Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chambers, 15 Forth Street, Invercargill on Tuesday, 27 February 2018 at 9am.

 

present

 

Mayor

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

John Douglas

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

Nick Perham

 

 

IN ATTENDANCE

 

Chief Executive Officer – Steve Ruru

Group Manager, Environmental Services – Bruce Halligan

Group Manager, Services and Assets – Matt Russell

Group Manager, Community and Futures – Rex Capil

Chief Financial Officer – Anne Robson

Group Manager, Customer Support – Trudie Hurst

Senior Projects Manager - Ian Marshall

 

 

 


Council

27 February 2018

 

Welcome

 

Mayor Tong welcomed Matt Russell the new Group Manager Services and Assets to the meeting.

 

 

1             Apologies

 

Apologies were received from Councillor Duffy.

 

Resolution

Moved Cr Baird, seconded Cr Dillon  and resolved:

That Council accept the apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Council Minutes

 

There were no minutes to confirm.

 

Reports - Policy and Strategy

 

 

7.1

2018-2028 Long Term Plan - Adoption of Supporting Information

Record No: R/18/2/3167

 

Project Co-ordinator Corporate Planning – Nicole Taylor and Management Accountant – Susan McNamara were in attendance for this item.

 

 

Resolution

Moved Cr Kremer, seconded Cr Douglas and resolved:

That the Council:

a)            Receives the report titled “2018-2028 Long Term Plan - Adoption of Supporting Information” dated 21 February 2018.

 

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)           Adopts the following documents as information that provides the basis for the preparation of the Long Term Plan (LTP) and consultation document in accordance with Section 93G of the Local Government Act 2002:

 

(i)        Activity Management Plans (previously considered at the Council meeting on 13 December 2017)

(ii)       Infrastructure Strategy (attachment C of the officers report)

(iii)      Financial Strategy (included in draft LTP – appendix J pages 56-64 of the officers report)

(iv)      Prospective Financial Statements (included in draft LTP – appendix J pages 71-78 of the officers report)

(v)       Financial Prudence Benchmarks (included in draft LTP – appendix J pages 67-70 of the officers report)

(vi)      Funding Impact Statement – Rates Section (included in draft LTP – appendix J pages 79-104 of the officers report)

(vii)    Significant Forecasting Assumptions (included in draft LTP – appendix J pages 153-163 of the officers report)

(viii)   Accounting Policies (included in draft LTP appendix J pages 164-183 of the officers report)

(ix)      Activity Information (included in draft LTP appendix J pages 13-53 of the officers report)

(x)       Draft Performance Management Framework (separate attachment D of the officers report)

(xi)      Draft Revenue and Financing Policy (separate attachment E of the officers report)

(xii)    Draft Activity Funding Needs Analysis (separate attachment F of the officers report)

(xiii)   Draft Development and Financial Contributions Policy (separate attachment G of the officers report)

(xiv)   Significance and Engagement Policy (separate attachment H of the officers report)

(xv)    Schedule of Projects (separate attachment I of the officers report)

(xvi)   Schedule of Community Assistance Funding (included in draft LTP - appendix J page 19 of the officers report)

(xvii)  Proposed New Rating Boundaries (included in draft LTP appendix J pages 105-109 of the officers report)

(xviii) Proposed Fees and Charges (included in draft LTP appendix J pages 110-142 of the officers report)

(xix)   Schedule of Reserves (included in draft LTP appendix J pages 143-152 of the officers report)

(xx)    Draft LTP (separate attachment J of the officers report)

 

e)            Resolves in accordance with Section 100 of the Local Government Act 2002, that it is financially prudent for Council to project operating deficits in the first five years of the plan.  This principally reflects Council’s financial policy to move towards fully funding depreciation by 2024/25.

 

f)             Delegates responsibility to the Chief Executive to approve any final edits required to the Supporting Information in order to finalise the documents for distribution.

 

 

7.2

2018-2028 Long Term Plan - Adoption of Consultation Document

Record No: R/18/2/3215

 

Project Co-ordinator Corporate Planning – Nicole Taylor and Management Accountant – Susan McNamara were in attendance for this item.

 

 

Resolution

Moved Cr Perham, seconded Cr Frazer  recommendations a to d, e with and addition (as indicated) and f and resolved:

That the Council:

a)            Receives the report titled “2018-2028 Long Term Plan - Adoption of Consultation Document” dated 21 February 2018.

 

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)           Adopts the consultation document for the 2018-2028 Long Term Plan titled “We’re just getting started, Southland” to support the consultation process.

 

 

 

 

e)            Approves the letter of representation to Audit New Zealand for the audit of the Long Term Plan Consultation Document with the following changes:

·         Add to page 20 – Under the heading “How do we pay for this” Funding sources are less than the total expenditure (operating and capital) because of unfunded depreciation ($133 million) less principal repayments ($25 million) totalling $108 million.

·         Amend page 25 – Change new Waikaia toilets to New Waikawa toilets and move from Mararoa Waimea Ward to Waihopai Toetoes Ward.

 

f)             Delegates authority to the Chief Executive to approve any final edits required to the consultation document in order to finalise the document for printing and distribution.

 

Following the adoption of the 2018-2028 Long Term Plan Consultation Document, Audit New Zealand Audit Director, Ian Lothian addressed the meeting regarding the process to get to the point where the consultation document was approved.

 

Reports - Operational Matters

 

 

8.1

Delivery of Service Review - s17A Local Government Act 2002 - Community Services

Record No: R/18/2/2991

 

Senior Projects Manager – Ian Marshall was in attendance for this item.

 

The Meeting noted that the report to inform Councillors of the findings of the investigations carried out by Morrison Low into the service delivery models for a number of activities in the Community Services section of the Services and Assets Department.

 

 

Resolution

Moved Cr Macpherson, seconded Cr Kremer and resolved:

That the Council:

a)            Receives the report titled “Delivery of Service Review - s17A Local Government Act 2002- Community Services” dated 21 February 2018.

 

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

 

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

 

 

d)           Adopt all of the Preferred Options in the Morrison Low Section 17A Community Services report and take a staged approach to implementing them including the development of a business case to further inform a final decision on the delivery model for Community Housing.

 

 

 

The meeting concluded at 10.00am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON TUESDAY 27 FEBRUARY 2018.

 

 

 

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

 

 

 

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