Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chamber, Southland District Council, 15 Forth Street, Invercargill on Tuesday, 27 March 2018 at 9am.

 

present

 

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

 

 

IN ATTENDANCE

Chief Executive Officer – Steve Ruru

Group Manager, Environmental Services – Bruce Halligan

Group Manager, Services and Assets – Matt Russell

Chief Financial Officer – Anne Robson

Group Manager, Customer Support – Trudie Hurst

Communications Manager – Louise Pagan

Committee Advisor - Fiona Dunlop

 


Council

27 March 2018

 

1             Apologies

 

Apologies were received from Councillor Perham.

 

Moved Cr Harpur, seconded Cr Baird and resolved:

That Council accept the apology.

 

 

2             Leave of absence

 

There were leaves of absence received from Councillors as follows:

 

Moved Mayor Tong, seconded Cr Macpherson and resolved that Council grant leave of absence to Councillor Duffy from 17 to 23 April 2018, Councillor Paterson from 17 to 23 April 2018 and Councillor Perham from 1 April to 31 May 2018.

 

 

3             Conflict of Interest

 

Councillors Duffy and Macpherson declared a conflict of interest in relation to item 9.3 - Southland Regional Heritage Joint Committee - Heads of Agreement 2017-2024.  They would not take part in discussion or voting on the matter.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Council Minutes

 

Resolution

Moved Cr Frazer, seconded Cr Kremer and resolved:

That Council confirms the minutes of the meeting held on Tuesday 27 February 2018 as a true and correct record of that meeting.

 


 

 

Reports - Operational Matters

 

 

8.1

Management Report

Record No: R/18/3/5481

 

Chief Executive – Steve Ruru was in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Cr Douglas and resolved:

That Council:

a)            Receives the report titled “Management Report” dated 13 March 2018.

 

 

8.2

Forecasted Financial Position for the year ending 30 June 2018

Record No: R/18/3/5990

 

Graduate Accountant – Kate Westenra and Chief Financial Officer – Anne Robson were in attendance for this item.

 

 

Resolution

Moved Cr Ford, seconded Cr Frazer  recommendations a to f and g with an addition (as indicated) and resolved:

That the Council:

a)            Receives the report titled “Forecasted Financial Position for the year ending 30 June 2018” dated 19 March 2018.

 

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)           Note the forecasted changes to Council’s year-end financial performance and position as detailed in attachment B and C of the officers report.

 

e)            Approves the changes as detailed in attachment A of the officers report.

 

f)             Agrees to consider as part of the 2018-2028 Long Term Plan submission process the inclusion of projects being deferred from the current year as detailed in attachment D of the officers report.

 

g)           Approves the following unbudgeted expenditure for the 2017/18 financial year:

 

Business Unit

Expense

Amount

Funding Source

Customer Service

Acquisition of ex roading vehicle

$15,000

Loan

Financial Services

Increases in Council’s valuation contract and legal fees

$77,500

District Op Reserve

People and Capability

Uniform re-branding

 $24,196

Corporate Uniform reserve

People and Capability

Increased recruitment costs

 $58,425

District Op Reserve

Community Leadership

Training and associated costs 

 $20,000

District Op Reserve

Community Leadership

Stewart Island/Rakiura Economic Study

 $40,000

Grant

Community Leadership

Purchasing two vehicles instead of leasing.

 $62,592

Loan

Chief Executive

Increased operational costs

 $133,504

District Ops reserve

Operations & Community Service

1 early replacement , 1 vehicle purchased instead of leased and 1 additional team leader vehicle

$95,041

Loan & Reserve

Communications and Engagement

Increased operational costs

$20,000

District Ops reserve

Building Regulation

Increased operational costs

 $35,023

District Ops reserve & unused budget

Building Regulation

Purchasing two vehicles instead of leasing.

 $72,258

Loan

Resource Planning/Policy

Increased district plan costs

 $30,000

District Ops reserve

Venture Southland - Grant

Budgeting error, Te Anau Destination Fiordland contribution

 $13,601

District Ops reserve

Buildings - Invercargill Office

Office refurbishments

 $13,337

Property Development reserve

Roading - Administration

One early replacement vehicle

 $45,204

Depreciation Motor Vehicle reserve

Roading - Special Purpose

Sealing of lower Hollyford Road

 $286,620

100% NZTA

Hall - Colac Bay

Urgent repairs to building

$11,600

Colac Bay Com Centre reserve & unused budgets

SS Riversdale - Sludge Removal

Increase in sludge removal costs

 $84,014

Loan

Stormwater Drainage - Winton

Clyde/Eglington St SW Repairs

 $18,488

Winton General reserve

SIESA - Operations

Increased operational costs

 $103,489

SIESA Operations reserve

SIESA - Waste Recovery

Increased operational costs

 $18,000

SIESA Operations reserve

Water Services

Potential cost allowance for Havelock North drinking water implications

$100,000

District Water Reserve

Water, Wastewater and Stormwater

Potential cost allowance for Water and Land plan appeals

$100,000

District Water & Wastewater Reserves and Local reserves

Tuatapere Community Board

Purchase of railway irons, sleepers and other materials

$9565

Tuatapere General Reserve

 

Please note that Item 9.1 – Stewart Island Community Planning Final Report was taken later in the meeting.

 

Reports - Governance

 

 

9.2

Southland Museum and Art Gallery Trust Board - Statement of Intent 2018/2019, and Quarterly Report for second quarter of 2017/2018

Record No: R/18/3/4665

 

Group Manager Environmental Services – Brice Halligan was in attendance for this item.

 

 

Resolution

Moved Cr Paterson, seconded Cr Macpherson and resolved:

That the Council:

a)            Receives the report titled “Southland Museum and Art Gallery Trust Board - Statement of Intent 2018/2019, and Quarterly Report for second quarter of 2017/2018” dated 19 March 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)           Approves the Southland Museum and Art Gallery Trust Board - Statement of Intent 2018/2019.

 

(Councillors Duffy and Macpherson withdrew from the table due to a conflict of interest.)

 

9.3

Southland Regional Heritage Joint Committee - Heads of Agreement 2017-2024

Record No: R/18/3/5763

 

Group Manager Environmental Services – Brice Halligan was in attendance for this item.

 

 

Resolution

Moved Cr Ford, seconded Cr Frazer and resolved:

That the Council:

a)            Receives the report titled “Southland Regional Heritage Joint Committee - Heads of Agreement 2017-2024” dated 20 March 2018.

 

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 that the revised “Southland Regional Heritage Joint Committee Heads of Agreement 2017 – 2024” be approved and executed by Council.

 

(Councillors Duffy and Macpherson returned to the meeting.

 

9.4

Milford Community Trust - Draft Statement of Intent 2018 - 2021

Record No: R/18/3/5529

 

Community Partnership Leader – Simon Moran was in attendance for this item.

 

 

 

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Harpur and resolved:

That the Council:

a)            Receives the report titled “Milford Community Trust - Draft Statement of Intent 2018 - 2021” dated 19 March 2018.

 

 

9.5

Extraordinary Vacancy - Balfour Community Development Area Subcommittee

Record No: R/18/3/6047

 

Governance and Democracy Manager – Clare Sullivan was in attendance for this item.

 

 

Resolution

Moved Cr Dillon, seconded Cr Douglas and resolved:

That the Council:

a)            Receives the report titled   Extraordinary Vacancy - Balfour Community Development Area Subcommittee” dated 19 March 2018.

 

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)           Confirms the Balfour Community Development Area Subcommittee’s recommendation that Mr Trevor Drake be appointed to fill the vacancy on the subcommittee effective from March 2018.

 

 

9.6

Extraordinary Vacancy - Limehills/Centre Bush Community Development Area Subcommittee

Record No: R/18/3/6065

 

Governance and Democracy Manager – Clare Sullivan was in attendance for this item.

 

 

Resolution

Moved Cr Dillon, seconded Cr Douglas and resolved:

That the Council:

a)            Receives the report titled Extraordinary Vacancy - Limehills/Centre Bush Community Development Area Subcommittee” dated 19 March 2018.

 

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)           Confirms the Limehills/Centre Bush Community Development Area Subcommittee’s recommendation that Mr Jonathon Bringins be appointed to fill the vacancy on the subcommittee effective from March 2018.

 

 

9.7

Extraordinary Vacancies - Ohai Community Development Area Subcommittee

Record No: R/18/2/3225

 

Governance and Democracy Manager – Clare Sullivan was in attendance for this item.

 

 

Resolution

Moved Cr Dillon, seconded Cr Douglas and resolved:

That the Council:

a)            Receives the report titled “Extraordinary Vacancies - Ohai Community Development Area Subcommittee” dated 16 March 2018.

 

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)           Confirms the Ohai Community Development Area Subcommittee’s recommendation that Mrs Clare Miller and Mrs Vanessa McGeoch be appointed to fill the vacancies on the subcommittee, effective from March 2018.

 


 

 

9.8

Minutes of the Community and Policy Committee Meeting dated 15 November 2017

Record No: R/18/2/3640

 

 

 

Resolution

Moved Deputy Mayor Duffy, seconded Cr Douglas and resolved:

That Council receives the minutes of the Community and Policy Committee meeting held 15 November 2017 as information.

 

 

9.9

Minutes of the Regulatory and Consents Committee Meeting dated 16 November 2017

Record No: R/18/3/4969

 

 

 

Resolution

Moved Deputy Mayor Duffy, seconded Cr Douglas and resolved:

That Council receives the minutes of the Regulatory and Consents Committee meeting held 16 November 2017 as information.

 

 

9.10

Minutes of the Tuatapere Community Board Meeting dated 12 December 2017

Record No: R/18/2/3263

 

 

 

Resolution

Moved Deputy Mayor Duffy, seconded Cr Douglas and resolved:

That Council receives the minutes of the Tuatapere Community Board meeting held 12 December 2017 as information.

 

 

9.11

Minutes of the Winton Community Board Meeting dated 4 December 2017

Record No: R/18/2/3606

 

 

 

Resolution

Moved Deputy Mayor Duffy, seconded Cr Douglas and resolved:

That Council receives the minutes of the Winton Community Board meeting held 4 December 2017 as information.

 

 

 

 

 

9.13

Minutes of the Lumsden Community Development Area Subcommittee Meeting dated 12 February 2018

Record No: R/18/3/4746

 

 

 

Resolution

Moved Deputy Mayor Duffy, seconded Cr Douglas and resolved:

That Council receives the minutes of the Lumsden Community Development Area Subcommittee meeting held 12 February 2018 as information.

 

 

9.14

Minutes of the Orepuki Community Development Area Subcommittee Meeting dated 24 October 2017

Record No: R/18/3/4960

 

 

 

Resolution

Moved Deputy Mayor Duffy, seconded Cr Douglas and resolved:

That Council receives the minutes of the Orepuki Community Development Area Subcommittee meeting held 24 October 2017 as information.

 

 

9.16

Minutes of the Winton Wallacetown Ward Committee Meeting dated 18 October 2017

Record No: R/18/3/5941

 

 

 

Resolution

Moved Deputy Mayor Duffy, seconded Cr Douglas and resolved:

That Council receives the minutes of the Winton Wallacetown Ward Committee meeting held 18 October 2017 as information.

 

 

Please note that the following items on the agenda were not received for information but would be reported to at a later meeting.

 

9.12

Minutes of the Balfour Community Development Area Subcommittee Meeting dated 19 February 2018

Record No: R/18/3/4753

9.15

Minutes of the Riversdale Community Development Area Subcommittee Meeting dated 19 February 2018

Record No: R/18/3/4758

 

 

The meeting adjourned at 9.45am and reconvened at 10.32am.

 

Mayor Tong and Councillors Baird, Dillon, Douglas, Duffy, Ford, Frazer, Harpur, Keast, Kremer, Macpherson and Paterson were present when the meeting reconvened.

 

 

9.1

Stewart Island Rakiura Community Planning Final Report

Record No: R/18/2/4237

 

Community Partnership Leader – Michelle Stevenson and Sandra James Community Development and Community Engagement Consultant were present for this item.

 

Ms James presented to the meeting the Stewart Island Rakiura Community Planning final report which was commissioned by Council with support from the Ministry of Business, Innovation and Employment.

 

The report is seeking support from Council to develop investment proposals to source central government investment to support the development and delivery for key issues identified in the report.

 

Endorsement for the development of investment proposals to be made to Ministry of Business, Innovation and Employment for community leadership and wharf infrastructure projects identified as community development priorities in relation to outcomes from the process.

 

 

Resolution

Moved Cr Ford, seconded Cr Kremer and resolved:

That the Council:

a)            Receives the report titled “Stewart Island Rakiura Community Planning Final Report” dated 21 March 2018.

 

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)           Receives the recommendations in the final report titled Stewart Island/Rakiura Community Planning.

 

e)            Endorses the preparation of an investment proposal requesting Ministry of Business, Innovation and Employment support for a financial contribution towards new fit-for-purpose wharves and visitor experience at Ulva Island wharf, Golden Bay wharf and expansion of Halfmoon Bay wharf to meet future community needs.

 

f)             Endorses the preparation of an investment proposal requesting Ministry of Business, Innovation and Employment support for a financial contribution towards a Stewart Island Opportunities Project Leader project.

 

 

 

The meeting concluded at 11.10am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON TUESDAY 27 MARCH 2018.

 

 

 

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

 

 

 

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