Notice is hereby given that a Meeting of the Stewart Island/Rakiura Community Board will be held on:

 

Date:

Time:

Meeting Room:

 

Monday, 9 April 2018

11.00am

Stewart Island Pavilion, Ayr Street.

 

Stewart Island/Rakiura Community Board Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Jon Spraggon

 

Deputy Chairperson

Steve Lawrence

 

Members

Dale Chittenden

 

 

Aaron Conner

 

 

Greg Everest

 

 

Anita Geeson

 

Councillor

Bruce Ford

 

 

IN ATTENDANCE

 

Committee Advisor

Kirsten Hicks

Community Partnership Leader

Michelle Stevenson

Group Manager, Services and Assets

Matt Russell

Community Engineer

Brendan Gray

 

 

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.

 


Stewart Island/Rakiura Community Board

09 April 2018

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                4

2             Leave of absence                                                                                                                                                4

3             Conflict of Interest                                                                                                                                             4

4             Public Forum                                                                                                                                                         4

5             Extraordinary/Urgent Items                                                                                                                        4

6             Confirmation of Minutes                                                                                                                               4

Reports for Recommendation

7.1         Port William Scenic Reserve- Transfer to Department of Conservation                           4

Reports

8.1         Council Report                                                                                                                                                     4

8.2         SIESA - Financial Report to 28 February 2018                                                                                    4

8.3         SIESA Management and Services Contract Renewal                                                                     4

8.4         SIESA house use                                                                                                                                                  4

8.5         Rakiura/ Stewart Island Dark Skies - Survey Results & Next Steps                                        4

8.6         Concrete dinghy ramp at Back Beach, Thule

8.7         Section 17a SIESA Review Verbal Update

 

UPDATES

cHAIRPERSON's Report  

COUNCILLOR’S REPORT

 


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 Stewart Island/Rakiura Community Board, 12 February 2018


 

Stewart Island/Rakiura Community Board

 

OPEN MINUTES

UNCONFIRMED

 

 

Minutes of a meeting of Stewart Island/Rakiura Community Board held in the Stewart Island Pavilion, Ayr Street, Stewart Island on Monday, 12 February 2018 at 11.00am.

 

present

 

Chairperson

Jon Spraggon

 

Deputy Chairperson

Steve Lawrence

 

Members

Dale Chittenden

 

 

Aaron Conner

 

 

Greg Everest

 

 

Anita Geeson

 

Councillor

Bruce Ford

 

 

IN ATTENDANCE

 

Community Partnership Leader Michelle Stevenson, Strategic Manager Transport Hartley Hare, Committee Advisor Kirsten Hicks


1             Apologies

 

There were no apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

Senior Constable Dale Jenkins (NZ Police)

Jen Ross (DOC)

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Member Everest, seconded Member Geeson 

Confirms the minutes of Stewart Island/Rakiura Community Board, held on 11 December 2017.

 

Reports for Resolution

 

 

7.1

Chairperson's Report to Alter Motion

Record No: R/18/2/2571

 

Purpose

1          The Stewart Island/Rakiura Community Board wish to alter motion 8.6.(c) Relocation of Power Pole on Mr Davis’ Property, Hicks Road, Stewart Island, from the meeting of 30 October 2017.

Executive Summary

2          In accordance with Standing Orders 3.9.18 the Community Board wish to alter a motion from the 30 October 2017 meeting.

The motion relating to 8.6 Relocation of Power Pole on Mr Davis’ Property, Hicks Road, Stewart Island, is as follows:-

c)         That the Stewart Island/Rakiura Community Board approach Mr Davis for a
fair financial contribution towards option 5 before proceeding with the work.

3          The proposed motion reads:-

c)         That Mr Davis be approached for a fair financial contribution towards option 5.

The new motion reads:-

c)         That Mr Davis be approached for a fair contribution towards option 5.

 

 

 

 

Resolution

Moved Member Chittenden, seconded Member Conner 

That the Stewart Island/Rakiura Community Board:

a)            Receives the report titled “Chairperson's Report to Alter Motion” dated 5 February 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)           Alters recommendation c resolved at the Steward Island/ Rakiura Community Board meeting on 30 October 2017 to read as follows

c)         That Mr Davis be approached for a fair contribution towards option 5 (Install an underground cable in 95mm, Estimated Cost $45,000.00)

 

 

 

 

 

 

 

 

 

 

 

 

 

Reports

 

 

8.1

Council Report

Record No: R/18/1/1959

 

The Council Report was presented by Michelle Stevenson (Community Partnership Leader).

Ms Stevenson advised that the purpose of this report is to provide an overview of key issues across the Southland District, as well as those of a more local nature.

Matters drawn to members’ attention include the following:-

o   Submissions relating to the formation of a council controlled organisation (CCO), to lead regional development activity.

o   Health and Safety.

o   Steve Manaena has been appointed Team Leader, Community Engineers.

o   Matt Russell will replace Ian Marshall.

o   The Stewart Island Fete.

o   The MBIE Stewart Island Community Plan public consultation.

o   Milford Opportunities Project

o   The Stewart Island/Rakiura Visitor Levy Policy and Bylaw review

o   The Roading Bylaw review will be held in two stages, with the first dealing solely with Elgin Terrace. This is expected to be a 2 -3 month process. The district wide review is expected at the end of 2019.

 

Moved Deputy Chairperson Lawrence, seconded Member Chittenden

 

Resolved

 

That the Stewart Island/Rakiura Community Board selects  Chairperson Jon Spraggon to liaise with  the Strategic Manager of Transport, in regards to the Roading Bylaw review (Elgin Terrace).

 

o   Long Term Plan 2018 – 2028

o   Dark Sky Sanctuary

o   Shared services agreement

o   Water structures

o   Golden Bay wharf

o   Stewart Island/Rakiura financial figures

o   SIESA financial figures

o   SIESA review

o   Street light replacement

ye

 

Resolution

Moved Cr Ford, seconded Member Geeson 

That the Stewart Island/Rakiura Community Board:

a)            Receives the report titled “Council Report” dated 1 February 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.

 

8.2

One Way Proposal - Leonard, Excelsior, Dundee and View Street

Record No: R/18/2/2500

 

Mr Hartley Hare (Strategic Manager Transport) spoke to the Board about the proposed one way system for Leonard, Excelsior, Dundee and View Streets. 

 

Members were informed that if the proposed one way system was implemented, it would not be reversed. OPUS will be visiting the Island in the near future, and reporting back to SDC.

 

Resolution

Moved Member Everest, seconded Member Chittenden 

That the Stewart Island/Rakiura Community Board:

a)            Receives the report titled “One Way Proposal - Leonard, Excelsior, Dundee and View Street” dated 4 February 2018.

 

 

8.3

Update on Fiordland Rakiura Zone rules in the District Plan

Record No: R/18/1/382

 

An update on Fiordland Rakiura Zone rules in the District Plan, was presented to the Board.

 

 

Resolution

Moved Deputy Chairperson Lawrence, seconded Member Conner 

That the Stewart Island/Rakiura Community Board:

a)            Receives the report titled “Update on Fiordland Rakiura Zone rules in the District Plan” dated 9 January 2018.

 

 

9            Updates

 

               The Rakiura Heritage Centre Trust has made some changes to the building plan, in order to

               meet budget constraints. It is expected that consents will be processed within the next four

               weeks.

 

 

 

10       Chairperson’s report

 

§  Illegal signage

§  Sanford consultation regarding expansion plans for Big Glory

§  Footpath standard

§  Response to C Dillon’s email regarding the staff house in Miro Crescent

 

Resolution

 

Moved Councillor Ford, seconded Member Everest

 

That the Stewart Island/Rakiura Community Board seeks an explanation as to why the policy relating to the use of the SIESA house has been changed without input from SIESA governance

 

§  Thule boat ramp.

 

Resolution

 

Moved Councillor Ford, seconded Member Everest

 

That the Stewart Island/Rakiura Community Board requests staff provide a costing at the April meeting for implementing a concrete dinghy ramp at Back Beach, Thule.

 

11       Councillor’s report

 

o   Watercress ramp and parking

o   Senior housing

o   Regional development

o   David Inch and Ian Walsh visit

o   Sanford Salmon

o   Environment Southland possible wharf contribution

o   Waimumu field day

 

              

 

 

The meeting concluded at 1.05pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Stewart Island/Rakiura Community Board HELD ON 12 FEBRUARY 2018

 

 

 

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

 

 

 

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

 


Stewart Island/Rakiura Community Board

9 April 2018

 

Port William Scenic Reserve- Transfer to Department of Conservation

Record No:             R/18/3/6949

Author:                      Ian Marshall, Senior Projects Manager

Approved by:         Ian Marshall, Senior Projects Manager

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of this report is to inform the Community Board of the situation at Port William in relation to the land classified as Council Scenic Reserve.  For various reasons it is recommended that the land be transferred to Department of Conservation (DoC) as Scenic Reserve.

Executive Summary

2        The report briefly outlines a request from DoC to transfer Council owned scenic reserve land at Port William.  DoC wish to upgrade the three Great Walk Campsites on the Rakiura Track.  The site at Port William is owned by the District Council.  This creates a problem for DoC as they cannot carry out capital works on non-DoC land.

3        The recommendation is that Council transfer the land to DoC as a scenic reserve.

 

Recommendation

That the Stewart Island/Rakiura Community Board:

a)            Receives the report titled “Port William Scenic Reserve- Transfer to Department of Conservation” dated 4 April 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)           Recommend to Council that the land at Port William owned by Council and designated scenic reserve be transferred to DoC for scenic reserve purposes.

 


 

Background

 

4        The Department of Conservation is looking at upgrading the three Great Walk Campsites on the Rakiura Track/Stewart Island.  When looking at the sites it was noted that the current Port William Campsite is not on public conservation land but on a section owned by Southland District

5        The aim of the upgrade is to improve waste management and increase capacity, which would involve the follow:

 *   Increase capacity from 6 to 10 campsites (16 to 20 people)

 *   Replace the current pit toilet with a full containment toilet system

 *   Replace the shelter with a large one

 *   Some minor vegetation and levelling work required

 

Issues

6        DoC wish to upgrade the campsite at Port William.  They have established that the land is owned by the Southland District Council for scenic reserve purposes.  The land was transferred from the estate of Isabel Baker to the Stewart Island County Council for scenic reserve purposes in 1959.

7        DoC have requested that the land at Port William that is owned by the Southland District Council and is designated Scenic Reserve be transferred to DoC.  The original thought was that the land be transferred to add to the Rakiura National Park.  However it doesn’t really meet the criteria for national park and so DoC are proposing transfer to DOC as scenic reserve.

8        All work would be undertaken would be to legal requirements.  The site has historic values and these would be discussed and addressed appropriately with Iwi and Heritage NZ prior to any work taking place.

Factors to Consider

Legal and Statutory Requirements

 

9        Legal advice is the transfer can occur subject to Council obtaining approval from the estate of the benefactor.  Notification of consent for the transfer has been received from “perpetual guardian” acting for the benefactor.

10      Subject to all approvals being obtained by both sides, SDC and DoC, then SDC will just do an ordinary Transfer of the land from Council to HMQ for the purposes of a scenic reserve.

Community Views

11      No specific Community views have been sought on this issues.

Costs and Funding

12      All work would be undertaken would be to legal requirements.  The site has historic values and these would be discussed and addressed appropriately with Iwi and Heritage NZ prior to any work taking place. The Department of Conservation would be responsible for all cost associated with the upgrade and ongoing maintenance of the site.

Policy Implications

13      The land is effectively being managed as DoC estate now and further development of the recreational potential of the site is consistent with the current use and designation of scenic reserve.  No negative or conflicting policy implications have been identified.

Analysis

Options Considered

14      Only two options are discussed here.  They are simply transfer the land to DoC or not transfer the land

Analysis of Options

Option 1 – Transfer the land to DoC.

Advantages

Disadvantages

·        Improved recreational facilities will be able to be developed by DoC and so enhance the user experience in the Port William area.

·        DoC will be responsible for the developments and for the ongoing maintenance costs.

·        Council will not control the site in the future.

 

Option 2 – Do not transfer the Land

Advantages

Disadvantages

·        Council will continue to control the land

·        No Council development plans exists for this area and so development will not occur unless Council plans an upgrade project and commits funding to it.

·        Ongoing development and maintenance costs will be Council responsibility.

 

 

Assessment of Significance

15      The decision associated with the issue are not considered significant in terms of the Council’s significance policy.

Recommended Option

16      The recommendation is that Option 1 to transfer the land to DoC for scenic reserve processes be supported and a recommendation to Council to that effect is resolved by the Community Board.

Next Steps

17      A report will be prepared to Council advising the Community Boards decision.

 

Attachments

There are no attachments for this report. 

  


Stewart Island/Rakiura Community Board

9 April 2018

 

Council Report

Record No:             R/18/3/6240

Author:                      Michelle Stevenson, Community Partnership Leader

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Chief Executive

Water Issues

1        As noted previously the Stage Two report from the Havelock North Water Inquiry, was released in December 2017 and identified a number of deficiencies with the way in which drinking water services are managed across the country.

2        Following release of the report Central Government have been progressing work to make an initial set of decisions about the changes to be made to the way in which the regulation and delivery of water services is managed. It is expected that a set of initial decisions will be made by Cabinet in the next month. These are expected to include the establishment of a water regulatory agency, whose mandate is likely to extend beyond just drinking water.

3        Given the ‘connected’ nature of the water system it can be expected that the Government will take a very broad systems approach to the issues involved. Hence, this is likely to include the water quality issues that currently fall within the scope of the Regional Councils as well as the water, wastewater and stormwater services that are currently managed by territorial local authorities.

4        The establishment of an independent regulatory agency will inevitably mean a ‘raising of the standards’ that will need to be met. In turn this will create a number of increased cost pressures which local authorities will need to manage.

5        While the cost implications of new water management standards for different communities will differ it is acknowledged that there are already a number of significant pressures on rates across the local government sector. These pressures may, particularly in high growth communities lead to models that allow for the introduction of new funding partners. This is already occurring through the Crown Infrastructure Partners model being used in the central North Island. The broad range of expenditure pressures and the options for addressing these will be reviewed through the proposed local government funding inquiry.

6        In response to the recommendations coming from the stage 2 report additional funding has been included in the draft 2018 Long Term Plan, to enhance current data recording systems and to install further disinfection at the Riverton Water Treatment Plant, following the abolition of the ‘Secure Status” of all raw water sources.

Freedom Camping

7        Mayor Tong was one of 30 Mayors who met with Tourism Minister Kelvin Davis and senior officials to discuss freedom camping issues on 8 March. The discussions were wide ranging and highlighted the diversity of views that exist in relation to freedom camping and how it is best managed. The challenges facing different local authorities vary around the country.

8        The actions arising from the discussion include:

·      The establishment of a working group before the end of March to assess the situation nationally.  The group will include representation from local government, the Department of Conservation, Land Information NZ and commercial operators

·      A review of the relevant legislative and regulatory environment including the Freedom Camping Act and Camping Ground Act

·      A review of the potential to develop nationally consistent policy and other standards including signage, a warrant of fitness for self-contained vehicles and technology.

·      Consideration of the potential to have consistent regulatory approaches to managing the different types of land (eg conservation and local authority) where campers congregate.

·      A review of the options for funding the infrastructure and other services needed to support freedom camping.

9        There is a level of concern that if action is not taken to address the impacts that freedom camping is having in communities currently experiencing problems that it may begin to have an impact on the level of community support for tourism in general. Given that tourism is now NZ’s biggest export earner it is clearly important that the industry be allowed to operate and with a strong ‘social licence’ or level of community support.

10      At a local level staff are continuing to monitor the situation and have work planned to look at developing a district wide management strategy once the direction of any national policy review work becomes clearer.

Climate Change

11      The Parliamentary Commissioner for the Environment released a report titled A Zero Carbon Act for New Zealand: Revisiting Stepping stones to Paris and beyond. A copy of the report is available on the Commissioner’s website (www.pce.parliament.nz/publications/a-zero-carbon-act-for-new-zealand-revisiting-stepping-stones-to-paris-and-beyond).

12      In the report the Commissioner notes that New Zealand needs to move on from a ‘stop/start’ approach to managing the impacts of climate change. It also highlights the importance of having a structured approach to both mitigation and adaptation. 

13      The recommendations included in the report, in relation to mitigation, include:

·      Any emissions reduction target/s set out in legislation must be certain;

·      That it may be appropriate to introduce emissions reduction targets in a staged manner;

·      Separate targets for different major gases may be appropriate and would provide clarity about the need to make progress on all gases;

·      The Zero Carbon Act should specify the expertise required on the Climate Commission and a process that ensures some level of cross-party consensus in the appointment of the Commissioners;

·      The Climate Commission should have an advisory role, and the Government should have responsibility for developing budgets and implementing the policies needed to achieve the budget; and

·      That the Act should lay out explicit timeframes within which the Government must detail the policies it intends to implement in response to newly enacted carbon budgets.

14      In respect of adaptation, the report recommends that the proposed Zero Carbon Act should include a process for carrying out regular national-level risk assessments and national adaptation strategy planning.  It will be important for this Council to do adaptation planning work at the district and community (eg Colac Bay and Stewart Island) level, particularly where there are significant risk issues to be managed.

 

15      The Climate Change Adaptation Technical Working Group is progressing work on its second report which will provide recommendations on how we should be adapting to climate change. It is expected that the Group’s recommendations will include suggested actions in the following areas:

·      The need for a planned approach to adaptation. It is important that there is a level of consistency to the planning and assessment of the adaptation risks arising from climate change ahead of it occurring

·      The development of greater information and assessment tools to assist local authorities and communities with their planning and adaptation work. The importance of developing more national guidance is highlighted by the wide variation in approaches that are currently being used in different communities across New Zealand. There is, for example, significant variability that different local authorities are making about the level of sea level rise that might occur over the next 100 years. Greater progress will be made if a consistent set of national standards on sea level could be set

·      The development of a standard national methodology and risk assessment tools to assist communities with quantifying the risk that they face and developing adaptation strategies

·      The development of greater capacity and capability across both central and local government to assist with adaptation work.

Civil Defence Review

16      The Minister of Civil Defence has been consulting widely on the recommendations made through the recent review of civil defence structures.

17      Through the consultation process it is clear that there has been a wide level of support for many of the recommendations made including the desire to ‘raise the standards’ expected and bring a more professional approach to the management of this area. This will have flow-on implications for all of the entities involved including local authorities and Emergency Management Southland.

18      One of the key issues, from a local perspective, was the recommendation to require a move to regional service delivery and funding models. While the regional service delivery model proposal is not an issue for Southland, given the existence of Emergency Management Southland, it would have significant implications for a number of other regions. It would also affect the current funding model used in Southland in that the funding responsibility would move to Environment Southland rather than being spread between the local authorities as occurs at present. As a result a strong message has been given by many across the local government sector about the need to have a degree of local decision making in each region as to what might constitute the most appropriate model.

19      The Minister will be developing a series of recommendations to go through to Cabinet in the next three months to enable the initial set of policy decisions to be made. It is expected that decisions on the future structure for the Ministry of Civil Defence and national operations centre will be deferred to be made at a later date.

Southland Regional Development Agency (SRDA)

20      In September 2017 the four Southland Councils released the statement of proposal relating to the formation of the SRDA as a council controlled organisation (CCO), to lead regional development activity.

21      There were some 105 submissions received which were considered by a Joint Committee consisting of two Councillors appointed from each of the four Southland Councils.

22      The Joint Committee has now completed its deliberations and is recommending that the Councils proceed with the formation of the new Agency as a CCO. There is a separate order paper item on the 27 March Council agenda dealing with this issue.

23      The Joint Committee has also made a number of other suggestions about the shareholding, constitution, transitional arrangements and operating framework for the SRDA. These are reflected in a series of propositions which will need to be considered further as work proceeds with establishment of the new Agency.

Tuawhenua – Provincial Growth Fund

24      The Provincial Growth Fund was launched by the Government in Gisborne on 23 February. All regions, apart from the metropolitan areas of Auckland, Wellington and Christchurch are able to access the fund. There are also five ‘surge’ regions, which do not include Southland, who will receive priority funding allocations to support their development.

25      The Fund aims to enhance economic development opportunities, create sustainable jobs, contribute to community well-being, lift the productivity potential of regions, and help meet New Zealand’s climate change targets.

26      The fund has been split into three main areas being:

·      Regional Projects and Capability. This area is for regional economic projects including feasibility studies and capability building projects.

·      Sector investment. This covers investments in major sectors such as tourism and aquaculture. The Government’s 1 billion trees programme is also being funded from this pool.

·      Enabling Infrastructure projects where major investments are needed to enable growth in regional economies. A number of rail projects being promoted across the country will be funded from this pool.

27      There are a number of detailed criteria relating to how the fund might be accessed and prioritised. These include the requirement for all projects to have regional support before they are put forward. Other key points to note include:

·      There are no set application rounds for the Fund;

·      An Independent Advisory Panel has been appointed to assist the decision-making of ministers and officials, supported by a new Regional Economic Development Unit within MBIE to work directly with regions;

·      There are different delegations in place based on the level of support being sought. While some decisions will be able to be made by senior officials and/or ministers the larger applications will need to go to Cabinet.

 

Te Anau Wastewater

28      Work is progressing with the implementation of the business case for the Kepler wastewater preferred option. This includes progressing the design work for the construction of a new reticulation system to transport treated wastewater from the treatment plant to the Kepler Block.

29      Initial conceptual design work is also underway for the development of a sub-surface drip irrigation (SDI) system. This work is needed to be able to develop a ‘refined’ design and cost estimate for an SDI system, as requested by Council. Ben Stratford, an engineer with experience in designing wastewater sub surface drip irrigation systems has been appointed as a peer reviewer to assist with this work. 

30      Staff are also advancing discussions with Fiordland Sewage Options (FSO) about the potential for Council to employ Peter Riddell to provide comment on the proposed SDI solution. Employing Peter, will provide an opportunity to gain a wider range of technical input to Council’s decision-making processes.

National Planning Standards

31      The Government is due to release the first set of the proposed new National Planning Standards (Standards) for consultation in April. The Standards have been introduced as part of the 2017 amendments to the Resource Management Act 1991 and are intended to standardise planning tools across New Zealand.

32      The aim of these standards is to improve consistency in plan and policy statement structure, format and content so they are easier to prepare, understand, compare and comply with. The Standards also support implementation of national policy statements and help people observe the procedural principles of the Resource Management Act 1991 (RMA).

33      The first set of Standards are expected to cover the following areas:

·      District plan structure

·      Regional plan and policy statement structures

·      District and regional plan form

·      Zones and overlays

·      Definitions

·      Incorporation of national direction

·      Metrics

·      Administrative provisions

·      Mapping

·      Accessibility of plans online.

Ouvea Premix

34      There are approximately 22,000 tonnes of Ouvea premix in Southland, located at the former paper mill in Mataura, and at sites at Awarua and Invercargill. It was owned by Taha Asia Pacific, which went into liquidation in 2016.

35      In December 2017, the Taha liquidators EY formally disclaimed the premix, leaving its disposal to interested parties, including central and local government and the landlords of the storage sites. Ouvea premix, if mixed with water, can produce ammonia gas.

A funding package of $4 million has been pulled together to have the premix removed and disposed of in an appropriate manner. The package involves a contribution from NZ Aluminium Smelter, central government, local government and the landlords.

 

Community and Futures Group

2018 Long Term Plan and Policies

36      The draft 2018 Long Term Plan consultation document and supporting information along with the draft Revenue and Financing Policy and draft Development and Financial Contributions Policy were adopted for consultation at the Council meeting on 27 February 2018. Audit NZ completed its review of the consultation document and the supporting documents and was present at the Council meeting to issue an unmodified audit opinion. A separate report is being prepared about the audit Management Report for the Finance and Audit Committee.

37      The consultation period opened on 7 March 2018 and runs through until 9.00am on Monday, 9 April 2018. The consultation document and the key policies are available on Council’s website www.southlanddc.govt.nz/ltp2018 and hard copies are available at each of the Area Offices. Copies of the consultation document will also be distributed to mailboxes in Southland District in the first week of the consultation period. The communications team have also put together animated videos for each of the three key issues in the consultation document which are being used on facebook, on the website and within the consultation form.

38      Following the close of the consultation period, Council staff will collate all submissions into a submission booklet for the hearings meeting which is scheduled for 18/19 April 2018.  Staff will then prepare a range of issues and options papers for consideration at the deliberations meeting on 2 May 2018. Audit NZ will also be onsite to audit the final LTP in late May, prior to Council adopting the final Long Term Plan on 20 June 2018.

MBIE Stewart Island Community Plan Update

39      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 terminated oyster farm production on Stewart Island.  Council engaged Christchurch based independent consultant, Sandra James to undertake the work.

40      The purpose of the project was to determine the short, medium and long term community vision for the future sustainability and growth of Stewart Island Rakiura.  It would also identify the infrastructure and social structure needed to support the achievement of the overall goals.

41      This engagement has now been completed, and the consultant has spoken with over 150 residents on the island around their views and aspirations around the future of the island.  A community meeting was held on the Island on 5 March to present the overall findings and seek support in principle from the community to the proposed business cases to be put forward to government in relation to strategic leadership and wharves. The meeting was attended by representatives from MBIE, MPI, DOC, ES and Council who all provided an update on the work that they are currently undertaking on the Island. At this meeting a grant of $100,000 to support the appointment of a Predator Free project manager was also announced.  

42      The final report, submitted to Council on 27 March 2018 recommended some key themes for further investigation, and recommends to Council the development of investment proposals to MBIE. 

Welcome Ambassador Project Update

43      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.

44      A public meeting was held in Te Anau on 7 March 2018 and was attended by a small and interested group of the public.  Following in-depth discussions it was agreed by the residents present to not pursue this further in Te Anau at this time, however they wanted to ensure that there may be opportunity further down the track to investigate the project.  The residents who attended felt that there were already a number of things happening in Te Anau, and that in general the township already provided a welcoming environment.   

45      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.  From here, staff will have further discussions around any other townships who might be approached for expressions of interest in the project.

Community Organisation and Volunteer Sector Shared Services Pilots

46      The purpose of this project is to develop and run two pilot projects around the concept of shared services and shared service delivery within community organisations and volunteer groups within the Southland District.

47      Shared services is a concept generally supported by Central Government funding agencies and philanthropic funding bodies, and where there is significant benefit to the efficiency and effectiveness of community organisations and volunteer groups, can work extremely well.

48      From the Community Organisation and Volunteer Sector Research undertaken in 2017, and anecdotal information here in Southland and across other areas in New Zealand, we know that many community organisations and groups have identified barriers in their administration, funding for operational and staffing issues, and attracting and retaining people in skilled governance roles, such as Chairs, Secretaries and Treasurers. 

49      Council and community development staff, with the support of Community Board members in the areas, have identified Winton and Edendale-Wyndham to initiate these pilots.  Both pilots will be run concurrently and will have an urban and rural point of difference.  Community development staff will begin interviews and conversations with community organisations over the next few months to look at ways in which a shared service model around the roles of Chair, Secretary and Treasurer could be developed.  Preliminary conversations have also been made with some funding agencies and has received a favourable response to speak with them further about this concept.  The pilots will be run throughout the 2018 calendar year.

Policy and Bylaw Update

50      Currently, two draft policies are out for consultation as part of the Long Term Plan consultation process. These are the Development and Financial Contributions Policy and the Revenue and Financing Policy. Council are required to have these policies to provide predictability and certainty about sources and levels of funding. Submissions on these policies close on the 9th of April and hearings held on either 18 or 19 April 2018.

51      The draft Trade Waste Bylaw is also out for consultation. Although the Trade Waste Bylaw 2008 has been effective at controlling trade waste discharges, under section 159 of the Local Government Act 2002, the Trade Waste Bylaw 2008 is due to be reviewed in 2018. Largely the Bylaw is unchanged, but the draft Bylaw does propose to increase the maximum penalty for a breach of the Bylaw. Submissions close on 2 May, and it is proposed that hearings will be held on 16 May. 

52      A draft Dangerous, Affected and Insanitary Buildings Policy 2018 has been developed and presented to the Regulatory and Consents Committee. If adopted, the draft policy would replace the current Earthquake-Prone, Dangerous and Insanitary Buildings Policy 2011. The current policy is due to be reviewed as new statutory provisions override the parts of Council’s current Policy that relate to earthquake-prone buildings. The draft Policy will be presented to Council for its input and to approve the draft policy for consultation, later this year.

53      Council is currently in the process of reviewing the Stewart Island/Rakiura Visitor Levy Policy and Bylaw. Preliminary consultation has been undertaken, and staff are considering the feedback that has been received from internal and external stakeholders. Staff are in the process of identifying if any changes should be recommended. Possible changes to the Levy will be discussed with the Community and Policy Committee mid-year.

Council has resolved to review the Local Alcohol Policy with the Invercargill City Council (ICC) and the Gore District Council (GDC). As part of the review process, Council has also agreed to consult with, and to request information from, the Police and Inspectors and Medical Officers of Health. Feedback has been received from the Police that states the current Policy is working well, that it has been effective, and that it provides good guidelines for the alcohol industry and enforcement authorities. Staff are still waiting for feedback from the Inspectors and Medical Officers of Health, and when that feedback is received, staff will work with ICC and GDC to develop a draft policy.

Milford Opportunities Project

54      The Governance Group along with the project management team from the Opus/Xyst partnership visited Milford on 15 February so that everyone could experience the pressures of peak session, to better understand the visitor issues and opportunities and hear first-hand from some of the operators.

55      They will be looking to develop a plan that will ensure the Milford experience is outstanding for years to come and continues to create benefit for Fiordland National Park, the region and New Zealand. In the first phase of the project the Opus/Xyst team will be gathering information to understand what is currently known and what else is needed to better inform the project about the people, place, and experience.

56      They will work closely with agencies and stakeholders to gather relevant information and research reports, with this phase taking up to six months. As this phase finishes, any gaps in information will be filled through further research.

57      Ultimately, this information will feed the strategy and overall masterplan which will create a framework for the future of Milford Sound and the corridor to enhance it and the Fiordland National Park.

 

 

 

Te Anau Community Development Planning

58      The Te Anau Community Board is continuing to work through the suggestions that it received from the community consultation last year. The aim is to identify a range of medium to long term opportunities that the Board would like to invest in by including them in the Long Term Plan.

59      The intention is to then hold a workshop with a community focus group to discuss how and why those decisions were reached and to see whether there is a general agreement about where they have ended up. Cost estimates will then be sought for the projects which could lead to further prioritisation of the projects.

Tourism Infrastructure Fund Application

60      Work on the information needed to support the application for work at Waikawa, Monkey Island, Clifden Bridge, and Te Anau is underway in anticipation of the next funding round being announced before the middle of the year. Those sites were agreed by Council as the priority for this round and further planning work is expected to be undertaken for the district’s open spaces in the coming year.

Representation Review

61      Since last reported in December 2017, Council, the Elected Representative Working Group and staff have been concluding the pre-consultation phase of the Representation Review and preparing concepts for discussion and feedback with members of community boards and community development area subcommittees. 

62      Four feedback sessions were held in late February/early March.   Following the feedback received Council considered and refined concepts which are currently being developed into what will become the Council’s Initial Proposal that will go to Council in April for adoption for consultation.  The Initial Proposal will then be open for submissions throughout May, with submissions closing on Wednesday 6 June.  Hearings will be held in mid-June with Council adopting the Final Proposal in mid-July.    

63      In order to inform and provide context for the Local Government Commission about the representation review and the community governance review a reference document, with information including an indicative terms of reference for community boards and information about how local groups will be supported in their local community and have a relationship with their community board, will be available.

Early Childhood Education (ECE) Network Meeting

64      Staff were invited to attend a recent meeting facilitated by the Ministry of Education with representatives from the Ministry, Te Kura, Plunket, Playcentre Federation, Southern REAP and Council. 

65      The purpose was to establish a network and create an understanding of the key stakeholders working in the early childhood sector in Southland and an understanding of the issues they are currently facing. Those in attendance described their roles and programmes on offer to the community. 

66      Discussions centred around upcoming events and information sharing between agencies to get a better understanding of whether ECE facilities are attracting local families or if the families are traveling further afield to access ECE. 

67      Plunket described their work in conjunction with REAP to develop a mobile physical programme to take resources to rural areas.  REAP explained the resources they provide to Playgroups and Home-based carers in Southland and programmes they run with Sport Southland.  Playcentre advised of the changes happening at a national level and of the new guidelines being developed for use by local Playcentres.  Te Kura shared their new electronic learning platform and advised they can offer financial support for accessing laptops and broadband to enable children to take part in early childhood education even if they don’t live near an ECE provider. 

68      A further network meeting is scheduled for later in the year.

Balfour Plunket

69      The Balfour Plunket Group has moved out of their old building on Kruger Street and into the more modern Playcentre Building creating a great hub for young families in the District.  Staff have attended meetings with local, regional and national Plunket representatives to discuss options for disposal of the building (owned by Plunket) and community consultation. 

Venture Southland Community Development

70      Staff have been providing support for a number of social enterprises across Southland. This involves working with these groups to help them integrate for-profit business models that support not-for-profit community outcomes.

71      Southland has been chosen as one of five regions throughout New Zealand to pilot the Welcoming Communities programme. Venture Southland will be coordinating the initiative in the region which will significantly contribute to Southland being considered a preferred place to live and work in. 

72      As part of this initiative the Venture Southland community development team are working with Councils, the Ministry for Business, Innovation and Employment (MBIE), and Immigration NZ to draft a “Welcoming Plan” for the Southland region. This plan will support residents, migrants, immigrants, and refugees new to the region and set out how new and existing local policies, programmes, initiatives and services can be developed to support a welcoming environment.

73      The Welcoming Communities initiative has been developed in recognition that communities are healthier, happier and more productive when newcomers are welcomed and able to fully participate in the local community.  The programme encourages communities to build upon their capacity to value diversity by embracing new culture and traditions. This is achieved by communities changing their dialogue to be more welcoming so that newcomers are not expected to change their ways and potentially lose their sense of self.

74      The long term aim of the programme is for communities to benefit socially, economically and culturally. Southland has the capacity to embrace this programme which will enable shared prosperity and growth for everyone.

75      Venture Southland has recently carried out a ‘Welcoming Communities’ survey to provide a benchmark for how welcoming Southland is for newcomers to the region. The results of this survey will contribute to the development of the welcoming plan.

76      Venture Southland has carried out a survey, in partnership with Stewart Island Promotion Association, to determine support for the creation of a Dark Sky sanctuary on Stewart Island.

77      The survey received a positive response and Venture Southland is now exploring funding options to assist in the preparation of an official application to the International Dark Skies Association.

78      Venture Southland will be running their annual business survey in April to determine the outlook of the Southland business climate. The survey will be able to be filled out online on the Venture Southland website. The survey will determine where Southland companies are doing business, where they are exporting to and identify the challenges and employment trends affecting Southland businesses.

 

Environmental Services

Building Solutions

79      The value of consented work for the month of February 2018 is below February 2017 this is a reverse of an increase trend that started about 12 months ago. The number of consents that were issued were consistent with February 2017. The activity in farm building has rebounded on last month and is at a level similar to last year. The number of consents issued for the year is similar to last year for the same period, however there is a noted increase in the value of consented building work. There are currently 104 consents in the system 41 of these are on hold and 63 are actively progressing through the system. 

Dog Control

80      Staff have organised a dog amnesty from Monday 12 February 2018 until Friday 13 April 2018.  As at 13 March, 53 dogs had been registered under the amnesty, none of which were menacing breeds.

Environmental Health

81      Two new freedom camping ranger services have been operating in the Catlins and in Lumsden.  The Catlins service is a shared service with DOC and Clutha District Council, and is limited to daytime educational patrols. Two late night/early morning patrols by Council staff indicate high levels of compliance in the Catlins.  In Lumsden, compliance is good thanks to a trial of having additional parks for non-self-contained, however some refinement of the service will be required prior to next season.

Resource Management

82      Council has joined Environment Southland, Invercargill City Council and Gore District Council to undertake some region wide studies on landscapes, biodiversity and climate change. The Planning Team will be inputting into these projects over the next few months.

 

Customer Support

83      For the month of February 2018, Customer Support received 4482 calls to 0800 732 732.   There were 549 Request for Service (RFS) recorded from our customers with the top three matters related to roading, water supply and new wheelie bin requests.  We had 10,518 visitors to our libraries across the District (excluding Stewart Island and the Bookbus as there are no door counters).  We processed 17,438 payments from our customers, of the payments received, 76.6% came to us electronically through direct credit or direct debit,   1.9% cash, 8.6% eftpos and 12.8% via cheque.

Libraries

84      In a major upgrade of our management system SDC Libraries will be moving to the Kōtui Platform on 3 May 2018. The base system we are using won’t show significant changes, particularly for members of the public, however the support underpinning this will be greatly enhanced for both Library staff and users.

 

85      On Tuesday and Wednesday, 1 and 2 May all branches will be open and delivering all services however printed receipts (those orange/yellow slips) will not be available with books taken out and the current catalogue will not be updated with transactions. Staff will be recording by pen and paper. This will ensure all data can be checked and tested prior to launch day on Thursday 3 May. We want the transition to be as smooth as possible, particularly for members of the public.

 

Services and Assets

Forestry (IFS)

86      The main harvest program is now underway, with a crew currently logging in the Ohai Forest.

87      With a full year program of 46,000 tonnes, there remains 35,000 tonnes to be harvested in Ohai and Waikaia Forests by the end of 2017/18.  Log prices are well up on budget, as both export and domestic demand continues.

88      The forest growing operations continue with pruning and thinning in all forests during this period.  Land preparation is also well underway for planting during winter in Ohai.

89      The Southland District Council are now eligible to claim the ETS Post 89 units for the 2013-18 period with Ministry for Primary Industries; this will be done soon.

 

 

Strategic Water and Waste

Land and Water Plan Implementation

90      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.

91      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.

92      Council staff and elected members from the three Southland Territorial Local Authorities, presented evidence to the hearing panel in September.  Environment Southland released the decisions made by the commissioners on 4 April. Staff will be evaluating these decisions and considering what further action, if any, is needed.

Strategic Roading

Alternative Coastal Route Seal Extension Project

93      This project is tracking slightly behind schedule but good progress is being made.  The Roading Company have around 99% of the earthworks and drainage works completed on the Otara Haldane Road section.  The first 3km along this section has now been sealed (Otara end) a further 3.5km has been fully constructed with sealing programmed for mid-March.  The 2km of Otta sealing along the tidal section and sealing of the approximately 5km of the main route to be completed during April.

Ramparts Road

94      Fulton Hogan have completed the Otta sealing of Ramparts Road to the look out.  The first signs of the Otta seal are starting to come through.  Temporary speed limit signs have been kept in place to assist curing; to help provide a good outcome and reduce the risk of issues such as corrugations occurring.

District-Wide Resurfacing Contract

95      Downer have completed the Eastern Area Contract and at the time of writing have 90% of the Western Area completed. 

LED Streetlight Replacement Programme

96      All light fittings required as part of the retrofit project have been purchased at the accelerated Financial Assistance Rate (85%).

97      Network Electrical Services are in the process of establishing a third crew on the project and believe they will be able to complete at least 65% of the network by 30 June 2018.

98      Staff are having discussions with the New Zealand Transport Agency around extending the enhanced funding assistance rate beyound the 30 June deadline, for the installation of the lighting units.  There was a significant delay in NZTA providing their approval for this work due to a change in their approval processes. The timing and resourcing issues around completing the retrofitting apply in a number of regions and have been discussed at a national level with a paper being presented to the NZTA Board in April.

Community Facilities and Housing Review

99      Morrison Low have recently completed a service delivery review, as required under section 17A of the Local Government Act 2002, for our community facilities and community housing services. The report was presented to the 27 March Council meeting and so a copy of the report is available on Council’s website.

100    The report notes that Council currently has some 65 contracts in place for managing the delivery of its community facility services. It notes that there is an opportunity to streamline the current approach by looking to standardise and then consolidate a number of the current contracts. A work programme to look at how this might be achieved is to be developed and will be reported back to the Services and Assets Committee.

101    In relation to community housing Morrison Low recommend that Council proceed to develop a business case to review and evaluate in more depth the pros and cons of each of the delivery models that might be available for the delivery of this service. The range of options available obviously include a continuation of the current model or a change to having the service delivered by, for example, external non-profit community groups such as a health or social service trust or a complete exit from the service altogether.  There is obviously a considerable amount of work to be done to fully evaluate the range of options that are available within Southland.  As a result evaluation of these options will take some time.

 

Finance

102    Income for the Stewart Island Rakiura Community Board is on track and within expected levels.  Movements within this budget are less than budgeted income for the cemetery due to fewer internments. 

103    The Board previously requested information around the proposed return of $12thousand to the Stewart Island Visitors levy.  In 2014/15 the board received $20thousand for the upgrade to the main road footpath and a further $20thousand in 2015/16 for the same project.  Additionally, the Board received $40thousand from the levy for the development of Horseshoe walking track and $41thousand in 2016/17 for the new footpath from golden Bay.  These grants were recorded as income in the street works business unit.  The development of the horseshoe walking track was completed in 2016/17 for $39,944, $56 under budget and the costs went to the beautification business unit.  The upgrade of the footpath on the main street was completed in 2016/17 for $28,740, $11,260 under budget and the costs went to the streetworks business unit.  The new footpath from golden bay is in progress, with some costs expected this year and the balance in 2018/19.  In summary two projects have been completed for $68,684 from grant income received of $80,000 meaning that $11,316 needs to be returned to the Stewart Island Visitors Levy fund.  Currently the financial report states this amount to be $12,262, this is an error and was based on income showing in 16/17 from grants of $41k less costs shown for footpath work in that business unit in 16/17 of $28,738.  This correction has been made and finance staff apologise for the error mistakenly made.

104    Expenditure is lower than anticipated in the year to date budget.  This relates to a lower level of collection being required than budgeted around the refuse collection.  There are no concerns from staff around the level of service at this time.  There is less than budgeted expenditure in beautification due to one-off projects not yet completed and invoiced.  These will be completed within the financial year.  There have been less expenditure than budgeted against the cemetery due to lower than budgeted internments. 

105    Capital expenditure is showing significantly under spent in the year to date. This is due to street works, including the Rankin/Fushia walkway yet to be completed.  This project has been completed to the first stage, and will wait until further information around potential plans and funding for a proposed Golden Bay carpark/upgrade has been determined.  Street works around Argyle Street are shown in this budget, however are also on hold until 2018/19 financial year and further discussion and reporting has taken place.

106    It is worth noting that the budgets are phased on a monthly basis, and while some budgets appear to be underspent, they can still be on track for maintenance schedules that take place periodically throughout the year.

 

Recommendation

That the Stewart Island/Rakiura Community Board:

a)            Receives the report titled “Council Report” dated 21 March 2018.

 

 

Attachments

There are no attachments for this report.  

 


Stewart Island/Rakiura Community Board

9 April 2018

 

SIESA - Financial Report to 28 February 2018

Record No:             R/18/3/6361

Author:                      Sheree Marrah, Finance Manager

Approved by:         Anne Robson, Chief Financial Officer

 

  Decision                                        Recommendation                                  Information

 

 

 

SIESA Electricity Operations

1        SIESA Electricity Generations net surplus for the period to date is $35thousand, compared with a budgeted surplus of $5thousand. This is a result of both additional income and reduced expenditure explained further below.

2        Total income from electricity sales for the period to date is $762thousand, $17thousand over budget, with electricity consumption being higher than anticipated for the period to date.

3        Total operating expenditure for the year is $727thousand, $12thousand under budget.

-     There is less depreciation costs than budget ($40thousand) as a result of less capital work being completed than planned in the current and previous financial years.

-     Fuel costs are $6thousand above budget.

-     Operational costs for the period to date are $25thousand under budget due to less maintenance costs.

-     Support service costs are $52thousand above budget for the year to date predominantly due to an increase in the management fee.  This increase is due to Council being invoiced for prior year’s contract inflation adjustments which had not previously been charged ($42thousand).

4        Capital Expenditure is currently $296thousand below budget at $58thousand for the period to date. The costs incurred during the year relate to the acquisition of a new 2500litre diesel day tank ($9thousand) and a new Scania Engine ($49thousand).  There are a number of other projects included in the annual plan for 2017/18 that are either not required or not going to be completed by 30 June.  The majority of these projects have been deferred to 2018/19 as part of February 2018 forecasting. 

The projects that are not required are;

-     Generator/Turbine replacement, $110,000.  This is a carryover from previous years and is now effectively a double up.  Only one engine renewal is required this year and that renewal is well underway.  Future renewals are allowed for in the draft LTP.

-     Replace circuit breakers on 400V Main switchboard.  $80,000.  The need for this and the timing of it has not been confirmed.  Project is deferred to 2018/19.

-     Fuel tanks replacement. $85,000.  The options for dealing with fuel tank issues are being investigated.  Their physical condition is good.  A solution that does not involve a capital purchase may be viable.  Project is deferred to 2018/19.

-     Exhaust system renewal/service.  $20,000.  This has been coordinated with next generator replacement with the deferral to 2018/19.

-     Replacement of one transformer/switch yard.  $35,000. Input is needed from PowerNet to scope this.  Project is deferred to 2018/19.

-     Ringfeed Project - Stage 3.  $46,000.  Combine work with subsequent stages to gain savings from scale of economy.  Project is deferred to 2018/19.

-     Security fencing.  $30,000.  This project has never been thoroughly scoped.  The need and objective of the project has to be confirmed through a simple business case process.  This planning will be carried out this year with the resultant approved physical works, if any, being delivered next year.

 


 

Staff House, Kerbside and WasteNet Operations

5        Overall income for the period to date was $7K below budget, as a result of the 2017/18 budget not being adjusted to reflect the current WasteNET contract.

6        Overall expenditure for the year to date is $10K over budget. This is primarily due to higher freight costs for waste disposal ($9K) predominantly as a result of more waste due to an increase in people visiting the island.  These costs are anticipated to revert back in line with the budget over the remainder of the year. In addition, staff costs ($3K) are also above budget with the payment of outstanding leave when a staff member left.

7        Unbudgeted capital work has been undertaken to furnish the Staff House, this totals $7K for the year to date.

 

 

Recommendation

That the Stewart Island/Rakiura Community Board:

a)            Receives the report titled “SIESA - Financial Report to 28 February 2018” dated 29 March 2018.

 

 

Attachments

There are no attachments for this report. 

 


Stewart Island/Rakiura Community Board

9 April 2018

 

SIESA Management and Services Contract Renewal

Record No:             R/18/3/6735

Author:                      Ian Marshall, Senior Projects Manager

Approved by:         Ian Marshall, Senior Projects Manager

 

  Decision                                        Recommendation                                  Information

 

 

 

Contract Expiry     

1        The contract for the management and operation of the Stewart Island power supply titled ” SIESA Management and Services Agreement” was awarded in March 2012.  After three extensions it will finally expire on 30 June 2018.  Council needs to enter into a procurement process for a new contract for these services.

2        The original contract was let to Power Services Ltd.  Power Services were subsequently brought out by PowerNet and the Council agreed to transfer the contract to PowerNet. 
The procurement of a new contract for services is being actioned.

Contract Changes

3        The general form of contract and the general requirements of the contract will be similar to the existing contract.  However changes over the past six years mean some requirements need to be covered differently in the contract.  An issue that will be given more emphasis is the need for robust condition assessment of network including poles and conductors.  The contract will include a requirement for a 20 year renewal plan for assets to be prepared.  The installation of smart meters will also be included in the contract.  These meters have been purchased already, it is the matter of getting them installed that needs to be focused on.

4        The impact of the Health and Safety at Work Act will also influence the way work is carried out.  Some activities need to be two person activities or need to utilise safer equipment.  This will likely lead to higher costs for some activities.

5        Another issue that will impact on the cost is the need for 24/7 coverage 365 days a year.  In the past this has been able to be done with two people.  However recently the need to have a third person, able to backfill the role, who is suitably qualified and experienced has added to the operations cost.  This reliability is a very important aspect of the management contract.

Contract Adjustments

6        The payments in the existing contract have been inflation adjusted in accordance with the provisions of the contract.  However the adjustments for the 2015/16 year and the 2016/17 year were not paid in the year they fell.  This was due to a contract administration error.

7        These adjustments have now been paid.  Because they relate to the previous years but are paid in the current year they will produce an abnormal annual cost.  The end result over the three years is the same final cost to the scheme but the cash flow is quite different to what it should have been.

 

 

Recommendation

That the Stewart Island/Rakiura Community Board:

a)            Receives the report titled “SIESA Management and Services Contract Renewal” dated 27 March 2018.s

 

 

Attachments

There are no attachments for this report. 

 


Stewart Island/Rakiura Community Board

9 April 2018

 

SIESA house use

Record No:             R/18/3/6442

Author:                      Brendan Gray, Community Engineer

Approved by:         Ian Marshall, Senior Projects Manager

 

  Decision                                        Recommendation                                  Information

 

 

 

SIESA house use

1        The Stewart Island Rakiura Community Board have requested an explanation as to why the policy relating to the use of the SIESA house has been changed without input from SIESA governance

SIESA house policy

2        There is no SIESA house policy. There is a clause in the Powernet Management & Service Agreement for the Power Supply to Stewart Island that says: (A.6.1) The client shall supply housing to the contractor for the contractor’s employees to be based in Stewart Island. The Contractor shall pay the Client for the provision of housing at such rental as agreed between parties.

3        To my knowledge no formal request for this housing has been received from Powernet although an informal discussion was held in January between Steve Lawrence, Chris Dillon, Johnny Rabbit and myself.

4        From 1 October 2012 the SIESA house was rented to a SIESA employee and Rakiura Resource Recovery Centre Supervisor Justin Bungard. Upon Justin’s resignation a replacement SIESA (RRRC) employee was found but unfortunately with the extreme accommodation shortage on the island this person had no place to live. An offer of the SIESA property was made on a short term basis (6 months at this stage) so the employee could start his role and find accommodation (rental or purchase) suitable for his requirements.

5        As an aside to this and taking into account the accommodation shortage we were having issues finding suitable lodging for Southland District Council employees who were working on the Stewart Island sewerage disposal fields as well as myself, and employees sent to fill in at the RRRC during illness or training.

6        It seemed sensible to accommodate these staff members when required at the SIESA house with the house having 3 bedrooms and the RRRC employee only utilising one of those rooms. A weekly rental is paid by the tenant with the rooms sublet to SDC employees who are working on Stewart Island with the revenue from this rental all going into the SIESA accounts.

7        This change was considered to be an operational matter.  There was no change in the principle of utilising the house for SIESA benefit.  In fact the intention was to achieve better utilisation of the asset.

8        I certainly admit that no formal communication to the Stewart Island Rakiura Community Board (SIESA governance) was provided by me outlining these changes to the SIESA property usage. At the time it appeared to be a sensible and practical way to ensure maximum utilisation and income for the SIESA business unit and a suitable solution to the accommodation shortage.

 

 

Recommendation

That the Stewart Island/Rakiura Community Board:

a)            Receives the report titled “SIESA house use” dated 27 March 2018.

 

 

 

Attachments

There are no attachments for this report. 

 


Stewart Island/Rakiura Community Board

9 April 2018

 

Rakiura/ Stewart Island Dark Skies - Survey Results & Next Steps

Record No:             R/18/3/6104

Author:                      Amie Reid, Tourism Product Development Co-ordinator

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Executive Summary

1    The progress towards potential International Dark Sky accreditation for Rakiura/ Stewart Island has been moving forward well over the last few months. Exceptional sky quality readings have made the island eligible for Dark Sky Sanctuary status subject to positive community support. This support has now been assessed in partnership with the Stewart Island Promotion Association and Rakiura/ Stewart Island Community Board. A community information session was held and a survey of residents conducted, with 92% of respondents indicating they are in support of the concept of developing a Dark Sky Sanctuary on Stewart Island.

2    With this community mandate to progress funding options are now being sought in order to undertake the preparatory work and make an official application to the International Dark Skies Association.

 

 

Recommendation

That the Stewart Island/Rakiura Community Board:

a)            Receives the report titled “Rakiura/ Stewart Island Dark Skies - Survey Results & Next Steps” dated 4 April 2018.

 

b)           Recognises the results of the Rakiura Stewart Island Dark Skies survey as an indication of community support for potential Dark Sky Sanctuary status.

 

c)            Supports the suggested process towards an official application to the International Dark Skies Association for Dark Sky Sanctuary status.

 

 

 

 

Survey Results

3    The full results of the recent Rakiura/ Stewart Island Dark Skies Survey accompany this update. This survey had a total of 90 respondents and of those 92% were in support of the concept of developing a Dark Sky Sanctuary on Stewart Island. Such a strong positive response provides a community mandate to move forward with the project. The concerns expressed by the few who were not in support should also be addressed through either direct response or by addressing these items in the future consultation associated with the application process.

 

Next Steps

4    IDA Application

The recommended process towards making an application to the International Dark Skies Association is as outlined here:

5    Private Lighting Inventory:

An inventory of private/community lighting (other than street lights) would need to be completed and any recommendations for improvement made.

6    Lightscape Management Plan & Implementation:

A lightscape management plan is required to be prepared considering the information obtained above. The plan should include:

Immediate actions – for existing lighting to mitigate effects

Evidence that two-thirds of the existing outdoor lighting fixtures conform to the requirements. The LED replacement program by SDC will certainly aid this outcome.

Proposed plans to bring 90% of lighting into line with IDA requirements within the next 5 years and 100% of lighting to this level within the next 10 years.

7    Application:

Prepare an application to the IDA to recognize Stewart Island as a Dark Sky Sanctuary; aimed at having a decision made by November 2018.

8    Promotion:

Should the application for Stewart Islands Dark Sky Sanctuary accreditation be successful any relevant education, signage and promotion should be in place to coincide with the launch of the Dark Sky Sanctuary.

 

 

Funding Requirements

9    The steps outlined above would be undertaken by an expert consultant with support from a project advisory group from Venture Southland and Stewart Island Promotion Association. The Joint Committee of Venture Southland will consider funding support for the project. Its next meeting will be held on the 26th March.

 

 

Total Project Cost

10  The table below outlines the costs associated with progressing Stewart Island’s application to the IDA for Dark Sky Sanctuary status.

 

Dark Sky Survey and Initial Report (completed)

$15,000 (VS)

Community Workshops and Survey

---- (VS)

Preparation of letters of support, Iwi consultation, etc

---- (VS)

Lightscape Management Plan Consultant

$10,000 (VS/TBC)

Application preparation Consultant

$6,000 (VS/TBC)

Street Lighting

$25,000 (SDC)

Signage

$5000 (VS/TBC)

Viewing Platform Improvements/Development

---- (DOC/TBC)

Project Cost

$61,000

 

 

 

Attachments

a             Rakiura Stewart Island Dark Skies Survey Results    

 


Stewart Island/Rakiura Community Board

09 April 2018

 


 


 


 


 


 


 


Stewart Island/Rakiura Community Board

9 April 2018

 

Concrete dinghy ramp at Back Beach, Thule

Record No:             R/18/3/6429

Author:                      Brendan Gray, Community Engineer

Approved by:         Ian Marshall, Senior Projects Manager

 

  Decision                                        Recommendation                                  Information

 

 

 

Concrete Dinghy ramp investigation for Back Beach, Thule

1        The Stewart Island Rakiura Community Board have requested a costing to construct a concrete dinghy ramp at Back Beach, Thule. As no scope was provided some assumptions have been made on appropriate sizing. The board also need to be aware that permission would need to be sought from the property owner before the project was started. This is not road reserve as shown on the map below.

 

Costings- derived from similar project inputs (Main Rd footpath costings and E/S fees from the Mill Creek Crossing)

2        An assumption has been made on the size of ramp required to effectively and safely reverse and launch a dinghy or boat at this beach. The provision is only for the steep hill section down to the beach and not a full, all tide suitable loading ramp although a calculation can be made if the sizing is not adequate. The following costing allows for a 15 x 4 meter concrete boat ramp, reinforced and at 150mm thick. It also includes an estimate for the Environment Southland application fee but excludes the annual fee required for a structure within the Coastal Marine Area ($45.00 per annum with a maximum consent period of 30 years if granted)

3        The costs are as follows: 150mm thick reinforced Concrete boat ramp 15x4 - $14,036.68

4        Environment Southland application fees: $2,190.00

5        Annual fee for consent maintenance (E/S fee); $45.00 per annum.

6        Total estimated build costs: $16,226.68

 

 

Recommendation

That the Stewart Island/Rakiura Community Board:

a)            Receives the report titled “Concrete dinghy ramp at Back Beach, Thule” dated 27 March 2018.

b)           Notes that there is no legal road at the Back Beach, Thule site and so a legal agreement with the landowner would be required which would incur the associated legal costs.

 

 

Attachments

There are no attachments for this report.