 

An apologies for non-attendance was lodged by Members Douglas and Hagen.

 

Resolution

Moved Member Johnston, seconded Member Millar and resolved:

That the Te Anau Basin Water Supply Subcommittee accept the apologies for non-attendance lodged by Members Douglas and Hagen.

 

2          Leave of absence

 

There were no requests for leave of absence.

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

 

There were no persons in Public Forum.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Member Hunter, seconded Member Johnston  

That the minutes of Te Anau Basin Water Supply Subcommittee meeting, held on 12 July 2016 be confirmed as a true and correct record.

 

 

 

Reports

 

 

7.1

Action Sheet

Record No:         R/16/11/17971

 

Action sheet issues affecting the subcommittee were tabled.

 

Issue arising from the Action Sheet included;

 

Tank Replacement

 

Members agreed a report providing costings and options be available for the February meeting and that the tank replacement project on the Mount York scheme be given priority.

 

Pipeline Replacement

 

The Operations Manager advised a report is to be provided in regard to the pipeline replacements on Ramparts, Kakapo and Takitimu scheme prior to these projects going out for tender.

 

Members requested this report  be available for the next meeting of the subcommittee.

 

 

Resolution

Moved Member Johnston, seconded Member Millar  

That the Te Anau Basin Water Supply Subcommittee:

a)     Receives the report titled “Action Sheet” dated 2 November 2016.

 

b)      Requests staff provide reports on the tank replacement at Mt York scheme and pipeline replacement on the Ramparts, Kakapo and Takitimu schemes, such reports to be tabled at the subcommittee’s February meeting.

 

 

 

7.2

Works and Finance Report to Te Anau Basin Water Supply Subcommittee for the period ended 30 September 2016

Record No:         R/16/10/16516

 

Works and Finance report for the period ended 30 September 2016 for the Te Anau Basin Water Supply subcommittee, prepared by B Witham (Operations Manager), was tabled.

 

In discussing the report members suggested an amendment to the project list for the item “Replace reservoir tanks ahead of schedule be for the Mount York scheme” rather than the Kakapo scheme as listed.

 

Members also requested a timeframe for expected completion of projects be available in the project list suggesting this would track projects so as not to be lost if not completed within the financial year that they are programmed for.

 

Other issues raised included;

·        Questioned whether the Duncraigen Scheme ownership should remain with Council or Landcorp?

 

·        Kakapo Scheme baffle and tank issues at the head of the scheme may need to be considered for future planning.

 

 

Resolution

Moved Member Johnston, seconded Member Millar  

That the Te Anau Basin Water Supply Subcommittee:

a)              Receives the report titled “Works and Finance Report to Te Anau Basin Water Supply Subcommittee for the period ended 30 September 2016” dated 26 October 2016.

b)              Requests the project list be amended as outlined in second paragraph of this minutes.

 

c)              Requests that staff provide completion date of projects be provided in future project list reports.

 

 

7.3

Financial Report to Te Anau Basin Water Supply Subcommittee for the year ended 30 June 2016

Record No:         R/16/8/12456

 

Financial Report to Te Anau Basin Water Supply Subcommittee for the year ended 30 June 2016, prepared by B Witham (Operations Manager), was tabled.

 

Mr Witham outlined to the subcommittee the reasons for significant budget variances, these included;

 

Ramparts

 

Electricity costs were significantly under budget

 

Kakapo

 

The project to replace reservoir tanks was not undertaken and the regulatory water meter project was completed significantly under budget.  General maintenance throughout the year also ended up being under budget.

 

Homestead

 

Material Damage Insurance, Electricity and Routine Maintenance costs were all under budget.

 

Mr Witham then presented a detailed project list which gave members the status of projects that were planned for 2015/2016.

 

Issues raised during the discussion included;

 

·        Water meter on Kakapo scheme and requested an update at the next meeting on usage tracking.

·        Sought clarification in regard to the differences in budget on the Homestead scheme.

 

 

Resolution

Moved Member Hunter, seconded Member Johnston  

That the Te Anau Basin Water Supply Subcommittee:

a)               Receives the report titled “Financial Report to Te Anau Basin Water Supply Subcommittee for the year ended 30 June 2016” dated 26 October 2016.

b)          Requests staff provide an update at the next meeting on usage                        tracking, and also provide clarification in regard to the differences in             budget on the Homestead scheme.

 

 

7.4

Mt York Tank Replacement Options

Record No:         R/16/11/17961

 

1       Report by B Witham (Operations Manager), providing information to the Board on three options to replace the reservoir tanks at Mt York, was tabled.

Mr Witham outlined the three options for replacing the reservoir tanks at Mt York are concrete, polyethylene and heavy duty polyethylene.  The per tank costs are as follows:

3       Concrete:                    $3,800 x 12 $46,200.

4       Polyethylene               $3,000 x 12 $36,000.

5       HD Polyethylene         $3,800 x 12 $45,600.

6       Mr Witham added;

•           The cost of transporting the concrete tanks to the base of Mt York is $7,200.

•           The cost of transporting the plastic tanks may be around $5,800 if a pilot             vehicle is not required.

•           The plastic tanks require additional means of anchoring which should cost             around $250 per tank or $3,000 total.

•           Staff are still awaiting cost estimates for transport up the hill and installation.

In discussing the report Members expressed a desire that this project be given priority in particular costings for location installation comparisons be way of a report to the next meeting.

 

 

 

Resolution

Moved Member Millar, seconded Member Johnston  

That the Te Anau Basin Water Supply Subcommittee:

a)     Receives the report titled “Mt York Tank Replacement Options” dated 2 November 2016.

 

b)      Requests staff give this project priority in particular costings for location installation comparisons be way of a report to the next meeting.

 

 

7.5

Annual Plan 2017/2018 - Confirmation of Budgets

Record No:         R/16/10/17581

 

1             Report by B Witham (Operations Manager), providing an overview of the forecasted services for the Te Anau Basin Water Supply Subcommittee in 2017/2018, was tabled.

2              

3             Members noted it includes any variations from what was forecasted in year three of the 10 Year Plan 2015-2025.

2       Mr Witham added that Council has streamlined its 2017/2018 Annual Plan process and as a result the subcommittee is only required to review its estimates for significant changes. In addition, consideration should be given to funding any significant changes from reserves where appropriate.

3       Mr Witham advised the draft estimates will be incorporated into the Council’s Draft Annual Plan.  If consultation is required, this will occur in February 2017 and March 2017.  Once the plan is finalised (and subject to any changes resulting from submissions), the estimates shown for 2017/2018 will be used to set rates for the year beginning 1 July 2017.

Mr Witham outlined variances from year  three of the 10 year plan adding there are no significant changes from what was originally included in year three of the plan.

 

Furthermore Mr Witham outlined the potential impact on the rates adding consideration should be given to whether all or some of the additional costs or projects could be funded from reserves or loans.

 

In conclusion Mr Witham advised the estimates will be summarised in Council’s Draft Annual Plan.  If there are significant or materially different variances from the 10 Year Plan including changes made as a result of consultation, will be adopted by Council in June 2017.

 

 

 

 

Resolution

Moved Member Hunter, seconded Member Johnston  

That the Te Anau Basin Water Supply Subcommittee:

a)      Receives the report titled “Annual Plan 2017/2018 - Confirmation of Budgets” dated 2 November 2016.

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

c)      Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)      Approves variations in the Te Anau Water Supply Subcommittee budgets from year three of the 10 Year Plan.

e)      Budgets for the year commencing 1 July 2017 be adopted for inclusion in the Council’s Draft Annual Plan.

f)       Requests the levy of the following rates and charges (including GST) for the year commencing 1 July 2017 based on the approved budgets in (e) above.

 

Rate Description                                                                            Rate (GST Incl)

Rural Water Supply                                                                                   $448,336

 

 

 

 

The meeting concluded at 3.20pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Te Anau Basin Water Supply Subcommittee HELD ON 8 NOVEMBER  2016

 

 

 

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

 

 

 

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