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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:

 

Wednesday, 7 June 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

 

Acting Chief Executive

Rex Capil

 

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

 

 

 


 


Council

07 June 2017

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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

7.1       Draft Early Payment of Rates Policy                                                                           7

7.2       Adoption of the Annual Plan 2017/2018                                                                    13

7.3       Rates Resolution - Setting Rates for the Financial Year 1 July 2017 to 30 June 2018                                                                                                                                     289

Reports - Operational Matters

8.1       Approval of Unbudgeted Expenditure by the Te Anau Community Board, for replacement Soakage Field at the Te Anau Manapouri Airport                           299

8.2       Application for customary marine title under the Marine and Coastal Area (Takutai Moana) Act 2011                                                                                                        305

8.3       Management Report                                                                                                  311

Reports - Governance

9.1       Confirmation of Appointment of Members Northern Southland Development Fund Subcommittee                                                                                                            329

Public Excluded

Procedural motion to exclude the public                                                                            333

C10.1  Unbudgeted Expenditure Request - Call Monitoring                                            333

C10.2  Southland Regional Development Strategy Update                                              333  


 

1          Apologies

 

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

 

2          Leave of absence

 

At the close of the agenda the following requests for Leave of Absence were received:

Councillor Frazer

Councillor Duffy

 

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

6.1         Meeting minutes of Council, 17 May 2017


Council

7 June 2017

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Draft Early Payment of Rates Policy

Record No:        R/17/5/10816

Author:                 Robyn Rout, Policy Analyst

Approved by:       Anne Robson, Chief Financial Officer

 

  Decision                              Recommendation                         Information

 

  

Purpose

1        This report presents the draft Early Payment of Rates Policy to Council for adoption.

 

Executive Summary

2        In the morning of the 7th of June 2017 the Finance and Audit Committee (the Committee) are being presented with the draft Early Payment of Rates Policy. On the basis that the Committee are likely to endorse the draft Policy (or an amended version of the draft Policy) and to recommend that the Policy be adopted, staff have prepared this report which recommends Council adopt the Policy.

3        Adopting the Policy at the Council meeting on the 7th of June allows staff to set the liability outstanding for each specified rate (for the 2017-18 financial year) as part of the Annual Plan.

 

4        The Early Payment of Rates Policy allows ratepayers connected to these schemes to make an early repayment of the total balance remaining of the specified rate, rather than making annual payments. Making an early repayment offers ratepayers the opportunity to reduce their overall interest cost.

 

5        The draft Policy is included as an attachment to this report (see attachment A).

 

Recommendation

That the Council:

a)         Receives the report titled “Draft Early Payment of Rates Policy” dated 7 June 2017.

 

b)         Adopts the draft Early Payment of Rates Policy.

 

Attachments

a         Draft Early Payment of Rates Policy    

 


Council

07 June 2017

 

SOUTHLAND DISTRICT COUNCIL

EARLY PAYMENT OF RATES POLICY

 

 

This policy applies to:  Ratepayers who pay specified rates.

 

DOCUMENT CONTROL

 

Policy owner:

Chief Financial Officer

TRIM reference number:

r/16/10/17873

Effective date:

1 July 2017

Approved by:

Council

Date approved:

To be confirmed

Next review date:

2020

 

 

CONTENTS

 

1.            PURPOSE.. 1

2.            DEFINITIONS.. 1

3.            BACKGROUND.. 1

3.1         Paying specified rates for subsequent financial years. 1

3.2         Paying other rates for subsequent financial years. 2

3.3         Paying rates for the current financial year 2

4.            POLICY DETAILS.. 2

            Paying specified rates for subsequent financial years. 2

4.1         Conditions and criteria. 2

4.2         Liability per unit 2

4.3         Payment 2

5.            ROLES AND RESPONSIBILITIES.. 3

6.            ASSOCIATED DOCUMENTS.. 3

7.            REVISION RECORD.. 3

 

 

 


Council

07 June 2017

 

EARLY PAYMENT OF RATES POLICY

 

 

1.   PURPOSE

 

This Policy is to provide ratepayers with the opportunity to extinguish their liability to pay specified rates sooner than under a long term rating option, and at a discount to the amount payable over time.  This policy also clarifies the position of
Southland District Council (Council) on the receipt of other rates as early payments.

 

 

2.   DEFINITIONS

 

“Specified rates” means any one of the following targeted rates:

 

•      Edendale Sewerage Loan - 10 years (including connection cost),

•      Edendale Sewerage Loan - 15 years (including connection cost),

•      Edendale Sewerage Loan - 25 years (including connection cost),

•      Edendale Sewerage Loan - 10 years (excluding connection cost),

•      Edendale Sewerage Loan - 25 years (excluding connection cost).

 

•      Edendale Water Loan - 10 years,

•      Edendale Water Loan - 15 years,

•      Edendale Water Loan - 25 years.

 

•      Gorge Road Sewerage Loan.

 

•      Oban Sewerage - Loan Charge Extension.

 

•      Sandy Brown Road Utility Loan.

 

•      Tuatapere Sewerage Loan Charge - 15 years,

•      Tuatapere Sewerage Loan Charge - 25 years.

 

•      Wallacetown Sewerage Loan Charge - 15 years,

•      Wallacetown Sewerage Loan Charge - 25 years.

 

•      Wyndham Sewerage Loan - 10 years (including connection cost),

•      Wyndham Sewerage Loan - 15 years (including connection cost),

•      Wyndham Sewerage Loan - 25 years (including connection cost),

•      Wyndham Sewerage Loan - 10 years (excluding connection cost),

•      Wyndham Sewerage Loan - 15 years (excluding connection cost),

•      Wyndham Sewerage Loan - 25 years (excluding connection cost).

 

•      Wyndham Water Loan - 10 years,

•      Wyndham Water Loan - 15 years,

•      Wyndham Water Loan - 25 years.

 


 

3.   BACKGROUND

 

3.1       Paying specified rates for subsequent financial years

 

Under Section 56 of the Local Government (Rating) Act 2002, councils may adopt a policy on the payment of rates for subsequent financial years. Council has decided to adopt this Policy for the specified rates listed in section 2 above. 

 

3.2       Paying other rates for subsequent financial years

 

Under Section 56 of the Local Government (Rating) Act 2002, councils may adopt a policy on the payment of rates for subsequent financial years.

 

In accordance with Section 55 of the Local Government (Rating) Act 2002, which empowers councils to accept early payment of rates, Council will accept payment of rates, other than specified rates, for subsequent financial years.  However, early payment of these rates will attract neither a discount, nor interest on the sum paid.

 

3.3     Paying rates for the current financial year

 

In accordance with Section 55 of the Local Government (Rating) Act 2002, which empowers councils to accept early payment of rates, Council will accept payment in full of all rates assessed in the current year on or before the due date for the first instalment of the year.  Early payment of these rates will attract neither a discount, nor interest on the sum paid.

 

 

4.   POLICY DETAILS

 

Paying all specified rates for subsequent financial years

 

4.1     Conditions and criteria

 

            As long as a Rating Unit is subject to one of the specified rates, the ratepayer may, at any time before the due date for the last instalment of rates payable in that financial year, pay an amount calculated in accordance with this Policy to clear the rating unit’s liability for the specified rate for all future years.

 

            The sum to clear the Rating Unit’s liability will equal principal outstanding amount (excluding GST) applying to that specified rate, divided by the number of rating units liable for the targeted rate in the financial year (plus GST).

 

4.2       Liability per unit

 

Each financial year, the amount of the payment to clear a Rating Unit's liability will be updated to reflect the Council’s current interest rate charged in accordance with the relevant Annual Plan/10 Year Plan.  A schedule outlining the liability outstanding for each specified rate will be updated annually and adopted as part of the 10 Year Plan/Annual Plan process. 

 

4.3       Payment

 

Elections to pay specified rates early must be notified verbally or in writing to a Council Finance Officer or the Finance Manager. This will ensure Council can appropriately allocate the payments against the relevant liability.  Failure to notify Council of an early payment of a specified rate will result in the payment being allocated to an appropriate rates account.

 

The discount offered by electing to make a payment in accordance with this Policy equals the Council's estimate of the cost of interest (plus GST) over the remaining term of the specified rate.

 

5.   ROLES AND RESPONSIBILITIES

 

Party/Parties

Roles and Responsibilities

Finance Officer

Accept notifications/requests for early repayment of rates on behalf of Council.

Calculate and update the schedule of specified rates on an annual basis.

Finance Manager, Chief Financial Officer

Accept notifications/requests for early repayment of rates on behalf of Council.

Oversee the early payment of specified rates.

 

6.   ASSOCIATED DOCUMENTS

 

•           Early Payment of Specified Rates - Liability Schedule for the year ending
30 June 2017 (R/17/1/1614)

•      Local Government (Rating) Act 2002

          •        Southland District Council Revenue and Financing Policy.

 

7.   REVISION RECORD

 

Date

Version

Revision Description

20 May 2015

2015-2025 LTP

r/15/4/7632

 

2018-2028 LTP

r/16/10/17873

 

 


Council

7 June 2017

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Adoption of the Annual Plan 2017/2018

Record No:        R/17/5/9747

Author:                 Shannon Oliver, Planning and Reporting Analyst

Approved by:       Anne Robson, Chief Financial Officer

 

  Decision                              Recommendation                         Information

 

  

Purpose

1        This report recommends that Council adopt the Annual Plan 2017/2018.

Executive Summary

2        The Annual Plan is required under the Local Government Act 2002 (LGA). Year three of the Council’s 10 Year Plan 2015-2025 (LTP) serves as the base for the Annual Plan 2017/2018.

3        The Annual Plan 2017/2018 is broadly consistent with what was projected for the 2017/2018 year in the 10 Year Plan 2015-2025. The overall budgeted expenditure is projected to be slightly more than proposed in the 10 Year Plan and there have been changes to the timing of some scheduled capital works projects, particularly water and sewerage projects.  The plan also includes a change to the timing and cost of the Catlins Alternative Route seal extension project.

4        The Council received feedback from nine individuals and organisations on the Annual Plan Update 2017 and supporting information, both of which were made available for public comment. As a result of this feedback, Council has made a number of minor changes to the plan and identified specific issues that will be considered as part of the development of the 10 Year Plan 2018-2028.

5        A copy of the Annual Plan is attached for Council’s review and approval. A separate report has been prepared to set the rates for 2017/2018.

Recommendation

That the Council:

a)    Receives the report titled “Adoption of the Annual Plan 2017/2018” dated 29 May 2017.

b)    Determines that this matter or decision be recognised as 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)    Amends the fees for the halls as follows:

                                                                                                                        Explanations                               2017/2018

Winton Memorial Hall                                                                                                                               (GST incl)

Weddings/Birthdays/Other Social Functions                            Full day (bond required)                $400.00

Other Functions                                                                                Full day (bond required)                $200.00

School / Education Related Events                                             Full day (bond required)                  $50.00

Bowls and Dancing (e.g. Ballet, Scottish Dancing)                 Half day (bond required)                 $25.00

Bowls and Dancing (e.g. Ballet, Scottish Dancing)                 Full day (bond required)                  $50.00

Funeral / Church Services / Meetings                                        Full day (bond required)                  $75.00

Commercial User (e.g. Private Sales)                                        Half day (bond required)               $200.00

Commercial User (e.g. Private Sales)                                        Full day (bond required)                $400.00

Bond - Regular Users (12 month duration for bond)              (no GST)                                            $200.00

Bond - Casual /One-Off Users                                                      (no GST)                                            $400.00

 

Winton RSA Hall

Anzac Lounge                                                                                   Half day (bond required)                 $30.00

Anzac Lounge                                                                                   Full day (bond required)                  $60.00

Weddings                                                                                           Full day (bond required)                $150.00

Other functions                                                                                 (bond required)                                  $80.00

Kip McGrath (Own Lock-up Room) Regular/Consistent (per month charge)                               $300.00

Regular Users (e.g. Dancing, Yoga, Church Services)          Half day (bond required)                 $15.00

Regular Users (e.g. Dancing, Yoga, Church Services)          Full day (bond required)                  $30.00

Commercial User (e.g. Private Sales)                                        Half day (bond required)                 $50.00

Commercial User (e.g. Private Sales)                                        Full day (bond required)                $100.00

Bond - Regular Users (12 month duration for bond                (no GST)                                            $100.00

Bond – Casual / One-Off Users                                                    (no GST)                                            $200.00

 

Ohai Hall

Non-Profit Organisations                                                               per hour                                               $10.00

 

e)    Adopts the Annual Plan including the Funding Impact Statement for the 2017/2018 financial year (attached).

f)     Delegates authority to the Chief Executive to approve any final edits required to the Annual Plan in order to finalise the document for distribution

 


 

Content

Background

6        All councils are required by legislation to prepare and adopt an Annual Plan for each financial year before the start of the new financial year. The Annual Plan is not audited.

7        The purpose of an Annual Plan is to:

·      Detail the proposed annual budgets and Funding Impact Statement;

·      Identify any variation from the financial statements and Funding Impact Statement included in the Long Term Plan (LTP) in respect of the year;

·      Provide integrated decision-making and co-ordination of the resources of the local authority;

·      Contribute to the accountability of the local authority to the community.

 

8        As part of developing the Annual Plan, Community Boards, Community Development Area Subcommittees and Water Supply Subcommittees were provided with the opportunity at their estimates meetings to highlight any planned changes for the 2017/2018 financial year from what was budgeted for year three of the 10 Year Plan 2015-2025. Hall committees and officers were also asked to advise of any changes to fees for the 2017/2018 year.

9        Council officers prepared an Annual Plan Update 2017 document and supporting information which explained the key changes from what was proposed for the year in the 10 Year Plan 2015-2025. This information was adopted by Council on 1 February 2017 and made available for public feedback.

10      The Annual Plan Update 2017 set out the key changes to year three of the 10 Year Plan as follows:

·      A rates increase of 3.63%, with an extra $177K of rates being collected, from what was proposed in the 10 Year Plan (3.36%);

·      The removal of capital costs for the construction of the Te Anau Wastewater Discharge Project ($5.6M) and inclusion of operational expenditure for further investigations for this project ($500K);

·      An updating of the projected cost of completing the sealing of the Catlins Road.

11      The Annual Plan Update 2017 also included:

·      An update on major projects e.g. Around the Mountains Cycle Trail

·      An outline of selected projects/activities to highlight what work will be completed in 2017/2018 (in addition to any key changes from the 10 Year Plan)

·      Overview of the numbers compared to the 10 year Plan

·      Explanation of where the rates are spent

·      Reference to proposed changes to fees and charges.

12      Feedback was invited during the period of 10 February 2017 to 10 March 2017 and Council received feedback from nine individuals/organisations. In addition one comment was received via social media. A copy of all feedback was forwarded to Councillors for their consideration and was also available on the Council’s website. An oral hearing was held on 6 April 2017 with six people speaking to Council about their views. 

13      Following these presentations, Councillors then considered all of the feedback and made decisions on the issues raised.

14      In addition, Council also received separate reports relating to projects that were planned for the 2016/2017 year that will now be completed in 2017/2018. These project movements have also been reflected in the Annual Plan budgets and activity statement project tables.

15      Council officers have also received a late request from the Winton Community Board to amend the fees for the Winton Memorial Hall and Winton RSA Hall in the Annual Plan 2017/2018 prior to its adoption on 7 June 2017.  The changes are being requested to respond to community concerns expressed outside of the Annual Plan feedback process over the proposed level of the fees and the disparity between fees for halls in the township. The Board have indicated that they believe it is important to address these concerns, particularly given the work that has been done on the Winton Memorial Hall upgrade and encouraging people to use the local halls. The actual changes are listed in the attached Annual Plan document in the schedule of variations to fees and charges. 

16      A further request has been received from the Ohai Communality Development Area Subcommittee requesting an additional fee be added to the schedule for the Ohai Hall for Non-Profit Organisations, set at $10.00 (GST incl) per hour. The Committee’s request is in response to several letters they have received from community members expressing concern at the increase in Group Hire charges to $15.00 (GST incl) per hour, following their local estimates meeting where the change was discussed.

Overview of Annual Plan 2017/2018

17      The Annual Plan identifies the key differences between what was forecasted in the 2017/2018 year in the 10 Year Plan 2015-2025 from what has been included in the final Annual Plan 2017/2018.

18      The majority of the changes relate to the timing of some scheduled capital works projects, particularly water and sewerage projects. The major change is the removal of capital costs ($5.6M) in 2017/2018 related to the construction of the Te Anau Wastewater Scheme and the addition of expenditure for further Te Anau wastewater investigations ($500k).

19      The plan also includes funding to continue sealing the last unsealed section of the Catlins Alternative Coastal Route. The total budget for this project is estimated at $9.2 million (excluding GST), and the plan includes $4.15 million of this cost which is expected to be incurred in the 2017/2018 year.

20      Following the public consultation process and hearing of submissions, Council made a number of decisions in regards to the raised issues. The key decisions included:

·      Setting the District Rate increase at 3.63%.

·      Inclusion of a one off $5.00 (GST inclusive) increase per rating unit in 2017/2018 to the Regional Heritage rate to be funded by Council reserves. The increase in funding was primarily for the Southland Museum and Art Gallery to carry out essential work on the museum collection including cataloguing objects, improving storage/shelving, image digitisation and improving online accessibility.

·      Approval of a one off grant of $10,000 to the Hollyford Conservation Trust for predator control activities and monitoring.

·      Confirming corrections to grants for the Southland Warm Homes Trust (total grant to be $35,000) and Southland Santa Parade (total grant to be $800).

·      Confirming a number of changes to project timing, including projects to be carried forward from 2016/2017 into 2017/2018.

·      Confirming $110,000 funding for the employment and resources of a Traffic Services Engineer and that the cost be funded by a reduction in the Network and Asset Management budget for roading.

·      Confirming corrections to fees and charges for Animal Control, Ohai Hall and Wheelie Bins.

·      Requesting officers to prepare a report on the costs and options available for community connections to the Curio Bay wastewater scheme.

·      Requesting officers to work with Real Journeys regarding plans for Pearl Harbour infrastructure improvements, and, the Manapouri Community Development Area Subcommittee regarding the upgrade to the Manapouri playground.

·      The Council also requested that feedback that related to operational matters be provided to relevant officers to be considered alongside existing work programmes and actioned as appropriate. Council also indicated that policy and strategy issues raised in the feedback should be considered during the development of the 10 Year Plan 2018-2028.

 

21      Officers have subsequently considered the request by the Winton Community Board to amend the fees for the Winton Memorial Hall and Winton RSA Hall and the Ohai Community Development Area Subcommittee to add an additional fee for the Ohai Hall for Non-Profit Organisations.  The changes are not considered to be significant or material, given that these are generally lower than the previous charges.  In terms of community views, while there has been no formal opportunity for public comment on the proposed fees changes, the recent concerns that have been expressed by hall users suggest there is likely to be support for a lowering of the fees and for fees to be more reflective of the facilities provided.  As such, officers are recommending that the fees be amended as per the requests.

22      The Council is also adopting the Early Payment of Rates Policy at its meeting in June. The new policy states the schedule outlining the liability outstanding for each specified rate will be updated annually and adopted as part of the 10 Year Plan/Annual Plan process. With the new policy coming into place, this schedule has been added into the Annual Plan Fees and Charges section (refer page 109) to fit with the new policy. The schedule will also be added to the separate Fees and Charges booklet available online.

23      There are no further issues to resolve around the Annual Plan unless Councillors have questions they wish to raise.

Factors to Consider

Legal and Statutory Requirements

24      The Annual Plan is a statutory requirement under the Local Government Act 2002 (section 95).

25      All councils are required by legislation to prepare and adopt an Annual Plan before the commencement of the financial year to which it relates (1 July 2016 in this instance).

Community Views

26      Community views were considered as part of the process of developing the Annual Plan, including the budget preparation and project/programme planning and prioritisation.

27      The Annual Plan 2017 Update document and supporting information was made available on Council’s website for feedback. Council received formal feedback from nine individuals/organisations and considered the issues raised in the feedback as part of the deliberations meeting held on 6 April 2017.

28      Officers have since received feedback about proposed fees for the Winton Memorial and RSA Halls and are recommending that these be amended for the final plan.

Costs and Funding

29      There are various costs incurred in compiling the Annual Plan including staff costs and budgets. These are included in Council’s annual budgets and funded accordingly.

30      The specific financial implications of the changes made to the final Annual Plan are outlined in the financial considerations section below.

Policy Implications

31      The changes set out in the Annual Plan are consistent with Council’s current Financial Strategy, Infrastructure Strategy and policies, including the Revenue and Financing Policy.

32      No policies have been amended as part of the Annual Plan development process.

Financial considerations

33      The specific financial impacts of the Council’s decisions on submissions are noted above in Paragraph 20 above. 

34      The financial implications of the Plan are noted below:  

35      Rating Impact /Rates Increase

·    The rate increase for 2017/2018 will be 3.63%, compared to 3.64% in the consultation document.

·    The Rates Funding Impact Statement has been updated to show the current District and Local Area Rates.  Rates will be set as either a rate in the dollar on land value or capital value or a Uniform Targeted Rate (UTR).

36      30% Maximum Uniform Targeted Rate (UTR)

·    Uniform Targeted Rate - The maximum amount Council can collect under the UTR is 30% of total rates.  The UTR for the 2017/2018 financial year will be 25.62%, compared to 25.60% as signalled in the Annual Plan Update 2017. 

37      Impact on Financial Reports

·    The consolidated impacts of the changes are shown in the forecast financial statements on pages 59 to 66 of the Annual Plan attached. 

·    The Consultation Document forecast a surplus of $1,578,254. This has decreased to $1,382,002 in the 2017/2018 Annual Plan, as a result of deciding to internally employ a Traffic Services Engineer, to be funded from a reduction in capital expenditure and the inclusion of an additional one-off grant to the Southland Museum and Art Gallery. 

·    In comparing the Annual Plan forecast surplus to year three of the 10 Year Plan 2015 – 2025.  The surplus has increased $342,002 from $1,040,000.  This is mainly due to an increase in projected forestry income, which is partially offset by an increase in employee benefit expenses.

·    The prospective statement of financial position in the Annual Plan has been revised to incorporate 30 June 2016 actual balances (as opening balances) as well as changes resulting from revised forecasts for 2016/2017.

38      Compliance with Financial Strategy

·    The various changes above have not resulted in Council exceeding key financial indicators outlined in the financial strategy, being specifically:

·    Rates increases to be no more than LGCI + 2.0%. For 2017/2017 the LGCI is budgeted at 1.9%, resulting in a limit of 3.9%. The actual increase in 3.63%.

·    Total debt not to exceed 100% of total revenue. Council does not plan to use any long term external debt in the 2017/2018 year.  Long term external debt to the amount of $5.3M was included in year three of the 10 Year Plan 2015 – 2025. Due to deferral and changes to capital projects this will no longer be required at this point in time.

·    Additional information on benchmarks are outlined on page 12 of the Annual Plan.

Analysis

Options Considered

39      Adopt the Annual Plan with amendments as required.

40      Do not adopt the Annual Plan.

Analysis of Options

Option 1 – Adopt the Annual Plan with amendments as required

Advantages

Disadvantages

·        Comply with statutory requirements

·        Is consistent with the overall direction set through the 2015 Long Term Plan

·        Is consistent with the feedback received via the community consultation process

·        Will enable rates to be set for the 2017/2018 financial year.

·        There are no disadvantages

 

Option 2 – Do not adopt the Annual Plan

Advantages

Disadvantages

·        There are no advantages to this option

·        Not comply with statutory requirements

·        Rates will not be able to set for the 2017/2018 financial year until an Annual Plan is adopted.

Assessment of Significance

41      Adoption of the Annual Plan is a significant decision as it is the primary way Council provides information on what it plans to deliver for the 2017/2018 year and how it proposes to fund the delivery of these services. It is also a key accountability document for the public.

42      Taking into account the significance of the issues, Council invited feedback on the key changes over February – March 2017.

Recommended Option

43      That Council adopt the Annual Plan 2017/2018 inclusive of the changes highlighted in the report and subject to minor wording changing arising from Council’s deliberations with amendments as required.

Next Steps

44      Following Council’s adoption of the Annual Plan it will be made available on the Council’s website www.southlanddc.govt.nz. Hard copies will be available on request.

45      Groups and individuals who provided comment on the plan will be advised of the outcome of their feedback and relevant staff and Community Board and Community Development Area Subcommittees will be advised of any issues relating to their areas.

 

Attachments

a         Annual Plan 2017 2018    

 


Council

07 June 2017

 







































































































































Council

7 June 2017

sdclogo

 

Rates Resolution - Setting Rates for the Financial Year 1 July 2017 to 30 June 2018

Record No:        R/16/12/20893

Author:                 Shelley Dela Llana, Accountant

Approved by:       Anne Robson, Chief Financial Officer

 

  Decision                              Recommendation                         Information

 

  

Purpose

1        Council is required to formally set its rates, due dates for the payment of rates, and any details of penalties the Council wishes to add in accordance with the Local Government (Rating) Act 2002.

Executive Summary

2        This report lists the various rates that have been calculated for the financial year 1 July 2017 to 30 June 2018.  These rates are included in the Council’s 2017/2018 Annual Plan.

 


 

Recommendation

That the Council:

a)         Receives the report titled “Rates Resolution - Setting Rates for the Financial Year 1 July 2017 to 30 June 2018” dated 29 May 2017.

b)         Determines that this matter or decision be recognised as significant in terms of its significance and engagement policy

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 that the rates, detailed in recommendation (e) of this paper for the year commencing 1 July 2017 and concluding on 30 June 2018 are expressed exclusive of Goods and Services Tax (GST).  GST will be applied when rates are assessed for 2017/2018.

e)         Sets the following rates under the Local Government (Rating) Act 2002, on rating units in the district for the financial year commencing on 1 July 2017 and ending on 30 June 2018.

Uniform Annual General Charge

Pursuant to Section 15(1)(a) of the Local Government (Rating) Act 2002, a uniform annual general charge of $400.80 per rating unit on every rateable rating unit within the Southland District.

General Rate

Pursuant to Section 13(2)(a) of the Local Government (Rating) Act 2002, a general rate of $0.00040979 in the dollar on the capital value of all rateable rating units within the Southland District.

            Targeted Rates

Community Facilities Rates

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, the following uniform targeted rates set per separately used or inhabited part of a rateable rating unit situated in the following Community Facility Areas:

 

Community Facility Areas

Charge

Community Facility Areas

Charge

Aparima Hall

$40.10

Mossburn Hall

$60.00

Athol Memorial Hall

$71.30

Myross Bush Hall

$26.09

Balfour Hall

$34.78

Nightcaps Hall

$69.80

Blackmount Hall

$50.00

Ohai Hall

$51.95

Browns Hall

$27.35

Orawia Hall

$51.10

Brydone Hall

$44.55

Orepuki Hall

$59.72

Clifden Hall

$43.66

Oreti Plains Hall

$62.61

Colac Bay Hall

$49.10

Otahuti Hall

$26.09

Dacre Hall

$37.39

Otapiri-Lora Gorge Hall

$135.00

Dipton Hall

$43.63

Riversdale Hall

$42.02

Eastern Bush Hall

$65.22

Ryal Bush Hall

$36.73

Edendale Hall

$10.49

Seaward Downs Hall

$36.10

Fiordland Community Event Centre

$34.78

Stewart Island Hall

$62.38

Five Rivers Hall

$43.48

Thornbury Hall

$60.10

Fortrose Domain

$25.00

Tokanui-Quarry Hills Hall

$63.19

Glenham Hall

$40.00

Tuatapere Hall

$36.90

Gorge Road Hall

$42.39

Tussock Creek Hall

$26.09

Heddon Bush Hall

$60.00

Tuturau Hall

$37.14

Hedgehope-Glencoe Hall

$60.00

Waianiwa Hall

$60.00

Hokonui Hall

$57.88

Waikaia Recreation Hall

$48.56

Limehills Hall

$55.57

Waikawa Community Centre

$25.44

Lochiel Hall

$30.43

Waimahaka Hall

$60.00

Lumsden Hall

$31.23

Waimatuku Hall

$31.59

Mabel Bush Hall

$43.60

Wairio Community Centre

$32.10

Manapouri Hall

$32.37

Wallacetown Hall

$42.00

Mandeville Hall

$40.00

Winton Hall

$20.11

Mataura Island Hall

$23.70

Wreys Bush Hall

$81.22

Menzies Ferry Hall

$35.00

Wrights Bush Hall

$26.68

Mimihau Hall

$50.00

Wyndham Hall

$39.13

Mokoreta-Redan Hall

$78.26

 

 

 

Roading Targeted Rate

            Pursuant to Sections 16(3)(a) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $60.27 per rateable rating unit within the Southland District; and

            Pursuant to Sections 16(3)(a) and 16(4)(b) of the Local Government (Rating) Act 2002, a differential rate in the dollar of capital value for all rateable rating units:

Roading Differentials

Charge

Commercial

$0.00131099

Dairy

$0.00084509

Farming non-dairy

$0.00049832

Forestry

$0.00608436

Industrial

$0.00119576

Lifestyle

$0.00043931

Mining

$0.01728686

Other

$0.00013179

Residential

$0.00043931

 

Regional Heritage Targeted Rate

Pursuant to Sections 16(3)(a) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $30.77 set per separately used or inhabited part of a rateable rating unit situated in the Southland District.

Waste Management Targeted Rate

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $76.16 per rating unit on every rating unit within the Southland District excluding Stewart Island; and

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a rate of $0.00003163 in the dollar of capital value across all rating units within the Southland District excluding Stewart Island.

Local Targeted Rates (Ward, Community Board, Community Development Area, Town)

Pursuant to Sections 16(3)(b), 16(4)(a) or 16(4)(b) of the Local Government (Rating) Act 2002, the following rates per rateable rating unit/rate in the dollar on the land value of all rateable rating unit within the below areas:

Local Targeted Rates

Targeted Rate per rating unit

Rate in the dollar on land value

Mararoa Waimea Ward 

 

$0.00003043

Waiau Aparima Ward 

 

$0.00004619

Waihopai Toetoes Ward 

 

$0.00002772

Winton Wallacetown Ward 

 

$0.00002121

Edendale-Wyndham Community Board 

$134.27

 

Otautau Community Board Residential 

 

$0.01457273

Otautau Community Board Commercial

 

$0.02914547

Otautau Community Board Rural

 

$0.00001457

Riverton/Aparima Community Board (excludes Rural)

 

$0.00359487

Riverton/Aparima Community Board Rural 

 

$0.00035949

Stewart Island/Rakiura Community Board

 

$0.00127079

Te Anau Community Board Residential 

$291.96

 

Te Anau Community Board Commercial 

$583.90

 

Te Anau Community Board Rural 

$72.99

 

Tuatapere Community Board (excludes Rural)

$176.48

 

Tuatapere Community Board Rural 

$35.30

 

Wallacetown Community Board 

$135.86

 

Winton Community Board 

$211.93

 

Athol Community Development Area

$62.57

 

Balfour Community Development Area

$206.77

 

Browns Community Development Area

$189.79

 

Colac Bay Community Development Area

$78.63

 

Dipton Community Development Area

$83.39

 

Garston Community Development Area

$56.57

 

Gorge Road Community Development Area

$27.10

 

Limehills Community Development Area

$76.83

 

Lumsden Community Development Area

$286.55

 

Manapouri Community Development Area

$230.13

 

Mossburn Community Development Area

 

$0.01158670

Nightcaps Community Development Area

$139.31

 

Ohai Community Development Area

$194.77

 

Orepuki Community Development Area

$72.74

 

Riversdale Community Development Area

$161.33

 

Thornbury Community Development Area

$100.83

 

Tokanui Community Development Area

$177.56

 

Waikaia Community Development Area

 

$0.00274944

Woodlands Community Development Area

$181.80

 

Drummond Village Local 

$47.45

 

Swimming Pool Targeted Rates

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, the following uniform targeted rates set per separately used or inhabited part of a rateable rating unit situated in the following Swimming Pool Areas:

Swimming Pool Area

Charge

Swimming Pool Area

Charge

Edendale

$4.35

Takitimu

$20.52

Fiordland

$14.96

Tuatapere Ward

$13.53

Otautau

$20.00

Winton

$10.00

Riverton

$18.30

 

 

Te Anau-Manapouri Airport Targeted Rate

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $111.30 per rateable rating unit within the Te Anau Manapouri Airport Area.

Stewart Island Waste Management Targeted Rate

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $297.71 set per each separately used or inhabited part of a rating unit situated in the Stewart Island Waste Management Area.

Rubbish Bin Collection Targeted Rate

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $130.24 per bin where the collection service is actually provided.

Recycling Bin Collection Targeted Rate

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $130.24 per bin where the collection service is actually provided.

Te Anau Rural Water Scheme Targeted Rates

Pursuant to Sections 16(3)(b) and 16(4)(a) and (b) of the Local Government (Rating) Act 2002, the rates as outlined below:

An annual charge by way of a uniform targeted rate of $503.02 per restricted connection.

In regards to the supply of water, the following rates or combination of below will apply to each rating unit:

•      Pursuant to Section 19(2)(b), a uniform targeted rate of $335.35 for each unit supplied to the rating unit.

•      For rating units with an allocation of multiples of 7.7 units, a uniform targeted rate of $2,582.16 for every 7.7 units allocated.

•      For rating units allocated half a unit, a uniform targeted rate of 50% of a unit being $167.67  For this to apply, the rating unit must already receive at least 1 unit.

Matuku Rural Water Scheme Targeted Rate

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $219.82 for each unit made available to the rating unit. 

Metered Property Water Supply Targeted Rate

Pursuant to Section 19 of the Local Government (Rating) Act 2002, a rate for actual water consumption of $0.93 per cubic metre.

Pursuant to Sections 16(3)(b) and 16(4)(b) of the Local Government (Rating) Act 2002, a fixed charge of $147.83 per meter.

District Water Targeted Rate

Pursuant to Sections 16(3)(b) and 16(4)(b) of the Local Government (Rating) Act 2002, the rates are assessed on a differential basis:

•      For all rating units without meters that are connected to a water supply scheme or are within the scheme rating boundary but are not connected, a uniform targeted rate of $396.32 for each SUIP of the rating unit for residential properties and for each rating unit for non-residential properties.

•      For rating units with water troughs with direct feed from Council’s water mains, a uniform targeted rate of $79.26 per trough.

•      For vacant non-contiguous rating units within the scheme rating boundary(which are not connected but able to be connected), a uniform targeted rate of $198.17 being half of one unit rate for the provision of the service due to the ability to connect to the scheme. 

Wastewater Targeted Rates

Pursuant to Sections 16(3)(b) and 16(4)(b) of the Local Government (Rating) Act 2002, the following rates:

•      For all residential rating units either connected or are within the scheme rating boundary and able to be connected, a uniform targeted rate of $389.16 for each SUIP of the rating unit.

•      For vacant non-contiguous rating units within the scheme rating boundary, a uniform targeted rate of $194.58 being half of one unit rate for the provision of the service due to the ability to connect to the scheme. 

•      All other properties either connected or able to be connected, a uniform targeted rate of $389.16 for each pan/urinal.

Woodlands Septic Tank Cleaning Targeted Rate

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $39.68 in respect of each separately used or inhabited part of a rating within the Woodlands Septic Tank Cleaning Area.

Water Supply Loan Targeted Rates

Pursuant to Sections 16(3)(b) and 16(4)(b) of the Local Government (Rating) Act 2002, a uniform targeted rate per rating unit on the option that the ratepayer has previously chosen to pay either a one-off capital contribution for a new scheme or pay it over a selected period as below:

Water Supply Loan Rates

Charge

Edendale Water Loan Charge - 10 years

$231.00

Edendale Water Loan Charge - 15 years

$168.56

Edendale Water Loan Charge - 25 years

$128.72

Wyndham Water Loan Charge - 10 years

$234.92

Wyndham Water Loan Charge - 15 years

$160.44

Wyndham Water Loan Charge - 25 years

$128.00

Sewerage Supply Loan Targeted Rates

Pursuant to Sections 16(3)(b) and 16(4)(a) and (b) of the Local Government (Rating) Act 2002, a uniform targeted rate per unit on the option that the ratepayer has previously chosen to pay either a one-off capital contribution for a new scheme or pay it over a selected period as below:

Sewerage Supply Loan Rates

Charge

Edendale Sewerage Loan - 10 years (incl connection cost)

$1,033.04

Edendale Sewerage Loan - 15 years (incl connection cost)

$752.96

Edendale Sewerage Loan - 25 years (incl connection cost)

$562.96

Edendale Sewerage Loan - 10 years (excl connection cost)

$856.04

Edendale Sewerage Loan - 25 years (excl connection cost)

$464.36

Gorge Road Sewerage Loan - 15 years

$372.04

Oban Sewerage  Loan Charge Extension - 15 years

$553.62

Tuatapere Sewerage Loan Charge - 15 years

$554.04

Tuatapere Sewerage Loan Charge - 25 years

$412.72

Wallacetown Sewerage Loan Charge - 15 years

$405.08

Wallacetown Sewerage Loan Charge - 25 years

$295.12

Wyndham Sewerage Loan - 10 years (incl connection cost)

$925.68

Wyndham Sewerage Loan - 15 years (incl connection cost)

$700.40

Wyndham Sewerage Loan - 25 years (incl connection cost)

$511.24

Wyndham Sewerage Loan - 10 years (excl connection cost)

$763.56

Wyndham Sewerage Loan - 15 years (excl connection cost)

$569.04

Wyndham Sewerage Loan - 25 years (excl connection cost)

$420.24

Sandy Brown Road Utility Loan Targeted Rate

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $119.30 per rating unit.

f)          Resolves under Section 24 of the Local Government (Rating) Act 2002 that all rates (excluding metered water targeted rates) will be payable in four equal instalments with the due dates for payment being:

•      Instalment One - 25 August 2017.

•      Instalment Two  - 24 November 2017.

•      Instalment Three - 23 February 2018.

•      Instalment Four - 25 May 2018.

The due date for payment of metered water targeted rates will be

•      Instalment One - 20 July 2017.

•      Instalment Two  - 20 October 2017.

•      Instalment Three - 20 January 2018.

•      Instalment Four – 20 April 2018.

g)         Resolves under Sections 57 and 58 of the Local Government (Rating) Act 2002 to apply penalties to unpaid rates as follows:

•      A penalty of 10% will be added to the amount of any instalment remaining unpaid after the relevant due date in recommendation (f) above, as shown in the table below:

Instalment

Date Penalty Added

1

28 August 2017

2

27 November 2017

3

26 February 2018

4

28 May 2018

 

•      A further penalty of 10% will be added to any amount of rates that are unpaid from previous years and remain unpaid at 1 July 2017. The penalty will be added on 1 July 2017.

 

h)         Delegates’ authority to remit penalties to the Chief Financial Officer and Finance Manager.

i)          Resolves that under Section 88 of the Local Government (Rating) Act 2002 where a postponement fee may be added to postponed rates, Council charges $200 GST inclusive for an administration fee to cover the cost of registering a Statutory Land Charge and interest annually at Council’s internal borrowing interest rate as prescribed in the 2017/2018 Annual Plan

j)          Resolves that under Section 54 of the Local Government (Rating) Act 2002 where rates charged on a rating unit are less than or equal to ten dollars, Council will not collect these as it believes it to be uneconomic.

k)         Agrees that valuation roll and rate records for the District of Southland are open for inspection by ratepayers at all District offices (as listed below), during normal office hours:

-     Invercargill Office

      15 Forth Street, Invercargill 9810

-                                    Stewart Island Office

                                                           Ayr Street, Oban, Stewart Island 9846

-     Lumsden Office

      18 Diana Street, Lumsden 9730

-     Te Anau Office

      116 Town Centre, Te Anau 9600

-     Otautau Office

      174 Main Street, Otautau 9610

-     Winton Office

      1 Wemyss Street, Winton 9720

-     Riverton Office

      117 Palmerston Street, Riverton 9822

-     Wyndham Library

      41 Balaclava Street, Wyndham 9831

l)          Agrees the following options be available for payment of rates shall be payable:

•      Direct Debit.

•      Credit card (Visa or Mastercard).

•      Internet banking, telephone.

•      By cash, cheque or Eftpos.

 

 


 

Content

Background

3       Council has adopted the 2017/2018 Annual Plan.  This paper provides for Council to set rates for the year commencing on 1 July 2017 and ending on 30 June 2018.

4       Rates for the 2017/2018 year are set out on a GST exclusive basis.  GST will be added when rates are assessed for 2017/2018 to provide the total amount due.

5       Where a targeted rate applies to a particular area, reference is made within the
Funding Impact Statement (Rates Section) of Council’s 2017/2018 Annual Plan to the land map detailing this.  These maps can be viewed at www.southlanddc.govt.nz/my-southland/maps/.

6       Definitions of rating terminology and applicability are explained at the beginning of the Funding Impact Statement (Rates Section) of Council’s 2017/2018 Annual Plan.

7        Under Section 54 of the Local Government (Rating) Act 2002, Council has the option to not collect small amounts, it is recommended to Council not to collected rates assessment less than $10 GST inclusive as they have done for the last two years, as it is uneconomical to do so. 

Factors to Consider

Legal and Statutory Requirements

8       Under Section 23(1) of the Local Government (Rating) Act (LGRA), the Council is required to set its rates by resolution.

9       Section 24 of the LGRA requires that the Council state the financial year for which the rates relate and the due date for payment of the rates in its resolution setting rates.

10     Section 57 of the LGRA states that a local authority may, by resolution, authorise penalties to be added to rates that are not paid by the due date.  The resolution must state how the penalty is calculated and the date the penalty is to be added to the amount of unpaid rates. Section 58 of the LGRA sets out the penalties that may be imposed.

11     Pursuant to Section 23(5) of the LGRA, a copy of this rates resolution will be sent to the Secretary of Local Government within 20 working days from this resolution being approved.

Community Views

12     The information in this report has been out for public consultation as part of the 2017/2018 Annual Plan process.

Costs and Funding

13     Financial considerations have been dealt with during the preparation of the 2017/2018
Annual Plan and the budgeting process used to determine District and Local Area Rates.

Policy Implications

14     The rates resolution is to set the rates as detailed in the Funding Impact Statement (Rates) from Council’s 2017/2018 Annual Plan that has been the subject of public consultation.

Analysis

Options Considered

15     Considered all options as part of the preparation of the 2017/2018 Annual Plan and revised during the submission process.

Analysis of Options

16     Option 1 - Adopt the rates, penalties and due dates

Advantages

Disadvantages

·        Adhering to LGRA or LGA requirements.

·        The rates have been consulted on as part of the Annual Plan.

·        The rates reflect the Funding Impact Statement in the 2017/2018 Annual Plan.

·        None.

17     Option 2 - Make changes as required by Council

Advantages

Disadvantages

·        None.

·        Timing issues on work being completed within statutory deadlines.

·        Will not match Annual Plan as adopted.

·        Reputational and legal risk if not adopted by 30 June 2017.

Assessment of Significance

18      That under Council’s Significant and Engagement Policy the resolution to set the rates has a major effect on the community.

19      Consultation on 2017/2018 Annual Plan and the associated proposed rates occurred in March 2017.  The rates are formulated on the basis of the Funding Impact Statement (rates).

Recommended Option

20      It is recommended that Council set the rates for the financial year 1 July 2017 to 30 June 2018 (Option 1).

Next Steps

21      Rates will be assessed with the recommendation in the report.

 

Attachments

There are no attachments for this report.  

  


Council

7 June 2017

sdclogo

 

Approval of Unbudgeted Expenditure by the Te Anau Community Board, for replacement Soakage Field at the Te Anau Manapouri Airport

Record No:        R/17/5/10125

Author:                 Ray Hamilton, Team Leader Community Engineers

Approved by:       Ian Marshall, Group Manager Services and Assets

 

  Decision                              Recommendation                         Information

 

  

Purpose

1        To seek Council’s approval to spend $17,000, excluding GST, unbudgeted expenditure; to fund construction of a replacement soakage field, for the on-site waste water system at the Te Anau Manapouri Airport.

Executive Summary

2        During upgrade of Te Anau Manapouri Airport in 2008, an on-site wastewater treatment system was installed.  The system uses an Oasis Clearwater Series 2000 Aerobic Wastewater Treatment System, which in turn disposes of effluent via a ground cover trickle irrigation field.   The system’s design capacity is 2,000 litres/day, and current load is averaging less than 500 litres/day.

3        During 2014 the effluent field has failed, this also caused the submersible pump to fail due to over pressurisation when it attempted to pump against blocked outlet.  Since then all wastewater from Te Anau Manapouri Airport has been trucked to Te Anau for treatment.

4        A report to Te Anau Community Board meeting on 12 February 2017 recommended that a new disposal field be installed to replace failed system, this report was based on proposal provided by Mahon Plumbing in 2016.

5        Southland District Council (SDC) subsequently received an alternate proposal from Te Anau Earthworks to install a proprietary (AES) effluent disposal system with: 2,000 litres/day capacity, including secondary treatment, as well as a 20 year warranty.

6        A revised report was submitted to the Te Anau Community Board meeting on 12 April 2017 recommending that the AES effluent disposal system, offered by Te Anau Earthworks, at estimated cost of $17,000, be approved.

7        The Board has approved this recommendation and now requests approval to spend $17,000, excluding GST, to be funded from the Airport’s reserves.

 

Recommendation

That the Council:

a)         Receives the report titled “Approval of Unbudgeted Expenditure by the Te Anau Community Board, for replacement Soakage Field at the Te Anau Manapouri Airport” dated 30 May 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 the request of the Te Anau Community Board, for approval of unbudgeted expenditure of $17,000, excluding GST, to be funded from the Airport’s reserves to construct a replacement soakage field.

 

Content

Background

8        During the upgrade of Te Anau Manapouri Airport in 2008, an on-site wastewater treatment system was installed.  The system uses an Oasis Clearwater Series 2000 Aerobic Wastewater Treatment System, comprising a 10 m3 balance tank including two x Zabel filters, plus a 10 m3 TEXASS reactor tank.  The system has design capacity of 2,000 litres/day and currently accepts all wastewater from: Te Anau Manapouri Airport, Aero Maintenance, and Te Anau Helicopter Services.

9        During 2014 the effluent field has failed, this also caused the submersible pump to fail due to over pressurisation when it attempted to pump against blocked outlet.  Since then all wastewater from Te Anau Manapouri Airport has been trucked to Te Anau for treatment.  This waste is pumped from the 10 m3 balance tank.

10      SDC Environmental Health policy requires the effluent disposal area to be fenced off.

11      Te Anau Earthworks submitted a proposal to investigate soil conditions at site and complete preliminary engineering on suitable replacement options for disposal fields.
They identified two options:

(a)        Install a compliant soakage field suitable for treated effluent pumped from existing Oasis Clearwater system.

(b)        Install an AES wastewater treatment soakage field with capacity to handle 2,000 litres/day, including 20 year warranty.  This system would be connected to existing Oasis system, but is a secondary treatment system in its own right, so if Oasis system ever fails, the AES field can be connected directly to balance tank.  This would mean the new system is now acting as secondary treatment system for facility.

Issues

12      Issues identified in February report will all be “managed” by features offered by the AES system.  Product brochures attached explain these features, but are summarised here:

(a)        Blockages are designed out with “skimmers and ridges”.

(b)        20 year warranty mitigates any exposure to costs associated with any failures.

(c)        AES is an expandable system (largest capacity currently 200,000 litres/day) so any increase in loading above 2,000 litres/day can be managed by installing additional treatment area.

(d)        AES is an advanced secondary treatment system, using latest technology and materials.

Factors to Consider

Legal and Statutory Requirements

13     No resource consent is required as proposed effluent field replaces a similar system.

Community Views

14      Te Anau Community Board have been briefed on the failure of the existing effluent field and have been provided information on costs to transport waste to Te Anau.  Preference is to get on-site system operational again, being mindful of reliability expected.

Costs and Funding

15      There is no funding for replacement effluent field in current LTP for the Airport.  The annual cost to transport wastewater to Te Anau is around $9,120 per annum.  Gore Septic Tank Cleaners charge: $300 to handle and transport each load plus there is an $80 disposal fee/load at Te Anau Treatment Plant, so 24 loads @ $380 each = $9,120.

16      Funding for this proposal would require approval for unbudgeted expenditure.  This project has been included in February budget forecast, where costs are included in Airport capital account.

Policy Implications

17      Nil.

Analysis

Options Considered

18      Install a compliant field to manage secondary treated effluent from the existing Oasis system or install a proprietary secondary treatment on site waste water system.

Analysis of Options

Option 1 - Install effluent field suitable for existing treatment plant (Mahon plumbing)

Advantages

Disadvantages

·        Proven system.

·        Mahon Plumbing are Oasis Agent.

·        Reliant on current Oasis Secondary Treatment system.

·        No warranty.

·        No facility for expansion (increase capacity).

Option 2 - Install effluent field suitable for existing treatment plant (Te Anau Earthworks)

Advantages

Disadvantages

·        Low capital cost approximately $8K.

·        Reliant on current Oasis Secondary Treatment system.

·        No warranty.

·        No facility for expansion (increase capacity).

Option 3 - Install advanced secondary onsite wastewater system (AES)

Advantages

Disadvantages

·        Can replace existing Oasis system if this system fails in future.

·        20 year warranty.

·        System is expandable.

·        Marginally higher capital cost $16K.

 

Summary of Options:

Option

1

2

3

Scheme

Mahon Plumbing

Te Anau Earthworks

AES

Estimated Costs

Design

•   Soakage Field

•   Build Fence

Total

 

720

14,100

-

14,820

 

950

4,500

1,400

6,850

 

950

13,600

1,400

15,950

Secondary Treatment

N

N

Y

Provision to increase capacity above 2,000 litres/day

N

N

Y

Warranty

Nil

Nil

20 years

Assessment of Significance

19      Proposal is not considered significant.

Recommended Option

20      Option 3 - Installing a proprietary advanced secondary onsite treatment system will provide a cost effective long term solution to managing Te Anau Manapouri Airport’s wastewater with an on-site treatment facility.

Next Steps

21      The Community Board approve project and source/request unbudgeted funding of $17K (includes contingency allowance of $1,000 for unknowns).

 

Attachments

There are no attachments for this report.  

 


Council

7 June 2017

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Application for customary marine title under the Marine and Coastal Area (Takutai Moana) Act 2011

Record No:        R/17/5/10641

Author:                 Bruce Halligan, Group Manager Environmental Services

Approved by:       Steve Ruru, Chief Executive

 

  Decision                              Recommendation                         Information

 

  

Purpose

1        To seek Council approval to the lodging of a Notice of Appearance in relation to an application for customary marine title under the Marine and Coastal Area (Takutai Moana) Act 2011.

 

Background

2        Council has received various applications for customary marine title under the Marine and Coastal Area (Takutai Moana) Act 2011, having been served as the relevant territorial authority adjacent to the areas to which these applications relate. These applications are made to the High Court.

3        Councillors will recall that they have previously been made generally aware of this issue in various staff briefings.

4        Once an application is publicly notified, then any party with an interest has a period of 20 working days from that notice to lodge a notice of appearance with the High Court.

5        Several of the applications seek customary marine title for Ruapuke Island and other offshore islands in the Foveaux Strait area, for which Council is the relevant territorial local authority.

6        However, an application by Te Rūnanga o Ngāi Tahu (TRONT) on behalf of Ngāi Tahu Whanui seeks customary marine title for “…the area within the  Ngāi Tahu Takiwa as defined in Section 5 of the Te Rūnanga o Ngāi Tahu Act 1996.” This therefore effectively includes the coastal marine area out to the 12 mile limit for all coastlines in Southland.

7        Attached in Appendix 1 is a summary document explaining customary marine title and what this means for processes for regional and territorial authorities in relation to their statutory functions and in particular their functions under the Resource Management Act 1991.

8        While the implications of customary title are possibly more relevant to regional councils due to their statutory jurisdiction under the Resource Management Act, there are also obligations on territorial authorities where customary title exists. However, there is already a well-established Iwi consultation structure within Southland via Te Ao Marama which could assist with giving effect to such obligations.

9        It is considered that the applications relating to the Ruapuke area do not have major implications to the Southland District Council. Hence, Council has not lodged a notice of appearance with these applications.

10      However, the much more wide-ranging application by TRONT has potential to have greater implications for Southland District Council, in terms of both Council’s regulatory role and its service delivery/infrastructure functions.

11      Hence, Council has lodged a Notice of Appearance with the High Court to ensure that it retains the right to participate further in this process, while it has the statutory opportunity to do so.

12      Please note that this does NOT mean that Council is signalling any opposition to the application by TRONT. The collaborative partnership arrangement between Council and TRONT is hugely important.

13      As this notice needed to be lodged within the defined period under the Act, it was not possible to obtain advance endorsement of this approach by Council before proceeding.

14      Hence, Council’s retrospective endorsement of this approach is now sought by way of Recommendation (b) below.

15      It is unknown when this matter is likely to be scheduled for a Court hearing. It is also unknown the extent of future involvement and cost which Council may incur in participation, although it is expected that this may not be major as Council is primarily largely keeping a watching brief.

 

Recommendation

That the Council:

a)      Receives the report titled “Application for customary marine title under the Marine and Coastal Area (Takutai Moana) Act 2011” dated 24 May 2017.

 

b)      Determines that this 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)      Endorses the lodgement of a Notice of Appearance with the High Court in relation to the application of Te Rūnanga o Ngāi Tahu for an order recognising customary marine title.

 

 

Attachments

a         Marine and Coastal Area Act - Overview    

 


Council

07 June 2017

 


 


 


 


Council

7 June 2017

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Management Report

Record No:        R/17/5/11195

Author:                 Steve Ruru, Chief Executive

Approved by:       Steve Ruru, Chief Executive

 

  Decision                              Recommendation                         Information

 

  

 

Chief Executive

Havelock North Water Inquiry

1        The “Report of the Havelock North Drinking Water Inquiry: Stage 1” was released in mid-May.  Stage 1 of the Inquiry has essentially focussed on what occurred at Havelock North and why.

2        The Inquiry found that there were a number of failings by Hastings District Council, drinking-water assessors appointed under the Health Act 1956 and employed by the Hawke's Bay DHB, and Hawke's Bay Regional Council, being the key parties with responsibility for the water supply regime in Havelock North. While none of the faults identified directly caused the outbreak the Inquiry notes that a different outcome may have occurred if the identified deficiencies had not existed.

3        Stage 2 of the Inquiry is now proceeding and will look at lessons and improvements that can be made more broadly to the way in which water is managed across New Zealand. This will include looking at the regulatory regimes under which the various agencies involved operate.

4        The outcome of Stage 2 is expected to have ramifications for the broader water policy settings within which all local authorities across New Zealand operate and will no doubt inform other policy work being undertaken by Central Government.

5        Local Government New Zealand will be making submissions on behalf of all local authorities. Much of this submission is expected to draw on the work completed as part of their Water 2050 project through which they have advocated for the development of a co-regulatory model to help drive the lifting of standards across the sector.

6        As part of the broader policy debate about the development of water standards it is important that there is a stronger linkage between the different aspects that need to be covered including issues ranging from the setting of standards through to the financing and community affordability of infrastructure to deliver required standards over time.

Civil Defence Review

7        The Government have decided to carry out a review of civil defence policy settings.  The review is described as: “Better responses to natural disasters and other emergencies in New Zealand”, and will be led by a Technical Advisory Group (“TAG”) which is chaired by Hon Roger Sowry. 

8        The terms of reference for the review are expected to be released at the end of May with provisional recommendations likely to go to Government by the end of August.

9        The overall focus of the review will be on the following three broad areas:

·    Decision rights – that is how should the chain of command work;

·    The nature of information flows to the public and media given available technology and the nature of the resources available locally and centrally to assist; and

 

·    Capability and capacity across the system including ways and means to better deploy resources depending on priorities.

10      Officers will continue to monitor the review as it proceeds and report on any outcomes of significance to Southland. 

Southland Regional Development Strategy (SoRDs)

11      Work has been progressed to develop a proposed consultation document for the formation of a new Southland Regional Development Agency as a council controlled organisation.

12      The agency would be formed as a limited liability company with its shareholders consisting of the four Southland Councils, Iwi and community based organisations to ensure that there is a ‘whole of region’ approach to regional development moving forward. Other key aspects of the proposal include the appointment of a skills based board, to ensure that the focus is on the appointment of directors with an appropriate level of expertise, and the creation of a separate tourism division to ensure that there is an appropriate level of focus placed on development of the tourism industry. This proposal is consistent with the recommendation made by the SoRDS Tourism Action Team.

13      If the proposal is accepted by all four Councils then there would be a joint community consultation exercise undertaken. This would streamline the process and ensure that there is a common set of recommendations provided back to each of the Councils.

Land and Water Plan

14      Last year Council lodged a comprehensive submission on the Environment Southland (ES) proposed Land and Water Plan.

15      ES are now moving into the formal hearings process with a requirement for detailed evidence to be submitted by 12 May although they have granted time extensions for some submitters.

16      Officers have now lodged, in conjunction with the Gore District and Invercargill City Councils   the evidence needed to support the submission previously approved by Council. The Councils are due to present their evidence at a hearing in September 2017.

Rural Fire

17      The transition process to merge Rural Fire Authorities with the NZ Fire Service to create Fire and Emergency Management NZ (FENZ) is continuing. FENZ will officially come into being from 1 July 2017.

18      As part of the transition process Council has formally resolved to approve the sale of the relevant firefighting equipment to FENZ at a nominal price. More recently officers have also been working with FENZ to agree transitional arrangements for the provision of a range of support services including Information Technology services. It is expected that these arrangements will continue through until June 2018. 

Tourism Infrastructure Fund

19      On 11 May the Government announced a new Tourism Infrastructure Fund to replace the Mid-sized Regional Facilities Fund and Regional Growth Partnership Fund.

20      The new fund will have some $25 million per annum available to assist with co-funding of tourism related facilities in district’s that meet the relevant criteria.

21      Officers will give consideration to whether there are any infrastructure projects within this District that might meet the criteria. This will be done via work that needs to be progressed to develop a programme of works needed to implement the Open Spaces Strategy that was adopted by Council in 2014. Officers will look to include these projects in the draft 2018 10 Year Plan. 

22      It is important to recognise the co-funding requirement and hence the need for funding to be available through existing budgets.

Te Anau Wastewater Discharge Project

23      On 22 March Council received formal advice indicating that the Smith Family no longer wished to proceed with the proposed sale of their land to Council for potential use as an alternate disposal site for the Te Anau Wastewater project. From a contractual perspective, Council is now able, under the Deed of Agreement that it has with Fiordland Sewage Options, to exercise the Kepler consents should it so choose.

24      At its 17 May meeting Council asked officers to proceed with the development of a Business Case for the Kepler option. This decision reflects the importance of Council continuing to progress development of this option given the need to have any alternative fully operational by December 2020, unless new consents can be obtained for the existing Upukerora discharge.

25      In parallel with the work on the Kepler Business Case officers are also progressing development of potential criteria and a process via which it might identify potentially suitable alternative disposal sites. Work is underway to develop these criteria with a report back on these going to the Te Anau Wastewater Project Committee in August.

Around the Mountains Cycle Trail

26      At its 17 May meeting Council asked to progress the development of a business case for a “Heartland Ride” option from Walter Peak to Centre Hill.

27      As part of the business case process officers are also required to advance negotiations with the three main external funders, including the Crown, to agree on the implications of Council proceeding this option on the existing contractual arrangements. To date the Crown has been clear that it expects the Council to complete the Trail to the Great Ride standard and for Council to do otherwise would be a breach of its Funding Agreement.

28      Officers are progressing the work required and will keep Council briefed as it proceeds.

Milford Opportunities Project

29      As part of the SoRDS project Central Government announced the allocation of $250,000 towards the first phase of the Milford Opportunities Project.

30      Officers have been working with the Department of Conservation to develop revised terms of reference for the project. These are being discussed with the Ministry of Business Innovation and Employment (MBIE) which is the government agency that will manage the funding arrangements with Council. Work is also underway to identify members that might be suitable for the proposed project governance group.

 

Customer Support

31      Customer Support is currently preparing for the annual dog registrations over June and July.  With the introduction of online payments over the last two years, there has been an increase in payments received online and forms received via email.  The Environmental Health Team will send out approximately 6,500 letters to our customers for dog registration. 

32      Work is beginning, led by the Community Partnership Leaders, on a review of what services our customers require across the District.  Feedback will be sort from the community to understand their needs and how our customers prefer to interact with Council.  The first draft of the report is due in late June.

33      The Nightcaps Community Library has now moved to a Book Bus service with the first stop being planned for late June 2017.  We will monitor use of the service over the next six months and also work closely with regular customers to meet their library needs.

 

Services and Assets

Office Buildings

34      Refurbishment has been completed for some rooms in the Invercargill office, as the final step of the reorganisation to allow teams to operate together rather than continue to be separated.

Public Conveniences

35      Predominantly, business as usual when it comes to operations, however the budgets clearly show an increase in costs for those toilets situated on the main tourist routes.  The upgrade project at Colac Bay has been deferred until the Foreshore Road access issues have been resolved.

36      The Lions Park usage counts show similar seasonal trends to previous years, the year-end totals however are likely to be slightly down on last year given the low numbers early in the season.  The reason for this is unknown, however it did coincide with the significant upgrade work on the building next door by Real Journeys which may have affected their bus parking locations.

Water Structures

37      Consultation on Stewart Island jetties is ongoing, with Southport now also wanting to divest its ownership of the Golden Bay wharf.  Plans are also underway to do some initial investigations of the Waiau River boat ramps to identify any urgent issues to be included in the 2018 Long Term Plan.  A more detailed inspection will be undertaken prior to the next Long Term Plan.

38      Licence Agreements with private berth owners at Riverton is progressing with a majority signed and returned.  The outstanding ones will be followed up.

Curio Bay Project

39      Ongoing with Council’s waste water project and Department of Conservation’s carpark completed.  The South Catlins Trust has the new camping amenities building operational as well as commencing construction on the new heritage building.  An ancillary project has resulted from all this development and the three parties in conjunction with other interest groups, are involved in a planting programme on the reserve to increase the habitat for the Yellow Eyed Penguins.

Te Anau Airport - Manapouri

40      The summer season has concluded with the last flight in early May.  The statistics should be out by next report to compare past year’s performance.  Winter period is about maintenance of ground handling equipment and general terminal tidy up, ready for the up and coming summer season which will start in the middle of August. 

41      A very positive letter of appreciation from Alliance Airlines with the way we handle our ground handling system; we achieved a best on time performance in the country with an on time performance factor of 95%, with one aircraft defect delaying departure. 

42      The Air Force display went well and one aircraft remained at the airport overnight due to a defect.  The airport staff provided security for the night.

 

SIESA (PowerNet)

43      The electrical generation system, distribution and retail service for SIESA was generally good during April. The sold units were up on the previous month.  On 15 April the total Island load reached 430kW; this is the highest load recorded over the last year. 

44      On 5 April. Unit 5 tripped on under voltage which was very similar to a tripping event in March after a line fault, at the time we believed this to be a result of overly sensitive settings on a protection device.  The Automatic Voltage Regulator has been replaced under warranty and the Woodward engine controller replaced with one from station spares. The supplier has assured us that the Woodward engine controller will also be a warranty replacement although it will be coming from Scania. 

Alternative Coastal Route Improvement

45      The Roading Company were noticeably enthusiastic, pushing hard for an early start, capitalising on using good weather when permitted.  Good progress has been made in a relatively short timeframe.

Professional Services Engineering Consultancy Contract

46      The first draft of the proposed new professional services contract is nearing completion. The goal is to change from a lump sum for the entire Professional Services Engineering Consultancy Contract to an arrangement in which both the core services and innovation components are separated into two different components. This will give Council greater flexibility to manage the future/innovation focussed components in the future as they could be subjected to separate procurement processes.

Next significant Event for Roading is the three year NZTA Procedural Audit

47      Scheduled for early July, points of specific contention are to clearly establish costing and project differentials between Roading Engineering and Community Services, which will receive a focused scrutiny as verbally indicated during the last Procedural Audit. 

Alliance Maintenance Contract Renewal

48      Following the decisions made by Council at its 27 April meeting to approve the proposed new road maintenance contracts officers have been working with the contractors to finalise the contract arrangements.

49      The discussions have been very positive with a good level of buy-in to implementation of the 80:20 principle and agreement to explore a number of other new initiatives during the next contract term.

 

Community and Futures

Stewart Island Wharf Engagement

50      The Stewart Island wharf engagement process is now well advanced.  A survey has been established and been widely distributed to residents on the Island, key stakeholders on and off the Island, and a selected number of ratepayers. 

51      The survey and consultation process has been publicised through the local Stewart Island News, Southland Times and the Advocate, with posters distributed throughout the Island, Riverton and Te Anau Area Offices.  The consultant was on the Island in May and conducted a number of one-on-one interviews, public drop-in sessions and an evening public conversation café.  From here, information will be collated and the consultant will go back to those who have taken part with a summary and any recommendations being made to Council.  The final report is expected at the end of June and will go to Council July/August 2017.

Milford Opportunities

52      Discussions with MBIE are ongoing although we are getting closer to having a contract for the government funding that was announced at the SoRDS launch. It is likely that the project will tie in well with some work that MBIE is looking at in relation to the tourism pressures and issues that are being faced in Queenstown.

District Facilities Project

53      Venture Southland are undertaking this project on our behalf and are currently in the process of surveying both the operators and a representative sample of users. The project will assist Council in understanding the type, range, and location of facilities in the District as well as the level of use they get.

Te Anau Community Consultation

54      The public feedback part of the process has closed and the comments collated. The next step is for the Te Anau Community Board to go through the comments and identify the projects that they see as the priorities for the Board to invest in on behalf of the community, what they might advocate for on behalf of the community, and what they cannot or do not wish to pursue.

Community Governance Project and Representation Review Project Update

55      The Community Governance Project and Representation Review Projects are aimed at enhancing community involvement so that future governance structures in Southland work best for the people of Southland to assist strong district decisionmaking while empowering local communities to participate in processes that reflect the needs and requirements of the district.

56      The Elected Member Working Group will provide feedback on the development of issues and option and assist the stakeholder and community engagement process.  It will meet over the course of the projects.

57      The Representation Review is a formal statutory process that will be informed by the feedback from the Community Governance Review.  Staff from across the Council will be involved in the project as there will be operational issues to plan for with any changes to the current representation arrangements.  The Electoral Officer Dale Ofsoske will be assisting the Council to fulfil its statutory obligations.

2017/2018 Annual Plan

58      Council made decisions on the feedback received from individuals and organisations on the Annual Plan Update 2017 on 6 April 2017.

59      The key financial changes included providing a one-off grant in 2017/18 for the Hollyford Conservation Trust ($10,000 GST exclusive) and increase in the Regional Heritage Rate ($5 per rating unit GST inclusive), 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 for the final plan has dropped slightly to 3.63% from 3.64% signalled in the Annual Plan Update 2017.

60      Council staff have incorporated the changes from the deliberations into the final draft and presented the final draft annual plan to councillors for feedback at a workshop on 17 May.  The Annual Plan will be adopted at the Council meeting on 7 June 2017. At this meeting, Council will also be asked to set the rates for the 2017/18 financial year. 

61      Once the plan is adopted, reply letters will be sent to all people who provided feedback, a copy of the Annual Plan will be available to view on the council website and hard copies will be printed and distributed the Area Offices.

62      Strategy and Policy staff will then move their attention the Annual Report and LTP.

Community Leadership Plan Workshop Update

63      Eight Community Leadership Plan Workshops were held across the District in April bringing together Councillors, Community Board and CDA members along with Community Partnership Leaders and Venture Southland Community Development staff.   Feedback from attendees has been positive and our Elected Members were challenged to look towards the future and identify opportunities, they were also asked what their township will look like in the next 3, 10 and 30 years, who will be living there and who their communities of interest will be.

64      The Community Partnership Leaders are now working to collate the results before embarking on stage two of the consultation process with key community stakeholders.

Service Delivery Scoping Project

65      Council has engaged Rebecca McElrea to undertake the above project.  The purpose is to consider future Council service delivery options for communities in the Southland District with demand from residents, ratepayers and visitors being the primary focus.  The consultant has been requested to investigate and consider the types and levels of service demanded from customers and consumers, how services could be delivered and where from.  At present we are working to develop the surveys before commencing the community engagement aspect of the process

 

Environmental Services

Resource Management Act Amendments

66      Now that the Resource Management Act amendments have been enacted, staff are working through the implications of these and will be presenting a report on this to Council at its meeting in 21 June 2017.

67      One of the major components of the amendments in the introduction of a more ‘template’ approach to planning at a national level aimed at driving more national consistency. This is likely to have significant implications for the shape of future planning documents.

68      The Ministry for the Environment is bringing a road show to Invercargill on this topic on the afternoon of 21 June, which staff will be attending.

Earthquake Prone Amendments to the Building Act 2004

69      As previously advised these take effect on 1 July 2017. 

70      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.  The Ministry of Business Innovation and Employment held a briefing session for relevant Council staff in Dunedin on 23 and 24 May 2017.

71      Councillors will recall that key elements of this can be briefly summarised as setting timeframes for assessing buildings identified as potentially earthquake prone, and timeframes for strengthening such identified buildings based on the risk zone which they are located within (Southland District Council contains High, Medium and Low zone), and based on the use of the buildings and their potential for collapse on key thoroughfares.

 

Building Control

72      The issued consents are down by 44% on April last year and these numbers were down 11% (March) and 23% (February) relative to their respective months in 2016.  This reduction is primarily due to a drop off in consent applications for fires, dwelling alterations and farm buildings.  There were the same number of new dwellings consented and an increase in the number of new dairy sheds being consented when compared to the same period as last year.  The value of the consented work is up by $1 Million, with three dairy sheds adding $1.2 Million or 25% to the value of work consented.

73      The distribution of work seems to remain primarily in the larger urban areas such as Winton, Te Anau and Riverton.  The average price per consented dwelling has risen by more than $70,000 from the same period last year, reflecting the greater complexity in design.  The consents issued this month will require 225 inspections before the work is completed.  We continue to receive consent applications at a steady rate and have a number of consents to process.

Dog Registrations

74      Dog registration forms are going out in the post in early June.  The new dog registration discounts are being introduced this year that recognise responsible ownership, neutering and containment.

Freedom Camping Bylaw

75      Local discussions are continuing concerning possibly amending the freedom camping bylaw rules for Lumsden, Waikawa and Weirs Beach.

Alcohol Renewal Backlog

76      The licensing inspectors are focussing on clearing the alcohol renewal backlog by 30 June, and this is expected to be completed.

Rakiura Heritage Centre

77      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)

78      The submission on the proposal to realign State Highway 1 closed on 11 May.  A total of 18 submissions were received and an indicative timeframe for holding a hearing will be late July or early August. An Independent Commissioner will hold the hearing and make a decision on the application.

District Plan Appeals

79      Council has just received indicative mediation dates for the remaining Proposed District Plan appeals.  The Environment Court mediation is pencilled in between 8-11 August which will be confirmed once all the parties are satisfied with the dates.

Water and Land Plan Evidence

80      Council has submitted five briefs of evidence in relation to Environment Southland’s Water and Land Plan hearings which started on 22 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). Council is going to speak to its evidence in mid-September.

Resource Consents

81        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.

 

Information Management

Digitisation Project

82      The final main shipment of paper has been sent from Council at the end of May.  This particular shipment will be the single largest being the total boxes sent to over 1,000.

83      Council has agreed on the new revised scope and expenditure for the remaining project which is planned to be completed by the end of 2017.

84      The new imagery for the documents that have been scanned will start to be populated into Council electronic document and records management tool during June, which will start the journey for many of the new users using digital versions vs the traditional paper.

85      During June and July will also see the deployment of new tools that will enable staff to access and interact with the new digital documents. As well as the ability for customers to utilise accessing these files via the Public View tool.

Mobile Contract Renewal

86      Council has renewed the mobile contract which is provided under a syndicated All of Government purchasing agreement.  This agreement has provided Council with savings of approximately $1,800 (excl GST) per month for the mobile devices used (cellphones, iPads and SCADA sites).

87      The change in contract terms has also allowed Council to take up a new feature for mobile device management which will provide greater visibility over usage, location and supporting the end users.

Virtual Desktop Environment

88      The roll out of the updated virtual desktop environment has started with approximately 90% 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.

Crypto Threat – “WannaCry”

89      Council was unaffected by the recent crypto worm that made international headlines. Council systems are never 100% protected, however as part of the recent events Council officers have started a security audit to provide any high-level vulnerabilities.  Normal security updates are applied to the whole infrastructure regularly.

Change of Address

90      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.

People and Capability

91      In February 2017, Council contracted Simpson Grierson to undertake a Health and Safety Gap Analysis.  The gap analysis included a review of Southland District Councils Health and Safety Management System, discussions with key operational leaders and visits to operational locations and discussions with workers and key contractors.  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. An Action Plan including a draft commitment, objectives and targets has been developed and will be presented to the Finance and Audit Committee in June 2017 for their approval and subsequent monitoring of progress.  

92      The Leadership Team developed the commitment statement and it states - “We are committed to caring for the wellbeing and safety of our people and those who interact with us.  Our goal is for our people to be bold and to actively think about their own and others safety and wellbeing so that we deliver safe and effective services to our community and that everyone gets home safe and well.”

 

Recommendation

That the Council:

a)         Receives the report titled “Management Report” dated 29 May 2017.

 

 

Attachments

a         Building Consents Issued Values - April 2017

b         Building Consent Issued Numbers - April 2017

c         Consents Database Graph - April 2017    

 


Council

07 June 2017

 


 

 


Council

07 June 2017

 


 


Council

07 June 2017

 

 


Council

7 June 2017

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Confirmation of Appointment of Members Northern Southland Development Fund Subcommittee

Record No:        R/17/5/10202

Author:                 Clare Sullivan, Governance and Democracy Manager

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        The Council is required to appoint members from the Lumsden, Mossburn and Dipton Community Development Area Subcommittees to the Northern Southland Development Fund Subcommittee (the Subcommittee) to enable the Subcommittee to meet. 

Executive Summary

2        The Subcommittee was established to distribute funds received from Meridian Energy following the development of the White Hill Wind Farm.  On 16 November 2016 Council appointed Councillors Douglas and Keast to the Subcommittee.  It is now asked to appoint the representatives from the Community Development Area Subcommittees to the Subcommittee.  

 

Recommendation

That the Council:

a)         Receive the report titled “Confirmation of Appointment of Members Northern Southland Development Fund Subcommittee ” dated 27 May 2017.

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

c)         Determine 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)         Appoint the following representatives from the Community Development Area Subcommittees to the Northern Southland Development Fund Subcommittee:

·    Rob Scott and Gary Maclean as Chairperson and Deputy Chairperson (or their alternates) from the Lumsden Community Development Area Subcommittee

·    The Chairperson and Deputy Chairperson (or their alternates) from the Mossburn Community Development Area Subcommittee

·    Mike Smith and Sue Melvin as Chairperson and Deputy Chairperson (or their alternates) from the Dipton Community Development Area Subcommittee.

e)         Note that Councillors Douglas and Keast were appointed to the Subcommittee by the Council on 16 November 2016.        

 

Attachments

There are no attachments for this report. 

  

 


Council

07 June 2017

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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         Unbudgeted Expenditure Request - Call Monitoring

C10.2         Southland Regional Development Strategy Update

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

Unbudgeted Expenditure Request - Call Monitoring

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.

 

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

 

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.

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

Southland Regional Development Strategy Update

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.