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Te Anau Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Te Anau Community Board held in the Southland District Council Office, 116 Town Centre, Te Anau   on Wednesday, 21 December 2016 at 5.00pm.

 

 

present

 

Chairperson

Rachel Cockburn

 

 

Members

Shaun Cantwell

 

 

 

Kara Matheson

 

 

 

Tony  O'Loughlin

 

 

Councillor

Ebel  Kremer

 

 

 

IN ATTENDANCE

 

Committee Advisor

Jenny Labruyère

 

Community Partnership Leader

Simon Moran

 

Group Manager Community & Futures

Rex Capil

 

Team Leader Community Engineers

Ray Hamilton

 

 

 


Te Anau Community Board

21 December 2016

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1          Apologies

 

Apologies for non-attendance were lodged by Members Chartres and Greaney.

 

Resolution

Moved Member Matheson, seconded Member O'Loughlin and resolved:

That the Te Anau Community Board accept the apologies for non-attendance lodged by Members Chartres and Greaney.

 

2          Leave of absence

 

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

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

 

Resolution

Moved Member O'Loughlin, seconded Member Cantwell and resolved that the Te Anau Community Board go into public forum to allow members of the public to speak.

 

Helen Wysockyi

 

Mrs Wysockji bought to the Board’s attention that there are a number of private sections in the Delta Subdivision that are unkept with very long grass and pest weeds which also includes unmown berms.  Mrs Wysocjky stated that she believes it is Council’s responsibility to have these sections cleared.

 

Following a discussion Councillor Kremer advised Mrs Wysockji it is the owners responsibility to maintain their private section.  Mr Kremer added Council does not have the powers through the bylaw to enforce people to mow their sections however suggest the Board may consider this as an urgent item later in the meeting.

 

Resolution

Moved Member Cantwell, seconded Cr Kremer and resolved that the Te Anau Community Board return to the ordinary meeting.

 

 

5          Extraordinary/Urgent Items

 

Moved Member O'Loughlin, seconded Cr Kremer and resolved:

That the Te Anau Community Board consider the following item as a matter of urgent business in order that a decision can be made before the next ordinary meeting, subject to Section 46A of the Local Government Official Information and Meetings Act 1987.

Item 1:  Mowing of Absentee Owned Sections

6          Confirmation of Minutes

 

Resolution

Moved Member O'Loughlin, seconded Member Cantwell  

That the Te Anau Community Board confirms the minutes of the meeting, held on 23 November 2016.

 

Reports

 

 

7.1

Te Anau Community Board - Meeting Schedule 2017

Record No:         R/16/12/20180

 

1             Report by R Capil (Group Manager, Community and Futures), requesting the Te Anau Community Board to reconsider its approach to confirming its meeting schedule for 2017 based on the Southland District Council Community Board Terms of Reference, was tabled.

2       Mr Capil outlined that the Board considered a report at its inaugural meeting on 23 November detailing a bi-monthly meeting schedule for 2017.

3       Prior to seeking approval of the proposed 2017 meeting schedule the Te Anau Community Board at this same meeting noted the report advising the Community Board of the Terms of Reference and Delegations for Southland District Council Community Boards for the 2016-2019 Triennium which were approved by Council at its meeting on Wednesday 26 October 2016.

4       Mr Capil advised that when considering the proposed bi-monthly meeting schedule for 2017 there was considerable discussion around the effectiveness or lack of regarding the suggested frequency of meetings and potential issues associated with such.

5       Mr Capil added that it was identified a perceived need for more scheduled meetings than the six set down for February, April, June, August, October and December as recommended in the report.

6       In discussing the report the Te Anau Community Board identified there was a need for more regular meetings than was being proposed.

7       The Board suggested that Te Anau was in a busy growth phase in particular related to tourism which is creating pressure on infrastructure, budgets, project deliverables and the ability to meet timeframes.  It was for these reasons the Board suggested the need for a six weekly or nine meetings per year meeting schedule.

8       The recommendation of the Officer’s report failed for want of a mover and seconder.

9       Following further discussion the Board requested a report be prepared for Council at its 14 December meeting to consider an amendment to the Southland District Council Community Board Terms of Reference to allow the Te Anau Community Board to operate outside of the standard Terms of Reference and schedule meetings so it was to meet nine times within each calendar year.

10     Council officers undertook to prepare this report for consideration by Council at its meeting on 14 December 2016.

11     Prior to the agenda closing for the 14 December Council meeting the Te Anau Community Board Chair contacted Council staff to discuss further the options available to the Te Anau Community Board and the implications of such.

12     As a result a request was made to ‘hold-off’ on presenting the requested report to Council at its 14 December 2016 meeting and for the Te Anau Community Board to further reconsider this issue at its 21 December 2016 meeting.

13     Mr Capil advised that this report attempts to provide further detail around this situation and a possible approach going forward which will allow the Te Anau Community Board to operate within the Southland District Council Community Board Terms of Reference while at the same time ensure it is satisfied it has the ability to deal with matters of importance outside of the approved meeting schedule.

In considering the report Members agreed to the bi-monthly formal meetings as stated in the report and that informal workshops be pencilled on the alternate months and that those workshops could become formal meeting if the need raises.

 

 

 

Resolution

Moved Cr Kremer, seconded Member Matheson  

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Community Board - Meeting Schedule 2017” dated 14 December 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)         Agrees to support the standard Southland District Council Community Board Terms of Reference as noted at the Te Anau Community Board meeting on 23 November 2016.

e)         Agrees to confirm its meeting schedule for 2017 and meet at a time to be determined on the following dates in 2017

Wednesday 15 February 2017

Wednesday 12 April 2017

Wednesday 14 June 2017

Wednesday 16 August 2017

Wednesday 11 October 2017

Wednesday 6 December 2017

f)          Accepts that it can use the Southland District Council Community Board Terms of Reference to confirm that it can meet on more occasions 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 requiring a resolution.

g)         Agrees that all meetings outside of the regular meeting schedule are to be called by the Chairperson at a date acceptable to the Community Board members in advance.

 

 

7.2

Te Anau Airport Waste Water Options

Record No:         R/16/12/19854

 

Report by R Hamilton (Team Leader, Community Engineers), seeking the Board’s approval  for the supply of a replacement waste water effluent field at Te Anau Airport, was tabled.

Mr Hamilton outlined the background to the effluent disposal field  which was updated in 2008, where an on-site waste water treatment system was installed.

2             Mr Hamilton advised that during 2014 the effluent field failed, this also caused the submersible pump to fail due to over pressurisation when it attempted to pump against blocked outlet. Since then all wastewater from Te Anau Airport has been trucked to Te Anau for treatment. Initial investigation has found that the effluent field is blocked and will be difficult to clear lines and get them back in to service. For this reason staff recommend that field is abandoned and a new system is installed.

1             Mr Hamilton advised that the issue is the effectiveness of this type of effluent dispersal field and how a similar failure can be prevented.  The previous distribution field was buried in the soil and had no inspection or flushing ports.  This meant the development of biological growth could not be monitored.  The potential blockages could not be assessed and preventative flushing could not occur.

Mr Hamilton Oasis Clearwater recommended that a Netafim – RAAM irrigation system be designed and installed to provide the correct effluent field for their treatment system.

2             Mr Hamilton outlined further that the proposed replacement system will have all the features necessary.  This is achieved by having accessible inspection and flushing ports.  Other than these physical features the other thing necessary is a regimented maintenance and inspection regime to prevent blockages occurring.

3             Mr Hamilton added there is no funding for replacement effluent field in current LTP for the Airport. Annual cost to transport wastewater to Te Anau is around $8,000 pa and furthermore funding for this proposal would require approval for unbudgeted expenditure.

In discussing the report Members requested further investigations into alternative disposal systems, costings of options available and costs to date of the current disposal method.

It was agreed a full report providing environmental and financial implications be prepared for the Board’s February meeting.

 

Resolution

Moved Member O'Loughlin, seconded Cr Kremer  

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Airport Waste Water Options” dated 14 December 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)         Declines the recommendation to replace the effluent disposal field at an estimated cost of $17,000 and not recommend to Council the project be approved as unbudgeted expenditure.

e)         Requests further investigations and a full report back to the Board’s February meeting providing alternative options, environmental and financial  implications and on-going costs and risks associated with such options.

 

7.3

Te Anau Airport Replacement GPU

Record No:         R/16/12/19920

 

Report by R Hamilton (Team Leader, Community Engineers), requesting the Board delay capital expenditure on replacement Ground Power Unit (GPU) for Te Anau Airport, was tabled.

Mr Hamilton advised the Board Te Anau Airport LTP includes an allowance of $47,324 to purchase a new GPU (Ground Power Unit) in 2017/2018 financial year. The existing unit was purchased second hand in 2011, for a cost of $6,365. The Board was advised it is in reasonable condition, but does require minor maintenance to ensure reliability. Plant was primarily purchased to supply ground power to aircraft servicing the Chatham Island flights, however change in aircraft type/model means GPU is not required for this service, so use is now minimal.  For this reason staff recommend that current GPU is repaired, more operators are trained in its use and therefore supply of replacement GPU is delayed, pending review of Airport future utilisation.

Mr Hamilton added  the high capital costs to supply new items of plant that will have little or no use verses a minimal cost to repair the current model is appropriate for use.

Furthermore Mr Hamilton added that costs for replacement GPU is included in current Airport Long Term Plan.  Costs for minor repairs (approximately $1,000) can be funded from general maintenance account.

Mr Hamilton recommended to keep the existing plant, however advised Members the need to be mindful of potential growth opportunities that maybe stifled with lack of modern reliable GPU.

 

Resolution

Moved Member Matheson, seconded Member Cantwell  

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Airport Replacement GPU” dated 14 December 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)         Agrees to notes that the existing equipment is old and very reliant on good maintenance but it is functional and adequate for the current operations.

e)         Requests the budget item be removed from the 2017/18 annual plan for the replacement Ground Power Unit ($47,324).

f)          Request the Airport Manager review the need for a new GPU unit as part of the 2018/28 LTP review.   

 

7.4

Te Anau-Manapouri Airport Annual Plan 2017/2018 - Amended Confirmation of Budgets

Record No:         R/16/12/20389

 

1             Report by N Lewis (Community Engineer), providing an overview of the forecasted services for the Te Anau-Manapouri Airport in 2017/2018, was tabled.

2              

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

2       The Board noted Council has streamlined its 2017/2018 Annual Plan process and as a result the Board is only required to review its budgets for significant changes. In addition, consideration should be given to funding any significant changes from reserves where appropriate.

3       The Board was advised the report has been amended as requested by the Te Anau Community Board at the 23 November 2016 meeting.  Members noted Key changes have been made to address the following requests;

·        An error in the value for the recommended Te Anau Manapouri Airport Rate has been corrected.  It was that the total Te Anau Manapori Airport Rate required has changed from the 23 November 2016 meeting due to changes in the number of properties in the rating system.

·        The separate report to the Board recommending the removal of the Ground Power Unit project has been reflected in the 2017/2018 annual plan budget.

An internal loan of $26,180 intended to partially fund the Ground Power Unit has also been removed.

·        The expected increase in mowing costs has been incorporated into the 2017/2018 annual plan budget. This increase reflects the actual cost of mowing in prior years.

 

Resolution

Moved Cr Kremer, seconded Member O'Loughlin  

That the Te Anau Community Board:

a)      Receives the report titled “Annual Plan 2017/2018 Confirmation of Budgets” dated 14 December 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-Manapouri Airport 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 subject to the following;

·      Value for the recommended Te Anau Manapouri Airport Rate has been corrected, noting that the total Te Anau Manapori Airport Rate required has changed from the 23 November 2016 meeting due to changes in the number of properties in the rating system.

·      The Board’s recommendation to the removal of the Ground Power Unit project has been reflected in the 2017/2018 annual plan budget.  An internal loan of $26,180 intended to partially fund the Ground Power Unit has also been removed.

·   The expected increase in mowing costs has been incorporated into the 2017/2018 annual plan budget. This increase reflects the actual cost of mowing in prior year.

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)

Te Anau Manapouri Airport Rate (Fixed Charge per Property)           $128.00

g)      Requests the setting of the Airport fees and charges (including GST) for the year commencing 1 July 2017, as follows;

 

 

7.5

Te Anau Rodeo Club Issue of Licence for Occupation of Rodeo Pens and Grazing of land adjoining Te Anau recreation reserve

Record No:         R/16/11/19356

 

Report by V Dillon (Property Officer), requesting the Board to consider a recommendation that the Te Anau Rodeo Club be issued with a licence to occupy the rodeo pens and graze the land adjoining the Te Anau recreation reserve, was tabled.

2       Ms Dillon advised that the licence to the Te Anau Rodeo Club over occupation of the rodeo pens and grazing of the land adjoining the Te Anau recreation reserve expired on 1 November 2016.

4       Ms Dillon advised the Club has indicated that it wishes to enter into a further licence and accepts the conditions contained in the draft licence adding delays were encountered with referring the matter to the Board as the Rodeo Club had to meet to review the draft licence.

It was noted that the Board declined the recommendations in a report submitted to its November 2016 meeting as the rental figures quoted in the report differed from that in the draft licence.

 

 

 

Resolution

Moved Member Matheson, seconded Member O'Loughlin  

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Rodeo Club Issue of Licence for Occupation of Rodeo Pens and Grazing of land adjoining Te Anau recreation reserve” dated 25 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 the issue of a licence to graze part of the Te Anau Sports Ground addition and occupy the Rodeo pens being part of Section 1058, Block I, Manapouri Survey District for a term of five years from 1 November 2016 at an annual rental of $1,787.77 plus GST.

 

e)         Agrees that the draft licence to graze and occupy as presented to the Board.

 

 

 

 

 

7.6

Rotary Club of Fiordland - Roadside Project

Record No:         R/16/11/19547

 

Report by N Lewis ( Community Engineer), advising that the Rotary Club of Fiordland have submitted a letter to the Board expressing a desire to “hand over” the beautification project, the club currently undertake, for the township entrance road side of the Te Anau Mossburn Highway (SH94), was tabled.

Mr Lewis advised that  approximately a 3km long area of Te Anau Mossburn Highway (SH94) road side from the town entrance has been beautified and maintained for the past 6 years as a Rotary club project. The Rotary Club has expressed a desire to dispose of this ongoing commitment and are requesting the Te Anau Community Board to take over responsibility.

 

4             Mr Lewis further advised the roadside is State Highway and thus not controlled by Southland District Council and any approvals required would need to be gained through the NZTA and as such the current township budgets do not include for this work. Mr Lewis added there is a possibility NZTA funding may exist but is unlikely and will be at the discretion of NZTA.

5             Mr Lewis outlined that the Rotary Club have stated the main costs are associated with the mowing through a local contractor and being mowed approximately 7-8 times per year at $345 inclusive GST per mow, being approximately $2760 per year.  The Club has not provided any other costs or factors that may need to be considered or allowed for any future works.

Furthermore Mr Lewis added there is no plan for the Council to takeover any contractual arrangement from the Rotary Club, adding that if the work is undertaken such costs could be included to the Township Maintenance Contract as a variation or a standalone contract could be made with an undetermined contractor.

In discussing the report the Board agreed to defer the report and request further investigation be carried out and reported back to the Board’s February meeting.

 

Resolution

 

Moved Member O'Loughlin, seconded Member Matheson  

That the Te Anau Community Board:

a)         Receives the report titled “Rotary Club of Fiordland - Roadside Project” dated 13 December 2016.

b)         Determines that this matter or decision be recognised 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)         Agrees that the report “lie on the table” and request further investigations be carried out and reported back to the Board’s February meeting.

8.0    Consideration of Urgent Business

 

8.1    Mowing of Absentee Owned Sections

 

In the public forum section of the meeting members of the public raised their concerns regarding sections of bare land within the Delta and Heritage subdivisions that are un-kept with long grass on the properties and the berms in front of such sections not mowed.

 

Members of the Board were advised that the matter is the responsibility of the section owner however as there are many absentee owners in the area over recent years large areas of absentee owned sections have been mown once or twice a season by Council with the costs being a tasked job to the township mowing contractor.

 

In discussing the issue Members agreed that the Engineer instruct the contractor to mow all the unmown berms as soon as possible as tasked work.

 

In the meantime members requested the following be pursued;

 

·        Community Engineer to continue with sending of letters to offending property owners as identified.

 

·        Community Engineer Investigation as to the possibility of changes to the Bylaw to allow alternative options to deal with the matter prior to the next summer season.

 

·        Community Engineer to investigate the possibility to make any future developers responsible for mowing of sections and berms until such time as these are sold to private property owners.

 

Moved Member O'Loughlin, seconded Member Cantwell

resolved that the Te Anau Community Board

a)      Instruct the contractor to mow all unmown berms in the Delta and                  Heritage subdivisions as soon as possible, such costs to be tasked          works to the contractor.

b)      Agreed to the following matters being pursued regarding absentee property    owners responsibility;

·        Community Engineer to continue with sending of letters to offending property owners as identified.

 

·        Community Engineer Investigation as to the possibility of changes to the Bylaw to allow alternative options to deal with the matter prior to the next summer season.

 

·        Community Engineer to investigate the possibility to make any future developers responsible for mowing of sections and berms until such time as these are sold to private property owners.

 

 

Note:  Cr Kremer declared an interest on this issue and took no part in the discussion or voting on the matter.

9.0    Chairman’s Report

 

The Chairperson, Member Cockburn reported on matters with which she has been involved since the Board’s last meeting; these included;

 

·        River Liaison Group consultation with Environment Southland concerning the lower Upukaroa River.

·        Extra sized rubbish bins have been installed in the high usage areas of the town centre, although have yet to have approved signs applied to the exterior of these bins.

·        Destination Fiordland have been instructed to no longer have involvement with the Illumination festivities. This gives the opportunity for other interested parties to take over the running of this event.

·        Te Anau Lions Group interested in upgrading of the Sputnik slide has been expressed to members of the Board.

 

9.1    Councillors Report    

 

Councillor Kremer commented on activities from the District Council tabled. These included;

 

·        Discussions have been held between Southland District Council and Fiordland Sewerage Options Inc in regard to Te Anau Wastewater Project where collaboration has been agreed to further investigate the alternatives associated with the Smith Block where a detailed analysis  will be undertaken to determine a final outcome for a the project.

 

 

Public Excluded

 

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

Resolution

Moved Member O'Loughlin, seconded Member Matheson  

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

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:

 

 

C10.1  Transfer of land at 28 Pop Andrew Drive to the Fiordland Retirement Housing Trust.

 

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

Transfer of land at 28 Pop Andrew Drive to the Fiordland Retirement Housing Trust

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.

 

That the staff be permitted to remain at this meeting, after the public has been excluded, namely R Capil, S Moran, J Labruyère, R Hamilton because of their knowledge of the item. 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 6.30pm.

 

10.2 CONFIDEIAL MINUTES RELEASED IN OPEN MEETING.

 

10.3  TRANSFER LAND AT 28 POP ANDREW DRIVE TO FIORDLAND RETIREMENT HOUSING TRUST.

 

         Resolution

        

That the Te Anau Community Board;

 

         Recommends to the Southland District Council that the land at 28 Pop Andrew Drive Te Anau, being Lot 2 DP 377140 be transferred to the Fiordland Retirement Housing Trust for $1.00 subject to a formal agreement for sale and purchase being entered into which clearly sets out that the purpose of the transfer at this value was to help facilitate the establishment of the retirement housing complex, that the intention of the Trust was to establish the retirement housing complex, that the rules of the proposed body corporate are to restrict ownership of the units to those person 60 years and older and that should the development not proceed as planned that the land will be transferred back to Council for $1.00.

 

The meeting concluded at 6.40pm 

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Te Anau Community Board HELD ON WEDNESDAY 21 DECEMBER 2016.

 

 

 

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

 

 

 

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