Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chambers, 15 Forth Street, Invercargill on Friday, 20 April 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

 

 

IN ATTENDANCE

 

Chief Executive Officer – Steve Ruru

Group Manager, Services and Assets – Matt Russell

Group Manager, Community and Futures – Rex Capil

Chief Financial Officer – Anne Robson

People and Capability Manager – Janet Ellis

Group Manager, Customer Support – Trudie Hurst

Communications Manager – Louise Pagan

Governance and Democracy Manager – Clare Sullivan

Committee Advisor – Fiona Dunlop

 

 


Council

20 April 2018

 

1             Apologies

 

There were apologies from Councillors Duffy, Paterson and Perham.

 

Moved Cr Dillon, seconded Cr Frazer and resolved:

That the Council accept the apologies.

 

 

2             Leave of absence

 

There were leaves of absence received from Councillors as follows:

 

Councillor Ford – 10 to 17 June 2018 and 1 to 31 August 2018

Councillor Dillon – 25 June 2018 to 19 July 2018.

 

Moved Mayor Tong, seconded Cr Keast  and resolved:

That Council grant leave of absence to Councillor Ford from 10 to 17 June 2018 and 1 to 31 August 2018 and Councillor Dillon – 25 June 2018 to 19 July 2018.

 

 

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.

 

 

Please note that the meeting took item 9.1 - Initial Proposal and Consultation Booklet for the 2018 Representation Review first and to be followed by item – item 8.3 – Predator Free Rakiura – Council Approval to receive and administer Ministry of Business Innovation and Employment Funding

 

 

 

 

9.1

Initial Proposal and Consultation Booklet for the 2018 Representation Review

Record No: R/18/2/2419

 

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

 

During discussion on the item the issue of changing the proposal for the Community Boards was raised.  As this would require further work by officers to be conducted, it was proposed that the item be deferred until later in the meeting to enable the work to be undertaken and then the matter discussed.

 

 

Resolution

Moved Mayor Tong, seconded Cr Keast the motion:

That Council adjourn the item until later in the meeting to enable officers to do further work on the proposal and bring this back to the meeting for consideration.

The motion was put and declared LOST on a show of hands.  4:6

 

 

Resolution

Moved Mayor Tong, seconded Cr Kremer  recommendations a to c, d)I to d)ii, d)iii) with changes (as indicated with strikethrough and underline), d)iv) to d)vii), d)viii with changes (as indicated with strikethrough and underline), d)ix) to k and resolved:

That the Council:

a)            Receives the report titled “Initial Proposal and Consultation Booklet for the 2018 Representation Review” dated 12 April 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)           Resolves under sections 19H and 19J of the Local Electoral Act 2001 to adopt the Initial Proposal for the Southland District Council for the elections to be held in 2019 and elections thereafter until altered by a subsequent decision:

 

i)          That the district be divided into five wards with three wards each electing three councillors one ward electing two councillors and one ward electing one councillor

 

ii)         That the ward names remain as follows:

·        Mararoa Waimea – three councillors

·        Winton Wallacetown – three councillors

·        Waiau Aparima – three councillors

·        Waihopai Toetoe – two councillors

·        Stewart Island Rakiura – one councillor

 

iii)       That the five wards reflect the following identified communities of interest:

 

Proposed Ward

Localities

Mararoa Waimea

Ardlussa, Athol, Balfour, Benmore, Caroline, Cascade Creek, Castlerock, Cattle Flat, Dipton, Dipton West, Five Rivers, Freshford, Garston, Glenure, Hollyford, Jamestown, Josephville, Kingston Crossing, Lintley, Longridge, Longridge North, Lowther, Lumsden, Manapouri, Mandeville, Milford Sound, Mossburn, Nokomai, Otapiri, Otapiri Gorge, Parawa, Potters, Riversdale, Saint Patricks, Sandstone, Te Anau, The Dale, The Key, Waikaia, Waimea, Waiparu, Waipounamu, Wendon, Wendonside

Stewart Island Rakiura

Halfmoon Bay (Oban), Horseshoe Bay, Ringa Ringa

All of Stewart Island Rakiura, the surrounding Islands and Ruapuke Island

Waiau/Aparima

Aparima, Avondale, Bayswater, Birchwood, Blackmount, Clifden, Colac Bay/Oraka, Crawfords, Cromarty, Drummond, Dunearn, Eastern Bush, Ermedale, Fairfax, Feldwick, Five Roads, Gladfield, Gropers Bush, Gummies Bush, Happy Valley, Hazletts, Heddon Bush, Isla Bank, Longwood, Merrivale, Monowai, Nightcaps, Ohai, Opio, Orawia, Orepuki, Otahu Flat, Otahuti, Otaitai Bush, Otautau, Pahia, Papatotara, Piko Piko, Port Craig, Pourakino Valley, Pukemaori, Raymonds Gap, Ringway, Riverton/Aparima, Round Hill, Ruahine, Scotts Gap, Spar Bush, Taramoa, Te Oneroa, Te Tua, Te Waewae, Thornbury, Tihaka, Tinkertown, Tuatapere, Waianiwa, Waihoaka, Waikouro, Waimatuku, Waipango, Wairio, Wakapatu, Woodlaw, Wreys Bush, Wrights Bush

Waihopai Toetoe

Ashers, Brydone, Bush Siding, Chaslands, Curio Bay, Dacre, Edendale, Fortification, Fortrose, Glenham, Gorge Road, Haldane, Kamahi, Kapuka, Kapuka South, Kennington, Longbush, Mataura Island, Menzies Ferry, Mimihau, Mokoreta, Mokotua, Morton Mains, Niagara, Ota Creek, Otara, Oteramika, Oware, Pine Bush, Progress Valley, Pukewao, Quarry Hills, Redan, Rimu, Seaward Downs, Slope Point, Te Peka, Timpanys, Titiroa, Tokanui, Tuturau, Waiarikiki, Waikawa, Waikawa Valley, Waimahaka, Waimatua, Waituna, Woodlands, Wyndham

Winton Wallacetown

Branxholme, Browns, Centre Bush, Gap Road, Glencoe, Grove Bush, Hedgehope, Heenans Corner, Hokonui, Kauana, Lady Barkly, Limehills, Lochiel, Lorneville, Mabel Bush, Makarewa, Makarewa Junction, Northope, Oporo, Oreti Plains, Pukemutu, Rakahouka, Roslyn Bush, Ryal Bush, South Hillend, Springhills, Te Tipua, Thomsons Crossing, Tussock Creek, Waimumu, Waitane, Wallacetown, West Plains, Wilsons Crossing, Winton

 

iv)       That the population each member will represent is as follows:

Ward

2013 Census Statistics

Elected Members

Population per Councillor

Mararoa Waimea

7803

3

2601

Winton Wallacetown

7890

3

2630

Waiau Aparima

8139

3

2711

Waihopai Toetoe

5421

2

2713

Stewart Island Rakiura

384

1

384

 

v)         That the population that each member represents is within the range of 2,469 +/- 10% (2,223 – 2715) in accordance with section 19(V)2 of the Local Electoral Act 2001 except for the Stewart Island Rakiura ward.

 

vi)       That the Stewart Island Rakiura ward warrants a member under section 19V(3)(a) as it is an island community of interest.

 

vii)      That the boundaries for each ward be as per the attached maps in the Consultation Booklet.

 

viii)     That there be eight communities represented by eight community boards as follows:

 

Proposed Community Board

Localities

Ardlussa

Ardlussa, Balfour, Cattle Flat, Freshford, Glenure, Kingston Crossing, Longridge, Longridge North, Mandeville, Potters, Riversdale, Saint Patricks, Sandstone, Waikaia, Waimea, Waiparu, Waipounamu, Wendon, Wendonside

Fiordland

Cascade Creek, Hollyford, Jamestown, Manapouri, Milford Sound, Te Anau, The Dale, The Key

Northern

Athol, Castlerock, Five Rivers, Garston, Lintley, Lowther, Lumsden, Mossburn, Nokomai, Parawa

Oreti

Benmore, Branxholme, Browns, Caroline, Centre Bush, Dipton, Dipton West, Gap Road, Glencoe, Grove Bush, Hedgehope, Heenans Corner, Hokonui, Josephville, Kauana, Lady Barkly, Limehills, Lochiel, Lorneville, Mabel Bush, Makarewa, Makarewa Junction, Northope, Oporo, Oreti Plains, Otapiri, Otapiri Gorge, Pukemutu, Rakahouka, Roslyn Bush, Ryal Bush, South Hillend, Springhills, Te Tipua, Thomsons Crossing, Tussock Creek, Waimumu, Waitane, Wallacetown, West Plains, Wilsons Crossing, Winton

Stewart Island Rakiura

Halfmoon Bay (Oban), Horseshoe Bay, Ringa Ringa

All of Stewart Island Rakiura, the surrounding Islands and Ruapuke Island

Takitimu

Aparima, Avondale, Bayswater, Crawfords, Drummond, Dunearn, Five Roads, Gladfield, Heddon Bush, Isla Bank, Nightcaps, Ohai, Opio, Otahuti, Otautau, Ringway, Scotts Gap, Spar Bush, Tinkertown, Waikouro, Wairio, Woodlaw, Wreys Bush

Taramea Te Waewae

Birchwood, Blackmount, Clifden, Colac Bay/Oraka, Cromarty, Eastern Bush, Ermedale, Fairfax, Feldwick, Gropers Bush, Gummies Bush, Happy Valley, Hazletts, Longwood, Merrivale, Monowai, Orawia, Orepuki, Otahu Flat, Otaitai Bush, Pahia, Papatotara, Piko Piko, Port Craig, Pourakino Valley, Pukemaori, Raymonds Gap, Riverton/Aparima, Round Hill, Ruahine, Taramoa, Te Oneroa, Te Tua, Te Waewae, Thornbury, Tihaka, Tuatapere, Waianiwa, Waihoaka, Waimatuku, Waipango, Wakapatu, Wrights Bush

Waihopai Toetoe

Ashers, Brydone, Bush Siding, Chaslands, Curio Bay, Dacre, Edendale, Fortification, Fortrose, Glenham, Gorge Road, Haldane, Kamahi, Kapuka, Kapuka South, Kennington, Longbush, Mataura Island, Menzies Ferry, Mimihau, Mokoreta, Mokotua, Morton Mains, Niagara, Ota Creek, Otara, Oteramika, Oware, Pine Bush, Progress Valley, Pukewao, Quarry Hills, Redan, Rimu, Seaward Downs, Slope Point, Te Peka, Timpanys, Titiroa, Tokanui, Tuturau, Waiarikiki, Waikawa, Waikawa Valley, Waimahaka, Waimatua, Waituna, Woodlands, Wyndham

 

ix)       That the boundaries for each board be as per the attached maps  in the Consultation Booklet

 

x)         That the Fiordland, Northern, Ardlussa, Takitimu, and Taramea Te Waewae community boards each elect six members.  They will each have one appointed member being a councillor from the ward in which the board is situated.

 

xi)       That the Oreti community board elects eight members.  One member will be appointed from a ward in which the board is situated.

 

xii)      That the Waihopai Toetoe community board elects seven members.  One member will be appointed from the ward in which the board is situated.

 

xiii)     That the Stewart Island Rakiura community board elects four members.  One member will be appointed from the ward in which the board is situated.

 

xiv)     No community board will be subdivided for electoral purposes.

 

e)            in accordance with section 19K of the Local Electoral Act 2001, the Council determines that the reasons for the proposed changes are that:

·     It wishes to see equity of representation across Southland district by having district-wide coverage of community boards, enabling local decision-making across the district

·     The Council believes that this model better reflects the community feedback on communities of interest and effective representation.

 

f)             Agrees that public notice be given of the proposals contained in this resolution:

 

g)           Agrees that the full Council (Mayor and 12 Councillors) and the following members of the elected representative working group Pam Yorke, Andre Bekhuis, Brian McGrath and Pam Naylor comprise a Hearings Panel to hear submissions on the Council’s Initial Proposal on Monday 18 and Tuesday 19 June 2018 (if needed) and deliberate on Thursday 28 June 2018.

 

h)           Agrees that the Council at its meeting on 11 July 2018 considers submissions received to the initial proposal and adopts its Final Proposal. 

 

i)             Authorises the Chief Executive to make any editorial changes necessary to the Initial Proposal Consultation Booklet.

 

j)             Notes that a Southland District Council Community Governance Reference Document has been prepared for information.

 

 

 

k)            Endorses the Southland District Council Community Governance Reference Document and agrees to it being made available to members of the public for information purposes.

 

Councillors Baird and Harpur requested that their dissenting votes be recorded.

 

 

8.3

Predator Free Rakiura- Council approval to receive and administer Ministry of Business Innovation and Employment funding

Record No: R/18/3/6334

 

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

 

 

Resolution

Moved Cr Ford, seconded Cr Douglas and resolved:

That the Council:

a)            Receives the report titled “Predator Free Rakiura- Council approval to receive and administer Ministry of Business Innovation and Employment funding” dated 11 April 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)           Approves the receipt of the unbudgeted income of $100,000 excluding GST from the Ministry of Business Innovation and Employment for the Predator Free Rakiura Project Manager role.

 

e)            Agrees to act as funding administrator for this role, and for Council staff to fulfil the reporting back requirements to Ministry of Business Innovation and Employment in relation to this funding.

 

f)             Authorises the Chief Executive to sign the funding agreement with Ministry of Business Innovation and Employment.

 

 


 

 

 

8.1

Dog Registration Fees for 2018/2019

Record No: R/18/3/5184

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Dillon and resolved:

That Council adjourn the item until later in the meeting when officers can provide further information regarding the dog registration fees financial information.

 

 

8.2

Approval for Unbudgeted Expenditure - Pathways Module for New Dogs

Record No: R/18/3/6691

 

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

 

 

Resolution

Moved Cr Keast, seconded Cr Ford and resolved:

That the Council:

a)            Receives the report titled “Approval for Unbudgeted Expenditure - Pathways Module for New Dogs” dated 11 April 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)           Approves the unbudgeted expenditure of $16,568.18 (excl. GST) for the purchase of the new dogs Pathways module.  

 

 

 

 

 

8.4

Report seeking Council endorsement of Museum Support Agreement for Wyndham and Districts Historical Society Incorporated

Record No: R/18/3/6583

 

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

 

 

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Harpur and resolved:

That the Council:

a)            Receives the report titled “Report seeking Council endorsement of Museum Support Agreement for Wyndham and Districts Historical Society Incorporated” dated 11 April 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)           Approves the Museum Support Agreement.

 

e)            Authorises the Mayor and Chief Executive to execute this document on behalf of the Council.

 

 

Reports - Governance

 

 

9.2

Southland Regional Development Agency

Record No: R/18/3/4715

 

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

 

 

Resolution

Moved Cr Dillon, seconded Cr Macpherson and resolved:

That the Council:

a)        Receives the report titled “Southland Regional Development Agency” dated 11 April 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)        Agree to proceed with the formation, in accordance with the Companies Act 1993 and Local Government Act 2002, of the Southland Regional Development Agency as a limited liability company and Council controlled organisation.

 

e)        Agrees to the development of the Southland Regional Development Agency being advanced in general accord with each of the propositions detailed in Attachment A but in doing so notes that there will need to be changes made as the establishment of the new Agency progresses.

 

f)         Notes the overview transition schedule detailed below and give authority for the process to commence with the overall aim to have the new Southland Regional Development Agency operational by 1 February 2019.

 

g)        Agree that it be noted that a new Memorandum of Understanding will be developed with Ngai Tahu to clarify and formalise its status and role with the new regional Development Agency.

 

h)        Delegates authority to the Chief Executive to progress, in conjunction with the other Southland Councils, development of the constitutional documents and other work needed to form the Southland Regional Development Agency.

 

 

Public Excluded

 

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

Resolution

Moved Mayor Tong, seconded Cr Ford and resolved:

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

C10.1 Removal of Ouvea Premix

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

 

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

 

Removal of Ouvea Premix

s7(2)(d) - The withholding of the information is necessary to avoid prejudice to measures protecting the health and safety of members of the public.

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

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.

That the Chief Executive Officer, Group Manager, Services and Assets, Group Manager, Community and Futures, Chief Financial Officer, People and Capability Manager, Group Manager, Customer Support, Communications Manager, Governance and Democracy Manager and Committee Advisor be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C10.1 Removal of Ouvea Premix. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

 

The public were excluded at 9.56am.

 

The meeting returned to open session at 10.14am.

 

 

8.1

Dog Registration Fees for 2018/2019

Record No: R/18/3/5184

 

The Chief Financial Officer reported back to the meeting on the financial information regarding the dog registration fees.

 

 

Resolution

Moved Cr Ford, seconded Cr Macpherson recommendations a to g and a new h (as indicated) and resolved:

That the Council:

a)            Receives the report titled “Dog Registration Fees for 2018/2019” dated 23 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)           Sets the dog control fees as follows for the 2018/2019 registration year:

 

Registration - Dog (non-working)

$90.00

Discounts

 

(a)       The dog is spayed or neutered

-$10.00

(b)      The dog is in a fenced or controlled property

-$20.00

(c)        Responsible owner (according to Council’s criteria) and microchipped dog

-$30,00

Registration fee inclusive of (a), (b) and (c)

$30.00

Registration - Working Dog

$30.00

Late Registration - All Dogs

50%

Registration fee for a dog that is required to be registered with SDC, that has been impounded by SDC, and released to a SDC authorised rehoming provider (initial registration only)

Free

 

Dog Control Fees

 

(a)

Dog hearing lodgement fee

$100.00

(b)

Multiple dog licence application fee

$50.00

(c)

Sale of collars

$9.00

(d)

Withdrawal of infringement fee, per infringement

$30.00

 

Microchipping

 

(a)

Microchipping of a dog registered by SDC

Free

(b)

Commercial breeders that require more than four pups to be microchipped per registration year

$30.00 per dog, for the fifth and subsequent dog

Dog Impounding Fees

 

(a)

Impounding of dogs

$100.00

(b)

Sustenance of impounded dog per day or part thereof

$20.00

(c)

Euthanasia

$40.00

 

e)            Publicly notifies the fees in the Fiordland Advocate during the weeks starting 4 June 2018 and 18 June 2018. 

 

f)             Delegates authority to the Chief Executive and the Group Manager – Environmental Services to authorise rehoming providers, taking into account the following criteria:

i)          the provider is a suitable, reputable, legal, and non-commercial entity; and

ii)        the purposes and objectives of the provider are suitable; and

iii)       the suitability of premises operated by the provider; and

iv)       consideration of any other services provided by the provider; and

v)        the resourcing and experience of the provider.

 

g)           Authorises an incentive prize draw to encourage more dog owners to register their dogs online.

 

h)           Authorises payments to authorised rehoming providers, relating to dogs impounded by Council, for their costs relating to:

i)                    Dog registration fees for other Councils; and

ii)                  Sustenance costs while in their care for the first 7 days (when specialist care is required and the dog is impounded directly to an authorised rehoming provider); and

iii)          Veterinary costs for dogs (when specialist care is required and the dog is impounded directly to an authorised rehoming provider).

 

h)           Authorises payments to authorised rehoming providers, relating to dogs impounded by Council, for their costs relating to:

i)             Dog registration fees for other Councils; and

ii)            Sustenance costs while in their care for the first 7 days; and

iii)          Veterinary costs for dogs that require specialist care.

 

 

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available unless released here.

 

 

The meeting concluded at 10.16am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON FRIDAY 20 APRIL 2018.

 

 

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

 

 

 

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