Notice is hereby given that a Meeting of the Te Anau Community Board will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Wednesday, 21 February 2018

2.00pm

Distinction Te Anau Hotel & Villas
64 Lakefront Drive, Te Anau

 

Te Anau Community Board Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Rachel Cockburn

 

Deputy Chairperson

Sarah Greaney

 

Members

Shaun Cantwell

 

 

Mary Chartres

 

 

Kara Matheson

 

 

Tony O'Loughlin

 

Councillor

Ebel Kremer

 

 

IN ATTENDANCE

 

Committee Advisor

Jenny Labruyere

 

Community Partnership Leader

Simon Moran

 

 

 

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

 

 

 


Terms of Reference – Community Boards

 

Community Boards are bodies established by statute.  Their responsibilities and powers are as delegated by the Southland District Council which are to:

·                      Represent and act as an advocate for the interest of its community.

·                      Consider and report on all matters referred to it by the Southland District Council, or any matter of interest or concern to the Community Board.

·                      Maintain an overview of services provided by the Southland District Council within the community.

·                      Consider annual estimates for expenditure within the community and recommend these to Council.

·                      Communicate with community organisations and special interest groups within the community.

·                      Undertake any other responsibilities that are delegated to it by the Southland District Council.

 

In addition to these activities, Community Boards will consider how best to provide for their communities, and the people who live there, into the future.

 

Community Board members will provide leadership by:

·                Positively representing their community and the Southland District

·                Identifying key issues that will affect their community’s future and work with Council staff and other local representatives to facilitate multi-agency collaborative opportunities.

·                Promote a shared vision for the wider community of interest area and develop ways to work with others to achieve positive outcomes

 

·                Community Boards will adopt a strategic focus that will enable members to:

·                Provide local representation and guidance on wider community issues, initiatives and projects.

·                Contribute to the development and promotion of community cohesion, by developing and supporting relationships across a range of stakeholders at a local, regional and national level.

·                Take part in local community forums, meetings and workshops.

·                Inform local residents and ratepayers on issues that affect them.

 

Community Boards shall have the following delegated powers and be accountable to Council for the exercising of these powers

 

Engagement and representation by:

·                Facilitating the Council’s consultation with local residents and community groups on local issues and local aspects of district wide issues including input into the Long-term Plan, Annual Plan, and policies that impact on the Board’s area.

·                Engaging with council officers on local issues and levels of service, including infrastructural, recreational, community services and parks, reserves and cemetery matters.

·                Representing the interests of the community at Council, Committee or Subcommittee meetings when a motion under debate relates to a matter that the Board considers to be of particular interest to the residents within its community.

·                Monitoring and keeping the Council informed of community aspirations and the level of satisfaction with services provided.

 

Financial by:

·                Approving expenditure within the limits of annual estimates.

·                Approving unbudgeted expenditure for locally funded activities up to the value of $10,000.

 

Rentals and leases

·                In relation to all leases of land and buildings within their own area, on behalf of Council;

§    Accepting the highest tenders for rentals of $10,000; or less per annum.

§    Approving the preferential allocation of leases where the rental is $10,000 or less per annum.

 


 

Local assets and facilities by

·                Overseeing the management of local halls and community centres which are owned by Council and where no management committee exists.  This will occur by way of relationship with officers of Southland District Council. 

·                Appoint a local liaison person responsible for community housing.

 

Some Community Boards have specific delegations in addition to the broad delegations above:

 

Stewart Island/Rakiura Community Board

·                Contributing to the development of policy relating to the governance of the Stewart Island Electrical Supply Authority (SIESA). 

·                Overseeing the management of SIESA by way of relationship with officers of Southland District Council. 

 

Te Anau Community Board

·                Overseeing the management of the Te Anau/Manapouri Airport by way of relationship with officers of Southland District Council.

 

The Community Boards can make recommendations to Council on:

 

Assets and Facilities

·                Annually providing feedback on any asset management plans or community services strategies applicable to the community for which the Community Board is responsible.

 

Rentals and leases

·                In relation to all leases of land and buildings within their own area, on behalf of Council;

§    Recommending rentals in excess of $10,000 per annum to the Group Manager Services and Assets

§    Recommending the preferential allocation of leases where the rental is in excess of $10,000 per annum to the Group Manager Services and Assets.

 

Contracts/Tenders

·                Recommending tenders less than $200,000 to the Group Manager Services and Assets.

·                Recommending tenders in excess of $200,000 to the Services and Assets Committee.

·                Recommending tenders to the Services and Assets Committee where preference is not for acceptance of the highest tenderer,

 

Financial

·                Recommending annual estimates to Council.

·                Recommending unbudgeted expenditure in excess of $10,000 to the Services and Assets Committee.

 

Local Policy

·                Considering matters referred to it by officers, the Council, its committees or subcommittees, including reports and policy and bylaw proposals relating to the provision of council services within the Board’s area; and

·                Making submissions or recommendations in response to those matters as appropriate.

 

The Chairperson of each Community Board is delegated with the following additional responsibilities:

·                 Approval of leases, rental agreements and the rollover of existing contracts under $1,000;

·                 Engaging with Community Board members to make submissions to the Council on behalf of the Community Board where a submission period is outside of the Community Board meeting cycle.  Where a Chairperson is unable to base a submission on a consensus among Community Board members, a Community Board meeting must be held.

 


Te Anau Community Board

21 February 2018

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1          Apologies                                                                                                                        7

2          Leave of absence                                                                                                           7

3          Conflict of Interest                                                                                                         7

4          Public Forum                                                                                                                  7

5          Extraordinary/Urgent Items                                                                                          7

6          Confirmation of Minutes                                                                                               7

Reports

7.1         Council Report                                                                                                                                                   13

7.2         Te Anau Community Events Charitable Trust's report to the Community Board    29

7.3         Te Anau Water Supply Update                                                                                                                 59  

Committee Reports

8.1         Chairperson's Report

The Chairperson, R Cockburn, to report on matters with which she has been involved since the Board’s last meeting.

 

Councillor's Report

9.1         Councillor's Report

Councillor Kremer to report on matters from the District Council table.

  

Public Excluded

Procedural motion to exclude the public                                                                              61

C10.1    Te Anau Airport update                                                                                                                               61  

 


1             Apologies

 

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

 

2             Leave of absence

 

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

 

3             Conflict of Interest

 

Committee Members are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a member 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 committee 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 Minutes

6.1          Meeting minutes of Te Anau Community Board, held on 06 December 2017


 

Te Anau Community Board

 

OPEN MINUTES

Unconfirmed

 

 

 

Minutes of a meeting of Te Anau Community Board held in the Distinction Te Anau Hotel & Villas, 64 Lakefront Drive, Te Anau on Wednesday, 6 December 2017 at 3.00pm.

 

present

 

Chairperson

Rachel Cockburn

 

Deputy Chairperson

Sarah Greaney

 

Members

Shaun Cantwell

 

 

Mary Chartres

 

 

Kara Matheson

 

 

Tony O'Loughlin

 

 

IN ATTENDANCE

 

Committee Advisor

Jenny Labruyere

 

Community Partnership Leader

Simon Moran

 

 

 

 

 

 

 

PUBLIC GALLERY

Ben Thomas

 


1             Apologies

 

An apology for non-attendance was lodged by Councillor Kremer.

 

Moved Member Matheson, seconded Deputy Chairperson Greaney and resolved:

That the  Te Anau Community Board accept the apology for non-attendance by Councillor Kremer.

 

 

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 Minutes

 

Resolution

Moved Member Cantwell, seconded Member Chartres 

Confirms the minutes of Te Anau Community Board meeting, held on 11 October 2017.

 

Reports

 

 

7.1

Community Board Representation on the Fiordland Trails Trust

Record No: R/17/11/29240

 

Mr Simon Moran (Community Partnership Leader) presented the report.

1               Mr Moran updated the Te Anau Community Board on the correspondence from the Fiordland Trails Trust where the Trust are seeking the Board’s decision on whether or not to have a Board representative on the Trust.

2               Mr Moran advised the Fiordland Trails Trust was incorporated as a charitable trust on 15 October 2007. Under clause 5 of the Trust Deed a Board of Trustees was established including one Trustee appointed by the Te Anau Community Board and one Trustee appointed by the Manapouri Community Development Area Sub-Committee. In recent times these have been Rachel Cockburn and Alister Burgess respectively.

3               Mr Moran added that with Mrs Cockburn’s resignation the Trust have indicated in their letter dated 14 November 2017 that they believe the Board representative was needed only for the initial Board of Trustees, and that they have decided not to seek another Board representative at this time.

4               Mr Moran sought whether or not the Board currently wants to have representation on the Trust.

 

Member Cockburn updated the Board on the Trusts current status with funding and progress of the trails and stated she did not believe there is any requirement currently for the Board to have representation on the Trust.

 

 

Resolution

Moved Member Matheson, seconded Member O'Loughlin 

That the Te Anau Community Board:

a)            Receives the report titled “Community Board Representation on the Fiordland Trails Trust” dated 30 November 2017.

 

b)           Writes to the Secretary of the Fiordland Trails Trust stating that it does not wish to appoint a Trustee to the Fiordland Trails Trust Board at this time.

 

 

 

7.2

Schedule of Meetings for 2018

Record No: R/17/11/26340

 

Mrs Jenny Labruyere (Committee Advisor) presented the report.

1          Mrs Labruyere outlined the purpose of the report is to approve a schedule of meeting dates for 2018 so that meetings can be publicly notified in accordance with the requirements set by the Local Government Official Information and Meetings Act 1987 following the Council adopting a meeting schedule for 2018.

2          Mrs Labruyere advised the adoption of a meeting schedule allows for reasonable public notice preparation and planning for meeting agendas.  The Local Government Official Information and Meetings Act 1987 which has requirements for Local Authorities to follow for public notification of meetings.

3          Mrs Labruyere added the meeting schedule for the Te Anau Community Board is required to be set for 2018.

4          The Board noted that Southland District Council approved the Terms of Reference for the Community Boards at its meeting on 26 October 2016.  In the approved terms of reference was the frequency of meetings.  Community Boards will meet in February, April, June, August, October and December.

Members discussed and agreed for the start time to be moved from 3.00pm to the earlier time of 2.00pm for all meetings in the 2018 Schedule of Meetings.

 

 

 

Resolution

Moved Deputy Chairperson Greaney, seconded Member Chartres 

That the Te Anau Community Board:

a)            Receives the report titled “Schedule of Meetings for 2018” dated 2 November 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)           Agrees to meet at 2.00pm in Te Anau on the following dates in 2018:

 

·        Wednesday 28 February 2018

·        Wednesday 2 May 2018

·        Wednesday 27 June 2018

·        Wednesday 29 August 2018

·        Wednesday 24 October 2018

·        Wednesday 12 December 2018

 

 

There was no Chairperson’s report.

 

There was no Councillor’s report

 

 

 

The meeting concluded at 3.12pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Te Anau Community Board HELD ON 6 DECEMBER 2017.

 

 

 

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

 

 

 

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

 


Te Anau Community Board

21 February 2018

 

Council Report

Record No:             R/18/2/2619

Author:                      Simon Moran, Community Partnership Leader

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Chief Executive

Central Government

1        With the Labour/NZ First/Green government it can be expected that the change will lead to some changes in government policy.

2        There are a number of aspects to the coalition agreement and the government’s 100 day plan, that are have already set a broad outline of this Government’s priorities and how they might impact on the local government sector. These included:

·    A strong focus on housing issues including supply and demand, the provision of infrastructure to support development and the development of more social housing. This will include the establishment of a new Housing Commission.

·    Establishment of a tax working group. There will likely be a linkage to local authority funding through this working group.

·    A public inquiry into local authority cost and funding issues.

·    Establishment of an independent climate commission to lead the move towards zero carbon emissions by 2050.

·    Holding a clean waters summit to look at the broad range of water management issues. Work in this area is expected to lead to the setting of higher water quality standards for both urban and rural communities.

·    A strong focus on regional development including establishment of a new fund which is to be used to support investment in the rail sector.

·    There will be a review of the port sector.

·    Review of emergency management following consideration of the review process that was initiated by the previous government.

·    Review of the Resource Management Act and land use planning in general. There is a strong linkage to the work in this area and the broader urban development issues affecting NZ. The Productivity Commission report on urban development policy, which was released earlier this year, will no doubt inform the development of new policy in this area.

3        The Minister of Transport has also announced that the revised Transport Government Policy Statement will now not be released as a draft for comment until early in the new calendar year. This will mean that the final land transport programmes will not be confirmed until 31 August 2018 rather than by the end of June. The new GPS is expected to include:

·    An increased focus on public transport.

·    Increased focus on rail and other modes of transport alongside of roading.

·    An increased focus on walking and cycling.

·    Increased focus on safety and reducing the environmental impacts of transport.

·    Support for regional development initiatives.

4        Officers will continue to monitor any moves in central government policy as decisions are made and new policy announced in the months ahead.

Southland Regional Development Strategy (SoRDS)

5        Last year the four Southland Councils released the statement of proposal relating to the formation of a council controlled organisation (CCO), to lead regional development activity.  Submissions closed on Monday, 2 October 2017.

6        There were approximately 107 submissions received which were heard by the Joint Committee, consisting of two Councillors from each of the four Southland Councils, on 13 November 2017. 

7        The submissions received covered a wide range of issues which the Joint Committee will need to work through in a structured way as they work towards developing a series of recommendations to come back to the four Councils on a possible way forward.

Southern Tourism Workshop

8        Queenstown Lakes District Council, (QLDC) and MBIE hosted a southern tourism opportunities workshop in Queenstown at the end of November 2017.

 

9        The workshop provided the opportunity for stakeholders from the tourism industry, local and central government to look at the issues and opportunities affecting the development of tourism across the bottom half of the South Island and how they can work together in a more coordinated way.

 

10      While the workshop discussed the importance of Queenstown as a central hub for tourism in the South Island it also highlighted the importance of other destinations, such as Fiordland, to the overall tourism product offering for visitors to the South Island.

Water Management

11      Water policy and its management continues to be a high profile and topical issue.  The broader public and political interest in the issues were obvious during the recent national elections.

12      The Government have already highlighted that they will be placing a particular focus on this area. This will include looking at how water is managed at both a central and local government level. This work will be informed by the Stage Two report from the Havelock North Water Inquiry, which is focussing on how water is managed across the sector, and will be released in early December.

13      The Office of the Auditor General (OAG) have also decided to have a focussed look at the way in which water issues are managed during the next 12 months. Their review will look at activity across both central and local government agencies with a particular focus on drinking water, freshwater, stormwater, and the marine environment.

14      The OAG has released its foundation report which explains in more detail their interest in water management and the work planned/underway over the next year. The report is available on the OAG website (www.oag.govt.nz).

15      The OAG intends to highlight any improvements that are needed in the public management of water and in the accountability and transparency of organisations for their decision-making and performance.

LGNZ Roadshow

16      At the Local Government New Zealand conference in Auckland in July a new president and vice president were elected following the retirement of Lawrence Yule.

 

17      The new president, Dave Cull, vice president Stuart Crosby and chief executive, Malcolm Alexander have been visiting all local authorities over the last two months.  Vice president Crosby and Malcom Alexander visited this Council on 13 November 2017.

18      The key themes that have emerged from these visits from across NZ have included:

·    The sector is ‘under pressure’ to meet and fund infrastructure demands for local communities.

·    The management of growth is an important issue in those local authorities that are experiencing significant growth.

·    Climate change is an issue that is being addressed in an ‘ad hoc’ way across the country. There is a need for a more consistent framework to be applied across the country.

·    There are a number of pressures in the housing area with the supply of rental housing contracting, a wide range of social housing issues, increased cost pressures and a shortage of supply in a number of areas.

·    A number of regional areas have progressed the development of regional development strategies with MBIE support. It is expected that the new government will place a strong focus in this area but the practical implications are still to be understood.

·    Collaboration is seen as important across the sector as a way of improving the efficiency of delivery.

·    There were a number of issues relating to NZTA including management of the state highway network and delays with the approval of capital works projects raised. LGNZ are discussing these issues with NZTA at the national level.

·    There are a number of local authorities giving consideration to the merits of establishing Maori seats as part of their representation reviews.

Biodiversity

19      LGNZ have released for discussion and feedback a think piece on how NZ can improve its management of biodiversity issues. It notes that while good progress is being made in some areas the current approaches will not be sufficient to maintain the current range of indigenous biodiversity. A copy of the think piece is available on the LGNZ website (www.lgnz.co.nz).

20      The think piece outlines suggested key areas for change to the way in which biodiversity issues are currently managed. These include:

·    Investigating the establishment of a new national leadership structure that would coordinate both public and private sector work in this area. It would also lead to a better definition of roles and responsibilities of the different parties involved in this area.

·    Reaching agreement on where we should focus our efforts at national, regional and local levels. This should be reflected in a national plan that provides for consistency of delivery across the different regions.

·    The development of better information and performance indicators on the state of biodiversity in different areas and the progress being made to improve it.

·    A revision of the current legislative and policy frameworks to ensure that they are fit for purpose and deliver on the overall goals.

People and Capability

21      Health and Safety continues to be a focus with work progressing well on the 2016/17 plan.  There are five key focus areas including completing the implementation of the Health and Safety Framework, critical risk, health and safety participation, incident management and measuring and monitoring. 

22      The Health and Safety Policy has been updated and is available in all work locations. Our new policy will ensure our Health and Safety goal is met.  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.

23      Steve Manaena was appointed into the Team Leader Community Engineers.  Previously Steve was a Community Engineer.  Steve has had previous leadership experience and significant project management experience.

24      The appointment of a Group Manager Services and Assets has been made, with Matt Russell starting in the role towards the end of February 2018.  The current Group Manager Ian Marshall signalled his retirement in 2017, and will stay on with Council throughout 2018 to undertake project work and ensure a smooth transition to this important role for Council.

 

Community and Futures

Stewart Island Rakiura Fete 

25      On 10 November 2017, the Stewart Island community were invited to attend a fete to discuss the future of the island.  The fete was attended by 30 people, some of which stayed for many hours discussing important opportunities and challenges facing the island now and in the future.  There were a number of stalls at the fete which provided valuable opportunity to connect, ask questions and give feedback. 

26      Staffed stalls included DoC Predator Free; Venture Southland, with stalls to discuss tourism, economic and community development; Southland District Council, with stalls available to discuss the upcoming representation review, review of the Stewart Island Visitor Levy By-Law, and the Stewart Island community plan.  There was also opportunity to raise questions or make comment on SIESA, roading, property, wharves and any other infrastructure on the island. 

27      Feedback received from the stall holders and participants was extremely positive, particularly around the quality of discussions taking place, and overall a well-received opportunity to talk about the future of the island.

MBIE Stewart Island Community Plan Update

28      In August 2017, the Ministry of Business, Innovation and Employment approached Council, to lead a programme of development and consultation around opportunities and planning for the future of Stewart Island.  The catalyst behind this was the Bonamia Ostreae parasite that has devastated oyster production on Stewart Island.  Council has engaged independent consultant Sandra James to undertake this work.

29      The purpose of the project is to determine the short, medium and long term community vision for the future sustainability and growth of Stewart Island Rakiura.  It will also identify the infrastructure needed to support the achievement of the overall goals. The Community Plan for Stewart Island, will have alignment to the District’s Community Leadership Plans currently underway.

30      To date the Stewart Island community have had opportunity to speak one-to-one with the consultant over numerous occasions, take part in community workshops, participate in the community fete, and contribute to the plan through surveys.  There are still a number of workshops, surveys specifically for businesses, stakeholders, visitors to the island and the local school children to be undertaken and opportunities to speak with the consultant directly over the next few months. 

31      At the conclusion, a report will be prepared for Council in February/March 2018 to consider the views and aspirations of those living on and visiting the island.  Through funding provided by MBIE there is a further opportunity to investigate one or two investment plans for future development on Stewart Island.

Welcome Ambassador Project Update

32      The purpose of this project is to develop and deliver a pilot in Te Anau that has a focus of intentional welcoming, where being a welcoming community can significantly enhance the experience of residents, ratepayers, and visitors to the area.  The pilot will be led and supported by Council’s community partnership leader, and delivered by community development through Venture Southland.

33      A meeting of Council and community development staff in December 2017 and January 2018 has determined a public meeting has been set for 7 March 2018, 7.30pm at the Te Anau Club.  The objective of the public meeting is to seek interest from the wider community in taking part in, and take ownership of the project.  The public meeting will involve an introduction to the concept from community development staff, facilitated by Council, and will introduce how the project has worked in Canterbury to date.  Any subsequent group established in Te Anau may choose to use the existing model, or create their own that better reflects their local community and wider district and region.

34      It is the express intention of this project that Council and other agencies or organisations have only a supporting role, and that the level of engagement and on-going accomplishments of the group are identified, driven and led by volunteers in the community themselves

 

 

Community Conversations/Community Governance Review/ Representation Review Process update

35      The latest round of community conversations were held in November 2017 and were focussed on the forthcoming representation review and review of the community governance structure.

36      Participants were encouraged to complete a questionnaire and provide feedback on their ideas for the Council’s representation arrangements.  There was very good engagement in the topic and useful discussions at each of the nine conversations.

37      Following the community conversations a meeting was held in Winton for all Councillors and representatives from each community board and community development area – this built upon the discussion at the community conversations.

38      Some of the guiding principles that were agreed on that will assist in forming the basis of the representation review are: a clear purpose for governance entities, full district coverage, equity of representation, relationships first, there still needs to be local input and involvement.

39      Workshops will be held with the Council and all elected representatives in February and March as the Council draws up and agrees on its Initial proposal which will go out for consultation in April 2018.

Milford Opportunities Project

40      The Governance Group for the Milford Opportunities Project met for the first time on 16 November. The Group’s independent Chair is Keith Turner and the other members are Mayor Gary Tong (Southland District Council), Geoff Thomson (Business), Richard Lauder (Business), Mayor Jim Boult (Queenstown Lakes District Council), Jim Harland (NZTA), Aimee Kaio (Iwi, Ngai Tahu), Bruce Parkes (Department of Conservation), and Iain Cossar (Ministry of Business, Innovation & Employment).

41      The Group discussed and made some amendments to the draft Terms of Reference (ToR) and Request for Proposal (RFP). Primarily the changes refined the ‘Guiding Principle’ and ‘General Objectives’ of the project and set out the need for this to be a visionary project.

42      In response to the RFP 13 proposals were received. The Governance Group will meet on 26 January 2018 to hear presentations from the shortlisted consultants and decide who has the preferred proposal. 

43      A two day meeting is also scheduled in February 2018 for the governance group and the project manager to visit Milford and workshop the project.

     Bylaw Reviews

44      The Stewart Island/ Rakiura Visitor Levy Policy and Bylaw – Council has started preliminary consultation to help identify if there are parts of the Policy and Bylaw that should be changed. Staff will be undertaking further preliminary consultation in the next couple of months, and will be discussing the content of a draft Policy and Bylaw with the Community Policy Committee, in the new year.

45      In October Council decided that it would not proceed with amending the Freedom Camping Bylaw 2015 for Lumsden at this time. The current bylaw will remain in place for the current summer season.

46      This decision was reached as after receiving submissions, Council favoured a more restrictive Bylaw for Lumsden. To adopt a more restrictive Bylaw Council would have had to undertake another consultation process. As other amendments to the Bylaw may also arise over the next year, both from Council-based initiatives and through central government, Council felt that it was best not to proceed with an amendment at this time.

47      The reviewed Stormwater Drainage, Water Supply and Wastewater Drainage Bylaws were adopted by Council on 13 December.

     Financial and Development Contributions Policy

48      In October, Council approved the draft Development and Financial Contributions Policy for release for public consultation.

49      The draft Policy proposes continuing to have development contributions in remission and financial contributions would continue to be taken under the Southland District Plan for roading and reserves.  Staff recommended Council endorse a Statement of Proposal on 13 December 2017, and the draft Policy will be consulted on via a process which will be run concurrently with the consultation and hearings being held on the Long Term Plan 2018-28.

     Community Leadership Plan – Stage 2

50      Workshops with key stakeholders were held around the District in November 2017.  Standalone workshops were held in Invercargill, Gore, Te Anau and Otautau with Stewart Island residents beings engaged as part of the recent “fete” held on the Island.

51      The format of the standalone workshops was very similar to that of the elected member workshops held earlier in the year with attendees being asked to work through a series of questions including what they were most proud of, what they thought we could do better as a District and what opportunities they saw for working collaboratively with Council going forward. 

52      A diverse group attended the workshops with representatives from the Ministry of Education, CTOS, Internal Affairs, Southern District Health Board, privately owned businesses, St Johns, local fire brigades, Lions Clubs, Community Trusts and Health Trusts, local community representatives and various other local groups being represented. 

53      Key issues identified from the workshops for the District going forward were around levels of service, de-population (and increasing populations in some towns), volunteering, community development, funding, transport, housing, health and safety (recognising its importance but also the challenges it presents for our communities).

54      Feedback from these workshops has been overwhelmingly positive with attendees in several locations choosing to stay on after the close of the workshop to make connections with other people in attendance.

55      Planning for phase three will commence in the New Year and a report summarising the findings of the workshops will be presented to the next Community & Futures meeting.

Service Delivery Review Update

56      Work has been completed to analyse the results of the customer service delivery review survey and has also conducted a demand analysis of services at each Council office and library. 

57      Key findings of the survey indicate that customers expect to interact with Council through a variety of methods. They expect to receive a consistent level of service across the organisation in terms of good customer service (i.e. responding to requests in an efficient and timely manner via staff who are warm and friendly) easy access to information via online or physical locations and as and when they require it (i.e. not being limited by current opening hours).

58      Work has also been done to review Council’s customer service statistics around how we currently interact with our customers and ratepayers as well as reviewing how other district councils across New Zealand provide services to their ratepayers and customers. 

Long Term Plan 2018-2028

59      A significant amount of work on the Long Term Plan has been completed or is nearing completion.

60      Draft budgets for the plan have been developed both at a District level and local level. Local budget meetings were held with Community Boards, Community Development Area subcommittees and Water Supply subcommittees throughout October and Council in October and November. All changes to the budgets as result of these meetings have now been loaded. These draft budgets were confirmed by Council on the 23 November with the draft overall rates increases over the ten years sitting between 1.56% and 3.76% and the increase for 2018/19 forecast at 3.01%. The final budgets and financial statements for the draft LTP, including external debt funding/repayments and changes to insurance premiums will be presented to Council in December. 

61      During the November meeting, drafts of the Supporting Information for the LTP Consultation Document (including the assumptions, Financial Strategy, Infrastructure Strategy and fees and charges) were also considered by committees and/or Council.

62      The next milestones in the LTP programme will be the confirmation of all the documentation supporting the LTP at the December Council meeting including:

·    Final draft Infrastructure Strategy

·    Final draft Activity Management Plans

·    Draft Performance Management Framework for the 2018 LTP

·    Statements of Proposal (including Policy) for the Revenue and Financing Policy and Development and Financial Contributions Policy

63      Audit NZ began their audit of the information underlying the LTP in November as part of the work that they need to do to issue an audit opinion on the LTP Consultation Document. They will be completing this audit in late January in order for the Consultation Document to be confirmed by Council in February 2018.

64      Key dates from here:

·   January: Audit of daft Consultation Document

·   February: Council adoption of final Consultation Document and Supporting Information

·   7 March to 9 April: Consultation period

·   Mid April to May: Hearings and Deliberations

·   Mid June: Adoption of final LTP

 

 

 

Environmental Services

Waituna Partnership

65      The Partners (Environment Southland, Department of Conservation, Southland District Council, Te Runanga o Awarua and Te Rūnanga o Ngāi Tahu) have met in November to discuss the next steps in the Partnership to deliver on the strategy and action plan. The appropriate governance structure to achieve this is currently being worked through collaboratively.

66      Over the next few months the Group will be further developing the governance structure and work programme. More detail can be found on the new website www.waituna.org.nz.

Short term residential accommodation

67      There has been some recent media discussion and other contact regarding Airbnb and other short term rentals of residential property within the District, and particularly in the Te Anau/Manapouri area.

68      Currently, the Southland District Plan allows visitor accommodation for up to 5 paying guests without requiring a resource consent. This is also the “trigger point” number under the Building Act, beyond which a building consent for a change of use application under the Building Act.

Environmental Health

69      Staff are working with the Department of Conservation (DoC) and the Clutha District Council on a new shared freedom camping patrol in the Catlins. The start date is the 11th December and media communication is being organised.  The ranger will be full time over a 5 month period.  DoC will permit the Waipohatu site being promoted for use for freedom camping, and this may reduce congestion at Council’s Weir’s Beach site.

Dog Registration Amnesty

70      SDC will be running a dog control amnesty from Monday 12 February 2018 until Friday 13 April 2018.  Promotion of the amnesty will start shortly.

71      This amnesty will apply to dogs that are ordinarily kept in the District.  The amnesty relates to:

·    Free registration of unregistered dogs until the end of this registration period (and free microchip as per normal); and

·    Any dogs registered through the amnesty that are menacing breeds will be desexed for free. There are five breeds that are required to be classified as menacing dog – they are American pit bull terriers types, Brazilian Fila, Dogo Argentino, Japanese Tosa, and Perro de presa Canario.

72      Council’s records, along with NZ wide data, show that there is a link between unregistered dogs and dog attacks, and so Council wants to reduce the number of unregistered dogs in the District.

73      To take advantage of the amnesty, owners will need to fill out a registration form before Friday 13 April.

Proposed District Plan 2012

74      The final outstanding appeal on the Proposed District Plan 2012 has been withdrawn. Following mediation in August there was one appeal that did not get resolved, however on 29 September this appeal was withdrawn. Now all appeals have been resolved the proposed District Plan was “made operative” 22 January 2018.

Land Use Policy

75      Project plans are being developed for some landscape, heritage and climate change work streams. Once these plans have been formulated they will be reported to the Regulatory and Consents Committee for endorsement.

76      Initial workshop discussions have been held with the Committee on all these topics. It is important that these issues are worked through collaboratively with the other Southland councils as there significant linkages and cross-boundary opportunities. It is also important that we keep abreast of national developments and case law on these matters, particularly in relation to climate change where there is a national Local Government New Zealand working party and considerable central government focus at present.

 

Services and Assets

Costs of Roading Renewals

77      Recent tenders are coming in above estimate, showing a price increase trend that may be driven by a buoyant market at the moment.  If this trend continues we may struggle to achieve the physical work we have programmed for the budget allocated.  It is early days in the construction season yet but often this is the most competitive period of the season.  Close monitoring of the situation will be needed to see what trends develop.

NZTA Approvals

78      Frustration is growing around the lack of approvals coming through from NZTA for work that was approved in principle by the local representatives a number of months ago.  The LED light project has been stalled for many weeks waiting on sign off from NZTA Wellington. 

79      The concern is NZTA themselves have put a deadline of 30 June 2018 for the work to be done to qualify for the special 85% subsidy.  Yet we cannot get underway, even though we have tendered the work, because NZTA funding approval is proving difficult to get out of Wellington.

Road Safety

80      The Southern Road Safety Influencing Group (SRSIG) has developed a road safety programme.  The group wanted to find a new approach to tackling an old problem—the number of people being killed and seriously injured on Otago and Southland roads, and began at looking at ways to work with communities to improve road safety. The group saw the need for a solution that is for Southern communities, by Southern communities, and the “Any number is too many” programme was developed.

81      Each Council office has been supplied with stickers for people to take-place on vehicles etc, posters are also available to put up anywhere you can think of.

Forestry (IFS)

82      Harvesting activity remains unchanged from the initial 9,500 tonnes during early Spring

83      Harvest planning for the 40,000 tonnes remaining in Ohai and Waikaia Forests is currently underway, with harvest operations due to commence in February. We are working through the archaeological issues with 19th century sites identified at Waikaia and their protection going forward.

84      All release spraying of the newly established 2017 plantings has now been completed.  Pruning and thinning operations are underway in Gowan Hills and Ohai Forest.  Carbon plot measurement has been completed and table yet to be received from MPI for need year unit claim.

 

Strategic Property

Community Centres

85      Edendale Hall is still on the market for disposal by way of a fixed price, given that only one tender was received, which was significantly lower than the market analysis.  There is still only limited interest.  Consideration is being given to demolition of the hall as this is seen as an impediment to disposal.

86      There have been a number of queries from rural halls about process and implications of closures and hence it is expected that there could be further closures in the near future.

Public Conveniences

87      Predominantly business as usual when it comes to operations, however it is expected that the operating costs for those toilets situated on the main tourist routes, will increase in line with the increase in tourist numbers.

88      A trial is underway about the use of tokens at the Lions Park toilets in Te Anau. A report will be presented to Council in due course on the success or otherwise of the trial.

Te Anau Airport

89      The Te Anau Airport Oasis Sewerage System has been signed off and was made operational on the 8th of November 2017.

90      As part of the recent runway maintenance schedule assessment a drone flyover in January was used to measure whether there have been any changes in cracking and moss/lichen from the 2015 report. 

Water Structures

91      Licence Agreements with private berth owners at Riverton, is progressing with a majority signed and returned.  The outstanding ones are being followed up.

92      Communication will be provided to those not signed or those not completing the structural upgrade work as to the consequences of not doing both. Primarily the drivers are Health and Safety as well as complying with the Coastal permit that Council holds from Environment Southland. In terms of the licence’s this is removal of the structures.

Curio Bay Project

93      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 the construction of the Heritage Centre was opened in December 2017

94      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.  A significant number of plants are in the ground already so it is now a waiting stage for them to grow and develop.

 

Parks and Reserves

95      The report on Open Spaces Priority Settings has been received which does recommend significant investment in this activity which will be considered as part of the Long Term Plan.

96      As the Department of Conservation is now the owner of the Clifden Historic Bridge an onsite meeting is organised with the aim of coordinating development at this site which includes the bridge, freedom camping and toilet facilities.

 

Strategic Water and Waste

Te Anau Wastewater Discharge Project

97      Work is progressing on finalising the business case in support of the Kepler proposal for which Council already has consent.

98      A draft of the business case was considered by the Project Committee on 28 November with the finalised case is likely to be considered by Council in April 2018.

Land and Water Plan Implementation

99      Under the National Policy Statement for Freshwater Management (NPS-FM) water quality and quantity are to be maintained and improved, with any over allocation to be phased out over time.  Environment Southland is required to set environmental limits by 2025, with all ‘communities’ required to meet those limits in due course.  They are progressing this work via their proposed Water and Land Plan.

100    To assist with addressing the impacts of these changes on local authority infrastructure, Environment Southland have formed a Three Waters Officer Working Group.  The objectives of the Group are to work through the implications of the new freshwater standards, develop an agreed approach to the re-consenting of local authority infrastructure and ensure that the organisational objectives are aligned.

101    Council staff and elected members from the three Southland Territorial Local Authorities, presented evidence to the hearing panel in September, as well as attending stakeholder presentations.  The hearing is now complete with commissioners considering the evidence prior to the release of decisions.

102      In January acoustic leak detection of the water network was undertaken. Council is currently awaiting the results of that work and then Downers Contracting will begin making the repairs.

103    With the current weather pattern that we have this summer not expected to change markedly for a while it is important that people are conscious of their level of water use.

Fluoridation of Drinking Water

104    Council recently received an update from the Ministry of Health around the status of the Health (Fluoridation) Amendment Bill, which may receive a second reading before parliament later this year. 

105    This bill will transfer the right for decisions on community fluoridation from local authorities to the District Health Boards.  A fund of $30 million over ten years, will be established to fund any communities directed to fluoridate their supplies.  Although there is no indication that any request or direction will be made, Council staff are looking into what any upgrades might mean for our community water supplies.

Review of Solid Waste Contract Arrangements

106    The WasteNet Southland Waste Management Group recently notified contractors Bond Contracts and Southland Disability Enterprises Limited of its intention to begin negotiations, around rolling both contracts over.  Both contracts are currently in year six of an initial eight year duration, with ability to roll over for a further eight years.

Strategic Roading

District-Wide Resurfacing Contract

107    Downer have commenced the 2017/18 resealing programme with good progress being made. The focus has been on the urban area and the larger rural sites particularly in the eastern area of the District.

LED street light replacement programme

108    This project is still waiting on formal New Zealand Transport Agency funding approval.

109    The project has been endorsed by the appropriated Senior Manager, Operational Policy, Planning and Performance, System Design and Delivery however the project still requires formal approval by the General Manager Investment and Finance.

110    All replacement work is still expected to be completed by 30 June 2018, but delays by NZTA in approving the project is eroding any contingency time.

Te Anau projects completed

111    The OTTA Sealing of Ramparts Road from the state highway intersection to the lookout entrance is programmed to happen between the 7-10 February weather permitting.

112      The swimming pontoon was installed in December and has been very popular over the Christmas period.

113    The Sputnik refurbishment was completed in December and was funded by both the Board and the Lions Club.

114    The shade sail at the skate park was installed in January.

Te Anau projects to be completed

115    The flying fox platform is being is being fabricated in the next week and is expected to be installed by late February.

116    At the skate park the concrete pad under shade sail is currently being constructed, a couple of the tables will be shifted once the concrete has cured. Installation of drinking fountain is programmed for the second week of March.

117    Currently awaiting prices from NES over the Te Anau Terrace streetlight pole replacements, to go in conjunction with LED upgrades. They were also to provide some option and pricings for Wong Way.

118    The new track at the Water Park and a MOU with DOC for going over their land to join into Ivon Wilson Park are projects which will be this year.

Finance

119    Income is relatively on track year to date with slight overs or unders, but due to the timing of invoicing or other factors should even out again through the financial year.

120    Operational Expenditure budgets are tracking over YTD budget overall, this can be attributed to timing of invoices or other factors such as unbudgeted grants as detailed below.

121    Administration expenses are tracking over budget YTD due to the funding of the new pontoon from the Admin – general Projects budget. This new pontoon was installed by the Te Anau Boat Club prior to Christmas. The grant to the Godzone event being held in Te Anau in 2018 also came out of this budget.

122    The Operating Costs business unit has had the grant to the Trails Trust for maintenance actioned as well as the Freedom Camping control costs previously. This business unit is underspent in Broadcasting, Festive Decorations and Events, Pest Control and General Projects.

123    Stormwater expenditure has no costs to Operating Costs or Monitoring, but has seen resource consent expenses and an internal rates income adjustment has further increased the underspend value.

124    The Cemetery budget is slightly over due to some maintenance costs for tree removal of two large ‘old man’ pines earlier in the financial year.

125    The $40,000 grant to Fiordland Retirement Housing Trust from the Luxmore Subdivision reserve. This was unbudgeted expenditure approved by the CB (14th June meeting) and Council (21 June meeting) to be funded through the Luxmore Subdivision reserve.

126    Library capital costs are for Furniture/ Fittings and Library Book acquisition and are running under budget.

127    Streetworks capital costs consist mainly of street light works are being priced to replace the Te Anau Terrace light poles in conjunction with the LED lighting District Project. The Wong Way street lighting is being investigated by the community engineer. Minor footpath and Kerb & Channel renewal budgets still remain as projects for this business unit but will be treated as per operational/ maintenance budgets.

128    Stormwater Drainage - Te Anau has a condition assessment project budgeted for this financial year. This has not be actioned or investigated to date.

129    Beautification capital costs are for the Town Entrance project (Events Sign $20,992) and Town Entrance Sign (Gateway to Fiordland $20,000). The Gateway sign has been further considered in the Te Anau Development Plan and is to be re budgeted to 2018/19 and will be altered during forecasting. This will change the annual budget for this business unit capital costs.

130    Parks and Reserves General capital costs consist of $24,200 ex GST for the refurbishment of the “Sputniks”, this has been completed. This project has also received the funding contribution of $8,000 incl GST from the Te Anau Lions Club. Water Park - New Track ($30,000) under Parks and Reserves. We are still awaiting a MOU with DOC around access through their land opposite the Water Park to enable a linking track between the Water Park and Ivon Wilson Park as highlighted in the Noble report and supported by the Board. The balance for the Skate Park Upgrade (Pump Track $12,643) under Parks and Reserves for some remaining ancillary items yet to be installed, the shade sail poles were installed in December and the shade sail in January.

 

 

 

 

 

 

Recommendation

That the Te Anau Community Board:

a)            Receives the report titled “Council Report” dated 8 February 2018.

 

 

 

Attachments

There are no attachments for this report. 

 


Te Anau Community Board

21 February 2018

 

Te Anau Community Events Charitable Trust's report to the Community Board

Record No:             R/18/2/2926

Author:                      Simon Moran, Community Partnership Leader

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To present a report from the Te Anau Community Events Charitable Trust to the Community Board for its information.

 

 

 

Recommendation

That the Te Anau Community Board:

a)            Receives the report titled “Te Anau Community Events Charitable Trust's report to the Community Board” dated 9 February 2018.

 

 

 

Attachments

a             Performance report to 30 June 2017    

 


Te Anau Community Board

21 February 2018

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Te Anau Community Board

21 February 2018

 

Te Anau Water Supply Update

Record No:             R/18/2/3184

Author:                      Bill Witham, Operations Manager - Water and Waste Services

Approved by:         Ian Marshall, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Update of current issues

1        The following brief report is provided to the Community Board as an update on a number of ongoing and planned activities relating to the Te Anau township water supply.

Leak detection

2        An acoustic leak detection survey was carried out in Te Anau during January.  The survey found numerous small council and private leaks.  The council leaks will repaired over the following weeks and the private leaks have been notified to the property owners.  Only one moderately large leak was discovered in Sandy Brown Road which has been repaired.

3        Over this summer we had an increase in reported water leaks across all of our water schemes.  This is normal in very dry conditions and can be attributed to a combination of ground shrinkage, leaks being easier to spot and an increased public awareness.

Water Take

4        During the recent holiday period and hot dry conditions the demand remained under the consent limit.  A complete hosing ban was only required for a few days when one of the main pumps failed and required replacement. The current consent limit for the water take at Te Anau is 6500m3 per day or 6.5 million litres per day.  This consent was granted in 2005 and included provision for all the major subdivisions planned at that time.  The water plant treatment capacity was upgraded at this time from 60l/s to 120l/s.  The consent is due for renewal in 2024.

Demand management and metering

5        Zone metering is being progressively rolled out in our drinking water schemes.  This consists of installing several online water meters in each town to monitor the flow to separate zones.  The project will assist us with water demand management and leak detection. The decision on whether to move to universal water metering (and billing) for each property rests with Council. All new and replacement toby valves are required to be Aquaflow manifolds.  These provide backflow protection and allow for a meter to be simply attached in the future if required.

Pressure issues

6        It has been suggested that residents are experiencing pressure issues at Patience bay.  We are not aware of any current issues.  Patience Bay has low flow connections to private tanks.  Historically some of the highest tanks would experience poor flow at times.  This issue was addressed two years ago with a new booster pump installation.  There have been no service requests for low pressure since completion of this work.  Low pressure service requests are generally related to stuck ballcocks or mains bursts.  Recent occurrences in the district have been investigated and resolved within the contracted response times.

Forward work

7        The Sandy Brown Road booster station is programed for a minor upgrade in 2021 to keep up with development in the area.  This station was designed in a modular format to allow for incremental upgrades as required. The next LTP will include provision for replacing some of the Te Anau lateral connections which have been failing prematurely. Council plans future renewals of existing assets based on the age and condition.  When individual assets such as pumps or sections of water main are identified as failing prematurely they are renewed on a case by case basis.

Havelock North

8        The Te Anau water treatment plant complies with the current New Zealand Drinking Water Standards.  The risk of a contamination incident along the lines of Havelock North is addressed by UV disinfection and chlorination.  These standards are likely to receive amendments as a result of the Havelock North Inquiry.  SDC may be required to upgrade plant or monitoring processes to maintain compliance.  At this stage the report includes a number of recommendations.  It is the roll if central government to decide which of the recommendations may be implemented.

 LTP

9        The Councils water supply activities are managed through the Long Term Plan and Asset Plans.  These are currently with Audit but can be available on request at a later date.

Requests for Service

10      Any water supply issue residents become aware of should be conveyed to Council via the request for service system and not directly to contractors.  This ensures all requests can be tracked and responded to in a timely fashion.

 

 

 

 

Recommendation

That the Te Anau Community Board:

a)            Receives the report titled “Te Anau Water Supply Update” dated 15 February 2018.

 

Attachments

There are no attachments for this report. 

     

 


Te Anau Community Board

21 February 2018

 

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.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

 

C10.1    Te Anau Airport update

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

Te Anau Airport update

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

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.