Notice is hereby given that a Meeting of the Colac Bay Community Development Area Subcommittee will be held on:
Thursday, 24 May 2018
Colac Bay Hall
Colac Bay Community Development Area Subcommittee Agenda
Councillor George Harpur
Community Partnership Leader
Contact Telephone: 0800 732 732
Postal Address: PO Box 903, Invercargill 9840
Full agendas are available on Council’s Website
Community Development Area Subcommittees are delegated the following responsibilities by the Southland District Council.
· Represent and act as an advocate for the interest of its community.
· Consider and reporting on all matters referred to it by the Southland District Council, or any matter of interest or concern to the Community Development Area Subcommittee;
· 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;
· Undertaking any other responsibilities that are delegated to it by the Southland District Council.
In addition to these activities, Community Development Area Subcommittees will consider how best to provide for our communities, and the people who live there, into the future.
Community Development Area Subcommittees 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 Development Area Subcommittees 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 Development Area Subcommittees shall have the following delegated powers and be accountable to Council for the exercising of these powers.
Engagement and representation
· 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.
· 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
· 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.
The Community Development Area Subcommittees 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 Development Area Subcommittee 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.
· 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,
· Recommending annual estimates to Council
· Recommending unbudgeted expenditure in excess of $10,000 to the Services and Assets Committee.
· 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.
· Appoint a local liaison person responsible for community housing.
The Chairperson of each Community Development Area Subcommittee is delegated with the following additional responsibilities:
· Approval of leases, rental agreements and the rollover of existing contracts under $1,000;
· Engaging with Community Development Area Subcommittee members to make submissions to the Council on behalf of the Community Development Area Subcommittee where a submission period is outside of the Community Development Area Subcommittee meeting cycle. Where a Chairperson is unable to base a submission on a consensus among Community Development Area Subcommittee members, a Community Development Area Subcommittee meeting must be held.
Colac Bay Community Development Area Subcommittee
24 May 2018
1 Apologies 6
2 Leave of absence 6
3 Conflict of Interest 6
4 Public Forum 6
5 Extraordinary/Urgent Items 6
6 Confirmation of Minutes 6
7.1 Schedule of Meetings for 2018 9
7.2 Council Report 13
8.1 Chairperson’s Report
Chairperson, Member Barclay, to report on activities with which she has been involved since the Subcommittee’s last meeting.
8.2 Councillor’s Report
Councillor Harpur to report on matters from the District Council table.
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
Subcommittee 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 There were no minutes for confirmation.
Colac Bay Community Development Area Subcommittee
Councillor George Harpur
Community Partnership Leader
This meeting was cancelled due to a lack of a quorum. Reports presented at this meeting will be considered at the next meeting of the subcommittee which is scheduled Thursday, 24 May 2018.
Colac Bay Community Development Area Subcommittee
24 May 2018
Record No: R/18/1/1687
Author: Alyson Hamilton, Committee Advisor
Approved by: Rex Capil, Group Manager Community and Futures
☒ Decision ☐ Recommendation ☐ Information
1 The purpose of the report is to approve a schedule of meeting dates for 2018 so that meetings can be publicly notified in accordance with the requirements set by the Local Government Official Information and Meetings Act 1987 following the Council adopting a meeting schedule for 2018.
2 The adoption of a meeting schedule allows for reasonable public notice preparation and planning for meeting agendas. The Local Government Official Information and Meetings Act 1987 which has requirements for Local Authorities to follow for public notification of meetings.
3 The meeting schedule for the Colac Bay Community Development Area Subcommittee is required to be set for 2018.
4 Southland District Council approved the Terms of Reference for Community Boards and Subcommittees at its meeting on 26 October 2016. In the approved terms of reference was the frequency of meetings, Subcommittees are to meet on the same timetable as the 2013/2016 triennium.
That the Colac Bay Community Development Area Subcommittee:
a) Receives the report titled “Schedule of Meetings for 2018” dated 14 March 2018.
b) Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.
c) Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.
d) Agrees to meet at 7.30pm at the Colac Bay Hall on the following dates in 2018:
· Thursday 23 August 2018
· Thursday 8 November 2018
5 An approved schedule of meetings dates is required so that meetings can be publicly notified in accordance with the Local Government Official Information and Meetings Act 1987.
Factors to Consider
Legal and Statutory Requirements
6 The legal and statutory requirements for meetings of Council, Committees, Subcommittees and Community Boards are spelt out in the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987.
7 There are no community views.
Costs and Funding
8 The only costs for the implementation of a meeting schedule are the public notification via the newspaper once a month in accordance with the Local Government Official Information and Meetings Act 1987.
9 There are no policy implications.
10 Options considered are that if no meeting schedule be agreed, then no meetings of the Colac Bay Community Development Area Subcommittee could be held. The other option is to adopt a meeting schedule as proposed in the recommendations which enables dialogue between the Community Board/Community Development Area Subcommittee and District Council Staff on a regular basis.
Analysis of Options
Option 1 – No meeting schedule
· There are no advantages
· Council officers and Community Board/Subcommittees unable to achieve work in the Boards area as no meetings are being held.
Option 2 – Adoption of a schedule of meetings
· Council officers and Community Board/Subcommittees are able to achieve work in the Boards/Subcommittees area as meetings are being held on a regular basis
· There are no disadvantages
Assessment of Significance
11 The assessment of significance is that this is not significance as defined in the Local Government Act 2002.
12 The recommended option is option 2 – Adoption of a schedule of meetings.
13 The next steps once the schedule is adopted it to ensure that each month the meetings are publicly notified to enable the Community Board/Subcommittee to meet.
There are no attachments for this report.
Colac Bay Community Development Area Subcommittee
24 May 2018
Record No: R/18/5/10902
Author: Simon Moran, Community Partnership Leader
Approved by: Rex Capil, Group Manager Community and Futures
☐ Decision ☐ Recommendation ☒ Information
1. During the month the Minister of Local Government announced the establishment of a 3 waters review, which follows on from the work that they have completed to date in considering the recommendations from the Havelock North Drinking Water Inquiry that was released in late 2017. A copy of the cabinet paper and other reports relating to the review are available on the DIA website www.dia.govt.nz/three-waters-review
2. The work completed by the Government to date has concluded:
· That the operating environment is becoming more complex because of rising standards and expectations, risk and resilience issues, and the funding pressures to renew and extend infrastructure;
· There are risks to human health and the environment in some parts of New Zealand;
· There is evidence of affordability, capacity, and capability concerns in some areas of New Zealand;
· There is inadequate system oversight and connection between different parts of the overall system;
· There are variable asset management practices throughout the country which have efficiency and effectiveness consequences;
· Existing reporting obligations do not provide consumers and other stakeholders with accurate, meaningful, and easily assimilated information. This position fails to incentivise performance improvement.
3. The perceived consequences of these concerns are:
· A risk of further Havelock North type of events;
· Housing infrastructure supply being unable to meet demand in high-growth areas;
· A failure to meet national and local environmental outcomes for freshwater and the marine environments;
· A constrained ability to plan and fund robust systems to meet the hazard landscape;
· Limitations on developing regions particularly where business establishment or expansion is dependent on the existence of reliable water infrastructure.
4. The review is to be completed and decisions made by Cabinet in October 2018 so that any financial implications of the decisions made can be included in the 2019 Budget. Hence, the work is to be progressed within a very tight timeframe particularly given the wide scope and complexity of the work to be completed before then.
5. As part of the review the Department of Internal Affairs will be establishing the following four work streams:
i. Effective oversight, regulatory settings, and institutional arrangements relating to three waters;
ii. Funding and financing mechanisms, including analysis of a range of options for funding the three waters infrastructure system;
iii. Capacity and capability of decision makers and suppliers (including consideration of the Government Havelock North Drinking Water Inquiry’s recommendations for the aggregation and licensing of drinking water suppliers);
iv. Information for transparency, accountability and decision making.
6. Each of the four work streams will identify the range of options available to address the issues which have been identified to date. It is expected that this will include a move to establish an independent regulatory agency. The implications, including potential cost impacts, for local authorities will be depend on:
· The design and breadth of role of any independent water infrastructure regulator;
· The incentive or mandatory regime that might drive supplier aggregation;
· The cost and timeframe to meet increased regulatory standards;
· The degree of rigour of any possible licensing regime;
· The nature of any changes to the existing planning regime to heighten the enforcement regime;
· The nature of the relationship between existing regulatory institutions and any new regulatory body; and
· The impacts of any changes to central government accountabilities for water infrastructure policy.
7. Given the tight timeframes within which the Government’s review is to be progressed Local Government NZ (LGNZ) will be looking to accelerate the work that they have been completing in this space, primarily through their Water 2050 project. As part of this work they recently released a Stage 1 report expressing their views on a potential model for the establishment of a water regulator. A copy of the report is available at www.lgnz.co.nz/assets/Uploads/45959-LGNZ-Water-2050-Governance-FINAL.pdf
8. The report proposes:
· A co-governance model that would bring together the information held by central government policy makers with the knowledge of local issues held by local government and the technical insights of suppliers and assessors;
· The co-governance entity would be responsible for continuously evaluating and recommending to the Minister refinements to drinking water standards and mandatory processes;
· The enforcement of the standards by a regulator which should be independent from any policy-making department;
· Replacing the current ‘principles-based’ approach to the regulation of drinking water with an outcome or performance-based form of regulation.
9. A Stage 2 report, which will look at the detailed design for a co-regulatory model for drinking water is currently under development and is expected to be released in coming months.
10. The Deep South Science Challenge has recently released a discussion document which sets out current understanding of the vulnerability of communities to rising seas and more frequent flooding.
11. The report confirms that many communities and Iwi in coastal and flood-prone locations face an uncertain future because of climate change. It identifies that Councils will need to be proactive in working with exposed communities, anticipate the support that may be required, and offer equitable solutions. However, the report has identified that we do not yet have a good understanding of a number of issues, including:
· Identifying who might be disproportionately affected by climate change;
· How institutions for addressing climate change impacts and adaptation could focus on protecting vulnerable people and communities;
· Understanding how local government’s planning for climate change adaptation can focus on reducing impacts on vulnerable people and communities;
· How information about climate change impacts and adaptation can be most effectively communicated to facilitate positive attitudes and constructive.
12. The Government has also recently established an Interim Climate Change Committee to advise on how agriculture can be included in the current Emissions Trading Scheme and also how New Zealand can move to having 100 percent of its electricity generated by renewable energy.
13. This work is important as the Government works towards the formation of a new Climate Change Commission and introduction of a Zero Carbon Act next year. Keith Turner, who chairs the Milford Opportunities Project has been appointed to this Committee.
14. The work that is occurring in the emissions reduction area is very important to our Southland communities given that agriculture currently accounts for close to half of New Zealand’s total emissions. As a result achieving real reductions in the agriculture area is fundamental to New Zealand being able to achieve its targets under the Paris Accord.
Low Emissions Economy
15. The Productivity Commission has now released its draft report www.productivity.govt.nz on how New Zealand can transition to a low-emissions economy. The report is in response to a request from Government for the Commission to identify options for how New Zealand can reduce its domestic greenhouse gas emissions through a transition to a low-emissions economy, while at the same time continuing to grow income and wellbeing.
16. The draft report provides insights into how and where emission reductions can be achieved, the emissions-pricing and other regulatory policies that will be required to bring about the transition, and the challenges, opportunities, benefits and costs of alternative transition pathways. It also notes that current land use will change significantly across NZ as part of the transition.
17. The recommendations in the draft report include:
· a strong signal from the Government, and preferably from across the Parliament, about its long-term commitment to transitioning to a low-emissions economy;
· establishing an institutional framework that supports policies for transition;
· a broad-based and effective emissions pricing scheme that includes phasing in agriculture;
· supporting regulation and policies, such as a “feebate” scheme for imported vehicles;
· more resources focused on low-emissions research and development, especially for agriculture; and
· mandatory financial disclosures about climate risk.
18. The report is open for submissions until 8 June following which the Commission will finalise its report by August.
19. The Government released the draft Land Transport Government Policy Statement for consultation at the beginning of April.
20. The GPS helps guide investment in transport by providing a longer-term strategic view of what is prioritised and why. The new strategic priorities outlined in the document reflect the Government’s commitment to:
· Mode neutrality;
· Liveable cities;
· Regional economic development;
· Protecting the environment; and
· Delivering the best possible value for money.
21. The GPS represents a shift in government priorities from the previous GPS. In particular there is now a much stronger emphasis being placed on road safety and a more to supporting broader regional development. The focus that was previous placed on a number of ‘roads of national significance’ projects is now significantly reduced. Other themes in the draft GPS 2018 include:
· a mode-neutral approach to transport planning and investment decisions;
· incorporating technology and innovation into the design and delivery of land transport investment; and
· integrating land use and transport planning and delivery.
22. Submissions on the draft GPS were open until 2 May. It is expected that the final GPS will be released in mid-May so that the Land Transport programmes for 2018/19 can be finalised before 30 June.
23. Initial indications are that the new draft GPS is not expected to have a significant effect on Southland District Council’s transport plan for the next three years. This has been further supported by recent correspondence from NZ Transport Agency which has provided Council with an update on its funding application for the 2018-21 National Land Transport Programme – indicative investment levels for continuous programmes.
24. At its meeting on 20 April the NZ Transport Agency Board made its decision on indicative investment levels for continuous programmes. Continuous programmes relate to local road maintenance, state highway maintenance, public transport services and road safety promotion programmes. Council requested $70,228,000 over the three years and indicative funding approval has been received for this quantum.
25. The Board made its decision ahead of the adoption of the NLTP on 31 August to assist Councils with budgeting, long-term plan development, and Regional Transport Committees to finalise their Regional Land Transport Plan (RLTP). The NZTA Board will confirm the funding allocations for these programmes when it adopts the NLTP.
26. The local road maintenance programme has traditionally included renewals, maintenance and operations of local roads. The draft GPS has signalled footpath maintenance as now being eligible for NLTF funding which may create opportunities to access funding. In anticipation of its inclusion in the final GPS, an indicative funding allocation for footpath maintenance has been made nationally. What this actually means for Council still needs to be worked through with the NZ Transport Agency as there is little detail available at present. Staff will continue to work with NZTA on how this funding can be accessed.
Local Government (Community Wellbeing) Amendment Bill and Local Electoral Matters Bill
27. A Local Government (Community Wellbeing) Amendment Bill and the Local Electoral Matters Bill have been introduced to Parliament and referred to select committee.
28. The Local Government (Community Well-being) Amendment Bill seeks to reinstate the four well-beings back into the Local Government Act and acknowledges the role local leadership has to promote the social, economic, environmental and cultural well-being of citizens and communities. Explicit statutory recognition of the four well beings is recognition that local authorities, by their nature, have a broad responsibility to make their jurisdictions, whether towns, cities or regions, better places in which to live.
29. The Bill also seeks to give Councils back the ability to collect development contributions in order to fund increased demand for community facilities, such as libraries, sports grounds and swimming pools resulting from developments. The ability to fund these activities through development contributions was removed from the Local Government Act by the previous government.
30. The Bill also seeks to modify the development contributions power so that it is clear that advances of financial assistance from the NZTA that are recoverable do not affect the power of territorial authorities to collect development contributions for projects financed using this mechanism. This provides clarity in an area that has been contentious for some time.
31. The Local Electoral Matters Bill addresses the design, trial and analysis of new voting methods for local elections, and will make it easier to trial electronic voting, including online voting.
Auditor General Local Government Report
32. The Office of the Auditor General (OAG) has recently released its report on local authority financial performance for the 2016/17 financial year.
33. In the report the OAG notes that they continue to be concerned that a number of local authorities might not be investing enough to ensure the maintenance of infrastructure capacity, which is critical to be able to ensure the ongoing delivery of services in the long term.
34. While the appropriateness of comparing asset renewals with the level of depreciation can be questioned it is important to recognise that a prolonged period of under investment can create an infrastructure deficit risk including an increased risk of asset failure and/or the transfer of costs to future generations.
35. The cost transfer issue is a ‘known’ issue for the sector given that the funding of depreciation did not become a requirement until relatively recently.
36. The report also highlights the need for ongoing investment in the development of good quality and reliable asset management data noting that “without good information about assets, elected members cannot make good decisions about whether they are spending the right amount at the right time on the assets they govern".
37. Freedom camping has been a topical issue with significant discussion occurring around different parts of New Zealand. 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.
38. There was also a national freedom camping symposium held in Nelson on 19 April, in conjunction with the Zone 5 and 6 meeting. The symposium was very well attended with a range of representatives from local government, the tourism industry, NZ Motor Caravan Association and central government in attendance.
39. The level of commitment that central Government has to addressing the issues was demonstrated by the attendance of Hon Nanaia Mahuta, as the Minister of Local Government, and Hon Eugenie Sage, as the Minister of Conservation. This can be seen as a clear indication that Government are wanting to develop a better understanding of the issues and opportunities that might exist to address the issues which are currently being experienced.
40. As can be expected there were a wide range of views presented at the meeting with some areas clearly seeing freedom camping as providing an opportunity to grow the tourism industry and the economic contribution that it makes to local communities, while others see it as a significant issue that requires a significantly tighter level of control introduced.
41. There remains a level of concern, particularly at the national level, 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 the tourism industry. Given that tourism is now New Zealand’s biggest export earner it is clearly important that the industry be allowed to grow in a way that manages its adverse impacts, including its impact on local communities.
42. 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.
Road Safety Summit
43. A local government road safety summit was held in Wellington on 9 April 2018. Key themes emerging from the discussions at the Summit included:
· The need for strong and ongoing leadership on road safety from central government, including consideration of the Vision Zero approach to road safety;
· There should be clear government road safety targets and consideration should be given as to whether local government should be tied to any interim targets;
· Support for increased funding for road safety projects including changing Funding Assistance Rates;
· The processes for accessing funding for road safety improvements should not be unduly onerous and disproportionate to the scale of the project;
· The process for changing local speed limits, including looking at how default speed limits are set, should be simplified and streamlined;
· Road safety should be a whole of government approach and should bring together a wide range of government agencies, all of which should share a consistent view;
· Improving the safety of children and other vulnerable users walking and cycling to school, including an increased use of eBikes, should be a priority;
· There should be increased use of road safety education campaigns, as well as an increased level of on-road enforcement by New Zealand Police;
· There should be improved access to national data especially for smaller Councils which may lack specialist data analysis skills;
· Ensuring consistent national standards for road markings, signage, and road designs.
44. The Associate Minister of Transport, who also attended the summit, has asked officials to start investigating how these and the other ideas that were recorded can be developed further. Further information related to the summit is available on the Ministry of Transport website www.transport.govt.nz
Southland Regional Development
45. All four Southland Councils have now endorsed the recommendation of the Joint Committee to proceed with the establishment of a new Southland Regional Development Agency as a CCO. Following the confirmation of these decisions work will now proceed with the next phase of work needed to establish the new Agency.
46. The work to be progressed in the next phase will include the drafting of constitutional documents, identifying a process for the appointment of the Board and commencing an internal Southland District Council process to identify the range of services that it might want to purchase from the new Agency.
47. The Kōtui Library Management System and new Library webpage were launched in early May, with great support from the Communications team, as part of the project. Users will need to update their library cards if they have not already done so.
Services and Assets
Group Manager’s Update
48. It has been a busy time for the team, with a number of important work streams currently underway. A priority for staff has been summarising, considering and responding to the Long Term Plan submission feedback.
49. Environment Southland’s Land and Water Plan has some significant implications for our long-term asset management strategies in relation to our three-waters assets. As such, a working group has been established including other local Territorial Local Authorities in a bid to undertake a detailed review of the plan and determine next steps.
50. As we draw to a close on the latest New Zealand Transport Agency three year funding cycle our transport team is working very hard to maximise the value able to be elicited from the funding whilst also seeking to ensure that our delivery resource has a steady stream of work to deliver in the new financial year as we embark on the next three year cycle.
51. In addition to the day to day activity and asset management functions undertaken by the group there are a number of other key strategic activities requiring some focus. Some of these include:
· the establishment of a consolidated Project Management Framework;
· a review of reporting functions across the group;
· an upcoming Stewart Island Electrical Supply Authority Contractor Procurement exercise;
· the Community Facilities 17A Review Implementation Plan;
· the Open Space Implementation Strategy;
· the management structure and resource associated with Stewart Island Electrical Supply Authority, Te Anau Airport and Southland District Council Forestry Activities.
52. Harvesting is now completed at Ohai, with the crew now re-established and operating in the Waikaia forest. All production, safety and financial targets are anticipated to meet and exceed expectations.
53. With a full year reforecast program of 48,000 tonnes, there remains 28,000 tonnes to be harvested by the end of the year. Log prices are slightly back for export in April, but overall still well up on budget. There has been no change in domestic sawmill prices.
54. The pruning and thinning program is close to completion which included the Gowan and Ohai Forests. Preparation for planting at Ohai for this winter is awaiting an aerial pre-plant spray, to be completed in April.
55. The mandatory emissions return for the Post89 ETS (2013-18 period) has been submitted and approved by the Ministry for Primary Industries. With the influence of harvesting there is a net unit loss resulting of 15,000 units to cover harvest liabilities. These units will be surrendered from the Council to the Crown soon.
Te Anau Wastewater Discharge Project
56. Following the decisions made at the 13 December 2017 Council meeting to approve the business case for the Kepler option, albeit subject to a final decision being made as to the preferred discharge method staff have been progressing the work needed to give effect to the decisions made. This includes:
· Establishment of the project team and associated processes needed to enable the project to proceed to the next phase. The recruitment process for a Project Manager is currently underway.
· Progressing the development of the detailed design for the reticulation system needed to transport the treated wastewater from Te Anau to the Kepler block. This has included surveying of the proposed route for the disposal pipeline.
· Development of a ‘basis of design’ report conceptual design for a sub-surface drip irrigation disposal system at the Kepler block
· The appointment of a peer reviewer, Ben Stratford, and the engagement of Peter Riddell to provide comments on the design and costings for the proposed sub-surface drip irrigation system.
· Completion of a bird strike risk assessment report for the Te Anau Manapouri airport
· Commissioning of legal advice on the resource management issues that will need to be considered in advancing a new disposal method
· Development of further financial models to support future decision-making as to a preferred disposal method once the costs and risks associated with Option 3 have been developed further
· Development of advice (including the drafting of a brief for legal advice) on the Local Government Act 2002 decision-making requirements if the Council were to make a decision to adopt an alternative disposal method
· Preliminary consideration of the procurement methods that might be used and the process that might be used to assess each of these.
57. Changes to the terms of reference for the Te Anau Wastewater Discharge Project Committee have also now been approved by Council. These changes reflect the current status of the project and Council’s desire for the Project Committee, along with the Finance and Audit Committee and Services and Assets Committee to provide commentary on the revised business case before it is presented back to Council.
Land and Water Plan Implementation
58. 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.
59. 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.
Council staff and elected members from the three Southland Territorial Local Authorities, presented evidence to the hearing panel in September. Decisions were released and the appeal period closed on 17 May.
Review of Solid Waste Contract Arrangements
60. The WasteNet Southland Waste Management Group recently notified contractors Bond Contracts and Southland Disability Enterprises Limited of its intention to begin negotiations, around rolling both contracts over. Both contracts are currently in year six of an initial eight year duration, with ability to roll over for a further eight years. Negotiations began in April 2018 and were led by an independent facilitator. A report is going to Wastenet on 23 May with recommendations.
Operations and Community Services
61. The new TIF application projects are tracking well. The cost estimates for each of the locations are nearing completion.
62. The Lumsden Project has started with South Roads completing preparation work for the sealing and at this stage, subject to weather the project is on track.
63. All Community Engineers areas are tracking well with Request for Services. There is a workshop coming up with Customer Support Partners and the Community Engineers to review and assist with the information they get from the customer at lodgement of the RFS.
Alternative Coastal Route Seal Extension Project
64. This project is tracking behind schedule and recent weather events have slowed progress. The Roading Company have completed all the earthworks and drainage works on the Otara Haldane Road section. Construction on this section is nearing completion with 60% of the route sealed.
65. The earthworks and drainage are have started along the Waipapa section and are approximately 50% completed.
District-Wide Resurfacing Contract
66. Downer have completed all the chip sealing for the 2017/2018 season.
LED Streetlight Replacement Programme
67. Network Electrical Services have established a third crew on the project and still believe they will be able to complete at least 65% of the network by 30 June 2018. It is noted that NZTA have now extended the 85% funding for the programme until 2021.
68. They are currently working in the Te Anau area as accommodation availability allows and when not, they are working in the Otautau area.
Riverton Water Structures
69. Progress is continuing to be made on the Riverton Wharves. Licencing and overview of the repair works of the jetties has occupied staff time. Most licence holders are progressing with essential repairs. However some are not and the time will come soon when decisions need to be taken about action for those not carrying out repairs.
Golden Bay Wharf
70. Negotiations have been continuing with South Port and Rakiura Adventures over the potential transfer of ownership and redevelopment of the Golden Bay Wharf.
71. Through this process the legal position re the public right to pass over and use any coastal structure, including the Golden Bay Wharf and pontoon, has been confirmed. Any restrictions, including the right to charge, for such passage need to be reflected in the relevant coastal permit.
72. Conceptual designs for replacement of the Golden Bay Wharf have also been developed and forwarded to the Stewart Island Community Board and Jetties Subcommittee for their feedback.
73. A further report outlining a proposed pathway forward in relation to the ownership and replacement of the wharf structure will be taken to the Community Board, Jetties Subcommittee and Council in the near future.
Community and Futures Group
Community Futures Research and Analysis Work Programme
74. Council is committed to undertake various research and analysis work to support its decision making and transitioning from 2018 to 2021 in preparation for the Long Term Plan 2021-2031.
75. The work to be undertaken over the period of 2018-2021 will assist in leading the development of Council’s overall approach to the management of change and preparation for what the future might hold for the district and its communities.
76. The Research and analysis work and initial topics for consideration include
· Socio demographic projects – how BERL can help to shape community futures
· Climate change and implications for Southland District
· Service delivery framework – district vs. local service provision and levels of service
· Rating affordability modelling and scenario planning and implications for Southland District
· Asset renewal strategy
· Environmental – Land and Water Plan implications for Southland District Council
· Community facility functional hierarchy provision framework
· Community partnership, community assistance and funding alignment approach
· Technological change impact on communities and implications for Council
77. This is a significant programme of work identified to be advanced and developed across the organisation. This is important to assist council in delivering on the Long Term Plan 2018-2028 and the identified priority of investing in our community future planning.
78. On 20 April the Council adopted its Initial Proposal on the Representation review to go out for consultation.
79. Consultation opened on Monday 30 April and will close at 5pm on Wednesday 6 June. Council’s proposal includes 12 councillors elected from five wards with boundary changes for the four of the wards to ensure that each ward (apart from Stewart Island Rakiura) meeting the requirements for fair representation as noted in the Local Electoral Act 2001 (the plus or minus 10% rule). Council is also proposing that Stewart Island Rakiura remain as an island community of interest. Council is also proposing (in line with the guiding principles it adopted) that there will be eight community boards across the district providing district wide coverage of community boards.
80. Public notice was given in the Southland Times and the Advocate. A copy of the consultation booklet was provided with the Advocate for distribution across the district and available from SDC offices. A copy of the booklet and a copy of the Community Governance Reference Document (which was produced to give a context, background, and a draft indicative set of terms of reference for the proposed community boards) was sent to all 175 elected members.
81. A hearings panel comprising Council and members of the Elected Representative Working Group will meet on 18 and 19 June to hear any submitters who wish to be heard and considered, and make recommendations on the proposal. Council will then on 11 July decide whether to make any changes to the proposal and adopt its final proposal. Public notice of the final proposal will then be given and there will be an opportunity for objections and/or appeals. These will be sent to the Local Government Commission who will make the final determination.
82. The governance group met on the 19th April where they received an update on Phase 1 from the project managers. The work is progressing well with the information gathering phase nearly complete and the analysis well underway. The analysis will identify the further work that is needed to be done and the project managers will then prepare business cases for those pieces of work.
83. The team provided a survey link to give the public a chance to provide any information they are aware of as well as having an open meeting session in Te Anau and approaching stakeholders directly.
84. Also on the 3rd of May the Chair of the governance group, Dr Keith Turner, took the opportunity to meet with the Ministers of Conservation and Tourism to discuss the Milford Opportunities project
Leadership Cluster Meetings
85. Staff have re-instigated the Northern Southland Leadership Cluster meetings with the first of the meetings for 2018 being held in March in Lumsden. The meeting was very well attended by members of all the CDAs in Northern Southland and the Mararoa Waimea Ward Councillors.
86. Those in attendance discussed issues common to their area such as tourism and the impact on local facilities and speed issues on state highways. The next meeting will take place in July.
87. Staff are also working to set up a Leadership Cluster for Western Southland with the majority of Board and CDA Chairs indicating they would also like to become part of this group. The first meeting will take place over the next month.
88. With the release of the Draft Land and Water Plan many local farming communities have banded together to form local catchment groups based on land users of Southlands waterways. Initially these groups were set up to provide feedback on the Land and Water Plan to Environment Southland but have continued to grow and evolve their focus into broader projects. As an example, staff recently attended a Waimatuku Catchment Group Field Day at the Otautau Blueberry Farm where landowners, Department of Conservation, Environment Southland and Southland District Council staff were in attendance.
89. Continuing with this, an initial meeting was held in March by several parties to explore the possibility of working together collectively in the Aparima, and subsequently a much broader invitation has gone out to invite interested parties to a follow-up session to discuss the draft concept brief and project plan that have been put together by a small working group based on the discussion at that initial meeting and subsequent conversations.
90. The working description for the brief states that the Aparima project is a land manager led initiative to build and support the resilience of the Aparima catchments. It is aiming to accelerate the uptake of farm environmental management plans and good management practices (and capture and monitor the work that is being done), and to go beyond this to support the catchments and people in those catchments to transition into the future. It is proposed that this project will be implemented across the Aparima Freshwater Management Unit, of which the Aparima, Pourakino and Waimatuku Catchments are the largest catchments with each of these catchments having active catchment groups.
Stewart Island Community Plan
91. In August 2017, the Ministry of Business, Innovation and Employment (MBIE) approached Council, to lead a programme of development and consultation around opportunities and planning for the future of Stewart Island. The catalyst behind this was the Bonamia Ostreae parasite that has devastated oyster production on Stewart Island. The purpose of the project is to determine the short, medium and long term community vision for the future sustainability and growth of Stewart Island Rakiura.
92. The final report was submitted to Council 27 March, at which time Council accepted the recommendations made and endorsed the preparation of two investment proposals around Strategic leadership and wharves on the island. Following the completion of any investment proposals, a further report will be submitted to Council in June for approval to submit to MBIE.
Community Organisation and Volunteer Sector Shared Services Pilots
93. The purpose of this project is to develop and run two pilot projects around the concept of shared services and shared service delivery within two communities in the Southland district. The two communities running this pilot are Winton township and Edendale-Wyndham and surrounds. Shared services is a concept utilised throughout many groups around the country and beyond, and where there is significant benefit to the efficiency and effectiveness of community organisations and volunteer groups, can work extremely well.
94. 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, and attracting and retaining people in skilled governance roles, such as Chairs, Secretaries and Treasurers. These pilots will investigate the opportunities available for shared services and what is needed to achieve this by organisations and, if appropriate, funding agencies.
95. One of the most critical aspects of shared services will be to look at how we communicate with community and volunteer groups around retaining their autonomy while also being supported by peers in a shared service environment. This will be an important part of any discussions, and will play a pivotal role in determining the success of any shared services.
Venture Southland community development staff have begun discussing this with a number of groups within the pilot areas, and will progress this over the next few months. The pilot will run for the course of the calendar year.
Community Leadership Plans
96. Council’s Community Partnership Leaders have been working together to develop phase three of the community leadership plan process. Phase one consisted of workshops with elected members to seek feedback on a range of questions relating to the future of the district. Phase two involved similar workshops but this time with key stakeholders in the community. Staff are now working to develop a brief for phase three which will bring together the important findings of the first two phases into draft plans focusing on key issues impacting our people across the district. Phase three will also involve broad discussions with the wider community.
Environmental Services Group
Group Managers Update
97. The Group Manager Environmental Services attended the National Freedom Camping Symposium in Nelson on 19th April. This was well attended and a very worthwhile seminar with very useful information exchange in relation to issues that areas were experiencing. The vast majority of these related to non-self-contained camping. There was also useful discussion on possible solutions to some issues, and a very informative and impressive presentation from the creator of the Campermate smart phone app about how technology can assist in the management of freedom camping issues and assisting to inform the best location for tourist related infrastructure.
98. The Whakamana te Waituna Trust held its first meeting in April. Councillors Keast and Duffy are the Council’s appointed representatives on this Trust. This was a very positive first meeting, co-chaired by Cr Lloyd McCallum of Environment Southland and Mr Dean Whaanga, Kaupapa Taiao Manager, of Te Ao Marama.
99. The Ministry for Business Innovation and Employment is providing a grant towards a one year fixed term Project Manager - Community position for the Predator Free Rakiura Leadership group. Council has agreed to be the administrator of this funding and to management the recruitment process. This position is being advertised at present, closing late May.
100. The new Food Act has enabled any authorised persons to audit a category of food approvals called ‘national programmes’, as opposed to template food control plans that only the local Council can audit. National programme approved businesses include garages that sell pies, or some grocery stores. To enable Councils to offer these services they offered a ‘fast track’ approval process.
101. Staff were surprised to learn that only four Councils in the South Island received fast track approval, being Southland District, Invercargill City, Central Otago District, and Queenstown Lakes District Councils. Dunedin is the only Council in New Zealand that has a full audit approval, without having to go through fast track.
102. Currently, the Environmental Health team has put these (discretionary) services on hold in order to focus on other priorities, but hopes to offer these services soon.
103. Extensive work has been carried out to reduce administration workload for dog registration. A number of initiatives have been implemented (or in the process of) to achieve this, such as new systems to enable new dogs to be registered online, a re-designed form, a prize draw to encourage online registration, and new promotional banners in our area offices.
Colac Foreshore Road
104. Council considered a report on the future of the eroded section of the foreshore road in November and decided to apply for resource consent to transition the rock rip rap in accordance with the NIWA report, finishing it at the end point of the existing rock.
105. A design has been received from Stantech for the Colac Bay foreshore protection works that Bonisch Consultants will now integrate into Council’s consent application and engage with Environment Southland around resuming the processing of the resource consent.
106. Income is tracking in accordance with the year to date budget and expenses are slightly less than budgeted across all business units.
That the Browns Community Development Area Subcommittee:
a) Receives the report titled “Council Report” dated 23 April 2018.
There are no attachments for this report.