Notice is hereby given that an Extraordinary Meeting of the Winton Community Board will be held on:

 

Date:

Time:

Venue:

 

Monday, 30 April 2018

5.30pm

Southland District Council, Winton Office

1 Wemyss Street, Winton

 

Extraordinary Winton Community Board Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Brian Somerville

 

Deputy Chairperson

Geoffrey Jukes

 

Members

Natasha Mangels

 

 

Doreen McNaught

 

 

Neville McPherson

 

 

Peter Schmidt

 

 

Councillor Neil Paterson

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

Community Partnership Leader

Michelle Stevenson

 

 

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.

 


Extraordinary Winton Community Board

30 April 2018

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                6

2             Leave of absence                                                                                                                                                6

3             Conflict of Interest                                                                                                                                             6

4             Public Forum                                                                                                                                                         6

5             Extraordinary/Urgent Items                                                                                                                        6

 

Reports for Recommendation

6.1         Great North Road Stormwater Renewal                                                                                               7

 


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

 

Board 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.”

 

  


Extraordinary Winton Community Board

30 April 2018

 

Great North Road Stormwater Renewal

Record No:             R/18/4/9318

Author:                      Matthew Keil, Senior Projects Engineer, Water and Waste Services

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of this report is to recommend the Winton Community Board approves the budgeted project increase - to occur consecutively within 2018-2019 and 2019-2020 for
Contract 18/14 Great North Road stormwater renewal project - to incorporate additional stormwater pipeline requiring replacement due to capacity and performance issues.

Executive Summary

2        This report outlines the background regarding the investigation and scoping associated with the development of Contract 18/14 (the Great North Road Stormwater Renewal Project). This paper also seeks to address the financial and timing implications of undertaking this project in the context of the 2018-2028 LTP draft development with subsequent options and a recommendation.

 

Recommendation

That the Winton Community Board:

a)            Receives the report titled “Great North Road Stormwater Renewal” dated 26 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)           Recommends to Council that the Stormwater project STO1718 – Storm Main Replacement included in the draft Long Term Plan be increased by $876,518 in 2019/20 and that the project be funded by a 30 year loan.

 

e)            Approves a revised financial budget of $1,876,500.00, excluding GST, to undertake Contract 18/14 Great North Road Stormwater Renewal Project.

 

f)             Approves that the Chief Executive award the contract under his delegated authority, subject to the recommended Tenderer being under the approved budget amount of $1,876,500.00 excluding GST.

 

Background

3        The township of Winton has some historical issues with servicing some stormwater catchments of the township particularly following intensive rain events that occur within the Winton area.

4        Specifically the southern stormwater catchment on State Highway 6 that services the Great North Road and De Joux Road area (from Eglington Street south on Great North Road) which causes some operational capacity and performance issues when a rain event occurs within Winton resulting in overland flooding specifically on Great North Road.

5        The Winton stormwater reticulation system within this location was installed in 1956 giving it a current residual age of 62 years.

6        Contract 17/41 an investigation project has now been completed by SDC Water and Waste and Opus within the current 2017/2018 financial year to inspect and assess the current condition of these stormwater pipelines within the Great North Road - De Joux Road area.

7        Investigation included closed circuit television inspection (where possible) on the existing stormwater pipelines. Ground penetrating radar (GPR) techniques were also adopted to confirm lateral positions, as historical plans had limited information on such pipes.

8        The investigation scope of works also included mechanically excavated test pits, to confirm ground conditions and potential pipe clashes for the new alignment.

9        A detailed hydraulic model of the existing stormwater catchment was also developed, and a topographical survey was undertaken.

10      Prior to the completion of the investigation the capital programme for the 2018-28 Long Term Plan needed to be determined. To indicate to the community that stormwater pipes needed to be renewed a project was included for $1 million.  The investigation work has subsequently been completed along with a price estimate.

Issues

11      The existing stormwater pipelines within catchment location were confirmed by CCTV to be poor condition.

12      Large tree roots have established throughout the length of the existing alignment which has progressively impacted on pipe performance. This resulted in Downer having to abandon their CCTV inspection at numerous entry points due to obstruction and pipe deflection, resulting in a reduced flow rate the existing pipeline was able to process during wet weather events.

13      Water and Waste staff engaged the services of a specialist contracting company, who operate the largest root cutting machine within Southland/Otago to remove these roots, this was unsuccessful with this contractor who also abandoned this methodology.

14      Staff would also like to highlight there were a number of historical repairs made to these existing stormwater mains with varying sizes of pipe and material which have affected the ability to convey stormwater in rainfall events.

15      The existing stormwater reticulation around this catchment was inadequately sized to cater for 10% Annual Exceedance Probability (AEP), the repairs also undertaken on these existing pipelines have not particularly helped.

16      The stormwater main De Joux Road - was not initially highlighted as requiring replacement, however following investigation and the completion of the hydraulic model incorporating pipeline to cater to 10% AEP means this pipeline is hydraulically undersized.

17      The investigation of the pipeline was an additional project included in the Annual Plan for 2017/18, with the expectation that a pipeline replacement would be required, but for an unknown quantity. The investigation was not able to be completed in time for the scoped replacement to be included in the capital programme and budgets for the 2018-28 Consultation document and supporting draft Long Term Plan.

18      With the investigation being incomplete is was decided that a project needed to be included in the process indicating to the Community the replacement was needed to be completed, including an indication that it would be for a substantial amount.  A project was included for stormwater replacement in Winton in 2018/19 for $1 million.  The project was to be funded by a loan over 30 years, with the loan repayments funded from the Winton Community Board general rate.

19      The completed investigation shows that funds of $1,876,500 are needed to replace the stormwater pipes in order to alleviate the flooding that is occurring.  It is proposed that this work would be completed over two financial years 2018/19 and 2019/20. 

Factors to Consider

Legal and Statutory Requirements

20      All work to be undertaken in Great North between Eglington Street and De Joux Road is subject to the approval of NZTA as this location is State Highway 6.

21      All work to be undertaken in De Joux Road is within Council’s roading corridor.

Community Views

22      The Great North Road Stormwater Renewal project was included at $1 million in Council’s draft 2018/2028 Long Term Plan. This was an estimated number included to advise visibility to the community that the project needed to be undertaken.  Discussion with the Community Board as part of the budgets for the Long Term Plan indicated this was an estimate pending the completion of the investigation in the current financial year.

23      The $1 million project was included in the consultation document shown in the infrastructure information on pages 16-17.  No submissions were specifically received in relation to this project.

Costs and Funding

24      Contract 18/14 is programed to occur within year one of the 2018/2028 long term plan and is to be funded via loan within a local Winton stormwater loan over a 30 year term.

25      Currently a budget of $1.0 million (STO 1718) is available within 2018/2019. It will be a requirement to obtain an additional budget of $876,500.00 to finish Contract 18/14 within 2019/2020.

26      The project will be funded over two consecutive years 2018/2019 and 2019/2020.

27      Council’s Water and Waste Department have also been in consultation with NZTA about Contract 18/14 and seeking financial contribution from NZTA for the amount of $177,100.00, excluding GST, to contribute towards construction costs of this project specifically where sumps/leeds are replaced within State Highway 6.  Any funds received from NZTA will be used to reduce the loan required.

28      Contract 18/14 costs are as follows:

Contract 18/14 Great North Road Stormwater Renewal

Construction costs (including contingency)

$1,700,000.00

Opus procurement/construction fees

$66,500.00

SDC water and waste supervision fees

$110,000.00

Total

$1,876,500.00

 

 

(All values are exclusive of goods and services tax).

29      The loan repayments required from 2020/21 financial year will add an additional $54,332 (plus GST) to the rates required to be collected from the Winton Community Board ratepayers.  Attachment A shows the rates calculation for the 10 years of the 2018-28 Long Term Plan as was included on all consultation documentation.  These figures are different to the numbers seen by the Community Board in October with the reduction in the local rates for library costs that are proposed to be funded at a district level.  Attachment B shows a revised calculation with the loan repayments required for funding the additional $876,500 of capital work in 2019/20.

30      Attachment B shows that the Winton Community Board is projected to have a 20.23% increase on 2019/20 and 16.86% in 2020/21.  This will take the cost per rating unit (including GST) from $224.57 in 18/19 to $315.55 in 2020/21.  The Winton Community Board rate in 2017/18 is $243.72 which includes the library funding. The local rate makes up approximately 10% of the total rates residential properties pay.

 

Policy Implications

31      The Great North Road stormwater renewal project has been programed to occur within 2018/2019 for $1 million in the 2018/2028 Long Term Plan.  Council needs to approve an amendment to the draft Long Term Plan to include the increased project costs and loan repayments.

Analysis

Options Considered

32      The following options have been considered and are as outlined below.

Analysis of Options

Option 1 - Full pipeline replacement of Great North Road, between Eglington Street and
De Joux Road and De Joux Road between Great North Road and 29 De Joux Road, completed over a two year period (preferred option)

Advantages

Disadvantages

·        Significant reduction in flooding risk to the affected catchment area when rain events occur.

·        Lower maintenance and operational cost.

·        Correctly sized pipeline/s to cater 10% AEP.

·        Reduced long term disruption to the Winton public.

·        A robust engineering design that aligns with Council’s current Subdivision Land Use and Development Bylaw 2012.

·        Responsible asset management of Council’s infrastructure.

·        Reduced safety risk to motorists during wet weather events, with the mitigation of overland flow flooding.

·        Resolves present issues once and avoids future disruption.

·        A long construction period.

·        The rate increase to the Winton ratepayer to fund the project.

 

Option 2 - A partial pipeline renewal

Advantages

Disadvantages

·        Mitigated cost implication (temporarily).

·        Disruption to the Winton public.

·        Disruption to motorists entering the southern end of Winton.

·        Increased maintenance costs.

·        Poor/limited engineering design.

·        Poor asset management of Council’s infrastructure.

·        Rate increase to the Winton ratepayer.

·        Long construction period.

·        Increased flooding risk to this catchment area.

·        The waiver of the recently completed hydraulic model undertaken by Opus.

·        Works are not undertaken to Council’s sub division land development standards.

·        This option is only a partial adhoc type approach.

Option 3 - Do nothing

Advantages

Disadvantages

·        Nil

·        Disruption to the Winton public.

·        Disruption to motorists entering the southern end of Winton.

·        Increased maintenance costs.

·        Poor/limited engineering design.

·        Poor asset management of Council’s infrastructure.

·        Rate increase to the Winton ratepayer.

·        Long construction period.

·        Increased flooding risk to this catchment area.

·        The waiver of the recently completed hydraulic model undertaken by Opus.

·        Works are not undertaken to Council’s sub division land development standards.

·        This option is not practical given the current poor condition of the existing stormwater pipelines.

 

Assessment of Significance

33      Contract 18/14 is not of significance as per Council’s Significance Policy.

34      The Significance and engagement policy requires consideration of the impact on social, economic, environmental or cultural wellbeing of the region and consequences for people who are likely to be particularly affected or interested. The impact on the local rate needs to be considered within context of the total rates that each ratepayer pays.

Recommended Option

35      Council’s Water and Waste Department recommend a full pipeline renewal is undertaken as outlined within Option 1 of paragraph 21.

Next Steps

36      Winton Community Board approve the outlined financial increase total of $1,876,500.00 excluding GST.

37      Chief Executive awards contract under his delegated authority, subject to the recommended Tenderer being under the budgeted amount of $1,876,500.00 excluding GST.

 

Attachments

a             Winton Community Board Rate per draft Long Term Plan

b             Winton Community Board Rate with additional loan    

 


Winton Community Board

30 April 2018

 

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Winton Community Board

30 April 2018

 

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