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Notice is hereby given that an Ordinary Meeting of Southland District Council will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Thursday, 27 April 2017

1pm

Council Chambers
15 Forth Street
Invercargill

 

Council Agenda

 

OPEN

 

 

 

MEMBERSHIP

 

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

 

 

IN ATTENDANCE

 

Chief Executive

Steve Ruru

 

Committee Advisor

Fiona Dunlop

 

 

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


 


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TABLE OF CONTENTS

ITEM                                                                                                                                   PAGE

Procedural

1          Apologies                                                                                                                        5

2          Leave of absence                                                                                                           5

3          Conflict of Interest                                                                                                         5

4          Public Forum                                                                                                                  5

5          Extraordinary/Urgent Items                                                                                          5

6          Confirmation of Council Minutes                                                                                5

Reports - Policy and Strategy

Nil

Reports - Operational Matters

8.1       Proposed Road Stopping - Main Road Stewart Island                                             7

8.2       Request to Transfer Ownership of Council's Rural Fire Vehicles and Plant and Equipment to the Southern Rural Fire Authority                                                    23

8.3       Libraries Progress Update                                                                                         29

8.4       Community Trust of Southland - Proposal to include Milford Sound in Area    43

8.5       Management Report                                                                                                    45

Reports - Governance

9.1       Financial Report for the month ended 28 February 2017                                       75

9.2       Southland Museum and Art Gallery Trust Board - Statement of Intent 2017/2018 115

9.3       Finance and Audit Committee Terms of Reference                                              141

9.4       Minutes of the Community and Policy Committee Meeting dated 14 December 2016                                                                                                                                     143

9.5       Minutes of the Community and Policy Committee Meeting dated 1 February 2017                                                                                                                                     145

9.6       Minutes of the Lumsden Community Development Area Subcommittee Meeting dated 5 December 2016                                                                                             147

9.7       Minutes of the Manapouri Community Development Area Subcommittee Meeting dated 15 November 2016                                                                                           149

9.8       Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 9 August 2016                                                                                                  151

9.9       Minutes of the Ohai Community Development Area Subcommittee Meeting dated 9 August 2016                                                                                                                153

9.10     Minutes of the Te Anau Basin Water Supply Subcommittee Meeting dated 8 November 2016                                                                                                          155

9.11     Minutes of the Riverton Harbour Subcommittee Meeting dated 12 December 2016                                                                                                                                     157

9.12     Milford Community Trust Final Statement of Intent 2017-2020                           159

9.13     Milford Community Trust Half Yearly Report for the Six Month Period to 31 December 2016.                                                                                                                            173   

Public Excluded

Procedural motion to exclude the public                                                                            183

C10.1  New Maintenance Alliance Contracts

C10.2  Proposed Amendments to Solid Energy Escrow Agreements - Request for Council approval

C10.3  Waituna Partnership - Freshwater Improvement Fund Application

 


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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

 

Councillors are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a councillor 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 www.southlanddc.govt.nz or phoning 0800 732 732.

 

5          Extraordinary/Urgent Items

To consider, and if thought fit, to pass a resolution to permit the Council 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 Council Minutes

There are no minutes available for confirmation.

 


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Proposed Road Stopping - Main Road Stewart Island

Record No:        R/17/2/3580

Author:                 Kevin McNaught, Strategic Manager Property

Approved by:       Ian Marshall, Group Manager Services and Assets

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        To consider a request from the Rakiura Heritage Centre Trust to stop an additional 3m2 of road on Main Road Stewart Island as part of the development on the adjacent land by the Trust.

Executive Summary

2        In 2012 a small portion of Main Road Stewart Island was stopped as part of the development of the Rakiura Heritage Centre Trust. Further refinements of the site and building has identified a further small area of 3m2 is also required to ensure the building is situated entirely on the private property and not over the boundary on the road owned by Council.

3        Council’s approval to the road stopping is required to allow the next step of the process to proceed.

Recommendation

That the Council:

a)         Receives the report titled “Proposed Road Stopping - Main Road Stewart Island” dated 13 April 2017.

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)         Resolves to approve the stopping of 3m2 of road on Main Road Stewart Island being Section 1 SO 507936 pursuant to the Public Works Act 1981 and when stopped being amalgamated with the adjoining CFR 611929.

 


 

Content

Background

4        In 2012 Council approved the stopping of a small portion of Main Road on Stewart Island to help facilitate the proposed new heritage centre being planned by the Rakiura Heritage centre Trust. The reason for the stopping was to ensure the main portion of the building was located totally on the land being leased from the NZ Fire Service by the Trust. The veranda for the building was being treated as a verandah like anywhere else in the district i.e. it can be built out over the footpath.

5        To meet the requirements of the NZ Fire Service in relation to the buildings location on the site, a minor movement is required, for which an additional portion of road is requested to be stopped. While this is only 3m2 it ensures that all footings and cladding are located within the title boundary.

Issues

6        Given the area is only 4.88m by 0.77m and Main Road is 30m wide there are no issues identified.

Factors to Consider

Legal and Statutory Requirements

7        Council’s resolution is required to allow the process to proceed. It is planned to seek the approval of the Minister of Lands to use the Public Works Act 1981 given no public access is being affected by the proposal.

Community Views

8        None sought given the small area and as its an addition to a previous road stopping for the same purpose.

Costs and Funding

9        The Trust are paying for the survey and the road stopping so it is intended not to charge for the land or Council staff time.

Policy Implications

10      None identified

Analysis

Options Considered

11      Agree or decline the request

Analysis of Options

Option 1 – Agree with request

Advantages

Disadvantages

·        Allows building to be located correctly on the property by not being constructed over the boundary, thus not creating further issues or delays

·        Non identified

 

Option 2 – Decline request

Advantages

Disadvantages

·        None identified

·        Will create location issues for the Trust with NZ Fire Service and SDFC building control if built as planned.

 

 

Assessment of Significance

12      Not significant

Recommended Option

13      Option 1 agree with request.

Next Steps

14      Advise Trust of decision.

 

Attachments

a         Request for approval for final Formal Road (part) Stopping - Rakiura Heritage Centre Trust - Part of Main Road, Oban, Stewart Island    

 


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Request to Transfer Ownership of Council's Rural Fire Vehicles and Plant and Equipment to the Southern Rural Fire Authority

Record No:        R/17/3/5518

Author:                 Kate Westenra, Finance Assistant

Approved by:       Anne Robson, Chief Financial Officer

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        To seek Council approval to the request from the Southern Rural Fire Authority (SRFA) to transfer ownership of Council’s Rural Fire Vehicles and Plant and Equipment to the SRFA.

Executive Summary

2        Council is the owner of various vehicles and pumps which is being used by the Southern Rural Fire Authority. 

3        The SRFA has asked all of its members to consider transferring assets that they own that are currently being used by the SFRA to them for nil value.  This reflects that since 2003, the SRFA has covered the costs for insurance, repairs and replacement of these assets.

4        They are making this request further to the amalgamation they are about to undertake with Fire and Emergency New Zealand (FENZ). 

 

Recommendation

That the Council:

a)      Receives the report titled “Request to Transfer Ownership of Council's Rural Fire Vehicles and Plant and Equipment to the Southern Rural Fire Authority” dated 11 April 2017.

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)      Resolves to transfer the following assets to the Southern Rural Fire Authority at nil value.

Asset

Fire Engine - SG7641

Isuzu FTS 12H Tanker - ZI4629

Homemade trailer - S5725

Fire Engine - KO4284

Fire Engine - DQ3995

Isuzu Truck - KM5022

Pumps X 10

 

Content

Background

5        Prior to August 2003 the Southern Rural Fire Authority (SRFA) was the Southland District Council Rural Fire Authority which was run by the Southland District Council. During the existence of the Southland District Council Rural Fire Authority various assets were purchased (see Attachment A).

6        On 7 August 2003, the Southern Rural Fire Authority was established which combined the rural fire fighting activities of The Southland District Council, the Gore District Council, the Invercargill City Council, the Department of Conservation Southland Conservancy (DOC) and the Southern Plantations Rural Fire District (SPRFD).  As part of the discussion it was agreed to leave the ownership of these assets with the Southland District Council.

7        Although Council has continued to own these assets since 2003 SRFA has covered the costs for insurance, repairs and replacements.

8        During 2016 the Government reviewed the fire service in New Zealand, the decision was made to amalgamate the New Zealand Fire Service, the National Rural Fire Authority and all Rural Fire Authorities to form Fire and Emergency New Zealand (FENZ).

9        As part of the amalgamation process with FENZ, assets owned by SRFA will be transferred. 

10      The SRFA have discussed with all their members the suggestion that the assets owned by each of them that the SRFA use and maintain be transferred to the SRFA at nil value.  This recognises the age of these assets, the SRFA has been in existence 14 years and that the costs of insurance and maintenance has been paid for over this time by the SRFA.

11      As such, this report is a recognition of the request from the SRFA to transfer the assets, noted in attachment A at a nil value.

12      Additionally, there are four pieces of land that the Council owns that the SRFA operate fire stations from.  The Drummond and Garston fire stations are on Council land. The Waikawa and Athol fire stations are on land that hold caveats for Council to have first option to buy back the land for $1.00 before it gets offered to other parties. The discussion around these properties will be undertaken in a separate report to Council.

Issues

13      The amalgamation with Fire and Emergency New Zealand (FENZ) on 1 July 2017 will include the transfer of all Southern Rural Fire Authority’s assets.  FENZ will be responsible for covering all operating and replacement costs. These assets are to stay in the Southland District where they will continue to operate.

14      The SRFA is required to be the registered owner of all assets to be transferred to FENZ on 1 July 2017.

Factors to Consider

Legal and Statutory Requirements

15      A formal change of ownership for the vehicles must be undertaken to transfer these to the SRFA.

Community Views

16      None canvassed, however these assets will still be operated within the Southland District where they are currently based.

Costs and Funding

17      As per the attached schedule, the total cost of these assets was $108,686 when Council purchased them initially. Currently the book value of these assets is zero.  

18      Attachment A outlines the current market value of the items SRFA are looking for Council to approve transferring to them.  The vehicles have been independently valued.  Staff from the SRFA have estimated the market value of the pumps.

19      Should Council agree to transfer the assets to the SRFA for no value, the Council will still be required to reflect the market value as the sale price in its financial accounts. In Council’s profit and loss this will be displayed as a donation to SRFA on the expense side and depreciation recovered on the income side, resulting in a nil profit overall.  There will be no change in the balance sheet as currently the assets are depreciated to zero.  The fixed asset register will show the sale price as market value and the amount of depreciation recovered as the same amount. 

20      The assets are insured by the Southland District Council, however this cost is on charged to the SRFA.

21      Any cost associated with the transfer of ownership is to be paid by the SRFA.

Policy Implications

22      None identified.

Analysis

Options Considered

23      Agree with the request or not.

Analysis of Options

Option 1 - Agree with the request to transfer rural fire assets to the Southern Rural Fire Authority for nil value.

Advantages

Disadvantages

·        Assets no longer Council’s responsibility.

·        Removes any financial or health and safety responsibilities.

·        Council could technically sell these assets at a market value.

 

Option 2 – Sell assets to the Southern Rural Fire Authority at market value

Advantages

Disadvantages

·        Asset no longer Council’s responsibility.

·        Removes any financial or health and safety responsibilities.

·        Council will need to cover the operational costs of these assets going forward.

 

 

Option 3 - Decline the request from Southern Rural Fire Authority

Advantages

Disadvantages

·        Asset remains in Council ownership.

·        Asset is available to be sold at market value.

·        Council retains overall financial and health and safety responsibilities for the assets.

 

Assessment of Significance

24      The matter is not significant in terms of Councils Significance Policy.

Recommended Option

25      Option 1 - Agree with the request to transfer rural fire assets to the Southern Rural Fire Authority for nil value.

Next Steps

26      If Council agrees to the recommendation, arrange the transfer of ownership of the vehicles noted and remove these assets from Councils insurance policies.

27      Notify Southern Rural Fire Authority of Councils decision so that a formal transfer of assets and insurance can be arranged.

28      Record the disposal of the assets in Councils financial accounts according to accounting standards.

 

Attachments

a         Southern Rural Fire Assets on the Southland District Council Asset Register    

 


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Libraries Progress Update

Record No:        R/17/3/7297

Author:                 Lynda Hodge, Manager District Libraries

Approved by:       Trudie Hurst, Group Manager Customer Support

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        To provide a progress update to council on the recommendations made in the Service Delivery Review tabled with Council in April 2016.

Executive Summary

2        Following our update in December 2016, further work has been completed relating to the Service Delivery Review.  Attachment A sets out where we are with the recommendations.  Given there are some with significant impacts in terms of cost, these will be reviewed with the Executive Leadership Team and Council so as to be included in the Long Term Plan.  In summary, 11 of the recommendations are complete, 6 are under action and 5 are dependent on other council streams of work or projects. 

3        In early March, one of the highlights was the successful opening of the Vince Boyle Collection at the Winton Library. Vince was a well-respected teacher, author, historian and raconteur who recorded the stories of local families and had 23 books published of clubs, social groups, landowners, schools, various communities and events. He was a meticulous researcher and avid library user and upon his death his widow, Eileen, donated a significant portion of his private collections of writings and manuscripts to the Winton Library with the proviso that this be made available to members of the public Funded by a grant from Southland Heritage Trust a the Vince Boyle Heritage collection was established in a “living room” situation within the Winton Library and this allows all users to sit in a cosy and comfortable space and enjoy the collection. This was launched in early March, in the presence of many Boyle family members, press, councillors and invited guests. On-going interest has been significant. 

4        We have initiated a review of service for the Nightcaps Community Library which operates from the Takitimu Primary School.  This review has been completed with the relevant stakeholders: active borrowers, the Principal and Board of Trustees at the Takitimu Primary School and the CDA.  All are understanding of the decision and can see the rationale to change the service.  Depending on final numbers, the current solution is to provide for customers with a Bookbus stop or arrange for books to be delivered directly to active borrowers via the courier service if they cannot get to the Winton or Otautau Library.  The Board of Trustees at Takitimu Primary were happy to go along with our recommendation that we withdraw services from the Community Library given that there seems to be little demand or interest.  They would be very grateful to SDC for the continued support and maintenance of Symphony, as it would be something the school could not afford as a stand-alone entity, and value this contribution very much.  They are also happy to assist with the disposal of the current collection, after we have retrieved the items we require, and will ensure they are offered to local readers in the first instance and that any funds gained will be reinvested in library resources.

5        Winton Library moved to new hours as of the first of April.  There will no longer be “late night” openings as these have lost appeal to almost all library users. Saturday openings will be from 10am to 3pm and these will match the times recently introduced at Te Anau. This appears to better reflect community activities. Feedback from the Community Board, Councillors and staff has been positive about the changes and we will monitor customer feedback and use of the library on an ongoing basis. Saturday 1s April was the first day with the change of hours. Librarians noted a number of residents, children and visitors to Southland were in the library and impromptu feedback from these customers was positive.

6          The use of the Press Reader Database has continued to grow since its introduction in November 2016 with February seeing nearly double the users compared to November.    Appendix B outlines use of our libraries and their services across the district including WiFi and the in-branch computers.  There is a definite shift of people bringing their own devices to the library rather than using the computes we have.  We will monitor this and if usage continues to decline we may adjust the number of computers we have available and utilise the space in other ways. 

7        Error! Not a valid link.In collaboration with the 20/20 Trust and REAP Southland, Winton Library has been allocated a suite of 6 laptops to assist with the delivery of a community-based digital literacy programme for adults. This programme offers the opportunity for anyone wanting basic computer knowledge who wishes to build on skills relevant to their work and life. Public Libraries are now recognised as places for 21st century learning. Literacy is their core component, and digital literacy is now an integral part of their service.                             Sitting at the heart of their communities, public libraries help create a sense of belonging and they respond to the needs of the people who use them. They celebrate cultural diversity and with well qualified staff, are able to create and promote opportunities for lifelong learning in a safe and inclusive environment.

 

Recommendation

That the Council:

a)         Receives the report titled “Libraries Progress Update” dated 4 April 2017.

 

 

 

Attachments

a         LMS 17 A Review of SDC Libraries update April 2017

b         Quarterly Statistics SDC Libraries Jan - Mar 2017    

 


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Library 17A Review progress of recommendations

 

Recommendation

Commentary

Progress

In conjunction with ICC and GDC develop a strategy that looks to promote the notion of “Southland Libraries for all” brought to you by ICC, SDC and GDC. 

Had first meeting with ICC, discussed opportunities which may exist and confirmed continuance of Summer Reading programme, reciprocal membership agreement and exploring "one card" option. Other opportunities would be considered if there were no, or very low, cost implications. Will involve GDC in future meetings.

Completed

 

 

 

Grow the depth and range of digital content and promote this service to rural residents as broadband spreads through the District.

Hold an extensive, and growing, collection of e-resources and hold classes to assist residents in the use of their devices. The Stepping Up partnership which we are just entering into with the 20/20 Trust and Southern REAP will bring opportunities to assist with digital literacy for adults and young people and be responsive to the digital needs of the community. Initially this will be introduced at Winton however the resources provided by the Trust will allow for classes to be held throughout the District.

 

 

Initial recommendation completed however extended programme will be ongoing.

 

 

 

Join Kōtui for provision of the LMS and to take advantage of collaborative opportunities; connect Stewart Island to the LMS at the time of going live with Kōtui or earlier if this is not likely to happen in 2016/2017.

The current partnership arrangement leaves SDC in a vulnerable position should there be any unusual event as we are solely reliant on a single ICC staff member for support. Membership of the Kotui group would provide on-going support 24/7, access to additional features, including enhanced reporting tools, and the integration of resources to a single search. There are one-off migration costs of $55,175 and a modest increase in annual support charges of $6000. Moving to Kotui would also allow the exploration of "latch-key" access across our libraries, benefitting those with reduced hours in particular.

To be completed as part of the Core Systems review.

Stewart Island now operating on Symphony and finding enhanced benefits for their users i.e. online membership details, catalogue searching options, access to Library databases.

 

 

 

Use Enterprise discovery layer as the SDL’s website and link this from the Council’s website; budget $15,000 for a one-off design cost to get the template properly designed.

Absence of a fully functioning website inhibits communication and access in an on-line world. The use of the Enterprise model from the Kotui platform would allow for customisation and bring all content together in an easy-to-search place. One=design costs would be around $15,000 however it is proposed that by using the communications Dept. experience and expertise it would be possible to do this in-house.

Complete as part of the branding project

 

 

 

Plan for and fund the introduction of RFID within the next three years.

RFID terminals are becoming the industry standard for Libraries as they allow for autonomy and with circulation, free up staff for customer support and interaction and provide a much higher level of security for resources. The likely cost to install RFID for all resources, across six sites, and security gates at Winton and Te Anau would be in the vicinity of $150,000.

Investigate costs and seek approval for funding

 

 

 

 

 Introduce Wi-Fi on the Bookbus and use with tablets to promote access to eBooks and databases, and provide access to the internet for users of the Bookbus.

Wi-Fi available on the Bookbus and tablets have been introduced, on a loan basis, for residents in a “try before they buy" concept.

Completed

 

 

 

Investigate the slow connections to Council’s systems.

Appear to be little different to elsewhere in Council.

Completed

 

 

 

Increase the range of available eBooks and eMagazines and begin to promote this as a viable option particularly for those remote from libraries.  This will need a sustainable campaign and good education and training of SDL’s staff to be effective.  As part of this campaign have tablet and/or eBook readers available for use in libraries so that staff can demonstrate these to customers.

Recently entered a partnership agreement with Gore, Queenstown Lakes/Central Otago, Invercargill, Clutha and Dunedin Libraries to purchase a further collection of e-resources which adds approximately 4000 more items to our collections. PressReader has also been purchased for Southland District residents, giving access to 70 plus newspapers and 400 plus magazines in a variety of languages. In the first month uptake has been very significant.

Completed

 

 

 

Outsource up to 80% of collection supply to shelf ready and develop standing orders for fiction and selected non-fiction based on community profiles.  Phase this in over a two-three year period if necessary.

Investigations into this are on-going to ensure readiness following the introduction of RFID.

Dependent on the introduction of RFID

 

 

 

Reduce excessive duplication of fiction titles after consultation with affected community boards

Have introduced a "hot pick" collection of highly popular fiction which can be loaned to branches for eight weeks only and reduced the purchased number of these items by 33%.

Completed

 

 

 

Get comparative pricing from two or three magazine suppliers, including the local bookseller such as Paper Plus

Have changed magazines from subscription basis to "single copy supply" to ensure high turnover, lower cost demand is met. Will evaluate on a six monthly basis.

Completed

 

 

 

Reduce stack collections in branches and return to central stack for selection by other libraries

Undertaken strict weeding regime at all branches and have investigated alternative disposal method for old/outdated stock, rather than offering all at book sales. Local schools to be approached regarding junior materials.

Completed

 

 

 

Seek opportunities to develop a new community hub and library/service centre in Winton in partnership with other community, commercial, health or educational organisations.  Fund for this redevelopment in the next 10 Year Plan.

A number of libraries and service centres have been visited to look at best operational sites with communities similar to SDC area. Seeking to incorporate the best of everything in any proposal which may be presented.

Under investigation

 

 

 

Consult with the Stewart Island community to investigate whether a self-service model in some form would be worth trialling at this library.

The self-issue machine allows volunteers to operate the Library without the need for significant training.

Completed.

 

 

 

 

In collaboration with the Nightcaps school and community investigate whether alternative service models would be acceptable. 

Community and school consultation will be undertaken over the coming months to establish the best service model to fit with community needs.

Under action, completion by June

2017

 

 

 

At such time as the Council may be reviewing the community and service needs of Tuatapere and surrounding districts, work with the community and the Waiau Memorial Trust to see how a wider range of library services could be offered.  In the meantime instigate a regular annual meeting with the Trust to support and review the agreement.

Consultation with the Waiau Memorial Trust will be undertaken during the coming months to ensure the best possible range of Library services is offered for their residents. A regular annual meeting with the Trust will be organised for May 2017. 

Under action, completion by June

2017

 

 

 

The District Libraries Manager develops service delivery standards in collaboration with the Customer Support Team Leader and produces an Annual Plan for clarity around priorities.

To be part of the longer planning and development process.

Under action completion by

December 2017

 

 

 

A realignment of roles is done to clarify the responsibilities and skills needed to deliver the service following the Customer Support restructure and the out sourcing of collection supply.

Already undertaken with the appointment of Customer Support Partners and the realignment of specialist Library positions. Training in new roles is under action and will be an on-going process as demands require.

Completed

 

 

 

Ensure staff have the opportunity to participate in professional development and receive ongoing training.

Supporting staff to undertake training and personal development opportunities as they arise. Ensuring all staff are made aware of these opportunities and that any course attendance becomes part of the on-going training schedule.

Completed

 

 

 

Be open to partnership opportunities that are aligned with SDL’s objectives and bring new users to libraries, eg partnership with rural education institutions to provide resources and services from various library locations.

Discussions with Southern REAP are about to be held to look at commonalities and to explore opportunities for collaborative ventures.

Under action.

 

 

 

 

Develop a more comprehensive and systematic system for collecting, using and reporting on library data, particularly around electronic use.

Installation of Kotui, with 24/7 support, will provide more robust data and RFID will capture trends in stock usage and people movement through our buildings.

Dependant on move to Kotui and RFID

 

 

 

Use focus groups of non-users, telephone surveys, use data and other mechanisms to gather information on user and non-user needs for the various communities of interest to inform service development.

The next stage of development.

Under investigation

 

 

 

Consider reviewing the current funding mechanism for libraries to determine whether the mix of uniform annual charge and targeted local rate is the most equitable way of funding libraries.

This will be reviewed with Council in a workshop for the LTP

In Progress

 

 

 

Develop a 10 year investment plan, both operational and capital for the next 10 years to phase in the recommendations in this report.

On-going.

Part of 2018-2028 LTP

 


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27 April 2017

 

Appendix 2 – Quarterly statistics from 1 January 2017 – 31 March 2017

Branch issues (including issues, renewals, and self-issue)

 

Winton

Book Bus

Te Anau

Riverton

Wyndham

Otautau

Lumsden

Nightcaps

Stewart Is.

DIS

TOTAL

January

6431

816

5113

1587

557

700

658

46

885

335

17128

February

5215

1814

3790

1173

524

545

501

382

550

475

14969

March

5799

2670

4748

1249

621

688

611

393

725

475

17979

Total

17445

5300

13651

4009

1702

1933

1770

821

2160

1285

50076

2016 total

17455

4834

10142

3898

1834

1863

1628

718

n/a

6029

48401

 

 

 

Processing (number of books process checked per month)

 

Winton

Te Anau

SDL

Stewart Island

TOTALS

Jan

Feb

Mar

Jan

Feb

Mar

Jan

Feb

Mar

Jan

Feb

Mar

Jan

Feb

Mar

Adult fiction

64

80

46

56

40

58

231

136

200

0

0

5

351

256

309

Adult nonfiction

10

9

11

4

7

5

106

120

54

0

0

1

120

136

71

Large Print

0

0

0

0

0

0

26

0

22

0

0

0

26

0

22

Magazines

0

0

26

38

17

40

35

9

0

0

0

0

73

26

66

Children's fiction

39

42

53

43

24

41

46

38

54

0

0

16

128

104

164

Children's nonfiction

3

9

5

2

4

3

27

19

12

0

0

2

32

32

22

Picture books

17

8

30

14

16

7

58

35

32

0

0

0

89

59

69

Non-book

0

0

0

0

0

0

0

0

12

0

0

0

0

0

12

2017 totals

133

148

171

157

108

154

529

357

386

0

0

24

819

613

735

2016 totals

130

147

122

84

111

103

302

347

484

4

11

3

520

616

712

 

APNK usage (Internet on APNK Computers and WiFi connections from devices)

 

Lumsden

Otautau

Riverton

Stewart Island

Te Anau

Winton

Wyndham

Internet

WiFi

Internet

WiFi

Internet

WiFi

Internet

WiFi

Internet

WiFi

Internet

WiFi

Internet

WiFi

January

53

5601

381

601

264

712

117

1414

760

2737

526

458

49

239

February

188

6109

423

758

249

882

219

1691

731

3370

519

540

92

249

March

88

6513

321

616

189

803

248

1151

790

2938

642

570

95

177

 

WiFi usage at Lumsden continues to soar – nearly 6500 users in March – and this has the potential to affect the traditional level of service on offer. A close watch will be kept on this to ensure local users are not impacted by this.

Press Reader usage

Month

Total usage per month

November 2016

6578

December 2016

6550

January 2017

9951

February 2017

12063

March 2017

8532

 

 


Council

27 April 2017

sdclogo

 

Community Trust of Southland - Proposal to include Milford Sound in Area

Record No:        R/17/4/7429

Author:                 Steve Ruru, Chief Executive

Approved by:       Steve Ruru, Chief Executive

 

  Decision                              Recommendation                         Information

 

  

 

Report

1        Milford Sound has traditionally fallen within the boundary of the Community Trust of Otago although it is within the Southland Region. 

2        Council has been approached by the Community Trust of Southland (CTOS) who would like Council’s support for them to engage with the Community Trust of Otago around a boundary change to allow Milford Sound to come under their area.

3        Southlanders would presume that Milford Sound is already part of the Community Trust of Southland’s area and it would seem logical that it is transferred so that it aligns with the boundaries of the Southland District Council and Environment Southland. This will that the entities are all working within the same ‘Southland’ geography.

4        Council already administers the area through the Milford Community Trust and also as part of its role as a shareholder in Milford Sound Tourism Ltd (previously Milford Development Authority).

5        It is felt that if Milford Sound was to form part of CTOS’s area that as a significant partner in SoRDS it would enable them to play a greater part in the whole of Southland approach rather than having a key area being excluded. Note that Milford Sound is a significant national tourist icon that will pay an important role in the future development of tourism across the region. 

6        If Council were to support this proposal CTOS would then progress discussions with the Community Trust of Otago and if agreement is reached then a public consultation phase would begin. As part of any transfer there would also be a transfer of funds from the Community Trust of Otago to CTOS.

 

Recommendation

That the Council:

a)         Receives the report titled “Community Trust of Southland - Proposal to include Milford Sound in Area” dated 5 April 2017.

b)         That Council write a letter of support to the Community Trust of Southland endorsing the proposal to engage with the Community Trust of Otago around a boundary change to incorporate Milford Sound into the Community Trust of Southland’s area.

 

 

Attachments

There are no attachments for this report.   


Council

27 April 2017

sdclogo

 

Management Report

Record No:        R/17/4/7794

Author:                 Steve Ruru, Chief Executive

Approved by:       Steve Ruru, Chief Executive

 

  Decision                              Recommendation                         Information

 

  

 

Chief Executive

Te Anau Wastewater Discharge Project

1        Following the signing of the Deed of Agreement with Fiordland Sewerage Options (FSOI) in December, work was progressed to negotiate an access and purchase agreement with the owners of the Smith Block and undertake initial consultation with stakeholders including the neighbouring property owners, Te Ao Marama, Fish and Game, Department of Conservation and Guardians of the Lake.

2        The initial engagement with stakeholders showed that there were mixed views on the proposal with some being supportive, others being neutral while others were raising a number of concerns. Having a diverse range of views being expressed at an early stage is to be expected.

3        Initial discussions with the Smith’s commenced in early February 2017. The negotiation process was progressing largely as expected prior to a letter being received on 22 March indicating that the Smith’s no longer wished to proceed with the proposed sale. This effectively means that it will be no longer possible to use this land and as a result all work currently under way to plan for initial engineering investigations of the site has ceased.

4        The Deed of Agreement that Council has with FSOI means, from a contractual perspective, that if the Smith Block is found to not be viable then Council is able to proceed with implementation of the Kepler option. There is, however, a need for Council to firstly, formally determine whether it believes that the Smith Block option is no longer viable and then determine what steps it wishes to take.

5        A report summarising the findings from the Phase 1 work will be taken to the Te Anau Wastewater Project Committee on 21 April and subsequently to Council on 17 May.

Southland Regional Development Strategy (SoRDs)

6        A meeting of Councillors from all four Southland Councils was held in Gore on 13 March to outline and seek feedback on the work that has been progressed to date to develop a proposed new structure to drive implementation of the SoRDS Action Plan and regional development in the future.

7        At the meeting there was a good level of engagement in the strategic challenges facing the region, the question of what the region needed to do differently if it is to remain competitive on the national stage and the range of options that might exist for leading regional development across the region in the future.

8        While there might be some debate about what structures would best serve the region in the future it is clear that unless Southland pools and then looks to apply the skills and resources that it does have in a coordinated manner then the region will simply not compete on the national and international stage.

9        Recent economic data released on regional GDP shows, for example, that from 2011 - 2016 Southland’s economy grew by 3.7 percent as compared with the national average of 23.8%. As a result Southland’s share of national GDP reduced by 20%. While these results reflect the recent down-turns in the primary sector they do serve to reinforce the importance of the region taking some bold and significant steps if it is to remain relevant on the national stage.

10      The need for Southland to ‘pull together’ and work in a cohesive fashion has also been emphasised recently by the publication of the Upper North Island Story. This publication which has been released by the Upper North Island Strategic Alliance, a collective of the Councils from Northland, Auckland, Waikato and Bay Plenty, outlines the national significance from an economic development, population and growth perspective of the four regions as they collectively account for 50 - 60% of NZs population and GDP. It also outlines the challenges that lay ahead as their share of the national wealth continues to increase and the steps that they collectively need to take to manage these pressures.

11      Following the meeting in Gore work is now underway to progress the work needed to ‘flesh out’ the preferred model of creating a new entity, which would be established as a Council Controlled Organisation (CCO) but with shareholdings from a range of entities from across the broader business and community sectors. As part of the model it is also seen as important that a separate ‘arm’ of entity which is focussed on the development of tourism across the region be developed.

12      There will be a need for a community consultation process to be followed by the four Councils before the new entity can be formed. It is proposed that this process be completed via a joint committee/hearings panel process. It is anticipated that the formal reports seeking endorsement for this process will be bought to Council in May or June.

 

Local Government Act 2002 Amendment Bill

13      The Local Government Act 2002 Amendment Bill, which implements the Better Local Services reforms, was referred to the Local Government and Environment Select Committee last year.

14      The Bill proposed substantial changes to the role of the Local Government Commission (LGC); the current local government re-organisation provisions; created new categories of CCOs, and provides a power for the Minister of Local Government to set performance measures for services.

15      As part of the package of reforms it was also proposed that the LGC be given the power to initiate reforms at an individual service level at any time including having the ability to remove individual service delivery into a CCO without the agreement of the Council(s) concerned and/or their ratepayers. This particular proposal raised a significant level of concern across the sector and was the subject of a number of submissions to the Select Committee.

16      The new Minister of Local Government has now announced that the Bill will be amended to require that the creation of CCOs will require the support of the affected local authorities.  The ability for the Minister to impose new non-financial performance measures for different activities is also to be removed.

17      The Select Committee was due to report back to Parliament at the end of March. It will need to finalise any amendments needed to reflect the above changes but then can be expected to report back in the near future. Hence, it is expected that the Bill will proceed through the balance of its parliamentary process in the next few months.

 

Fresh Water Management

18      Following on from the recent Government announcements on the management of Freshwater and in particular its ‘headline’ goal of making 90% of waterways swimmable by 2040 LGNZ has now announced the creation of a Water 2050 project. The overall aim is to lead debate about the creation of a coherent policy framework that leads to greater integration of policy discussions, particularly the setting of standards with communities’ ability to pay for the necessary infrastructure to achieve those standards. The affordability issue is a significant one for this district and a number of other rural and provincial districts which have small communities, a number of which have declining populations.

19      Other important issues that will be considered as part of this policy work include the setting of freshwater quality and quantity – standards, rights and allocation, land use, three waters infrastructure, cost and affordability, and options for funding the required infrastructure.

Land Transport Government Policy Statement (GPS)

20      The Government Policy Statement (GPS) on land transport is used to set the strategic framework within which LTNZ allocates the approximate $3 billion of Government funding used to support the development of land transport. The latest draft is currently out for consultation.

21      There are a number of factors that are influencing the change in transport demand, including population growth particularly around urban areas in the upper North Island, increased heavy freight movement, with tonnages moved projected to increase by 50% by 2042, and growth in tourism. Given these demands the draft GPS proposes that the focus should remain on the current priority areas of economic growth and productivity, road safety and value for money.

 

Better Urban Planning Report

22      The Productivity Commission released its final Better Urban Planning report on 29 March. The report represents the final outcome from the Commission’s ‘blue-skies’ review of the current urban planning system in New Zealand.

23      In its report the Commission makes 64 recommendations, including having one new piece of planning legislation to replace the current Resource Management Act, that would support and govern both the built and natural environments. The recommendations include providing greater clarification of the statutory objectives, making it mandatory to develop a regional spatial plan; creating a new process for the review of formal planning documents before they come into effect; more tools for councils to fund infrastructure; and better stewardship of the planning system.

24      The development of a Regional Spatial Plan for Southland was one of the core recommendations coming out of the SoRDS Ease of Doing Business Team work. The Productivity Commission report proposes that Regional Councils should lead the production of these plans which should place a particular focus on strategic land-use development over a 30 to 50 year period. In addition to informing future land use decisions the spatial plans would also be expected to provide a focus for infrastructure planning and development.

25      The report is also proposing that notified regulatory plans (eg District Plans and the Regional Policy Statement) would be subject to a formal review process by an Independent Hearings Panel (IHP) that would be appointed by an independent statutory agency. In effect the Panel would have the right to ‘veto’ provisions that a local authority may put within one of its statutory documents. Appeals to the Environment Court would only be allowed on points of law. This would represent quite a significant change to the current approach in which the final responsibility for such documents sits with local authorities.

26      The Government will now consider the recommendations in the Commission’s report. It can be expected that their response and decisions on what recommendations are to be implemented will be announced in due course.

 

Customary Marine Title Application

 

27      Te Runanga o Ngai Tahu have made an application to the High Court under the Marine and Coastal Area Act 2011 to have a customer marine title recognised over the marine and coastal area surrounding much of the South Island. Council, along with most other South Island local authorities have been formally served with notice of the application as required under the Act. There is also a requirement for the application to be publicly notified.

28      Council has the right to express an interest in appearing before the High Court to comment on the proposal. There is a requirement for any expression of interest to be lodged within 20 working days.  Officers are giving consideration to whether this Council should register an interest so that it has the ability to make submissions should it consider it appropriate to do so.

29      Customary marine title can be granted over a coastal area if an applicant can show that they have exclusively used and occupied an area since 1840. The rights that are granted to a party holding a customary title are outlined in section 62 of the Act but include:

 

·    The right to give or decline permission for activities requiring resource consent;

·    The right to protect wahi tapu;

·    The right to create a planning document for the area.

30      Local authorities are required to take the content of a planning document into account in their decision making processes once it has been developed.

 

Information Management

Digitisation Project

31      Work is continuing on the Property File Digitisation project which has seen approximately 80% of the paper volume previously held at Council shipped for processing.

32      Council has agreed on the revised scope for the remaining project which is planned to be completed by the end of 2017. The results of the imagery being received post digitisation has been very pleasing with a number of examples of the new digital copy providing much more clarity and improved quality than the original.

33      We will also release a new tool that will be available internally first that will allow staff and eventually the general public to access the digitised records from anywhere.

 

Virtual Desktop Environment

34      The roll out of the updated virtual desktop environment has started with approximately 80% of Council staff moved to the new environment.  This move has been required to ensure that new tools being introduced operate in an optimal way. The new environment will address some historical performance gaps when using some of the high end applications such as the GMSC GIS (Geographical Information System) and Asset Management applications.

35      The feedback that we have received on the new environment has been very encouraging which has been pleasing to know that the move to the 64bit environment has delivered what we had hoped and planned for.

 

Dashboards

36      Council staff have completed an additional part to the council dashboard tool. This is being used for accessing the various reports that are used by staff and contractors.  The tool which allows for a single source for accessing reports has been received very well from staff with a launch competition receiving 12 team responses.

 

Change of Address

37      A new Change of Address form and internal process is being developed for use by staff and the public will be promoted shortly.  The change of address is one of the high volume requests by the Customer Support team and the new process will streamline the process whilst also maintaining a reliable and accurate name and address information

 

Environmental Services Group

Resource Management Act Amendments

38      The amendments to the Resource Management Act have now been enacted.  There are a number of significant changes relevant to all councils such as a more nationally templated approach to planning documents, elevation of the importance of natural hazards matters, compressed timeframes and simplified processes for simple activities, and changes to Iwi participation arrangements.

39      A detailed report on these changes and their implications will be presented to Council for information at a later date.

 

Earthquake Prone Amendments to the Building Act 2004

40      These take effect on 1 July 2017.  Council has received correspondence from MBIE on various arrangements which all councils need to make in advance of the amendments and the Team Leader of Building Solutions is working through these now.

 

Environmental Services Service Delivery Review Action Plan

41      Following the completion in February 2017 of the Service Delivery Review under Section 17A of the Local Government Act 2002 for the Council’s Regulatory and Environmental Services and the recommendations contained in this document, an Action Plan was prepared and presented to the Regulatory and Consents Committee at its meeting on 6 April 2017.

42      This was approved by the Committee and will be actioned progressively over the next 18 months.

 

Building Control

43      The number of building consents issued this month is down 11% on the same month last year, and these numbers were down 23% (February) and 11% (January) relative to their respective months in 2016.  There are a number of consent applications on hold and the gap between the number of issued consents in 2017 and the number of issued consents in 2016 should reduce further next month.

44      As outlined above, the number of building consents issued so far this year is down on what was issued last year.  However, a vacancy for a consent processor has been filled and Neal Tuckey started in this role on 4 April 2017.  This will increase the department’s capacity to process more consents per month.  We continue to receive consent applications at a rate of approximately four per day on average.  Hence whilst, consent numbers are down overall for the year relative to 2016, the number of new consent applications appears to be more consistent in recent times. 

45      This month there is a much more even distribution of the location of consents issued across the District.  Winton and the southeast of the District has a noted increase in activity.  While the department has one less inspector and one less consent processor currently than in 2016 the team has carried out as many inspections as last year and issued nine less consents for the month.  This shows the commitment of the team to meet the unpredictable workflows within the department. 

 

New Dog Registration Discounts

46      Council is proposing to introduce discounts into the new dog registration fees from 1 July 2017 that will apply to non-working dogs only.  The discounts will be for neutering, containment, and responsible ownership.  The purpose of the new fees is to encourage responsible ownership, and to reduce wandering and aggression incidents in the District.  Currently, the fee is $30, and this will continue to be the base fee if all three discounts are applied. 

 

Food Act

47      The Environmental Health staff have almost completed transitioning the food businesses with alcohol On Licences to the new Food Act 2014, with this group being the first that are required to transition by 31 March 2017.  The next significant group that will have to transition by March 2018 are the food service/retail businesses that do not have On Licences; eg some cafés and takeaways. 

 

Freedom Camping

48      The Tuatapere Community Board has requested “No Freedom Camping Zone Begins” signs at the four entrances to the town, making it the second town in the District with this type of town entrance signage, the other being Te Anau.  This request followed concerns from a local camping ground operator who advised that people were camping illegally in the town and sneaking in and using the camping ground facilities. 

 

Rakiura Heritage Centre

49      Resource consent was lodged on 1 March to construct a heritage centre at 6 Argyle Street, Oban.  This application is currently on hold and once all of the necessary information is received, it will be limited notified to the property owners and occupiers within close proximity to the site.

 

Notice of Requirement (Edendale)

50      The application to realign State Highway 1 was publicly notified on Saturday, 8 April submissions will close on 11 May.  The decision will be made by an Independent Commissioner following a hearing.

 

District Plan Appeals

51      This has not made any progress since the last report.  Council is still waiting for the Environment Court judge to sign off on mediation dates for the remaining appeals.

52      Progress is being made on Council’s evidence for Environment Southland’s Water and Land Plan hearings which are due to be held towards the end of May.  Council submitted primarily in relation to the organisation’s core business (infrastructure affordability, equitable requirements across different activities, timing of rules having effect etc).

 

 

 

 

Non-notified Resource Consents

53        Resource consent application numbers remain at relatively subdued levels, with limited large scale development currently occurring in the District.  Most consents are being processed within the statutory processing timeframes.

 

Community & Futures

CDA Elections

 

54      During the month of March, Council facilitated 19 CDA election meetings.  Meetings were attended by some of the following Council representatives – Mayor, Deputy Mayor, Councillors, CEO, Group Manager Community and Futures, Community Partnership Leaders, Committee Advisers. Attendance at the meetings varied – with some having 30 or so members of the public attending while others had 4.  The majority of meetings did not require an election as 6 or less members were nominated in these instances. Some publicity was received around Council adhering to the Terms of Reference as approved by Council at its 26 October 2016 meeting related to the associated eligibility criteria for being nominated, being a nominator or being able to vote. 

55      This consistent approach assisted Council in delivering on its approved process.  What it also did was provide a forum where some of these issues around local community governance, fair and effective representation and what does all this mean for the upcoming Representation Review were able to be discussed and a general consensus was identified on these issues by the majority of the CDA election meetings.  The timeliness of being able to have these conversations as part of the CDA election meetings has been appreciated to provide further insights for the Community Governance Review and Representation Review projects underway.

 

Community Governance Project and Representation Review Project update

56      The Community Governance Project has been identified by Council as an important strategic project to assist Council in delivering its priority goals of:

·    A dynamic, effective and efficient Council;

·    The Southland Way – empowering our communities;

·    Growing our communities.

57      The Representation Review project is a requirement under the Local Electoral Act 2001.

58      There are three processes that form the representation review project:

·    A review of the electoral system;

·    A review of Maori representation;

·    A review of representation arrangements.

59      The Community Governance Project and associated background work undertaken over the past 18 months and the community engagement to be undertaken over the next nine months assists with providing background information and a context for the Representation Review project.

60      The overall review intent focuses on developing the community governance and representation framework to work more effectively and efficiently for Council and its communities.

61      It is important to recognise there are two projects that will complement each other – the Community Governance Review project and the Representation Review project.

62      The working premise of the community governance review is that there is a desire and commitment to make the future governance structure work best for the Southland district, by ensuring strong district decisionmaking while empowering local communities to participate in decisionmaking processes that reflect the needs and requirements of the district’s diverse communities.

63      The community governance review and representation review projects are aimed at enhancing community involvement so council governance structures are fit for the future and fit for purpose.

64      The representation review project is aimed at ensuring there is fair and effective representation across the district.

Stewart Island Wharves

65      The Stewart Island Wharves Community & Stakeholder engagement is underway.  In late March consultant Sandra James visited Stewart Island and toured the wharves by water taxi with Cr Ford, followed by a number of meetings with people on the Island including local Iwi, Community Board Chair, Tourism operators, and local business owners.  Sandra will return to the Island in early May to speak more widely with the community there, and will also conduct a widespread social media forum for input from those interested parties who do not live on the Island.  The purpose of the engagement is to look at the medium and long term user needs of the wharves on the Island, and includes their use, ownership, maintenance and ongoing costs.

Research Completed

66      Two pieces of research recently undertaken have been completed; the Stewart Island Community Facilities Assessment and the Community Organisation and Volunteer Sector research.  Once these have been received by Council they will be made available to the wider public and interested parties.  The anticipated timeframe around this will be early-mid May 2017.

Leadership Plan Workshops

67      Community Partnership Leaders are currently facilitating, with assistance from Venture Southland Community Development staff, a number of Leadership Plan Workshops throughout the District.  Workshops are being held in Winton, Lumsden, Otautau, Stewart Island, Tuatapere, Te Anau and Wyndham.  The workshops involve all eight Community Boards and 19 Community Development Subcommittee Areas and District Councillors.  The aim of the workshops are to provide an opportunity for locally elected members to meet together, collaborate, share ideas for working with other Boards, to discuss the future of their towns and villages and share how their local plans can help shape the future of the District as a whole.

Service Delivery Scoping Project

68      A consultant has been engaged to undertake a Community Futures Service Delivery Scoping Project in conjunction with the Community Futures and Customer Support Team.  The Consultant is currently finalising the project plan.  The expected completion date is July 2017.

Venture Southland Business Plan

69      Each year Venture Southland develops a Business Plan detailing its proposed activities, key performance indicators and budget. The Business Plan is required to be developed in accordance with the Venture Southland Agreement 2014 - 2017 and the letter of expectation sent by combined owner councils and the letter of expectation sent by Southland District Council regarding the Community Development priority projects which are specific to the Southland District Council.

70      The Agreement outlines the information to be included in the Business Plan and the process to be followed as it is developed.

71      The Community and Policy Committee endorsed the VS BP 2017 - 2018 at its 5 April meeting.

 

2017/2018 Annual Plan

72      The feedback process for the 2017/18 Annual Plan has now been completed with Council receiving feedback from nine groups/individuals on the plan (including one from staff). Six groups spoke to the Council about their feedback on 6 April 2017. A range of issues were raised including funding requests, working with accessibility specialists during design and considering ways to assess/improve accessibility of Council infrastructure, connections to the Curio Bay wastewater scheme, working with Real Journey’s on their upgrade of Pearl Harbour visitor facilities and a range of other expenditure and rating issues including AMCT, Roading Rate Model, TR maximum and roading programme.

73      Council made decisions on the feedback on 6 April 2017. The key financial changes included providing a one-off grant in 2017/18 for the Hollyford Conservation Trust ($10,000 GST excl) and increase in the Regional Heritage Rate ($5 per rating unit GST incl), both to be funded from reserves/existing budgets. The Council also approved a number of changes to project timing, including projects to be carried forward from 2016/17 into 2017/18 and corrections to fees and charges and grants. The rate increase is expected to remain at 3.64% signalled in the Annual Plan Update 2017.

74      Council staff will proceed with development of the Annual Plan document itself prior to it being presented to the 7 June 2017 Council meeting for adoption. At this meeting Council will also be asked to set the rates for the 2017/18 financial year.

 

People and Capability

75      In February 2017, Council contracted Simpson Grierson to undertake a Health and Safety Gap Analysis.  The gap analysis included a review of Southland District Council’s Health and Safety Management System, discussions with key operational leaders and visits to operational locations and discussions with workers and key contractors. 

76      The intent of the exercise was to compare our current practices with good practice so that we could identify areas for improvement. The report identifies a number of opportunities for improving our current Health and Safety practices. A prioritised Action Plan for addressing each of the recommendations will now be developed and taken back to the Finance and Audit Committee for their approval and subsequent monitoring of progress.  

77      Clare Sullivan has been appointed as Governance and Democracy Manager.  Clare has over 25 years’ experience in local and central government and values the importance of democracy and democratic processes.  Clare began at Council on 3 April 2017 and is very keen to get out and about and attend various Community Board meetings and upcoming CDA meetings.

78      In March, we had forty two of our front line staff attend a MH101 workshop.  This is a one day workshop that has given our people the tools to recognise, relate and respond to those who need support for their mental health and wellbeing.   Feedback on the workshop was outstanding and confidence in recognising signs and symptoms and confidence in knowing how to respond raised significantly.

 

79      In late March we held our staff forums in the newly refurbished Memorial Hall in Winton.  We hold these in two sessions of 3 hours each to ensure we continue to provide customer support over the period.  The majority of staff attended.  The purpose of the staff forum was to outline our direction and priorities for the next 12 months, to introduce our culture focus of working together, to introduce our new health and safety video and to provide a chance for interaction with colleagues from different offices.

 

Customer Support

80      Customer Support has now integrated staff from a variety of departments to the Customer Support area.  This is a time of transition and learning for the team as we take on a variety of tasks for Council and look to broaden the knowledge of staff and aim to resolve 80% of customer enquiries at the first point of contact for the customer.  We are taking on a range of services that are unfamiliar to many of the team so we are continuing to share and learn new tasks across the team. 

81      In March we tested our first online customer satisfaction survey.  Further work is needed on the survey content and questions and we will be phoning some customers without email addresses so we have a large enough sample size.  Responses so far have allowed us to resolve some outstanding issues and follow up for customers plus reduce the time spent phoning and collating the data by staff. 

82      The new library hours for Winton have begun and for the first Saturday we received positive feedback from patrons and staff.  We will continue to monitor this as we go forward. 

83      At Nightcaps we are now in the process of meeting with the CDA to gain agreement on a solution as the Takitimu Primary School Board of Trustees is supportive of the change in service.  Lynda Hodge and Kelly Tagg will continue to work with the stakeholders looking to make the change, if possible, before winter.

 

Services and Assets Group

Te Anau Wastewater Odour Issue

84      During late February and early March there have been a number of odour issues at the existing Te Anau wastewater treatment plant. Testing showed that dissolved oxygen levels in the aeration pond had reduced significantly.

85      The issues appear to have been caused by a variety of factors including septic tank waste being dumped in the ponds. A number of steps were taken in response to the issues including the introduction of additional aeration, stabilisation of the ponds pH through the dosing of lime and the introduction of a nutrient rich food source (trade name Ensol 5000) to promote algal regrowth.

86      The ponds have now recovered and are performing as expected. Staff are moving, however, to increase aeration in the ponds to reduce the risks of similar incidents occurring in the future.

 


 

Alternative Coastal Route Improvement Project

 

87     This project involves the Sealing, Otta sealing and associated improvement of approximately 23 kilometres of road on the last unsealed section of the alternative coastal route along the Southern Scenic Route and the two main side journeys of this section.

88     At its 15 March meeting Council approved the awarding of a tender for this project to the Roading Company. Work is now progressing with the implementation of this contract including the sourcing of the gravel needed to advance the project.

Riversdale and Nightcaps Wastewater Resource Consents

 

89      In October 2016 Environment Southland issued new resource consents for the Riversdale and Nightcaps wastewater treatment plant discharges. The release of these decisions followed an extensive period of consultation between the two Councils and affected parties with an interest in these discharges.

90      Without prior warning to this Council, the consents were issued with the term of the consents reduced from 15 years to 7 years in the case of Nightcaps and from 25 years to an effective 9 years for consent which takes effect once upgrade works, budgeted to cost $2.4 million, are completed at Riversdale which serves some 240 properties.

91     Given the reduction in term of the consents a decision was made to appeal the ES decision. Following a mediation process new terms of 10 years for Nightcaps and 15 years for Riversdale have now been agreed. Officers are satisfied that the agreement reached is a good outcome for both Councils. It finds a balance between ensuring that this Council has a reasonable period of certainty over the conditions it needs to meet while also recognising that there will need to be further upgrades to meet the requirements in the Land and Water Plan.

Havelock North Drinking Water Inquiry

 

92      The Government established an Inquiry into the issues relating to the contamination of the Havelock North Water Supply last year. The inquiry was originally due to report back to Government by 31 March 2017. The report back date has now been extended and split into two separate phases.

93      Stage 1 will address matters relating directly to the Havelock North water contamination incident and the response to that incident. It will include findings of fact and fault. Stage 1 is now due to be reported back by 12 May 2017.

94      Stage 2 will address the broader systemic issues and provide recommendations about managing water supply across New Zealand. It will examine the existing statutory and regulatory regimes involved in delivering drinking-water to see if improvements can be made. Stage 2 of the Inquiry is now due to be reported back by 8 December 2017.

95      The recommendations coming out of Stage 2 of the Inquiry are expected to be of significance for all local authorities.

 

 

Recommendation

That the Council:

a)         Receives the report titled “Management Report” dated 10 April 2017.

 

 

Attachments

a         Appendix A - Consents Database Graph March 2017

b         Appendix B - Building Consent Issued Numbers March 2017

c         Appendix C - Building Consents Issued Values March 2017

d         Appendix D - Resource Consents November 2016 - February 2017    

 


Council

27 April 2017

 


Council

27 April 2017

 


 


Council

27 April 2017

 


 


Council

27 April 2017

 

November 2016

Application Number

Applicant

Address

Ward

Description of Application

Working Days (from receipt of all information)

Total Costs Incurred

Processing Officer

Decision Date

2016/53001

C J Sara and D C Sara

36 Kamahi Road, Stewart Island

Stewart Island/ Rakiura

Construct 3 x one bedroom lodge units for accommodation.

28

1,860.00

Theresa Cameron

8/11/2016

Limited Notified

2016/53025

Wairaurahiri Jet (1994) Limited

1260 Clifden Highway, Orawia - Pukemaori

Waiau Aparima

To jet boat commercially on the Lower Waiau River.

30

1,680.00

Theresa Cameron

10/11/2016

2016/53033

Fonterra Limited Chch

60 North Road, Edendale

Waihopai Toetoes

Section 127 - Change of Conditions related to 360/10/09/302.

31

3,592.00

Theresa Cameron

14/11/2016

2016/53084

Golden Bush Mining Limited

1473 Orepuki Riverton Highway, Colac Bay - Pahia

Waiau Aparima

To undertake alluvial gold mining.

20

746.00

Olivia Krielen

18/11/2016

2016/53144

Winton Engineering Limited

57A Great North Road, Winton

Winton Wallacetown

Build up section with river gravel by 150 mm to meet building consent requirements.

9

600.00

Olivia Krielen

3/11/2016

2016/53182

Glenhope Limited

7D Moore Road, Winton

Winton Wallacetown

(Opus) Urban Subdivision - Three new allotments.

20

1,737.50

Marcus Roy

11/11/2016

2016/53191

Riverton Racing Club Incorporated

20B Otaitai Bush Road,
Otaitai Bush

Waiau Aparima

To relocate a building platform and construct a dwelling and shed within that building platform.

18

720.00

Olivia Krielen

4/11/2016

2016/53197

Richard Wilden Design Limited and J A P Byfield

23B Kamahi Road,
Stewart Island

Stewart Island/ Rakiura

To build a sleepout which breaches the front yard setback and height recession plane rules.

20

600.00

Olivia Krielen

18/11/2016

2016/53198

N L Mirfin

1000 Manapouri Te Anau Highway, Te Anau

Mararoa Waimea

Commercial guided fishing activities.

12

600.00

Jennifer Green

16/11/2016

2016/53201

Braemuir and Dunnet Family Trust

39 Hicks Road, Stewart Island

Stewart Island/ Rakiura

Erect a storage shed.

20

600.00

Olivia Krielen

24/11/2016

2016/53204

M L Dobbins

7 Wohlers Road, Stewart Island

Stewart Island/ Rakiura

Section 127 - Change of Conditions related to 360/10/16/131.

10

120.00

Jennifer Green

14/11/2016

2016/53207

Transpower New Zealand Limited

170 Trotter Road, Longbush

Waihopai Toetoes

To replace transmission poles.

20

600.00

Olivia Krielen

30/11/2016

2016/53208

Golden Bush Mining Limited

276 Dryden Road, Colac Bay - Pahia

Waiau Aparima

Land use consent under the NES.

20

746.00

Olivia Krielen

21/11/2016

2016/53210

Southland District Council

631 Athol Five Rivers Highway, Five Rivers - Parawa

Mararoa Waimea

Formation and use of a track to be used as a cycle trail.

2

480.00

Marcus Roy

15/11/2016

 

 


 

December 2016

 

Application Number

Applicant

Address

Ward

Description of Application

Working Days (from receipt of all information)

Total Costs Incurred

Processing Officer

Decision Date

2012/53195

Kaka Ridge Trustees Limited

20 Kaka Ridge Road,

Stewart Island

Stewart Island Rakiura

Urban Subdivision - 15 new allotments - split consent please see

0

748.26

Jennifer Green

21/12/2016

Declined

2012/53196

Kaka Ridge Trustees Limited

20 Kaka Ridge Road,

Stewart Island

Stewart Island Rakiura

Indigenous vegetation modification - To remove approximate area of 7,500 m2 of Indigenous vegetation

0

748.26

Jennifer Green

21/12/2016

Declined

2015/53188

Real Journeys Limited

24 Milford Sound Highway,

Milford Sound

Mararoa Waimea

To install a satellite dish

including signage

9

1050.00

Theresa Cameron

22/12/2016

2016/53123

J B M Mendelssohn and M J Dudfield

55 Charles Nairn Road, Te Anau

Mararoa Waimea

Rural Subdivision - Five new allotments - Bundle consent with 360/10/16/123 - Land Use Consent - BLD platforms

93

9,043.25

Olivia Krielen

2/12/2016

Limited Notified - Declined

2016/53137

J B M Mendelssohn and M J Dudfield

55 Charles Nairn Road, Te Anau

Mararoa Waimea

Land Use Consent -To construct a dwellinghouse within each of the building platforms identified on Lots 2

3

4 and 5 - Bundle Consent with 360/10/16/123

93

9,043.25

Olivia Krielen

2/12/2016 – Limited Notified - Declined

2016/53143

Department of Conservation Invercargill Office

3238 Te Anau Milford Highway,

Te Anau Downs

Mararoa Waimea

Remove indigenous vegetation

45

1200.00

Marcus Roy/Jennifer Green

22/12/2016 - Withdrawn

2016/53148

L A A McGregor and

 B J McGregor

48B Egerton Road, Winton

Winton Wallacetown

Rural Subdivision - Three new allotments - Bundled consent 360/10/16/149 - Land Use Consent - To amend the Building Platform

47

369.36

Kelwyn Osborn

12/12/2016 – Discount of $273.24

2016/53149

L A A McGregor and

B J McGregor

48B Egerton Road, Winton

Winton Wallacetown

Amend building platform - Bundled consent 360/10/16/148 - Subdivision three lots

47

369.36

Kelwyn Osborn

12/12/2016

2016/53152

P J W Brown and

R A Harrison

259 Sinclair Road, Te Anau

Mararoa Waimea

Visitor accommodation up to 12 people

32

1017.00

Olivia Krielen

7/12/2016

2016/53154

N J & M M Parkinson Limited

354 Waimahaka Fortification Road, Tokanui

Waihopai Toetoes

Earthworks - Gravel extraction

5

600.00

Kelwyn Osborn

22/12/2016

2016/53195

C A Smith

95 Wilson Road, Glencoe

Winton Wallacetown

Two lot boundary adjustment

31

801.00

Kelwyn Osborn

19/12/2016 – Discount of $99.00

2016/53196

W R Harrington and

F M Harrington

50 Caswell Road, Te Anau

Mararoa Waimea

Section 348 - Creation of a private Right of Way

19

500.00

Theresa Cameron

7/12/2016

2016/53199

S P Robertson

28 Athol Five Rivers Highway,

Athol

Mararoa Waimea

To establish and operate an art gallery

31

600.00

Kelwyn Osborn

22/12/2016

2016/53202

Duoreges Limited

223 Kapuka South Road, Ashers

Waihopai Toetoes

Erect a steel framed standoff shelter

19

600.00

Theresa Cameron

1/12/2016

2016/53206

The Green Light Company Limited

777 Wilderness Road, Hillside

Mararoa Waimea

Two lot subdivision

14

840.00

Theresa Cameron

8/12/2016

2016/53211

Eglinton Properties Limited

95 Eglinton Street, Winton

Winton Wallacetown

Section 221(3) -Cancellation of Consent Notice 248499.3

24

536.00

Olivia Krielen

9/12/2016

2016/53214

E F Murray

47 Elswick Street, Waikaia

Mararoa Waimea

Separate titles to two lots

20

918.00

Olivia Krielen

19/12/2016

2016/53215

Southern Dairy Hub Limited Partnership

175 McLean Road, Branxholme

Winton Wallacetown

To extract gravel

1

1586.00

Jennifer Green

21/12/2016

2016/53216

S N Kemp and T A McKay

1181 Otautau Nightcaps Road,

Woodlaw

Waiau Aparima

Relocate shed to 4 metres from the road boundary

11

600.00

Olivia Krielen

9/12/2016

2016/53219

M T Woutersen

70 Woodlands Cemetery Road,

Woodlands

Waihopai Toetoes

Building platform within 150 metres of neighbours’ dwellings

6

600.00

Theresa Cameron

22/12/2016

2016/53220

A J Caldwell and

J W Caldwell

12 Douglas Street, Winton

Winton Wallacetown

Section 243(e) - Cancellation of right of way easement

15

360.00

Theresa Cameron

21/12/2016

2016/53221

John Young Farming Limited

1 Hastings Street, Ohai

Waiau Aparima

Section 348 - Create Right of Way

8

500.00

Jennifer Green

21/12/2016

2016/53223

D M Day

500 Ellis Road, Acton

Mararoa Waimea

Boundary adjustment subdivision of land zoned Rural

12

600.00

Jennifer Green

19/12/2016

2016/53225

J D Langford

48 Durham Street, Winton

Winton Wallacetown

Subdivision to create two lots

10

660.00

Olivia Krielen

22/12/2016

 

 


 

January 2017

 

Application Number

Applicant

Address

Ward

Description of Application

Working Days (from receipt of all information)

Total Costs Incurred

Processing Officer

Decision Date

2016/53185

Nathan McDermott Building Limited

6 Crimea Street, Wyndham

Waihopai Toetoes

To build a lean-to shed on existing building to store vehicles

20

840.00

Theresa Cameron

10/01/2017

2016/53205

Birchwood Hunt Incorporated

407 Jubilee Hill Road, Otautau

Waiau Aparima

House and keep 30-40 Harrier hounds

6

600.00

Kelwyn Osborn

6/01/2017

2016/53209

N J Bennett

9 Smith Place, Stewart Island

Stewart Island Rakiura

Boundary adjustment

32

528.00

Kelwyn Osborn

6/01/2017

- Discount of $72.00

2016/53218

McCallum Livestock Limited

1059A Winton Lorneville Highway, Lochiel

Winton Wallacetown

Section 125 Extension to Timeframe - 360/10/06/261 for a period of five years

17

500.00

Kelwyn Osborn

6/01/2017

2016/53222

T C Ciaffoni and

J E Ciaffoni

472C Te Anau Milford Highway, Te Anau

Mararoa Waimea

Construct a single unit accommodation unit

9

600.00

Kelwyn Osborn

6/01/2017

2016/53224

A W Smellie and

J I Smellie

130 Wallacetown Lorneville Highway, Makarewa

Winton Wallacetown

Building platform within 150 m of neighbours dwelling

13

600.00

Theresa Cameron

12/01/2017

2016/53228

Porpoise Bay Limited

531 Waikawa Curio Bay Road, Slope Point - Curio Bay

Waihopai Toetoes

Section 127 - Change of conditions - 2.1 and  21 of 360/10/15/144

20

500.00

Marcus Roy

25/01/2017

2016/53230

Fiordland Lakeview Apartments Limited

46 Lakefront Drive, Te Anau

Mararoa Waimea

To construct a new 10 unit motel

18

840.00

Olivia Krielen

31/01/2017

2016/53233

G W Halder and

L M Halder

251 Oreti School Road,
Oreti Plains

Winton Wallacetown

Section 348 - Create Right of Way

9

500.00

Olivia Krielen

19/01/2017

2016/53234

R A Vick

105 Ramparts Road, Te Anau

Mararoa Waimea

To excavate building site for a house and shed

14

600.00

Olivia Krielen

26/01/2017

 


 

February 2017

 

Application Number

Applicant

Address

Ward

Description of Application

Working Days (from receipt of all information)

Total Costs Incurred

Processing Officer

Decision Date

2016/53192

W A Black and S A Black

52 Sandy Brown Road, Te Anau

Mararoa Waimea

Urban subdivision - two lots

25

1320.00

Theresa Cameron

28/02/2017

2016/53200

McDermott Coaches Limited

24 Moore Road, Winton

Winton Wallacetown

To replace a 10,000 litre diesel tank

28

600.00

Jennifer Green

7/02/2017

2016/53212

M J O'Rourke and

M C O'Rourke

39 Taylor Road East, Rakahouka

Winton Wallacetown

Subdivision  consent - three lots and to locate a building platforms on Lots 2 and 3 which will not comply with minimum separation distance

27

446.00

Jennifer Green

14/02/2017

2016/53213

M J O'Rourke and

M C O'Rourke

39 Taylor Road East, Rakahouka

Winton Wallacetown

Land use - three lots and to locate a building platforms on Lots 2 and 3 which will not comply with minimum separation distance - linked to 360/10/16/212

27

446.00

Jennifer Green

14/02/2017

2016/53217

Forest Management Limited

309C McKenzie Road, Waikaia - Cattle Flat

Mararoa Waimea

Plant Douglas Fir in a Mountain Overlay Area

6

600.00

Theresa Cameron

13/02/201

Withdrawn

2016/53229

G A Railton and

A J Railton

(TEMPORARY ADDRESS ONLY) 190 Tihaka Beach Road

Waiau Aparima

To build within 150 metres from an exiting dwelling, within a Costal Hazard Zone

1

600.00

Kelwyn Osborn

21/02/2017

2016/53231

W A Lawton and

M H Herdman

157 Taramoa Road, Argyle Corner

Winton Wallacetown

Create four lots

20

600.00

Jennifer Green

23/02/2017

2017/53001

David L Dumbleton Family Trust

248 Coal Pit Road, Edendale

Waihopai Toetoes

Section 127 - Change of Resource Consent Condition 09/275 - extraction of 20,000 m3 per year for a 10 year period, not exceeding 200,000 m3

20

500.00

Olivia Krielen

3/02/2017

2017/53002

M C McCurdy and

H P McCurdy

122 Milton Street, Riverton South

Waiau Aparima

To construct a shed within a ONFL

20

600.00

Theresa Cameron

20/02/2017

2017/53003

M G Smith and

K J Rodger

231 Java Road, Centre Bush

Winton Wallacetown

Construct an unspecified dwelling within the building platform

19

600.00

Olivia Krielen

9/02/2017

2017/53004

J C Ferguson and

R J Ferguson and

D L Dumbleton and others

123 Crescent Road, Edendale

Waihopai Toetoes

Subdivision of land in the Rural Resource Area for a boundary adjustment

13

600.00

Olivia Krielen

9/02/2017

2017/53006

Milford Sound Infrastructure Limited

13 Gravelpit Lane, Milford Sound

Mararoa Waimea

Construct a utilities trench for the provision of power, gas, water, wastewater and telecom services

20

600.00

Olivia Krielen

17/02/2017

2017/53009

D R Frew

34 Ivy Street, Riverton Rocks

Waiau Aparima

For a boundary adjustment subdivision

15

300.00

Jennifer Green

27/02/2017

2017/53019

D R Frew

34 Ivy Street, Riverton Rocks

Waiau Aparima

Section 241 application - to cancel the existing amalgamation condition

15

300.00

Jennifer Green

27/02/2017


Council

27 April 2017

sdclogo

 

Financial Report for the month ended 28 February 2017

Record No:        R/17/4/7769

Author:                 Robert Tweedie, Management Accountant

Approved by:       Anne Robson, Chief Financial Officer

 

  Decision                              Recommendation                         Information

 

  

 

Background

1.         This report outlines the financial results for the eight months to 28 February 2017 or 67% of the financial year.

2.         The Monthly and YTD Actual results, in the attached Summary Monthly Financial Report, are compared to the Full Year Budget (Projection) in the 2016/2017 Annual Plan Budget.
The projection values include any carried forward items approved by Council in August 2016 and will include any changes as a result of October forecasting that Council approved. The 2016/2017 Annual Plan budget is shown in the Monthly Financial Summary Report as the Full Year Budget (Budget).

Overview

3.         The Summary Monthly Financial Report consolidates the business units within each of the key areas of the Executive Leadership Team (ELT) responsibility.  The following commentary focusses on the year to date (YTD) results excluding GST.

4.         The Detailed Monthly Financial Report includes more detailed explanations and commentary on variances by the Executive Leadership Team.  Commentary generally focuses on the year to date (YTD) results and, where specified, monthly results. 

5.         Part of the monthly review involves budget managers phasing or timing their budgets in conjunction with the Finance team.  Where phasing of budgets has not occurred, one twelfth of annual budgeted cost is used to calculate the monthly budget.

6.         In the Council Summary and Detail Reports, the values in the columns for:

·              The Monthly Budget is phased, where appropriate, and includes forecasting.

·              The YTD Budget is the Annual Plan, carry forwards and forecasting year to date. 

·              The Full Year Budget is the LTP budget for the year.

·              The Full Year Projection is the forecasted year end result.

7.         The first round of forecasting for the first four months has been adopted. The revised budgets are included in the monthly, year to date budgets and projection.

8.         Council staff will continue to refine the format of this report to enhance the financial information reported.  We welcome any feedback or suggestions on further improvements that could be made to this report.

9.         Phasing of budgets occurs in the first 2 months of the financial year, at forecasting and when one-off costs have actually occurred. This should reduce the number of variance explanations due to timing.

 

 

10.       The Council Summary Report (actuals vs phased and forecast budget) year to date are as follows:

 

 

Income

11.       Operating Income is $5.1M (11%) under budget year to date ($42.7M actual vs $47.8M budget).

 

12.       Other Activities is over budget due to:

-        A grant of $105K was returned to the allocations committee. This was originally allocated to the Edendale Hall project which is no longer going ahead.

-        External interest income on operating investments is higher than budgeted.  Annual budget assumptions were made based on the level of cash reserves of projected capital works that were going to be undertaken.  Cash reserves which would have been applied to these projects have resulted in higher cash reserves than budgeted earning additional interest income.


 

13.       Services and Assets are under budget. 

-           Community Engineers and Engineering Consultants business units are internally funded and under budget year to date.  The costs are lower for both these business units against budget but forecast to be on target by the end of the year.

-           To date, forestry sales have been below budget but are set to increase now that logging has commenced at Dipton. Dipton sales are forecast to be ahead of target by year end due to better sale prices and greater than expected volumes.  Additionally the creation of some access tracks have also resulted in additional harvesting occurring.

 

14.       Transport and Roading income is below budget year to date.  This year’s capital works programme has commenced but still behind the planned schedule which directly affects the level of income from NZTA.  The work programme and NZTA funding is still planned to be on budget by year end.

Operating Expenditure

15.       Operating Expenditure is $2.1M or 6% under budget for the year to date ($32.3M actual vs $34.4M budget).

 

16.       Environmental Services is below budget due to reduced staffing levels particularly in resource consents and planning. 

17.       Within Financial Services, insurance and valuation roll costs are estimated to be well below budget for the year as well as savings due to staff vacancies.

18.       Services and Assets are under budget by $0.9M. Logging at Dipton has commenced later than expected but it is forecast that expenditure will be on target by year end.

19.       Transport and Roading operational maintenance costs are slightly behind budget but are expected to be in line with budget by year end.

 

Capital Expenditure

20.       Capital Expenditure is $9.1M (50%) under budget year to date ($8.9M actual v $18M budget).

 

21.       Community and Futures capital expenditure relates to office furniture purchased in the Policy and Governance areas. This will be funded from savings in the business unit or the district operating reserves. 

22.       Due to a current review of the vehicle policy, vehicles within a number of areas have not yet been replaced.  The capital budget above for Environmental services is for vehicle replacements.

23.       Additionally, Financial Services has not yet replaced the Council pool vehicle or started the office upgrades. The office upgrade is due to start during April and will under budget.

 

 

24.     Capital expenditure for Services and Assets is overall $2.8M below budget. Projects in Water ($1.6M behind budget) and Sewerage ($0.9M behind budget) are still in the design and tender phase and yet to commence.  Work on the Winton Water Main replacement has begun and will continue through until June.  At this stage it is anticipated that the Riversdale Sewerage Treatment upgrade will not be undertaken.  A portion of the total Annual plan cost has been removed as part of the last forecasting round, some funds have been retained for a possible land purchase. Water and Waste projects to the value of $2M have been moved to 2017/18.

25.       Overall roading capital expenditure is $5.9M less than budgeted for the year to date due to weather conditions. The resealing programme and tendered projects is expected to increase significantly to meet the target by year end.

Balance Sheet

26.       Council’s financial position as at 28 February 2017 is detailed below and is for the activities of Council only.  The balance sheet as at 30 June 2016 represents the audited balance sheet for activities of Council and includes SIESA and Venture Southland.

27.       Current Assets (Other Financial Assets) at 30 June 2016 includes loans to Venture and SIESA.  An additional amount of $10M in term deposits was disclosed under Other Financial Assets. This is in line with reporting standards for deposits with a term of 90 days or more at year end.

28.       At 28th February 2017, Council had $13M invested in four term deposits ranging from one to three month maturities as follows:

 

29.       Funds on call: 

 

The high level of deposits is due to the third instalment of rates being collected at the end of February.

30.       The movement in Property, Plant and Equipment is the budgeted depreciation for the year to date.

31.       The reduction in internal loans are the repayment of loans. These are loans to the local communities raised in June each year.

32.       The increase in Non-Current Assets (Intangible Assets) is the acquisition costs for the Council’s digitisation software.

 

 

 

Recommendation

That the Council:

a)         Receives the report titled “Financial Report for the month ended 28 February 2017” dated 11 April 2017.

 

Attachments

a         Council's District Activities Summary Monthly Financial Report - 28 February 2017

b         Council's District Activities Detailed Monthly Financial Report - 28 February 2017    

 


Council

27 April 2017

 

 

 

 

 

DISTRICT COUNCIL ACTIVITIES

(ATTACHMENT TO THE REPORT TO COUNCIL)

 

SUMMARY MONTHLY FINANCIAL REPORT FOR FEBRUARY 2017

                                 


 

Key Financial Indicators

 

Indicator

Actual

Target*

Variance

Compliance

External Funding:

Non rateable income/Total income

29%

> 36%

-7%

x

Working Capital:

Current Assets/Current Liabilities

2.48

>0.39

2.09

a

Debt Ratio:**

Total Liabilities/Total Assets

0.62%

<0.82%

-0.20%

a

Debt To Equity Ratio:

Total Debt/Total Equity

0.00%

<0.01%

-0.01%

a

 

*       All target indicators have been calculated using the 2016/17 Annual Plan figures. 

**     Excludes internal loans.

 

Financial Ratios Calculations:

Non Rateable Income

Total Income

External Funding:

 

 

This ratio indicates the percentage of revenue received outside of rates.  The higher the proportion of revenue that the Council has from these sources the less reliance it has on rates income to fund its costs. This is a financial prudence benchmark on Rates Income affordability set by Council.

 

This ratio was under the target at the end of February due to NZTA roading revenue that Council wasn’t entitled to yet and not receiving the final grant for the Cycle Trail due to delays in its completion.

 

Current Assets

Current Liabilities

Working Capital:  

 

 

 

This ratio indicates the amount by which short-term assets exceed short term obligations.  The higher the ratio the more comfortable the Council can fund its short term liabilities.

 

Total Liabilities

Total Assets

Debt Ratio:           

 

 

This ratio indicates the capacity of which the Council can borrow funds.  This ratio is generally used by lending institutions to assess entities financial leverage.  Generally the lower the ratio the more capacity to borrow. 

 

Debt to Equity Ratio:

Total Debt

Total Equity

 

It indicates what proportion of equity and debt the Council is using to finance its assets.


 


Council

27 April 2017

 

 

                                                                             


Council

27 April 2017

 

 

 

 

 

 

DISTRICT COUNCIL ACTIVITIES

(ATTACHMENT TO THE REPORT TO COUNCIL)

 

DETAILED MONTHLY FINANCIAL REPORT FOR FEBRUARY 2017

 



Council

27 April 2017

 


Council

27 April 2017

 

CHIEF EXECUTIVE COMMENTARY

 

Chief Executive

 

Income in this business unit is 8% ($2K) over budget predominantly due to higher rates penalties income ($13K over) for the year. The charges are calculated quarterly so will fluctuate depending on the month. This revenue stream is income from ratepayers not paying on time. 

 

Expenditure year to date is 9% ($40K) over budget. This is mainly due to the annual membership of NZ Society of Local Government Managers ($18K) and Consultants for the independent review of Around the Mountain Cycle Track ($22k) year to date.

 

Civil Defence

 

Income and expenditure are on budget.

Rates collected are paid as a grant to Environment Southland for emergency management.

 

Community Outcomes

 

Income is on target year to date. This activity is internally funded.

 

The year to date overspend is as a result of $50K being paid as part of the agreed SDC allocation to the SORDS project. The annual budget is $45K and is expected to be $5K over budget for the year.

Council Elections

Income 29% over budget. This activity partly funded from rates and nomination deposits.

 

An over spend on election costs of $101K against a budget of $111K year to date has resulted in expenses being 9% under budget.  These expenses are expected to be within the full year budget of $167K.

 

People and Capability

 

Income year to date is 14% ($58K) under budget. This activity is internally funded and lower expenditure directly impacts on income allocated to this activity. 

 

Expenditure year to date is 13% ($50K) under budget year to date. This is mainly due to lower expenditure than budgeted on training ($26K), other expenditure for OSH ($6K) and consultants ($12K). This activity is internally funded. The reduced expenditure impacts directly on income. 

 

Rural Fire Control

 

Income and expenditure are on budget.

Rates collected are paid out as a grant to Southern Rural Fire.

This activity will be managed at a national level from 1 July 2017. 

 

Shared Services Forum

 

Income is on target and expenditure is $8K below budget for the year to date.

Additional consultant fees are expected for the establishment of SORDS.

 

 

Stewart Island Visitor Levy

 

Income is 12% ($10K) behind budget as levies are still to be processed. 

 

Last year, the bulk of the levies were collected over the summer months from December through to the end of May. Levies collected for the month was $19K ($9K over budget) indicating an upward trend in tourists visiting the island.

 

 

 


Council

27 April 2017

 


Council

27 April 2017

 

COMMUNITY AND FUTURES COMMENTARY

 

This group’s Income is 4% ($84K) under budget and expenditure is 2% ($40K) under budget for the year-to-date. 

 

Communications and Engagement

As this activity is internally funded, the expenditure impacts directly on the income allocated to this business unit.

 

Income is 12% under budget and expenditure is 11% under budget.

 

Expenditure was down mainly due to the First Edition Publication (Printing) being $31K below budget year to date, $17K on Communication and Public expenditure and $12K underspent on General Projects.

 

Community Leadership

Income is 5% over budget and expenditure is 8% over budget year to date.

 

As this activity is internally funded the expenditure impacts directly on income allocation.

 

Expenditure reflects staff related costs of $40K undertaking roles which had not been budgeted in this financial year.

 

Governance

Income is 1% under budget and expenditure is 1% under budget year to date. There are no significant variances this month.

 

As this activity is internally funded the expenditure impacts directly on income allocation.

 

Capital expenditure includes minor furniture acquisitions which were not budgeted.

 

Strategy and Policy

Income is on target year to date. As this activity is internally funded the expenditure impacts directly on income allocation.

 

Capital expenditure of $9K was for furniture acquisitions as part of the office relocation which were not budgeted.

 

 


Council

27 April 2017

 


Council

27 April 2017

 

COUNCIL AND COUNCILLORS’ COMMENTARY

 

This group’s total Income is on target and total expenditure 3% below budget year to date. 

 

Council and Councillors

Income is on target and expenditure is 10% under budget.

 

Councillors and board members’ costs are $14K under budget for the year. Training (Conferences and courses) $25K and other expenditure (predominantly Catering) was also $8K lower than budgeted.

 

Council Contributions / Grants

Income and expenditure is on target year to date

 

Committed grants have been allocated.

 

International Relations Committee

Income is on budget and expenditure is 93% ($12K) under budget for this reporting period.

 

The International Relations Committee has been disestablished and now included under the Community and Policy Committee.

 

Venture Southland

Income and expenditure is on target year to date. This business unit consists of rates collected and the grant paid to Venture Southland.


Council

27 April 2017

 


Council

27 April 2017

 

CUSTOMER SUPPORT

 

Overall YTD we are 18% ahead of plan however, because the last year we did not phase the costs across the year, this is subject to change with expenditure in March for the upgrade of the Customer Support work area and payment to Invercargill City Council for access to the library system – Symphony.

 

Area Offices

The transfer of the Stewart Island Area Office to combining with the Stewart Island Library has required some electrical, networking and building work so there is some capital expenditure, however this is expected to come under $10,000 in total.

 

Customer Support

This area is 5% over budget due to travel and staff costs to maintain all of our sites being open with staff on extended leave or undertaking training in new systems and processes.  This is expected to continue with more work being transferred across to the Customer Support area and more time required to coach and facilitate learning for staff.   

 

Libraries

Income is still below plan due to a less money from recoveries such as fines and charges.   Customers are renewing their books which reduces the income.  We have received income for the bookbus service that visits parts of the Gore district now.  Expenses are 6% below plan but in March payments for access to Symphony via Invercargill City Council will impact this.

 

 

 

 


Council

27 April 2017

 


Council

27 April 2017

 

ENVIRONMENTAL SERVICES COMMENTARY

Overall February 2017 monthly income for the Environmental Services Group was 17% ($61,300) below budget at $308,036 actual versus $369,336 budget. 

 

Key features of this month’s income were that Building Control income was 24% ($31,761) below budget at $100,162 actual, versus $131,923 budget reflecting levels of activity, and  Resource Consent Processing was 21% ($16,572) below budget at $64,040 actual versus $80,612 budget . This is a reflection of relatively low levels of activity within the District, particularly large scale commercial and industrial activity, with Te Anau and Winton being the main exceptions to this.

 

Overall February 2017 monthly expenditure for the Environmental Services Group was 12% ($47,076) below budget at $340,238 actual v $387,314 budget.

 

Most departments were well below budget expenditure-wise, reflecting a close focus on spending, which is important in the current economic/ development climate.

 

The only exception to this was “Museums” where expenditure was 80% ($36,702) ahead of budget due the March invoice being paid early in February. This should correct itself next month.

 

Overall Group YTD Summary as at end of February 2017 of the 2016/2017 financial year:

 

Overall Group YTD Income at the end of February 2017 for the 2016/2017 financial year is 4% ($146,733) below budget, at $3,235,750 actual versus $3,382,482 budget.

 

It is anticipated that if the current trend regarding levels of incoming development-related work continues, then overall Group income could be approximately $250,000 below the original 2016/2017 Annual Plan income budget, at year end. 

 

This is largely a reflection of the current development climate in the Southland District

where, with the exception of the Te Anau area, development activity, particularly larger

scale activity, has been relatively subdued . Some staff resourcing changes have been

made to reflect these economic conditions, and this will continue to be monitored. 

 

Overall Group YTD Expenditure at the end of February 2017of the 2016/2017 financial year is 13% ($440,019) below budget at $2,887,279 actual versus $3,327,298 budget.

 

 

 

 

 


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27 April 2017

 


Council

27 April 2017

 

FINANCIAL SERVICES COMMENTARY

 

Operating expenditure is 13% ($183K) under budget for the year to date.  The annual maintenance cost of councils purchase order system ($25k) is payable in April.  Valuation Roll costs and insurance will be under budget at year end by $55K.  Staff vacancies has resulted in staff costs being $47K under budget. A review of Council’s outstanding debt and processes is currently underway, as a result of this debt collection costs are less than budgeted ($25K).  Currently Visa and Mastercard charges are $10k behind budget however the fees associated with the payments of the third rates instalment will bring actual costs closer to budget.  Consultants costs are also well under budget with assistance only recently being sought ($17K).

 

As part of forecasting $40k Capital expenditure has been set aside for renovations in the finance area, this will be funded from underspends above.  It is expected that this business unit will be still be well under budget at year end.

 

As this activity is internally funded the reduced expenditure impacts income.

 


Council

27 April 2017

 


Council

27 April 2017

 

INFORMATION MANAGEMENT COMMENTARY

 

Overall Income is 0% ($6K) over budget for the year-to-date. 

Overall Operating expenditure is 1% ($15K) over budget for the year-to-date. 

The year-to-date position 6% ($9K) under budget for the year-to-date.

Capital expenditure is 81% under budget

 

Information Management

Income is 2% ($23) over budget for the year-to-date. 

Expenditure is 8% ($103K) over budget. 

The net year-to-date position is $7K under budget.

 

Capital Work:

Core Systems / Business Improvement Project:

 

Work is continuing on the mapping and identification of existing processes that are used across Council.  This work is being captured in an online tool called ProMapp.

 

Council offers have established a ProMapp user group which is being used to ensure that knowledge around the usage of ProMapp and recognising any issues that arise whilst undertaking this work as well as recognising the rewards of achieving successes.

 

The Chief Information Officer will be providing the Executive Leadership team a reporting on a scope and action plan to progress the Business Improvement and Core Systems project, which are seen as a key priority for Council moving towards the goal of becoming an efficient, effective and dynamic organisation. $250K of the $1.75M has been forecast to be spent in this financial year. The balance will be carried forward to future years for this project

 

 

Knowledge Management

Income is 5% ($22K) under budget.

Expenditure is 1% ($4K) under budget year-to-date.

Capital Expenditure is 16% less than budget. Council expects to spend $271K less that on these projects for the year.

 

Capital Work:

Digitisation Project:

 

This project has been progressing well with a number of key components close to being completed and planning well underway for how the end result will be delivered to staff and customers.

 

Planning for the deployment of Public View which will be used for public access has also started with this expected in April 2017.

 

Council officers are working through some areas of data quality that will be impacting the delivery time and cost of the project.  Once these are finalised we will report back to Council as to the overall impact to the budget this is expected in April.

 

Expenditure to date includes the purchase of Nova software licence and setup of Nova for Council’s requirements, project management, and costs associated with packing and transporting files to Power Business Services premises in Auckland.

 

 

Property and Spatial Services

 

Income is 2% ($5K) over budget. This mainly comes from internal income which includes overhead recoveries and GIS income.

 

Expenditure is 4% ($10K) over budget.

 

Over expenditure variances included:

Consultants $23K over budget year to date and in excess the annual budget. This was due to integration between GMSC (GIS Tool), Google Street view and the Pathway Smart Client.  Savings in other expenditure items will ensure that costs are within budget by year end.

 

 

 


Council

27 April 2017

 


Council

27 April 2017

 

OTHER ACTIVITIES COMMENTARY

 

Grant Allocation Committees

 

Year to date Income is 78% ($114K) over budget. This is due to $105K being returned by the Edendale Community Board which had previously been given for the Edendale Hall project which is no longer going ahead.  Additionally, Creative Community and Sport NZ funding is expected to be approximately $5K and $3K over budget at year end respectively.

 

Year to date Expenditure is 26% ($47K) under budget. The first Allocations committee meeting was held in December 2016 with grants totalling $118K awarded.  Additionally, grants totalling $16K were awarded in December for the Ohai Railway Board. Creative NZ Grants were awarded in February, totalling $14K, these were awarded later than usual due to changes to the committee structure.

 

 

 

Operating Investments

 

Income is $525K over budget year to date.

·              Interest earned on operating investments is $259K over budget. Surplus cash has been invested as it has not been needed for the distribution of internal loans.

·              Internal Interest received on loans is calculated monthly and is ($2388K) less than budget year to date. This is mainly due to internal loan balances being less than budgeted. Council has set the interest rate to be charged on these loans as part of its 10 Year Plan process. Interest is being charged on a monthly basis on all internal loan draw-downs up until 30 June, end of the last financial year.

·              Internal Interest is only calculated at year end on Reserves, Cost of Capital and Contribution balances and budgeted to be received at year end in June.

 

 


Council

27 April 2017

 

 

 


Council

27 April 2017

 

SERVICES AND ASSETS COMMENTARY (Excluding transport / Roading)

 

Overall Financial Performance

 

The overall financial performance of the Services and Assets group shows income and expenditure are under budget year to date.

 

Overall, income streams are 12% below budget. The forestry result is due to logging commencing in February at Dipton which will be realised in the last 4 months of the year. The revenue flow is not in line with the staged budgets and expected to be $1.6M more than budget by year end. 

 

Operating expenditure overall is 17% less than budget.  

·    Around the Mountains Cycle Trail legal expenses for legal and expert witness costs for the Environment Court hearing ($150k over budget year to date).  The outcome of the environment court is being contested and may result in future legal expenditure. 

·    District Sewerage is $843K less than budget. Depreciation is $788K year to date behind budget and will only have the cost entered in June. Internal Interest is $88K behind budget as interest will only be entered in June when internal loan adjustments are entered.

·    District Water is $602K less than budget. Depreciation is $513K year to date behind budget and will only have the cost entered in June. Internal Interest is $39K behind budget as interest will only be entered in June when internal loan adjustments are entered.

·    Forestry expenditure is 60% below budget at this point in time.   Harvesting commences in February at Dipton and this will increase over the next 4 months. 

·    The Road Safety Community Advisor costs are 513% over budget.  The portion of costs for Gore and Invercargill are not budgeted as they are passed on to Invercargill City Council (ICC), Gore District Council (GDC) and SDC (Transport Division).  This business unit is balanced to zero at year end. 

 

Capital expenditure is only 49% of the budgeted figure.  Sewerage ($1M) and District Water ($2.1M) are under budget as they are in the design phase and not yet underway, or are underway but little costs have come to charge.

 

 

 


Council

27 April 2017

 


Council

27 April 2017

 

TRANSPORT COMMENTARY

 

Please note that the budgeted numbers for 16/17 have not been apportioned, therefore a number of the variances are as a result of timing issues.

 

Overall Financial Performance

 

Operating Income

 

YTD Income is $15.7m versus a Budget of $19.2m with a variance of $3.4m or 18%.  The variance is predominantly due to the timing of capital expenditure ($3m). 

 

Direct Expenditure

 

YTD Direct Expenditure is $7.5m versus a Budget of $7.8m with a variance of $300k.  The variance is due to an under spend in Network and Asset Management ($88k) and Emergency Reinstatement ($63k).  The remainder is a series of over and underspends across multiple expense categories.

 

Capital Expenditure

 

YTD Capital Expenditure is $5.1m versus a Budget of $11m with a variance of ($5.9m).  The variance is predominately due to the timing of Capital Expenditure.  The variance is due to the reseals contract ($1.2m) being behind due to the weather.  Due to the timing of the Alternative Coastal Route Seal Extension ($1.7m) the project is yet to be approved so this could impact overall Capital spend for the 2016/17 financial year.  Other categories with significant underspends are Bridge Renewals ($360k), Drainage Renewals ($899k), Minor Improvements ($653k), Pavement Rehabs ($391k) and Traffic Services ($594k).

 

 

NZTA Performance

 

The below information includes the main business activity for Council (excluding the Alternative Coastal Route Seal Extension and other Business Units that are fully funded by NZTA).

 

Financial Tracking vs Plans (Maintenance)

YTD

Forecast

Annual Plan

NZTA Approved

66.78%

66.67%

66.67%

65.32%

 

 

Financial Tracking vs Plans (Capital)

YTD

Forecast

Annual Plan

NZTA Approved

33.95%

66.67%

66.67%

34.09%

 

NZTA Commentary

Maintenance continues to track well against budget with the expectation this will continue for the remainder of the year.

Capital Expenditure is tracking well below budget with weather causing major issues for our Reseal contractors.  Three sites were completed over the January and February period of one of our contractors.  Two crews are currently working with a sub-contractor expected to start on the 18th March.  With the cost fluctuation indices having increased significantly since the contract was signed it is expected that the total cost of the Reseal programme will be approximately $5.5m.

All of the 2016/17 Rehabilitations are under construction or have been tendered with the final Rehab Otapiri Gorge due to be completed in Oct 2017 which will see approx. $700k carried forward into the 2017/18 financial year.  Overall it is expected that this activity will be on budget at year end.

The Minor Improvement projects are under construction with the guardrails for Blackmount Redcliff well underway and designs continuing for 2017/18.  Five bridges are currently tendered and at various stages of construction.  An order has been placed for LED lights with the installation of LED’s in Wallacetown expected to start prior to the end of March.  Seal Widening and the Sealing of Bridge aprons are currently being programmed for inclusion in the 2017/18 works programme.

In order to fully utilise the Budget Strategic Roading has instructed SDC’s Alliance partners to pull forward some Unsealed Road Metalling and complete additional Unsealed Road Drainage Renewals.  Our Alliance partners are confirming if they can complete the additional works due to the establishment of crushing plants etc.

At this stage Strategic Roading forecast that approx. $1.2m will be carried forward into the 2017/18 financial year.  The $1.2m is made up of $700k for Rehabs and $500k for Reseals.  To achieve the remainder of the 2016/17 Budget SDC is still largely reliant on weather and the resources of our contractors.

 

Other Commentary

The outcome of the Alternative Coastal Route decision by Council will dictate the utilisation of Strategic Roading’s budget.  If this project gets approval then any underspend will be carried forward, at this stage I cannot confirm what to forecast for the 2016/17 year (budget of $2.8m) as weather will determine the amount of work achieved in the remaining 3 ½ months.

Special Purpose Roads will be under budget for both Expenditure and Income as this Business Unit is 100% funded from NZTA this has no overall impact on SDC.  The Lower Hollyford Road has required no emergency works this year with preventative maintenance of $14k spent the Chaslands Highway.

Transit Recoveries are expected to be on budget at year end, this Business Unit is also 100% funded by NZTA this has no overall impact on SDC.


Council

27 April 2017

sdclogo

 

Southland Museum and Art Gallery Trust Board - Statement of Intent 2017/2018

Record No:        R/17/3/3769

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 forward the Southland Museum and Art Gallery (SMAG) Trust Board’s Statement of Intent 2017/2018 (SOI) to Council as information.

Executive Summary

2        The Southland Museum and Art Gallery Trust Board’s Statement of Intent 2015/2016 has been prepared and was submitted to the Board for its consideration and approval.

3        This Statement of Intent and it has now been forwarded to Council as information, along with the Interim Annual Report and associated financial statements for the six months ended 31 December 2016.

4        Councillors Macpherson and Paterson are the Southland District Council representatives on the SMAG Trust Board.

5        It is also noted that the covering letter from the Board Chairperson Cr Lloyd Esler dated 16 February 2017 which accompanied this information (which was a copy of a letter sent to Invercargill City Council Chief Executive Mr Richard King) states that:

“Because of the proposed developments and changes to the Invercargill Central Business District, the Trust Board will be reviewing its Key Priorities and these may be changed in the near future”

 

 

Recommendation

That the Council:

a)         Receives the report titled “Southland Museum and Art Gallery Trust Board - Statement of Intent 2017/2018” dated 12 April 2017.

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)         Receives the attached Southland Museum and Art Gallery Trust Board Statement of Intent 2017/2018 and associated Interim Annual Report for the six months ended 31 December 2016 as information. 

 

Attachments

a         Southland Museum and Art Gallery Trust Board - Statement of Intent for the Financial Year ending 30 June 2018

b         Southland Museum and Art Gallery December 2016 Report edited

c         Copy of Southland Museum and Art Gallery letter  to Southland District Council Chief Executive - Statement of Intent February 2017    

 


Council

27 April 2017

 

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

a)       SOUTHLAND MUSEUM AND ART GALLERY TRUST BOARD

 

 

 

STATEMENT OF INTENT

 

 

 

 

FOR THE FINANCIAL YEAR ENDING

30 June 2018

 

 

 

SMAG_black_on_white (Prefered Logo - please use) (A1703316)

 

 

 

 


The purpose of this Statement of Intent is to:

 

Ø   State publicly the activities and intentions of this Council Controlled Organisation for the year and the objectives to which those activities will contribute; and

Ø   Provide an opportunity for shareholders to influence the direction of the organisation; and

Ø   Provide a basis for the accountability of the board to their stakeholders for the performance of the organisation.

 

This Statement of Intent covers the year 1 July 2017 to 30 June 2018.

 

1.         MISSION, VISION, STRATEGIC OBJECTIVES AND THE THREE YEAR PLANNING PERIOD

 

1.1       Mission Statement

Ø To preserve and tell the story of Southland - the experience of people and places over time - and inspire Southlanders to explore and understand the world around them.

Ø Pupuri nga taonga tuku iho Mo nga uri whakatupu.  Hold strongly on to the treasures that have been handed down to us and for future generations.

1.2       Vision Statement

Ø Southland Museum and Art Gallery is the anchor that links and celebrates the stories of our people, land and culture. 

 

1.3        Strategic Objectives

Through its activities the Southland Museum and Art Gallery Trust Board will:

 

Ø  Commence the refurbishment and extension of the Museum and Art Gallery to enlarge exhibition and storage space and to enhance accessibility to the collection.

Ø  Focus the Museum and Art Gallery as a regional facility in the community through the provision of exhibitions - local, national and international.

Ø  Offer a variety of experiences to the people of Southland that they wouldn’t otherwise have access to.

Ø  Actively promote the Southland Museum and Art Gallery as a hub for other museums in the province.

Ø  Work to maintain the presence of the i-SITE/Information Centre and work with the Department of Conservation to see what opportunities may exist for providing services on their behalf.

 

The principal activities, which contribute to the achievement of the objectives, are categorised into three areas:

 

1.        The Collections - Caring for, developing, and researching collections.

2.        The Community - Engaging communities, including iwi/Māori, in exploring the culture and heritage of Southland.

3.        The Experience - Providing access to the collections and telling the Story of Southland through exhibitions, events, publications and learning programmes.

 

1.4        Financial Planning Assumptions

The Southland Museum and Art Gallery Trust Board receives an annual grant from the Southland Regional Heritage Committee and Invercargill City Council.  Income is also generated from the Museum and Art Gallery’s shop (Momento), and café (Pyramid on Gala) and rental from the i-SITE/Information Centre located in the foyer, donations and entry fees for special touring exhibitions.

 

The Invercargill City Council holds the management contract from the Southland Museum and Art Gallery Trust Board who approve the management expenditure each year.

 

The Southland Museum and Art Gallery Trust owns the Museum and Art Gallery building and collections.  The existing building requires extensive refurbishment and has insufficient storage and exhibition space to enable the facility to meet the community’s needs.  The Trust has minimal building reserves and will need to attract significant funding contributions from a wide range of sources.  The cost of the proposed work is approximately $40 million.

 

1.5        Bicultural Development

Southland Museum and Art Gallery has developed a close working partnership with iwi through the Iwi Liaison Komiti, which has representatives from the four Southland runanga.  The Iwi Liaison Komiti meets quarterly to discuss issues relating to the collections and exhibitions.

 

 

2.          STATEMENT ON THE BOARD’S APPROACH TO GOVERNANCE

 

2.1        Role of the Board

The Board is responsible for the governance of the Trust.  The Board is responsible for setting the strategic direction of the Trust, approving the Statement of Intent and monitoring organisational performance.

 

2.2        Board Membership

The Southland Museum and Art Gallery Trust Board is a Council Controlled Organisation with eight members and three ex officio members who represent the contributing authorities.  The Board also has the authority to appoint additional members whose skills and experiences benefit the Trust and its functions.

 

INVERCARGILL CITY COUNCIL                         

Cr D J Ludlow                                       

Cr I L Esler                                            

Cr T Biddle

 


SOUTHLAND DISTRICT COUNCIL

Cr G Macpherson

Cr N Paterson

 

GORE DISTRICT COUNCIL

Vacant

 

Tangata Whenua

Jane Davis

 

Appointments by the above Trustees

Gwen Neave

Wallace Jack

 

FRIENDS OF THE MUSEUM

Jim Watson

 

Ex officio

Manager - Paul Horner

Secretary/Treasurer - Director of Finance and Corporate Services, Invercargill City Council 

 

2.3        Management of the Southland Museum and Art Gallery

The Southland Museum and Art Gallery Trust Board has a management contract with the Invercargill City Council for the operation of the Museum facility.  The Council employs the Museum Manager and staff.

 

2.4        Alignment with Community Outcomes

The Southland Museum and Art Gallery Trust contributes towards the achievement of Invercargill’s community outcomes.

 

Community Outcome

Intermediate Outcomes

Activity’s Contribution

Healthy lifestyles in a healthy environment.

Provide or promote the provision of a diverse range of excellent quality and safe indoor and outdoor recreational facilities, both natural and man-made.

Provision of a facility that enables the collections, which focus on Southland, to be stored, maintained and exhibited in conditions that ensure their long term preservation; while providing a quality visitor experience.

 

A city that is a great place to live and visit.

Promote Invercargill actively as a great place to live, work, play and visit.

 

Provide and promote a range of events that create vibrancy and build community.

 

Provision of a facility with exhibitions and events that inspire and inform visitors of Southland’s heritage and culture provide exhibitions of local, national and international interest.

 

 


3.0        OUTCOMES TO BE ACHIEVED FOR THE YEAR ENDED 30 JUNE 2017

Below are the outcomes planned by the organisation and the strategies that will be used to achieve these.

3.1        The Collections

 

Caring for, developing, and researching collections.

2017 Targets

Strategies to achieve Outputs

The collection is developed to enable the Museum to document, illustrate and explore Southland’s unique natural and cultural heritage

·      Collection is developed in accordance with collection management policies.

·      Collection management policies are reviewed as required

·      New acquisitions are considered according to the Collection Management Policy.

·      New acquisitions are entered into Vernon CMS (Collection Management System).

·      Existing CMS records are to be reviewed and updated in the future when funds are available.

·      Collections items to have digital images made in the future when funds are available.

Collections are maintained in optimal conditions for their long term preservation.

·      Storage space environment is kept at controlled temperature.

·      Storage space environment is kept at controlled humidity.

·      Storage space is monitored for infestation by pests, moulds and pollutants.

·      Deterioration by light is minimised.

Prepare for building refurbishment and extension to enable internal environmental conditions to meet national/international guidelines.

·      Prepare Redevelopment plans for consideration.

·      Prepare the collection for shifting when the redevelopment project begins.

 

3.2        The Community

 

Engaging communities, including iwi/Māori in exploring the culture and heritage of Southland.

2017 Targets

Strategies to achieve Outputs

Maintain strong relationships with iwi/Māori over issues relating to the collections, exhibitions and tuatara management.

 

·      Iwi Liaison Komiti  meet four times /year.

Promotion of the Southland Museum and Art Gallery as a quality venue to visit for residents and visitors. 

 

·      Visitor numbers exceed 200,000/annum.

·      Promotion of museum attractions and activities by website and Facebook and print media.

·      Provide outreach to other museums and related organisations in the region

 


The Experience

 

Providing access to the collections and telling the Story of Southland through exhibitions, events, publications and learning programmes.

2017 Targets

Strategies to achieve Outputs

Development and implementation of an annual visitor experience programme.

·     Three semi-permanent exhibitions are delivered.

·     A minimum of 12 short-term exhibitions, including 8 in the community access gallery, are presented annually.

Development and delivery of inspiring education programmes to school children for the Ministry of Education contract for LEOTC (Learning Experiences Outside the Classroom).

·     Over 25 new education programmes delivered to 4000 school students each year, including curriculum-linked and exhibition-related programmes.

 

 

4.0        ACCOUNTING POLICIES

 

4.1       Basis Of Preparation

The Board has elected to apply PBE SFR-A (PS) Public Benefit Entity Simple Format Reporting - Accrual (Public Sector) on the basis that the Trust does not have public accountability (as defined) and has total annual expenses of less than $2 million.

 

All transactions in the financial statements are reported using the accrual basis of accounting.

 

The financial statements are prepared under the assumption that the Trust will continue to operate in the foreseeable future.

 

The Trust is a reporting entity for the purposes of the Charitable Trusts Act 1957 and its financial statements comply with that Act.

 

The trustees of the Trust do not have the power to amend the financial statements after issue.

 

4.2       Goods And Services Tax (GST)

The Trust is registered for GST.  All amounts in the financial statements are recorded exclusive of GST, except for debtors and creditors, which are stated inclusive of GST.

 

4.3       REVENUE

 

4.3.1     Grants and Donations

Council, government, and non-government grants are recognised as revenue when the funding is received unless there is an obligation to return the funds if conditions of the grant are not met (“use or return condition”).  If there is such an obligation, the grant is initially recorded as a liability and recognised as revenue when conditions of the grant are satisfied.

 

4.3.2    Interest revenue

       Interest revenue is recognised as it is earned during the year.

 

4.3.3    Other revenue

Revenue is measured at the fair value of consideration received.

      

4.4       Expenditure    

All expenditure is recognised in the Statement of Financial Performance in the period in which it is incurred and expensed when the related services has been received.

 

4.5       Income Tax     

The Trust is exempt from the payment of income tax. Accordingly no charge for income tax applies or has been provided for.

 

4.6       Donated Services

The work of the museum is dependent on the voluntary service of many individuals and organisations.  Since these services are not normally purchased by the museum and because of the difficulty of determining their value with reliability, donated services are not recognised in the financial statements.      

 

4.7       Bank Accounts And Cash

Bank accounts and cash comprise cash on hand, cheque or savings accounts, and deposits held at call with banks.  Bank overdrafts are presented as a current liability in the statement of financial position. 

 

4.8       Debtors

Debtors are initially recorded at the amount owed.  When it is likely the amount owed (or some portion) will not be collected, a provision for impairment is recognised and the loss is recorded as a bad debt expense.          

 

4.9       Creditors And Accrued Expenses     

Creditors and other payables are measured at the amount owed.

 

4.10     Property, Plant And Equipment

Property, plant and equipment is recorded on the cost basis, less accumulated depreciation and impairment losses. 

                                               

The Trust has elected not to revalue property plant and equipment and record the asset value on the cost basis.

 

4.10.1  Additions

The cost of an item of property, plant and equipment is recognised as an asset if, and only if, it is probable that future economic benefits or service potential associated with the item will flow to the Trust and the cost of the item can be measured reliably.

 


 

4.10.2  Depreciation   

Depreciation has been charged in the Financial Statements on the basis of the economic life rates recommended by the Inland Revenue Department as follows:

                             Buildings     2%              SL                       

                             Fit-out                  9 - 40%       DV                      

 

4.10.3  Exhibits and Collections                                        

The Trust has not recognised significant exhibits and donated assets because the values of these are not readily available. However the direct purchase costs of exhibits and art collections acquired during the year have been capitalised.

 

The collection is valued at $10,000,000 for insurance purposes.                                                        

4.11     TIER 2 PBE Accounting Standards Applied

The Trust does not apply any Tier 2 Accounting Standards in preparing its financial statements.     

 

4.12     Changes In Accounting Policies

There are no changes in accounting policy during the period.  All accounting policies have been consistently applied throughout the period covered by these financial statements.

 

 

 

 


Council

27 April 2017

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Council

27 April 2017

 

Chairperson

Southland Museum and Art Gallery Trust Board

 

 

 

COPY

16 February 2017

 

 

 

The Chief Executive Officer

Invercargill City Council

INVERCARGILL

 

 

 

 

Dear Richard

 

Southland Museum and Art Gallery Trust Board:

Statement of Intent for year ending June 30 2018

 

Please find attached the Statement of Intent of the Southland Museum and Art Gallery Trust Board for the year stated above and the 6 Month Financial Report.

 

Because of the proposed developments and changes to the Invercargill Central Business District, the Trust Board will be reviewing it’s Key Priorities and these may be changed in the near future.

 

 

Yours faithfully

 

 

 

 

 

Lloyd Esler

Chairperson

Southland Museum and Art Gallery Trust Board

 

Cc:  Steve Ruru, Southland District Council

 


Council

27 April 2017

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Finance and Audit Committee Terms of Reference

Record No:        R/17/3/5827

Author:                 Steve Ruru, Chief Executive

Approved by:       Steve Ruru, Chief Executive

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        To enable Council to consider a proposed change to the quorum for the Finance and Audit Committee.

 

Background

2        At its meeting on 26 October 2016 Council approved terms of reference for the Finance and Audit Committee.

3        In establishing the Finance and Audit Committee, Council agreed that an external professional be appointed to the Committee to complement the skills that elected members bring to the Committee’s work.

4        The quorum, included in the Terms of Reference, requires that the external professional must be present. In this regard the terms of reference currently provides:

The quorum at any meeting of the Finance and Audit Committee shall be three members (at least one external member must be present for a quorum to exist) which must comprise two Councillors plus one external appointee.

5        The inclusion of this requirement could create a number of practical issues if the external professional is not able to attend for any reason. It is therefore proposed that the quorum be changed to simply require that at least three members of the Committee be present. 

 

Recommendation

That the Council:

a)         Receives the report titled “Finance and Audit Committee Terms of Reference” dated 15 March 2017.

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 a change to the Terms of Reference for the Finance and Audit Committee so that the quorum provides:

The quorum at any meeting of the Finance and Audit Committee shall be any three members.

 

 

Attachments

There are no attachments for this report. 

 


Council

27 April 2017

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Minutes of the Community and Policy Committee Meeting dated 14 December 2016

Record No:        R/17/3/6135

Author:                 Alyson Hamilton, Committee Advisor

Approved by:       Alyson Hamilton, Committee Advisor

 

  Decision                              Recommendation                         Information

 

  

 

Recommendation

That Council receives the minutes of the Community and Policy Committee meeting held 14 December 2016 as information.

 

 

Attachments

a         Minutes of Community and Policy Committee Meeting dated 14 December 2016 (separately enclosed)

 


Council

27 April 2017

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Minutes of the Community and Policy Committee Meeting dated 1 February 2017

Record No:        R/17/3/6136

Author:                 Alyson Hamilton, Committee Advisor

Approved by:       Alyson Hamilton, Committee Advisor

 

  Decision                              Recommendation                         Information

 

  

 

Recommendation

That Council receives the minutes of the Community and Policy Committee meeting held 1 February 2017 as information.

 

 

Attachments

a         Minutes of Community and Policy Committee Meeting dated 1 February 2017 (separately enclosed)

 


Council

27 April 2017

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Minutes of the Lumsden Community Development Area Subcommittee Meeting dated 5 December 2016

Record No:        R/17/2/3474

Author:                 Rose Knowles, Committee Advisor/Customer Support Partner

Approved by:       Rose Knowles, Committee Advisor/Customer Support Partner

 

  Decision                              Recommendation                         Information

 

  

 

Recommendation

That Council receives the minutes of the Lumsden Community Development Area Subcommittee meeting held 5 December 2016 as information.

 

 

Attachments

a         Minutes of Lumsden Community Development Area Subcommittee Meeting dated 5 December 2016 (separately enclosed)

 


Council

27 April 2017

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Minutes of the Manapouri Community Development Area Subcommittee Meeting dated 15 November 2016

Record No:        R/17/3/6773

Author:                 Jenny Labruyere, Committee Advisor/Customer Support Partner

Approved by:       Jenny Labruyere, Committee Advisor/Customer Support Partner

 

  Decision                              Recommendation                         Information

 

  

 

Recommendation

That Council receives the minutes of the Manapouri Community Development Area Subcommittee meeting held 15 November 2016 as information.

 

 

Attachments

a         Minutes of Manapouri Community Development Area Subcommittee Meeting dated 15 November 2016 (separately enclosed)

 


Council

27 April 2017

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Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 9 August 2016

Record No:        R/17/3/6131

Author:                 Alyson Hamilton, Committee Advisor

Approved by:       Alyson Hamilton, Committee Advisor

 

  Decision                              Recommendation                         Information

 

  

 

Recommendation

That Council receives the minutes of the Nightcaps Community Development Area Subcommittee meeting held 9 August 2016 as information.

 

 

Attachments

a         Minutes of Nightcaps Community Development Area Subcommittee Meeting dated 9 August 2016 (separately enclosed)

 


Council

27 April 2017

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Minutes of the Ohai Community Development Area Subcommittee Meeting dated 9 August 2016

Record No:        R/17/3/6132

Author:                 Alyson Hamilton, Committee Advisor

Approved by:       Alyson Hamilton, Committee Advisor

 

  Decision                              Recommendation                         Information

 

  

 

Recommendation

That Council receives the minutes of the Ohai Community Development Area Subcommittee meeting held 9 August 2016 as information.

 

 

Attachments

a         Minutes of Ohai Community Development Area Subcommittee Meeting dated 9 August 2016 (separately enclosed)

 


Council

27 April 2017

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Minutes of the Te Anau Basin Water Supply Subcommittee Meeting dated 8 November 2016

Record No:        R/17/3/5818

Author:                 Jenny Labruyere, Committee Advisor/Customer Support Partner

Approved by:       Jenny Labruyere, Committee Advisor/Customer Support Partner

 

  Decision                              Recommendation                         Information

 

  

 

Recommendation

That Council receives the minutes of the Te Anau Basin Water Supply Subcommittee meeting held 8 November 2016 as information.

 

 

Attachments

a         Minutes of Te Anau Basin Water Supply Subcommittee Meeting dated 8 November 2016 (separately enclosed)

 


Council

27 April 2017

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Minutes of the Riverton Harbour Subcommittee Meeting dated 12 December 2016

Record No:        R/17/3/6173

Author:                 Alyson Hamilton, Committee Advisor

Approved by:       Alyson Hamilton, Committee Advisor

 

  Decision                              Recommendation                         Information

 

  

 

Recommendation

That Council receives the minutes of the Riverton Harbour Subcommittee meeting held 12 December 2016 as information.

 

 

Attachments

a         Minutes of Riverton Harbour Subcommittee Meeting dated 12 December 2016 (separately enclosed)

 


Council

27 April 2017

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Milford Community Trust Final Statement of Intent 2017-2020

Record No:        R/17/3/6922

Author:                 Jenny Labruyere, Committee Advisor/Customer Support Partner

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

 

Purpose

1        The purpose of this report is for Council to approve the Final Milford Community Trust Statement of Intent 2017-2020.

2        The draft Statement of Intent 2017-2020 was circulated to the Trust stakeholders namely Southland District Council, The Department of Conservation and Environment Southland for comment.

3        One submission was received from the Department of Conservation. The submission referred to the following;

·    Review of the Trust referred to the following;  The trust deed to be reviewed  likewise the charging mechanism with stakeholders including concessionaires

·    Camping ground facilities on the Milford side of the Homer Tunnel not considered by the Department as being a role for the Trust

·    Trust to acknowledge roading issues on the Village and Deepwater Basin roads.

4        The Trust noted the contents of the Department’s submission at a Trust meeting held on 20 February 2017, and commented that the issues raised will be subject of discussion at a proposed strategic workshop, and subsequently adopted the Final Statement of Intent 2017-2020.

 

Recommendation

That the Council:

a)         Receives the report titled “Milford Community Trust Final Statement of Intent 2017-2020”.

 

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

b)         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 Final Statement of Intent 2017-2020.

 

 

Attachments

a         Final Milford Community Trust Statement of Intent 2017-2020     


Council

27 April 2017

 

 

 

 

 

MILFORD COMMUNITY TRUST

 

 

DRAFT

 

 

STATEMENT OF INTENT

2017 - 2020


Council

27 April 2017

 

Milford Community Trust

 

STATEMENT OF INTENT

 

1.    Introduction

 

The Milford Community Trust was established in 2007 by the Southland District Council and the Department of Conservation with the assistance of Environment Southland for the purposes of providing leadership and governance for the Milford community.

 

The Trust Deed defines Milford as the developed area of land and adjacent coastal marine area at the end of State Highway 94 at the head of Milford Sound.  It defines the Milford community as being the residents of Milford, the holders of concessions from the Crown operating at Milford and Iwi.

 

The purpose of this Statement of Intent (SOI) is to:

 

§   Set out the proposed activities of the Trust.

§   Provide an opportunity for stakeholders to influence the direction of the organisation.

§   Provide a basis for accountability of the Trustees to their stakeholders for the performance of the organisation.

 

This Statement of Intent covers the three years from 1 July 2017 to 30 June 2020.  The statement is updated annually.

 

 

2.    Objectives of the Trust

 

The objectives of the Trust are:

 

(a)        To manage and carry out services and undertake leadership, planning and advocacy for the general benefit of the Milford community so as to ensure as far as possible that the infrastructure of the community and its sense of identity, viability and wellbeing are maintained and enhanced.

 

(b)        To liaise with and communicate with all individuals, organisations, groups and other parties with interests in the Milford community for all purposes which are beneficial to the community.

 

(c)        To represent the interests of the Milford community to ensure that the natural environments and outstanding values of the Milford Sound area are safeguarded and protected for all residents and visitors to the area. 

 

(d)        To monitor and maintain an overview of all activities and services provided within the Milford community. 

 

(e)        To consider and report on all matters either referred to and/or delegated to it from time to time by the Department of Conservation and the Southland District Council and on any matter of interest or concern to the Milford community. 

 


 

(f)        To access, use or invest funds and enter into arrangements, contracts and other agreements upon such securities or in such manner and upon such terms and conditions that the Trustees deem suitable for the purpose of furthering the objects and purposes of the Trust. 

 

(g)        To carry out such other lawful activities which are incidental or conducive to attaining the objects and purposes of the Trust. 

 

 

3.      Statement on the Trust’s Approach to Governance

 

Establishment

 

The Milford Community Trust was established in 2007 following a process of consultation with residents, agencies and businesses with interests in Milford in accordance with the special consultation process set out in the Local Government Act 2002.  The inaugural meeting of the Trust was held on 18 April 2007.

 

The Trust was incorporated under the Charitable Trusts Act 1957 on 18 May 2007.  The Charities Commission has approved the Trust as being exempt for tax purposes.

 

The Trust reports to the Southland District Council.

 

Trust Structure

 

In accordance with Section 9 of the Trust Deed, the Trust is governed by a board of seven Trustees.  Current representatives from stakeholder groups are shown in the table below:

 

Designation

Name

Term Expires

30 June

Independent Chair

Michael Schuck

2017

 

Mararoa-Waimea Ward Councillor, ex-officio appointment

Ebel Kremer

 

Oct 2019

Milford Community Association elected representative

 

Brad Johnstone

2017

Milford Community appointee

Tim Holland

2020

 

Milford Community appointee

Jason Steele

2018

 

Milford Community appointee

Mike McConachie

2018

 

Milford Community appointee

Rosco Gaudin

2019

 

 

Trust Operations

 

The Trust Deed sets out the way in which business of the Trust is to be conducted.  A strong driver is that the local Milford community should determine its own priorities and agree on the funding for these.  The Trust strives to regularly review its performance and to be open and accountable to the community through public meetings.  The Trustees also undertake to meet the regulatory and stakeholder requirements for governance, reporting and planning, particularly the local government reporting requirements and recognition of the National Park and World Heritage Area status of the Milford Sound Piopiotahi area.

 

Resources Available to the Trust

 

Standing Orders, a Code of Conduct for Trustees and administrative support is available from Southland District Council.

 

Significant Policies

 

The Trust has a comprehensive Communications Policy in relation to its activities.  Where appropriate, other policy guidance is obtained from relevant council and other statutory authority policy.  It is expected that a full set of all relevant policies will be developed within the period covered by this Statement.

 

 

4.      The Nature and Scope of the Activities to be Under-taken

 

Vision

 

The Trust’s vision is: 

 

The long-term sustainability of Milford Sound Piopiotahi.

 

Strategic Goals

 

The primary goals of the Trust are to:

§   Provide leadership and governance for the Milford community in Milford Sound Piopiotahi.

§   Monitor the adequacy of all arrangements to ensure sustainability.

§   Advocate for the general benefit of the Milford community.

§   Coordinate and communicate with all parties having interests in Milford Sound Piopiotahi.

 

§   Undertake formal consultation on behalf of the Department of Conservation in relation to their services and facilities to be provided for the benefit of the Milford community.

 

Within the over-arching vision and strategic goals, the more specific focus areas for
2017- 2020 are:

 

Planning:

§   Planning to address specific issues: highway safety, control of illegal camping, toilet facilities, community facilities, and coordinated emergency response.

 

Communication:

§   Communicate the roles of the Trust and other authorities more clearly to the Milford community.

§   Communicate the World Heritage Area status and relevance of this to Milford.

§   Affirm the Trust role as a voice for the Milford community.

§   Maintain closer relationships with Milford infrastructure providers.

§   Provide clear information to concessionaires regarding intentions and implementation of Trust policies.

§   Communicate with concessionaires and enquire of any planned activities they desire for the next three years and to adopt the SOI which is to be sent to all Concessionaires.

 

Advocacy:

§   Advocate on behalf of the Milford community to central government, Environment Southland, Department of Conservation, Southland District Council, Iwi and other authorities.

 

Planned Activities/Services

 

2017/18:

§   Advocate and assist with other organisations for strategic improvements in community planning in Milford Sound.

§   Advocate and investigate funding options with other organisations for public toilets and shelter at the airport and completion of the walking track to the Lodge.

§   Assist the Milford Community Association with the development of the Cleddau Village Recreation area which is to accommodate the community centre.

§   Provide funding for medical support, services and facilities for Milford ERT station.

§   Funding of the Team Leader Emergency Services and investigate the role of the Fiordland Medical Trust on emergency services.

§   Review of the Trust and charging mechanism with stakeholders including concessionaires.

§   Engage with NZTA for the development of the walking track from the airport to Deepwater Basin Road, car parking at the rock climbing area etc.

§   Advocate the continuation of maintaining beautification and roading within the village.

 

2018/19:

·          Advocate and assist with other organisations for strategic improvements in community planning in Milford Sound.

§   Review the development of a future focused plan for the Milford ERT station including medical support and services. 

§   Provide funding for medical support, services and facilities for Milford ERT station.

§   Purchase of emergency response equipment as required.

§   Advocate and monitor camping ground facilities with affected organisations on Milford side of Homer Tunnel.   (Trust to consider, is this the role of the Trust.)

§   Advocate the continuation of maintaining beautification and roading issues within the village.

 

§   Review of the requirements and funding of the Team Leader Emergency Services.

§   Assist the Milford Community Association with the on-going development of the Cleddau Village Recreation Area to accommodate the community centre. 

 

§   Advocate with other organisations for public toilets and shelter at the airport and completion of the walking track to the Lodge.  (Trust is operating in an advocacy role and funding options need to be investigated.)

 

2019/20:   

 

·          Advocate and assist with other organisations for strategic improvements in community planning in Milford Sound

 

§   Provide funding for medical support, services and facilities for Milford ERT station.

§   Purchase of emergency response equipment as required.

§   Advocate maintaining beautification and roading issues within the village.

 

§   Funding of the Team Leader Emergency Services if not already complete. (Recommend outcome of review noted in 18/19 for all medical services is relating to this activity.)

 

§   Assist the Milford Community Association with the on-going development of the Cleddau Village Recreation Area which is to accommodate the community centre.

 

§   Advocate with other organisations for public toilets and shelter at the airport and completion of the walking track to the Lodge. (Trust is operating in an advocacy role and funding options need to be investigated.)

 

5.      Ratio of Total Assets:  Equity

 

Total assets are defined to include cash, investment and bank balances, accounts receivable, investments, prepayments, fixed assets (net of accumulated depreciation), intangible assets (net of accumulated amortisation), loans (none), etc. 

 

Total equity is defined to include accumulated funds and retained earnings. 

 

The ratio of total assets to total equity is planned at 1:1.

 

 

6.      Significant Accounting Policies

 

The following accounting policies have been adopted by the Trust.

Revenue Recognition

Concessionaires Fees

Revenue is recorded when the fee is due to be received.

Donated Assets

Revenue from donated assets is recognised upon receipt of the asset if the asset has a useful life of 12 months or more, and the value of the asset is readily obtainable and significant.

Interest

Interest revenue is recorded as it is earned during the year.

 

Debtors

Debtors are initially recorded at the amount owed. When it is likely the amount owed (or some portion) will not be collected, a provision for impairment and the loss is recorded as a bad debt expense. Debtors are shown as GST inclusive.

 

Bank Accounts and Cash

Bank accounts and cash comprise cash on hand, cheque or savings accounts, and deposits held at call with banks.

 

Creditors and Accrued Expenses

Creditors and accrued expenses are measured at the amount owed.

 

Property, Plant and Equipment

Property, plant and equipment is recorded at cost, less accumulated depreciation and impairment losses.

 

Donated assets are recognised upon receipt of the asset if the asset has a useful life of 12 months or more, and the value of the asset is readily obtainable and significant. Significant donated assets for which current values are not readily obtainable are not recognised.

 

For an asset to be sold, the asset is impaired if the market price for an equivalent asset falls below its carrying amount.

 

For an asset to be used by the Trust, the asset is impaired if the value to the Trust in using the asset falls below the carrying amount of the asset.

 

Depreciation is provided on a diminishing value basis that will write off the cost of the assets over their useful lives. This is calculated using the following rates:

 

Equipment 40% Diminishing Value

 

 

Income Tax

The Trust is exempt from income tax as it is a Charitable Trust registered with the Charities Commission.

 

 

Budget Figures

The budget figures are derived from the Statement of Intent as approved by the Trustees at the beginning of the financial year.  The budget figures have been prepared in accordance with tier 3 standards, using accounting policies that are consistent with those adopted by the Trustees in preparing these financial statements.

 

 

 

 

 

 

 

7.      Key Performance Targets

 

The Trust has two levels of indicators:

 

(a)        The first relates to the achievement of objectives set by the Trust and carried through to the Long Term Plan (LTP).  These are agreed through a public consultation process undertaken by the Southland District Council.  These targets can be changed only through a formal review of the LTP.

 

(b)        The second set of are generic internal performance measures:

 

Level of service

Key performance indicator

Actual

Target

Confirmation

source

16/17

17/18

18/19

19/20

Maintain a structure that facilitates local decision-making.

Hold public forums in Milford each year.

1

1

1

1

Agenda/minute records on file which note meeting location

Keep the Milford community informed about Trust plans and outcomes.

Community newsletters following MCT meetings.

Not achieved

2

2

2

 

 

Copies of Community newsletters

Provide leadership and advocacy on major issues.

Number of Milford Community Trust meetings held annually.

4

4

4

4

Agenda/minute records on file.

Response to issues raised by the community.

Percentage of issues raised at Milford Community Association meetings responded to prior to next meeting.

100%

 

85%

 

85%

85%

Copies of Milford Community Association letters/minutes and MCT correspondence in response

Milford Community Association meetings

To be reported at MCT meetings.

Not achieved

4

4

4

Agenda/minutes records on file.

 

 

 

8.      Information to be Reported to Council

 

In each year the Trust will comply with all reporting requirements under the Local Government Act 2002 (particularly Sections 66 to 69 of that Act).  In particular, it will provide: 

 

§   A draft Statement of Intent detailing all matters required under the Local Government Act 2002 by 1 March each year for consideration prior to commencement of the new financial year.

 

§   A half yearly report by the end of February each year (specific dates as set by Council).

 

§   An annual report by the end of September each year (specific dates as set by Council).

 

Copies of the Trust’s reports are forwarded to the other major stakeholder authorities, being the Department of Conservation and Environment Southland.

 

9.      Activities for which Other Investment is sought

 

As usual, it is proposed that the annual concession charged will be increased by 10% plus GST.   This will continue to be reviewed annually.  For 2017/18, the total amount being sought from concessionaires is $124,449 excluding GST.  Any surplus funds will be held by the Trust in its bank account for future project funding.

 

Included within the Forecast Expenditure of the Trust is Management and Administration costs of $29,731.

 

Allowance for Emergency Response Team (ERT) Plant and Equipment purchase is $2,500.

 

Additionally grant expenditure has been included for contributions for;

 

·    A walkway to be developed between the Airport and Deepwater Basin.

·    The Emergency Service Provider $46,920

 

Funding has also been included towards a potential Community Centre building.  This still has to go through a planning process including consideration of ownership of the building.  At this stage an allowance of $110,000 has been included.

 

The operational and project costs are those which the Milford Community Trust considers will provide benefit for all concessionaires at Milford and should be recovered from the Milford concessionaires through the Implied Concession Activity Fee, apportioned as per the Department of Conservation apportionment of cost schedule.  The costs indicated above in the supporting forecasted accounts are funded from the annual implied concession activity fee and monies held.

 

Future budgeted costs are indicative only and will be reviewed annually by the Trustees.

 

Other Project Funding:

 

In addition to the above operational and project costs, there are also costs associated with other significant projects that fall either directly or indirectly under the influence of the Milford Community Trust but have all or a majority of proposed funding through means other than apportioned implied concessionaires fees.  There may also be a portion of public good associated with these projects.

 

In this Statement of Intent the Trustees are not seeking any funding from Southland District Council or Environment Southland for the activities noted.

 

 

10.    Estimate of Value of Stakeholders Investment

 

The net value of the stakeholders investment in the Trust is estimated to be valued at $100.  This value shall be reassessed by the Trustees on completion of the annual accounts or at any other time determined by the Trustees.  The method of assessment will use the value of stakeholders funds as determined in the annual accounts as a guide.

 

 

11.    Other Matters

 

No distribution is intended within the period of the Statement or succeeding years, noting the Trust’s status as a charitable organisation.

 

Any subscription for, purchase or otherwise acquiring shares in any company or other organisation requires the prior approval of the Trustees.

 

 


 

 


 


Council

27 April 2017

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Milford Community Trust Half Yearly Report for the Six Month Period to 31 December 2016.

Record No:        R/17/3/7018

Author:                 Jenny Labruyere, Committee Advisor/Customer Support Partner

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1    Council to note the contents of the Milford Community Trust – Half Yearly Report for the Period to 31 December 2016 and approve accordingly.

2    The Half Yearly Report for the Period to 31 December 2016 was circulated for the Trustees consideration and adopted at the Trust meeting held on 7 December 2016.

 

 

Recommendation

That the Council:

a)         Receives the report titled “Milford Community Trust Half Yearly Report for the Six Month Period to 31 December 2016.”

 

b)         Approves the “Milford Community Trust Half Yearly Report for the Six Month Period to 31 December 2016.

 

 

 

Attachments

a         Milford Community Trust Final Half Yearly Report for the Six Month Period to 31 December 2016.    

 


Council

27 April 2017

 

 

 

MILFORD COMMUNITY

TRUST

 

 

 

 

 

FINAL

 

 

HALF YEARLY REPORT

 

 

FOR THE SIX MONTH PERIOD TO

31 DECEMBER 2016


Council

27 April 2017

 

 

Directory as at 31 December 2016

 

 

Settler:

Southland District Council

 

 

Trustees:

Trustee

Term Expires

 

Mike Schuck (Chair)

2017

 

Rosco Gaudin

2019

 

Brad Johnstone

2017

 

Mike McConachie

2018

 

Jason Steele

2018

 

Tim Holland

2020

Councillor

Ebel Kremer

2019

 

 

 

Status:

Charitable Trust

 

 

 

 

Trust Manager

Southland District Council – Chris Dolan

 

 

Trust Secretary

Southland District Council - Jenny Labruyère

 

 

Trust Capital:

100 dollars

 

 

Key Partners/Stakeholders:

Southland District Council

Department of Conservation

Environment Southland

 

 

 

1.0       Introduction

 

The Milford Community Trust was established in 2007 by the Southland District Council and the Department of Conservation, with the assistance of
Environment Southland for the purpose of providing leadership and governance in Milford Sound Piopiotahi.

 

In terms of the Local Government Act, the Trust is defined as a Council Controlled Organisation reporting the Southland District Council.  The Trust was incorporated under the Charitable Trusts Act 1957 on 18 May 2007.  The Charities Commission has approved the Trust as being exempt for taxation purposes.

 

This report covers the six monthly period from 1 July 2016 to 31 December 2016.

 

 

2.0       Chairman’s Six Monthly Report: (Chairman - Mike Schuck)

 

This report covers the six months from 1 July 2016 to 31 December 2016.

 

The main work that the Trust will undertake over the next year will be the building of a community centre.  A site is secured and some funding set aside.  Community consultation has produced a concept plan.  The next step is to finalise the design and tender the work. Fundraising will then begin in earnest.

 

The Cleddau village sport court site preparation has been completed.  The asphalting has been delayed by the Christmas break and a very wet January.  It is disappointing that the courts are taking so long to finish.

 

The review of the Milford Community Trust (MCT) Trust Deed will now be completed during 2017.  This review will consider the functions and responsibilities of the Trust including a review of the charging mechanism for concession fees.

 

Long serving Trust Manager, Chris Dolan retired prior to Christmas.  Chris has been the Trust Manager since the Trust’s inception.  He has been a diligent and professional manager who I miss greatly.  The Trust will certainly miss his experience and knowledge.

 

On behalf of the Trust I would like to welcome new Trustee Tim Holland.  Tim is the General Manager at Milford Sound Development Authority now known as Milford Sound Tourism Limited and began work in June.

 

I also welcome Simon Moran, Southland District Council, Community Partnership Leader, who will take over some of the work done by Chris Dolan.

 

Mike Schuck

8 February 2017

 

 

3.0       Meetings

 

There were two meetings of the Trust held during this six month period.

 

4.0       Performance Report

 

Performance against key targets for the six monthly period was as follows:-

 

Levels of Service

Key Performance Indicator

Target

Actual Performance

Maintain a structure that facilitates local decision-making.

Hold public forums in Milford each year.

1

 One held in Milford on 7 December 2016.

Keep the Milford community informed about Trust plans and outcomes.

Community newsletters

 

Face book page started October 2016 – well visited site with 31 members to date.

0

Nil to date. Going forward, activities carried out by the Trust will be included in the in the Fiordland Advocate.

Provide leadership and advocacy on major issues.

Number of Milford Community Trust meetings held annually.

4

2 meetings were held during this period.

Response to issues raised by the community.

Percentage of issues raised at Milford Community Association meetings responded to prior to next meeting.

100%

Issues raised by the Milford Community Association are attended to when required following meetings. Comment is provided through the action item responses.

Milford Community Association (MCA) meetings

To be reported at MCT meetings.

4

Two MCA meetings were held during this period.  The Association Member updated Trustees at their meetings.

 

 

5.0       Activity Report

 

Progress against planned activities set out in the Statement of Intent for 2016-2019 are as follows:

 

Target

Status

Comments

Advocate and assist with other organisations for improvements in the public facilities at Deepwater Basin through the Concept Plan for this area

In progress

Other organisations are progressing these projects.

 

Working with other organisations to advocate for public toilets and shelter at the airport and completion of the walking track to the Lodge.

In progress

Walking track to Lodge ongoing.

Airport issues still work in progress.

Assist Milford Community Association in the development of Cleddau Village Recreation area which is to accommodate village green/community centre.

In progress

Facilities at Recreation area or village green being installed and will be complete within the current financial year.

Provide funding for medical support, services and facilities for Milford ERT station.

On-going

Trust continuing to assist in providing support to the ERT station.

Continuation of funding of Team Leader of MERT (previously known as Emergency Services Provider).

On-going

Trust continues to provide financial assistance to employment of Team Leader of MERT

Assist with the redevelopment of the Bowen Falls walkway if this project is to proceed.

In progress

Grant monies labelled Bowen Falls Walkway to be re-labelled Airport to Deepwater Basin Walkway.

 

Engage with NZTA for the development of the walking track from the airport to Deepwater Basin Road, car parking at the rock climbing area etc.

In progress

Trust awaiting outcome from DOC before any further involvement.

Implement changes to any charging mechanism with all stakeholders in regard to the way fees are apportioned this includes undertaking a review of the Trust with stakeholders including concessionaires.

In progress

This will occur during forthcoming discussions on the review of the charging regime.

Advocate the continuation of maintaining beautification and roading within the village.

On-going

Beautification undertaken by contractor for ongoing maintenance.

Investigate change to Milford Rating Boundary to exclude Milford from Mararoa Waimea Rating boundary

In progress

Trust has requested Council to investigate Rating boundary change.

Trust to progress to facilitate and proceed with Community Centre in the Cleddau village

In progress

Site available, $100,000 from concession fees put aside, undertaken community consultation.  Awaiting further design concepts prior to seeking further fund raising assistance.

 

 

6.0       Community Views

 

Milford Community Association members and the Association’s Trustees represent the views of the local community.

 

 

7.0       Financial Considerations

 

The Trust’s financial report to 31 December 2016 is attached.

 

The actual cost of the recreation reserve facilities will be around $55k compared to a budget of $20k.  The increased cost is as a result of actual tenders received.  Funding of the project will be from existing savings.

 

As noted in the Chairman’s report, initial concept plans for the recreation building have been undertaken.  It is not expected that any significant costs will be incurred this year.

 

 

8.0       Legal Considerations

 

The Trust is required under Section 66 of the Local Government Act to submit a copy of the Half Yearly report to its stakeholders.

 

 

9.0       SUMMARY

 

The Milford Community Trust to adopt the Half Yearly Report to 31 December 2016 at its meeting held on 20 February 2017.

 

 

 

 

Jenny Labruyère

Trust Secretary

MILFORD COMMUNITY TRUST

 


 


 


 

 

 

 

 

 

 

 


Council

27 April 2017

sdclogo

 

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

 

Recommendation

 

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

C10.1 New Maintenance Alliance Contracts

C10.2 Proposed Amendments to Solid Energy Escrow Agreements - Request for Council approval

C10.3 Waituna Partnership - Freshwater Improvement Fund Application

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

New Maintenance Alliance Contracts

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

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.

Proposed Amendments to Solid Energy Escrow Agreements - Request for Council approval

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.

Waituna Partnership - Freshwater Improvement Fund Application

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.