Date:

Time:

Meeting Room:

Venue:

 

Monday 18 June 2018

9am

Council Chambers
15 Forth Street
Invercargill

 

Council

OPEN MINUTES FOR CONFIRMATION

 

 

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

 

6.1         Meeting minutes of Council, 18 April 2018                                                                                         2

6.1         Meeting minutes of Council, 20 April 2018                                                                                       17

6.1         Meeting minutes of Council, 2 May 2018                                                                                           30

6.1         Meeting minutes of Council, 16 May 2018                                                                                        50

 


 

Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 18 April 2018 at 9am and reconvened on Thursday, 19 April 2018.

 

present

 

 

 

Wednesday 18 April 2018

Thursday 19 April 2018

Mayor

Mayor Gary Tong

 

 

Deputy Mayor

Paul Duffy

 

Apology

Councillors

Stuart Baird

 

 

 

Brian Dillon

 

 

 

John Douglas

 

 

 

Bruce Ford

 

 

 

Darren Frazer

 

 

 

George Harpur

 

 

 

Julie Keast

 

 

 

Ebel Kremer

 

 

 

Gavin Macpherson

 

 

 

Dean Whaanga – Te Ao Marama

 

Apology

 

IN ATTENDANCE

 

Chief Executive Officer

Steve Ruru

Group Manager, Environmental Services

Bruce Halligan

Group Manager, Services and Assets

Matt Russell

Group Manager, Community and Futures

Rex Capil

Chief Financial Officer

Anne Robson

Group Manager, Customer Support

Trudie Hurst

Senior Projects Manager

Ian Marshall

Publications Specialist

Chris Chilton

Committee Advisor

Fiona Dunlop

 

 


1             Apologies

 

There were apologies from Councillors Duffy (late arrival and early departure), Paterson and Perham.

 

Resolution

Moved Cr Dillon, seconded Cr Douglas and resolved:

That Council accept the apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

See item 8.4 Venture Southland 2018-2019 Work Programme - 1 July 2018 - 31 January 2019 for a declaration from Councillor Macpherson.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Council Minutes

 

Resolution

Moved Cr Macpherson, seconded Cr Keast and resolved:

That Council confirms the minutes of the meetings, held on Thursday 22 February 2018 and Tuesday 27 March 2018 as a true and correct record of those meetings.

 


 

Reports - Policy and Strategy

 

 

7.1

Feedback received on the 2018-2028 Long Term Plan, Revenue and Financing Policy and Development and Financial Contributions Policy

Record No:       R/18/3/5176

 

1          Mary Napper (submitter 51) addressed the meeting in support of her submission.

 

2          Mervyn Cave (submitter 111) addressed the meeting in support of their submission via video conference from Te Anau.

 

3          Janice Templeton (submitter 124) did not appear before the meeting.

 

4          Caroline Loo representing the Loss and Grief Centre (submitter 3) addressed the meeting in support of the organisations submission.

 

(During the submission from Mrs Loo, Councillor Duffy joined the meeting at 9.19am.)

 

Item 8.3 – Risk Management Framework Project Development was taken next to be followed by item 8.4 – Venture Southland 2018-2019 Work Programme 1 July 2018 to 31 January 2019 and then item 8.2 – Financial Report for the month ended 28 February 2018.

 

8.3

Risk Management Framework Project Development

Record No:       R/18/4/7445

 

Group Manager, Community and Futures – Rex Capil was in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Cr Douglas and resolved:

That the Council:

a)            Receives the report titled “Risk Management Framework Project Development” dated 6 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)           Endorse the approach to engage Structured Conversations Ltd on a preferred supplier basis to undertake the Risk Management Framework project.

 

e)            Approves unbudgeted expenditure of up to $60,000 exclusive of GST to be split evenly over the two financial years of 2017-2018 and 2018-2019 and to be sourced from the Council District Operations Reserve to undertake the Southland District Council Risk Management Framework project.

 

 

8.4

Venture Southland 2018-2019 Work Programme - 1 July 2018 - 31 January 2019

Record No:       R/18/4/7498

 

Group Manager, Community and Futures – Rex Capil was in attendance for this item.

 

Councillor Macpherson declared a conflict of interest in relation to this item and withdrew from the table.

 

 

Resolution

Moved Cr Kremer, seconded Cr Baird and resolved:

That the Council:

a)            Receives the report titled “Venture Southland 2018-2019 Work Programme - 1 July 2018 - 31 January 2019” dated 6 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)           Receive the Venture Southland 2018-2019 Work Programme for the period 1 July 2018 - 31 January 2019.

 

Councillor Macpherson returned to the table following his conflict of interest.

 

 

8.2

Financial Report for the month ended 28 February 2018

Record No:       R/18/3/6728

 

Project Accountant, Dipal Patel was in attendance for this item.

 

 

Resolution

Moved Cr Kremer, seconded Cr Harpur and resolved:

That the Council:

a)            Receives the report titled “Financial Report for the month ended 28 February 2018” dated 12 April 2018.

 

 

7.1

Feedback received on the 2018-2028 Long Term Plan, Revenue and Financing Policy and Development and Financial Contributions Policy - continued

Record No:       R/18/3/5176

 

1          Nathan Burdon and Brendon McDermott representing Sport Southland (submitter 135) addressed the meeting in support of the organisations submission.

 

 

8.6

Harvesting Trees at the Mossburn Cemetery.

Record No:       R/18/4/8215

 

Strategic Projects Manager – Ian Marshall was in attendance for this item.

 

 

Resolution

Moved Cr Douglas, seconded Cr Dillon and resolved:

That the Council:

a)            Receives the report titled “Harvesting Trees at the Mossburn Cemetery.” dated 12 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)           Approves the proposal to harvest the trees on the property at 20 Cemetery Road being - Mossburn Cemetery.

 

e)            Notes that the estimated net return from the harvesting operation is $70,995 and that the revenue from the harvesting and replanting process will be added to the Mossburn Community Development Area financial reserves.

 

f)             Approves the Mossburn Community Development Area Subcommittee recommendation that the net revenue from this harvest and all subsequent harvests be used for the benefit of the Mossburn Community Centre.

 

g)           Approves the unbudgeted expenditure of $7,650 to replant the harvested area and that this be funded from the harvesting operation funds.

 

 

7.1

Feedback received on the 2018-2028 Long Term Plan, Revenue and Financing Policy and Development and Financial Contributions Policy - continued

Record No:       R/18/3/5176

 

1          Marilyn Hunter representing The Friends of the Library (Te Anau) (submitter 63) addressed the meeting in support of the organisations submission via video conference from Te Anau.

 

The meeting adjourned for morning tea 10.12am and reconvened at 10.32am.

 

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

 

 

2          Ray Willett (submission 126) addressed the meeting in support of his submission.

 

3          Blair Hamilton (submission 140) addressed the meeting in support of his submission.

 

4          Chris Henderson (submission 119) addressed the meeting in support of her submission.

 

5          Gary Carruthers (submission 136) addressed the meeting in support of his submission.

 

6          Alistair Wilson and Gary Morgan representing New Zealand Farm Forestry Association – Southland Branch (submission 120) addressed the meeting in support of the organisations submission.

 

7          Allan Youldon (submission 132) addressed the meeting in support of his submission via video conference from Te Anau.

 

Councillor Duffy left the meeting at 11.21am.

 

Dean Whaanga left the meeting at 11.21am and returned at 11.23am.

 

8          Neil Waldman (submission 130) addressed the meeting in support of his submission.

 

9          John Whitehead (submission 10) did not address the meeting in support of his submission.

 

10       Stevie-Rae Blair representing Te Ao Marama (submission 153) addressed the meeting in support of the organisations submission.

 

11       Mr John Turner (submission 50) addressed the meeting in support of his submission.

 

 

Items 9.1 to 9.9 were taken next.

 

 

9.1

Minutes of the Otautau Community Board Meeting dated 9 February 2018

Record No:       R/18/4/7530

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Douglas and resolved:

That Council receives the minutes of the Otautau Community Board meeting held 9 February 2018 as information.

 

9.2

Minutes of the Riverton/Aparima Community Board Meeting dated 12 February 2018

Record No:       R/18/4/7916

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Douglas and resolved:

That Council receives the minutes of the Riverton/Aparima Community Board meeting held 12 February 2018 as information.

 

 

9.3

Minutes of the Tuatapere Community Board Meeting dated 13 February 2018

Record No:       R/18/4/8090

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Douglas and resolved:

That Council receives the minutes of the Tuatapere Community Board meeting held 13 February 2018 as information.

 

 

9.4

Minutes of the Riverton Harbour Subcommittee Meeting dated 16 October 2017

Record No:       R/18/3/5487

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Douglas and resolved:

That Council receives the minutes of the Riverton Harbour Subcommittee meeting held 16 October 2017 as information.

 

 

9.5

Minutes of the Balfour Community Development Area Subcommittee Meeting dated 25 October 2017

Record No:       R/18/4/7256

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Douglas and resolved:

That Council receives the minutes of the Balfour Community Development Area Subcommittee meeting held 25 October 2017 as information.

 

 

9.6

Minutes of the Mossburn Community Development Area Subcommittee Meeting dated 30 October 2017

Record No:       R/18/3/6729

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Douglas and resolved:

That Council receives the minutes of the Mossburn Community Development Area Subcommittee meeting held 30 October 2017 as information.

 

 

9.7

Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 10 October 2017

Record No:       R/18/3/6251

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Douglas and resolved:

That Council receives the minutes of the Nightcaps Community Development Area Subcommittee meeting held 10 October 2017 as information.

 

 

9.8

Minutes of the Ohai Community Development Area Subcommittee Meeting dated 10 October 2017

Record No:       R/18/3/6265

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Douglas and resolved:

That Council receives the minutes of the Ohai Community Development Area Subcommittee meeting held 10 October 2017 as information.

 

 

9.9

Minutes of the Riversdale Community Development Area Subcommittee Meeting dated 25 October 2017

Record No:       R/18/4/7259

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Douglas and resolved:

That Council receives the minutes of the Riversdale Community Development Area Subcommittee meeting held 25 October 2017 as information.

 

 

The meeting adjourned for lunch at 12.01pm and reconvened at 12.06pm.

 

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

 

 

7.1

Feedback received on the 2018-2028 Long Term Plan, Revenue and Financing Policy and Development and Financial Contributions Policy - continued

Record No:       R/18/3/5176

 

1          Alan Baird and Doug Fraser representing Federated Farmers of New Zealand) (submission 145) addressed the meeting in support of the organisations submission.

 

The meeting adjourned for lunch at 12.23pm and reconvened at 1.30pm.

 

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

 

2          Ali Meade and Fiona Young representing Environment Southland (submission 92) addressed the meeting in support of the organisations submission.

 

3          Nathan Surendran (submission 155) addressed the meeting in support of his submission.

 

4          Mary O'Brien representing CCS Disability Action (submission 149) addressed the meeting in support of the organisations submission.

 

5          Sir Alan Mark (submission 8) addressed the meeting in support of his submission via teleconference.

 

6          Andrew Feierabend – Statutory and Compliance Manager) representing Meridian Energy Limited (submission 146) addressed the meeting in support of the organisations submission via teleconference.

 

7          Andrew Feierabend representing Te Waiau Mahika Kai Trust (submission 147) addressed the meeting in support of the organisations submission via teleconference.

 

8          Roger Hodgkinson (submission 158) addressed the meeting in support of his submission.

 

Dean Whaanga left the meeting at 2.59pm.

 

The meeting adjourned for afternoon tea 3.01pm and reconvened at 3.18pm.

 

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

 

9          Leanne Liggett and Janice Burton representing Southern District Health Board (submission 143) addressed the meeting in support of the organisations submission.

 

10       Sue Maturin representing Royal Forest and Bird Protection Society of New Zealand Inc (submission 47) addressed the meeting in support of the organisations submission.

 

11       Jean Anderson representing Physicians and Scientists for Global Responsibility New Zealand Charitable Trust (submission 1) did not address the meeting in support of the organisations submission.

 

 

8.5

Balfour Area Guardrail Project Update

Record No:       R/18/4/8092

 

Strategic Manager Roading – Hartley Hare was in attendance for this item.

 

During discussion on the items, the Councillors advised that they were no happy with the proposal for the guardrails.

 

Officers advised that this bridge was not the only bridge in the district that would be affected by the decision to modify the guard rails.

 

 

Resolution

Moved Mayor Tong, seconded Cr Kremer and resolved:

That the Council lies the item on the table.

 

 

Please note that as a result of the item being laid on the table, the recommendations in the officers report were not approved at this meeting.

That the Council:

a)            Receives the report titled “Balfour Area Guardrail Project Update” dated 12 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)            Allows for the installation of guardrail at Keowns Bridge with a modified offset as much as practicably safe on the bridge to mitigate against accidental vehicle strike.

 

e)            Allows for the installation of handrail system to assist with stock movement but at the expense of the interested party or parties and provided it does not compromise road user safety.

 

The meeting adjourned at 4.29pm to reconvene at 9am on Thursday 19 April 2018.

 

Thursday 19 April 2018

 

The meeting reconvened at 9am.

 

Present:

 

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

 

In Attendance

 

Chief Executive Officer

Steve Ruru

Group Manager, Services and Assets

Matt Russell

Group Manager, Community and Futures

Rex Capil

Chief Financial Officer

Anne Robson

People and Capability Manager

Janet Ellis

Group Manager, Customer Support

Trudie Hurst

Senior Projects Manager

Ian Marshall

Publications Specialist

Chris Chilton

Committee Advisor

Fiona Dunlop

 


 

 

7.1

Feedback received on the 2018-2028 Long Term Plan, Revenue and Financing Policy and Development and Financial Contributions Policy - continued

Record No:       R/18/3/5176

 

1.           David McFarlane representing the Yellow Eyed Penguin Trust (submission 160) addressed the meeting in support of the organisations submission.

 

 

Resolution

Moved Mayor Tong, seconded Cr Kremer and resolved:

That the Council:

a)            Receives the report titled “Feedback received on the 2018-2028 Long Term Plan, Revenue and Financing Policy and Development and Financial Contributions Policy” dated 12 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)           Receives the public submissions received on the 2018-2028 Long Term Plan, Revenue and Financing Policy and the Development and Financial Contributions Policy as detailed in Attachment A of the officer’s report.

 

e)            Receives the informal feedback from Council’s Facebook page as detailed in Attachment B of the officer’s report.

 

f)             Receives the oral submitters as is outlined in the timetable in Attachment C of the officer’s report.

 

g)           Thanks the submitters for their attendance.

 

Reports - Operational Matters

 

8.1

Te Anau Wastewater - Decision-making Process

Record No:       R/18/3/4716

 

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

 

 

Resolution

Moved Cr Kremer, seconded Cr Douglas recommendations a to I, j with changes (as indicated with strikethrough and underline), k and l (as indicated with strikethrough and underline) and m and resolved:

That the Council:

a)            Receives the report titled “Te Anau Wastewater - Decision-making Process” dated 5 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)           Notes the decision that it made at its 13 December meeting, subject to a future decision as to the final discharge method to be used, to approve the business case for development of a new wastewater discharge system at the Kepler block based on the consented Option 1 and in so doing set an approved budget of $14.5 million for the project.

 

e)            Confirms that as a result of making this decision the Chief Executive is authorised to proceed with implementation of the business case, including employing the staff, consultants and other contractors that he considers are needed to progress the project, in accordance with the approved budget subject to a future decision on the final method of disposal.

 

f)             Notes that in approving the business case it also requested further advice on Option 3 as a possible discharge method and that the costs of developing this advice were not included within the scope of the $14.5 million budget for Option 1.

 

g)           Notes that it will not be able to capitalise the costs associated with evaluating and undertaking initial design work for two disposal methods.

 

h)           Agrees that the cost associated with developing the advice requested on Option 3 should be funded from the district wastewater activity as unbudgeted expenditure until a decision is made as to the final discharge method at which time it will make a decision about the expensing of the investigation and design costs associated with the disposal option not selected as the final discharge method.

 

i)             Approves as unbudgeted expenditure, to initially be funded from the district wastewater activity, the costs associated with evaluating Option 3 as per the Council resolution of 13 December 2017.

 

j)             Determines that Provides direction as to whether the advice requested on Option 3 at its 13 December 2017 meeting is to be reported to the Finance and Audit Committee, Services and Assets Committee and Te Anau Wastewater Discharge Project Committee in the first instance or directly to Council itself.

 

k)            Notes that it has the ability to seek further advice from Council committees and/or the Te Anau Community Board and Manapouri CDA should it consider it appropriate to do so at a later date irrespective of the option chosen.

 

l)             Determines that the role and terms of reference for the Services and Assets Committee, Finance and Audit Committee and Te Anau Wastewater Discharge Project Committee should remain unchanged at this point in time but that it will reconsider the role of these Committees once it has made a decision as to the final discharge method to be used. 

 

l)             Request that the Chief Executive review the terms of reference for the Te Anau Wastewater Discharge Project Committee and report back to Council as soon as practicable with revised set of terms of reference for Council consideration.

 

m)          Notes that staff will report back to Council outlining a suggested procurement methodology once they are ready to proceed to tender for the construction aspects of the Te Anau wastewater discharge project.

 

 

The meeting adjourned at 10.06am for morning tea.

 

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

 

Public Excluded

 

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

Resolution

Moved Mayor Tong, seconded Cr Keast and resolved:

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

C10.1 Chaslands Highway Slip Repair Procurement Outcome

C10.2 Public Excluded Minutes of the Riverton Harbour Subcommittee Meeting dated 16 October 2017

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

 

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

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

 

Chaslands Highway Slip Repair Procurement Outcome

s7(2)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

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

 

Public Excluded Minutes of the Riverton Harbour Subcommittee Meeting dated 16 October 2017

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

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

 

That the Chief Executive Officer, Group Manager, Services and Assets, Group Manager, Community and Futures, Chief Financial Officer, People and Capability Manager, Group Manager, Customer Support, Senior Projects Manager, Publications Specialist, Committee Advisor and Strategic Manager Transport be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C10.1 Chaslands Highway Slip Repair Procurement Outcome and C10.2 Public Excluded Minutes of the Riverton Harbour Subcommittee Meeting dated 16 October 2017. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

The public were excluded at 10.32am on Thursday 19 April 2018.

 

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

 

 

 

The meeting concluded at 10.42am                     CONFIRMED AS A TRUE AND CORRECT RECORD AT A

on Thursday 19 April 2018.                                       MEETING OF THE Council HELD ON WEDNESDAY 18 APRIL 2018 (reconvened Thursday 19 April 2018).

 

 

 

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

 

 

 

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

 


Council

20 April 2018

 

 

Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chambers, 15 Forth Street, Invercargill on Friday, 20 April 2018 at 9am.

 

present

 

Mayor

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

John Douglas

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

IN ATTENDANCE

 

Chief Executive Officer – Steve Ruru

Group Manager, Services and Assets – Matt Russell

Group Manager, Community and Futures – Rex Capil

Chief Financial Officer – Anne Robson

People and Capability Manager – Janet Ellis

Group Manager, Customer Support – Trudie Hurst

Communications Manager – Louise Pagan

Governance and Democracy Manager – Clare Sullivan

Committee Advisor – Fiona Dunlop

 

 


1             Apologies

 

There were apologies from Councillors Duffy, Paterson and Perham.

 

Moved Cr Dillon, seconded Cr Frazer and resolved:

That the Council accept the apologies.

 

 

2             Leave of absence

 

There were leaves of absence received from Councillors as follows:

 

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

Councillor Dillon – 25 June 2018 to 19 July 2018.

 

Moved Mayor Tong, seconded Cr Keast  and resolved:

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

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Council Minutes

 

There were no minutes to confirm.

 

 

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

 

 

9.1

Initial Proposal and Consultation Booklet for the 2018 Representation Review

Record No:       R/18/2/2419

 

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

 

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

 

 

Resolution

Moved Mayor Tong, seconded Cr Keast the motion:

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

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

 

 

Resolution

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

That the Council:

a)            Receives the report titled “Initial Proposal and Consultation Booklet for the 2018 Representation Review” dated 12 April 2018.

 

b)           Determines that this matter or decision be recognised as significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Resolves under sections 19H and 19J of the Local Electoral Act 2001 to adopt the Initial Proposal for the Southland District Council for the elections to be held in 2019 and elections thereafter until altered by a subsequent decision:

 

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

 

ii)         That the ward names remain as follows:

          Mararoa Waimea – three councillors

          Winton Wallacetown – three councillors

          Waiau Aparima – three councillors

          Waihopai Toetoe – two councillors

          Stewart Island Rakiura – one councillor

 

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

 

Proposed Ward

Localities

Mararoa Waimea

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

Stewart Island Rakiura

Halfmoon Bay (Oban), Horseshoe Bay, Ringa Ringa

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

Waiau/Aparima

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

Waihopai Toetoe

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

Winton Wallacetown

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

 

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

Ward

2013 Census Statistics

Elected Members

Population per Councillor

Mararoa Waimea

7803

3

2601

Winton Wallacetown

7890

3

2630

Waiau Aparima

8139

3

2711

Waihopai Toetoe

5421

2

2713

Stewart Island Rakiura

384

1

384

 

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

 

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

 

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

 

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

 

Proposed Community Board

Localities

Ardlussa

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

Fiordland

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

Northern

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

Oreti

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

Stewart Island Rakiura

Halfmoon Bay (Oban), Horseshoe Bay, Ringa Ringa

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

Takitimu

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

Taramea Te Waewae

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

Waihopai Toetoe

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

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

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

 

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

 

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

 

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

 

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

 

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

 

 

 

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

 

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

 

 

8.3

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

Record No:       R/18/3/6334

 

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

 

 

Resolution

Moved Cr Ford, seconded Cr Douglas and resolved:

That the Council:

a)            Receives the report titled “Predator Free Rakiura- Council approval to receive and administer Ministry of Business Innovation and Employment funding” dated 11 April 2018.

 

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Approves the receipt of the unbudgeted income of $100,000 excluding GST from the Ministry of Business Innovation and Employment for the Predator Free Rakiura Project Manager role.

 

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

 

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

 

 

 

8.1

Dog Registration Fees for 2018/2019

Record No:       R/18/3/5184

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Dillon and resolved:

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

 

 

8.2

Approval for Unbudgeted Expenditure - Pathways Module for New Dogs

Record No:       R/18/3/6691

 

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

 

 

Resolution

Moved Cr Keast, seconded Cr Ford and resolved:

That the Council:

a)            Receives the report titled “Approval for Unbudgeted Expenditure - Pathways Module for New Dogs” dated 11 April 2018.

 

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Approves the unbudgeted expenditure of $16,568.18 (excl. GST) for the purchase of the new dogs Pathways module.  

 

 

 

8.4

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

Record No:       R/18/3/6583

 

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

 

 

Resolution

Moved Mayor Tong, seconded Cr Harpur and resolved:

That the Council:

a)            Receives the report titled “Report seeking Council endorsement of Museum Support Agreement for Wyndham and Districts Historical Society Incorporated” dated 11 April 2018.

 

b)           Determines that this matter or decision be recognised as not  significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Approves the Museum Support Agreement.

 

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

 

 

Reports - Governance

 

 

9.2

Southland Regional Development Agency

Record No:       R/18/3/4715

 

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

 

 

Resolution

Moved Cr Dillon, seconded Cr Macpherson and resolved:

That the Council:

a)        Receives the report titled “Southland Regional Development Agency” dated 11 April 2018.

 

b)        Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)        Agree to proceed with the formation, in accordance with the Companies Act 1993 and Local Government Act 2002, of the Southland Regional Development Agency as a limited liability company and Council controlled organisation.

 

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

 

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

 

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

 

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

 

 

Public Excluded

 

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

Resolution

Moved Mayor Tong, seconded Cr Ford and resolved:

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

C10.1    Removal of Ouvea Premix

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

 

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

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

 

Removal of Ouvea Premix

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

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

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

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

 

 

The public were excluded at 9.56am.

 

The meeting returned to open session at 10.14am.

 

 

8.1

Dog Registration Fees for 2018/2019

Record No:       R/18/3/5184

 

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

 

 

Resolution

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

That the Council:

a)            Receives the report titled “Dog Registration Fees for 2018/2019” dated 23 March 2018.

 

b)           Determines that this matter or decision be recognised not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Sets the dog control fees as follows for the 2018/2019 registration year:

 

Registration - Dog (non-working)

$90.00

Discounts

 

(a)          The dog is spayed or neutered

-$10.00

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

-$20.00

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

-$30,00

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

$30.00

Registration - Working Dog

$30.00

Late Registration - All Dogs

50%

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

Free

 

Dog Control Fees

 

(a)

Dog hearing lodgement fee

$100.00

(b)

Multiple dog licence application fee

$50.00

(c)

Sale of collars

$9.00

(d)

Withdrawal of infringement fee, per infringement

$30.00

 

Microchipping

 

(a)

Microchipping of a dog registered by SDC

Free

(b)

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

$30.00 per dog, for the fifth and subsequent dog

Dog Impounding Fees

 

(a)

Impounding of dogs

$100.00

(b)

Sustenance of impounded dog per day or part thereof

$20.00

(c)

Euthanasia

$40.00

 

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

 

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

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

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

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

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

v)        the resourcing and experience of the provider.

 

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

 

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

i)                    Dog registration fees for other Councils; and

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

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

 

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

i)             Dog registration fees for other Councils; and

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

iii)          Veterinary costs for dogs that require specialist care.

 

 

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

 

 

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

 

 

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

 

 

 

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


 

Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 2 May 2018 at 9.01am.

 

present

 

Mayor

Mayor Gary Tong

Deputy Mayor

Paul Duffy (9.02am – 10.28am, 10.47am – 10.56am, 1.05pm – 1.56pm)

Councillors

Stuart Baird

 

Brian Dillon

 

John Douglas

 

Bruce Ford

 

Darren Frazer

 

George Harpur

 

Julie Keast

 

Ebel Kremer

 

Gavin Macpherson

 

IN ATTENDANCE

 

Chief Executive Officer – Steve Ruru

Group Manager, Environmental Services – Bruce Halligan

Group Manager, Services and Assets – Matt Russell

Group Manager, Community and Futures – Rex Capil

Chief Financial Officer – Anne Robson

People and Capability Manager – Janet Ellis

Group Manager, Customer Support – Trudie Hurst

Senior Projects Manager – Ian Marshall

Communications Manager – Louise Pagan

Governance and Democracy Manager – Clare Sullivan

Committee Advisor – Fiona Dunlop

 

 

 


Council

02 May 2018

 

1             Apologies

 

There were apologies from Councillors Paterson and Perham and for lateness from Councillor Duffy.  An apology from Te Ao Marama partner Dean Whaanga was also received.

 

Moved Cr Dillon, seconded Cr Keast and resolved:

That the Council accept the apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

(Councillor Duffy joined the meeting at 9.02am.)

 

 

3             Conflict of Interest

 

Please see item 7.2 2018-2028 Long Term Plan (LTP) – Deliberations for a conflict of interest from Councillor Duffy.

 

 

4             Public Forum

 

Joan Scarlett addressed the meeting in support of the submission to the 2018/2028 Long Term Plan from the Southland Heritage Railway Regional Group.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Council Minutes

 

There are no minutes to confirm

 

Reports - Policy and Strategy

 

 

7.2

2018-2028 Long Term Plan (LTP) - Deliberations

Record No:       R/18/4/9352

 

Project Co-ordinator, Corporate Planning – Nicole Taylor and Financial Accountant – Susan McNamara were in attendance for this item.

 

 

Moved Mayor Tong, seconded Councillor Kremer recommendations a to c which were put and CARRIED.

 

 

Moved Councillor Macpherson, seconded Councillor Keast recommendation d which was put and CARRIED.

 

 

Moved Councillor Dillon, seconded Councillor Douglas recommendation e which was put and CARRIED.

 

 

Moved Councillor Kremer, seconded Councillor Douglas recommendation f which was put and CARRIED.

 

 

Moved Mayor Tong, seconded Councillor Ford recommendation g which was put and CARRIED.

 

Councillor Duffy declared a conflict of interest in relation to the Curio Bay Recreation Reserve and did not take part in the discussion or vote on the matter.

 

 

Moved Councillor Keast, seconded Councillor Douglas recommendation h which was amended (as indicated) as follows and was put and CARRIED:

 

That the Council:

h)      Continue to work with the South Catlins Charitable Trust, Department of Conservation and stakeholders to investigate options for the appropriate future management and protection of the Curio Bay Recreation Reserve headland and wildlife.

 

h)         Determines in relation to the Curio Bay Recreation Reserve issue that it confirms option 1 and requests staff to:

i.      Work with the South Catlins Charitable Trust and Department of Conservation to investigate removal of any camping and vehicles on that portion of the Curio Bay Recreation Reserve east of the existing road up to the headland.

ii.    Work with the South Catlins Charitable Trust and Department of Conservation to investigate the erection of a vehicle barrier along the portion of the reserve from east of the existing road up to the headland.

iii.   Continue to work with all other agencies around further protection where possible for the Yellow eyed penguins at Curio Bay.

 

 

Councillor Duffy returned to the meeting following his conflict of interest.

 

 

Moved Councillor Kremer, seconded Councillor Douglas recommendation i which was put and CARRIED.

 

 

Moved Councillor Macpherson, seconded Councillor Keast recommendation j which was put and CARRIED.

 

 

Moved Mayor Tong, seconded Councillor Keast recommendation k which was put and CARRIED.

 

 

Moved Mayor Tong, seconded Councillor Kremer recommendation l which was amended (as indicated) and put and CARRIED.

 

l)          Determines that in relation to the Funding Requests issue that it:

i.     Provide funding to the Loss and Grief centre of $15,000 with 2018/19 funded from District Operations reserve and 2019/2- onwards funded from rates and that be reviewed every Long Term Plan cycle.

ii.    Provide no funding to the Fiordland Trails Trust.

iii.   Requests the Southland Regional Heritage Group keeps the Council informed of any future development related to the regional train park/museum.

iv.   Removes the funding of $10,000 set aside for Biodiversity co-ordinator.

 

The Meeting adjourned for morning tea at 10.28am and reconvened at 10.47am.

 

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

 

 

Moved Councillor Kremer, seconded Councillor Keast recommendation m.

 

(Councillor Duffy left the meeting at 10.56am.)

 

Recommendation m was put and CARRIED.

 

 

Moved Mayor Tong, seconded Councillor Keast recommendation n with an addition (as indicated) which was put and CARRIED.

 

n)        Determines that in relation to the Staff Amendments and Updates issue that it confirms option 1 and directs staff to prepare the Long Term Plan 2018-28 with all amendments requested and note that the Winton Community Board recommended to Council that the Stormwater project STO1718 – Stormwater Main Replacement included in the 2018/2028 draft Long Term Plan be increased by $876,518 in 2019/2020 financial year for a total project cost of $1,876,500.  That the project be funded from the Winton reserves in the 2018/2019 financial year of $250,000 and in the 2019/2020 financial year of $250,000 (a total of $500,000) with the remaining balance (of $1,376,500) to be funded by a 30 year loan.

 

 

Moved Councillor Ford, seconded Councillor Macpherson recommendations o and p which was put and CARRIED.

 

 

Resolution

That the Council:

a)        Receives the report titled “2018-2028 Long Term Plan (LTP) - Deliberations” dated 26 April 2018.

 

b)        Determines that this matter or decision be recognised as significant in terms of Section 76 of the Local Government Act 2002.

 

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)        Determines in relation to the Investing in Community Future Planning issue that it confirms option 1- To future proof and support the investment of $150,000 in the first year increasing to $250,000 a year by year four to undertake more futures planning work.

 

e)        Determines in relation to the Improving the Around the Mountains Cycle Trail experience issues that it confirms option 1 – Centre Hill Road Connection ($126,000).

 

f)         Determines in relation to the Funding of the Around the Mountains Cycle Trail cost issue that it confirms option 1 – 100% Loan Funding.

 

g)        Determines in relation to the Investing in Open Spaces issue that it:

i.       Confirms option 1 – To future proof and establish an ongoing annual provision of $150,000 for open space design and planning and $5.5 million capital expenditure from years 4-10 (inflation adjusted).

ii.     Requests staff consider the submitter’s specific suggestions for facility improvements as part of the planning stage of the open spaces programme.

iii.    Indicate support in principle for the development of a regional community facilities and recreation strategy (as suggested by Sport Southland) and ask staff to raise the possibility with the other Southland councils.

iv.    Endorse the development of a strategic framework for management of freedom camping.

 

h)          Continue to work with the South Catlins Charitable Trust, Department of Conservation and stakeholders to investigate options for the appropriate future management and protection of the Curio Bay Recreation Reserve headland and wildlife.

 

h)        Determines in relation to the Curio Bay Recreation Reserve issue that it confirms option 1 and requests staff to:

i.     Work with the South Catlins Charitable Trust and Department of Conservation to investigate removal of any camping and vehicles on that portion of the Curio Bay Recreation Reserve east of the existing road up to the headland.

ii.    Work with the South Catlins Charitable Trust and Department of Conservation to investigate the erection of a vehicle barrier along the portion of the reserve from east of the existing road up to the headland.

iii.   Continue to work with all other agencies around further protection where possible for the Yellow eyed penguins at Curio Bay.

 

i)          Determines that in relation to the Te Anau Office and Library issues that it confirms option 1 - to proceed with plans to carry out a feasibility study into a Te Anau community hub, programmed for 2019/2020.

 

j)          Determines that in relation to District and Local Issues/Projects and Operational Matters that it confirms the staff actions detailed for submission points 5.4, 30.1, 48.1, 62.3, 67.5, 68.1, 91.1, 94.2, 94.4, 123.9, 126.7, 128.1, 128.8, 129.15, 133.7, 134.16, 134.18, 136.4, 137.3, 137.5, 141.14, 142.7, 143.9, 157.1, 157.2, 161.2 as shown in the table in attachment g of the officer’s report.

 

k)        Determines that in relation to the Regional Development issue that it:

i.     Notes the points raised and refer these to the Southland Regional Development Agency for consideration post its establishment.

ii.    Confirm the LTP funding for regional development activity in 2018/2019 remain at $1.8 million with the specific services to be provided to be finalised.

 

l)          Determines that in relation to the Funding Requests issue that it:

i.     Provide funding to the Loss and Grief centre of $15,000 with 2018/19 funded from District Operations reserve and 2019/2- onwards funded from rates and that be reviewed every Long Term Plan cycle.

ii.    Provide no funding to the Fiordland Trails Trust.

iii.   Requests the Southland Regional Heritage Group keeps the Council informed of any future development related to the regional train park/museum.

iv.   Removes the funding of $10,000 set aside for Biodiversity co-ordinator.

 

m)       Determines that in relation to the Other Rating Changes issues that it confirms option 1:

i.    Revise the current separately used or inhabited part (SUIP) definition to include all property types and assess the Stewart Island Waste Management Rate as a service rate.

ii.  Accept the proposed boundary changes for Athol Hall, Browns Hall, Waianiwa Hall, Edendale-Wyndham Hall, Tokanui-Quarry Hills Hall and Te Anau Community Board Rating boundaries as proposed in the supporting information to the 2018-2028 LTP Consultation document, and remove the Edendale Pool rate.

 

n)        Determines that in relation to the Staff Amendments and Updates issue that it confirms option 1 and directs staff to prepare the Long Term Plan 2018-28 with all amendments requested and note that the Winton Community Board recommended to Council that the Stormwater project STO1718 – Stormwater Main Replacement included in the 2018/2028 draft Long Term Plan be increased by $876,518 in 2019/2020 financial year for a total project cost of $1,876,500.  That the project be funded from the Winton reserves in the 2018/2019 financial year of $250,000 and in the 2019/2020 financial year of $250,000 (a total of $500,000) with the remaining balance (of $1,376,500) to be funded by a 30 year loan.

 

o)        Instructs staff to prepare the final 2018 Long Term Plan and supporting documents in a way that reflects the decisions that Council has made in relation to the submissions received and staff recommendations.

 

p)        Notes that submissions that relate to operational matters such as maintenance or renewal works, requests for more information, for reviews and changes to programmes or projects, have been provided to relevant staff and will be considered alongside existing work programmes and actioned as appropriate. 

 

 

7.1

Late submission on LTP 2018-2028

Record No:       R/18/4/9355

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Ford and resolved:

That the Council:

a)            Receives the report titled “Late submission on LTP 2018-2028” dated 26 April 2018.

 

b)           Accepts the late submission in relation to the 2018-2028 LTP Consultation document.

 

 

7.3

Draft Revenue and Financing Policy 2018 - Deliberations

Record No:       R/18/4/8978

 

Policy Analyst – Robyn Rout, Finance Manager – Sheree Marrah and Project Coordinator, Corporate Planning – Nicole Taylor were in attendance for this item.

 

 

Resolution

Moved Cr Douglas, seconded Cr Kremer and resolved:

That the Council:

 

a)        Receives the report titled “Draft Revenue and Financing Policy 2018 - Deliberations” dated 26 April 2018.

 

b)        Determines that this matter or decision be recognised as significant in terms of Section 76 of the Local Government Act 2002.

 

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

 

d)        Considers the community feedback received on the draft Revenue and Financing Policy, and considers the issues and options that are presented with this report.

 

e)        Resolves to include the following proposals in the draft Revenue and Financing Policy and supporting documentation as part of the 2018-2028 Long Term Plan process:

i)          Revise the current Separately Used or Inhabited Part (SUIP) definition to include all property types so that a SUIP is defined as:

A separately used or inhabited part of a rating unit includes any portion inhabited or used by the owner/a person other than the owner, and who has the right to use or inhabit that portion by virtue of a tenancy, lease, licence, or other agreement”.

 

ii)        Agree to assess the Stewart Island Waste Management Targeted Rate as a service rate

 

iii)       Accept proposed boundary changes for Athol Hall, Browns Hall, Waianiwa Hall, Edendale-Wyndham Hall, Tokanui-Quarry Hills Hall and Te Anau Community Board Rating boundaries as per Attachment D, remove Edendale Pool rate and further investigate funding approach for halls and pools for the 2021-2031 Long Term Plan.

 

iv)       Set and assess all Community Board/Community Development Area
Subcommittee rates as a Uniform Targeted Rate (UTR), with differentials as required by the individual Community Board/Community Development Area Subcommittee.

 

v)        Fund 100% of all library services across the district from the Uniform Annual General Charge (UAGC).

 

vi)       Increase rates funding for Health Licensing activity to 10% of total costs.

 

vii)      Fund the loan repayments for the Around the Mountain Cycle Trail (AMCT) from the UAGC as proposed in the 2018-2028 LTP consultation document.

 

viii)    Endorse the proposed roading rate model (where the uniform targeted rate is fixed at $80.00 (GST exclusive) per rating unit, heavy use rate is $1.10 (GST exclusive) per tonne, minimum tonnage applied to each relevant sector is 230,000 tonnes and other use factors are 1.15 (dairy), 1.2 (forestry) and 1.15 (farming non-dairy)) as per section 5 of the attachment to this report.

 

ix)       Revise the categories and share of categories between General rate and UAGC as per the table below, including retain funding of work schemes 85% general rate and 15% UAGC:

 

 


Activities

General Rate

UAGC

Building Control

100%

 

Civil Defence & Emergency Management

100%

 

Community Housing

85%

15%

Council Facilities

85%

15%

Community Futures

25%

75%

District Support

85%

15%

Animal Control

 

100%

Environmental Health

 

100%

Grants & Donations

 

100%

Library Services

 

100%

Parks & Reserves

85%

15%

Public Toilets

 

100%

Representation & Advocacy

25%

75%

Resource Management

90%

10%

Strategy & Communications

90%

10%

Work Schemes

85%

15%

Roads & Footpaths (Around The Mountains Cycle Trail loan repayments only)

 

100%

 

x)                Makes no changes to the current approach for water supply rates for properties on restricted supply.

 

xi)              Makes no change to the current approach for rating stormwater/wastewater discharge.

 

xii)             Retain the status quo and not apply a differential to the general rate for Meridian Energy.

 

f)         Gives delegated authority to the Chief Executive to make any required minor amendments to the Revenue and Financing Policy and Activity Funding Needs Analysis.

 

 

 

7.4

Draft Development and Financial Contributions Policy - Deliberations

Record No:       R/18/4/9423

 

Policy Analyst – Robyn Rout, Finance Manager – Sheree Marrah and Project Coordinator, Corporate Planning – Nicole Taylor were in attendance for this item.

 

 

Resolution

Moved Cr Keast, seconded Cr Frazer recommendations a to d, e with changes (as indicated) and f and resolved:

That the Council:

a)        Receives the report titled “Draft Development and Financial Contributions Policy - Deliberations” 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)         Considers the community feedback received on the draft Development and Financial Contributions Policy, and considers the issues and options that are presented in this report.

 

e)         Endorses the draft Development and Financial Contributions Policy with the minor change proposed by staff (including in Schedule 2 Schedule 3 of the draft Policy, the event that will give rise to the requirement for a development contribution) with the addition of the following wording:

Council will invoice a development contribution at the following times:

a)           in the case of a resource consent for subdivision, at the time of application for a certificate under section 224(c) of the Resource Management Act 1991, with payment required prior to the issue of the certificate;

b)          in the case of a resource consent for land use, at the time of notification of commencement or commencement of the consent, whichever is the earlier, with payment required prior to commencement of the consented activity;

c)           in the case of a building consent, at the time of granting the building consent with payment no later than 90 days from the date of granting consent or prior to the issue of a code compliance certificate, whichever is the earlier;

d)          in the case of a service connection, at the time of approval of the service connection with payment prior to connection.

 

f)         Delegate authority to the chief executive to make any required minor amendments to the draft Development and Financial Contributions Policy.

 

 

 

 

8.1

May 2018 Tourism Infrastructure Fund application

Record No:       R/18/4/9445

 

Strategic Manager Property – Kevin McNaught and Community Partnerships Leader – Simon Moran were in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Cr Harpur recommendations a to g, h with an addition (as indicated) and I and resolved:

That the Council:

a)            Receives the report titled “May 2018 Tourism Infrastructure Fund application” dated 27 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)           Acknowledges that it has committed $14.7 million in the draft Long Term Plan for the Te Anau Wastewater project to be loan funded.

 

e)            Resolves to contribute $110,000 (50% funding) by way of a loan for the construction of a two unit toilet in Te Anau subject to the remaining $110,000 (50% funding) be included in an application to the Tourism Infrastructure Fund and that application being successful.

 

f)             Resolves to contribute  $116,066 (50%funding) by way of a loan for the provision of new toilets and grounds upgrade at the Clifden bridge site subject to the remaining $116,066 (50% funding) being included in an application to the Tourism Infrastructure Fund and that application being successful.

 

g)           Resolves to contribute $139,764 (50% funding) by way of a loan for the provision of new toilets and grounds upgrade at Monkey Island subject to the remaining $139,764 (50% funding) being included in an application to the Tourism Infrastructure Fund and that application being successful.

 

h)           Resolves to contribute $61,851 (50% funding) by way of a loan to the public toilet infrastructure upgrade at Waikawa subject to the remaining $61,851 (50% funding) being included in an application to the Tourism Infrastructure Fund and that application being successful.

 

 

 

i)             Resolves to authorise the additional $240,364 of unbudgeted expenditure for these projects if the application to the Tourism Infrastructure Fund is successful

 

The Meeting adjourned for lunch at 12.31pm and reconvened at 1.05pm.

 

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

 

 

7.5

Draft Roading Bylaw 2008 (Revision 2, 2018)

Record No:       R/18/2/2671

 

Policy Analyst – Robyn Rout and Strategic Manager Transport - Hartley Hare were in attendance for this item.

 

 

Resolution

Moved Cr Ford, seconded Cr Harpur  and resolved:

That the Council:

a)            Receives the report titled “Draft Roading Bylaw 2008 (Revision 2, 2018)” dated 26 April 2018.

 

b)           Determines that this 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)           Endorses the draft Roading Bylaw 2008 (Revision 2, 2018).

 

e)            Endorses the Statement of Proposal attached to this report.

 

f)             Releases the draft Roading Bylaw 2008 (Revision 2, 2018) and the associated Statement of Proposal for public consultation, in accordance with the Special Consultative Procedure outlined in sections 83 and 86 of the Local Government Act 2002, from 8am on 10 May 2018 to 5pm on 15 June 2018.

 

g)           Considers that publicising the Statement of Proposal by:

·                  Placing a newspaper advertisement in the Advocate and in the Stewart Island News;

·                  Giving written notice to residents/ratepayers in Oban;

·                  Giving written notice to the Commissioner of New Zealand Police, Te Ao Marama and the New Zealand Transport Agency;

·                  Having the Proposal accessible on Council’s website; and

·                  Having copies of the Proposal available from all Council’s offices;

constitutes making the Statement of Proposal as widely available as is reasonably practicable in accordance with section 83 of the Local Government Act 2002.

 

 

9.1

Health and Safety

Record No:       R/18/4/8346

 

People and Capability Manager – Janet Ellis was in attendance for this item.

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

That the Council:

a)            Receives the report titled “Health and Safety” dated 27 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)           Endorses the work that is being undertaken in Health and Safety within Council.

 

e)            Supports the implementation of a Health and Safety plan for 2018/19 that includes a continued focus on training and critical risks.

 

 

 

9.2

Health and Safety Update

Record No:       R/18/4/8347

 

People and Capability Manager – Janet Ellis was in attendance for this item.

 

 

Resolution

Moved Cr Kremer, seconded Cr Dillon  and resolved:

That the Council:

a)            Receives the report titled “Health and Safety Update” dated 20 April 2018.

 

 

 

9.3

Te Anau Wastewater Discharge Project Committee Terms of Reference

Record No:       R/18/4/9213

 

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

 

 

Resolution

Moved Mayor Tong, seconded Cr Douglas and resolved:

That the Council:

a)            Receives the report titled “Te Anau Wastewater Discharge Project Committee Terms of Reference” dated 23 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)           Approves the Terms of Reference for the Te Anau Wastewater Discharge Project Committee dated 19 April 2018 (attached as appendix a of the minutes).

 

 

9.4

Revised Timetable for Consideration following Oral Submissions on the Representation Review

Record No:       R/18/4/9389

 

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

 

 

Resolution

Moved Mayor Tong, seconded Cr Kremer and resolved:

That the Council:

a)            Receives the report titled “Revised Timetable for Consideration following Oral Submissions on the Representation Review” 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)           Changes the timetable agreed at the Council meeting on 20 April 2018 to the Hearings Panel considering the submissions on Tuesday 19 June 2018 and make recommendations to Council.  Council will adopt the Final Proposal on 11 July 2018.

 

e)            Notes that the meeting on Thursday 28 June 2018 will not be needed.

 

 

Public Excluded

 

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

Recommendation

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

C10.1 Tuatapere Sewerage Scheme Refund

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

 

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

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

 

Tuatapere Sewerage Scheme Refund

s7(2)(j) - The withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage.

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

 

That the Chief Executive Officer, Group Manager, Environmental Services, Group Manager, Services and Assets, Group Manager, Community and Futures, Chief Financial Officer, Chief Information Officer, People and Capability Manager, Group Manager, Customer Support, Communications Manager, Committee Advisor and Finance Manager, be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C10.1 – Tuatapere Sewerage Scheme Refund. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

The public were excluded at 1.23pm.

 

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

 

 


 

 

The meeting concluded at 1.56pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON WEDNESDAY 2 MAY 2018.

 

 

 

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

 

 

 

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

 


 

Appendix A

 

Te Anau Wastewater Discharge Project Committee

Terms of Reference – Updated April 2018

Authorising Body:

Southland District Council

Title:

Te Anau Wastewater Discharge Project Committee

Approval Date:

15 March 2017 (r/16/11/18260)

Updated 19 April 2018 (approved by Council 2 May 2018)

1.        PURPOSE

The Te Anau Wastewater Discharge Project Committee shall assist the Southland District Council to progress implementation of the Te Anau Wastewater Discharge Project in accordance with the project scope/business case approved by Council.

2.        ROLE OF THE PROJECT COMMITTEE

The Southland District Council made a decision at its 13 December 2017 meeting, to proceed with the development of a new wastewater disposal system at the Kepler Block albeit that it would subsequently make a decision as to the final method of discharge.

To enable Council to make a decision on the final method of discharge staff have been asked to prepare advice on the issues that it will need to consider.

The Committee is required to provide advice and assistance to the Council as it proceeds with making a decision on the method of discharge and implementation of a new wastewater disposal system.

The final decision as to the method of discharge to be used shall ultimately be made by Council. Once this decision is made and any resource consenting and other statutory requirements met the physical works tendering and delivery stages related specifically to the discharge method will be able to proceed. Further, it is noted that elements not related to the discharge method (e.g. the installation of the pipeline and preparation of the Kepler Block) are able to proceed to tendering and construction at any time.

The specific responsibilities of the Project Committee are to:

a)   Provide advice on the final method of discharge to be used at the Kepler Block having regard to the range of factors that the Council should reasonably consider in making such a decision.

b)   Provide advice on how Council might consult with and communicate with the community, affected parties and other stakeholders in an appropriate manner about the project and the disposal of wastewater.

c)   Provide comment on the updated business case to be put forward for Council consideration in relation to the different final discharge options.

d)   Once Council has made a decision as to the final discharge method the Committee shall monitor the progress that is made in delivering on the overall project, and any sub-projects, relative to the approved milestones, budgets and project scope and business cases.

e)   Provide advice to Council, on how any variations between actual and planned delivery might be best addressed.

f)    Provide advice to Council on the assessment of project risks and appropriate mitigation strategies given the overall scope of the project.

g)   Assist with providing information to the Te Anau Community Board and the Manapouri Community Development Area Subcommittee on the project.

h)   Ensure that Committee decisions and processes are well documented in accordance with Council policies and its statutory requirements.

3.        DELEGATIONS

The Te Anau Wastewater Discharge Project Committee has delegated authority to provide advice and monitor the progress being made with the project in accordance with the responsibilities outlined above.

The Project Committee does not have delegated authority in relation to the following matters:

a)   The expenditure or committal of Council funds

b)   Approval of project timetable(s) and budget(s) within which the different stages of the project need to be progressed

c)   Negotiation and approval of any Land Access, Acquisition or Disposal Agreements

d)   Approval of the updated business case and/or decisions in relation to the type of treatment and disposal systems to be developed

e)   Approval of the procurement strategy and/or methods to be used for services and other works which need to be progressed as part of the project

f)    The approval of any tenders or other expenditure associated with the project

g)   Negotiation, approval or limitation of any other contractual arrangements that Council might have and/or put in place including with its staff.

4.        MEMBERSHIP

The membership of the Te Anau Wastewater Discharge Project Committee shall be:

a)   His Worship the Mayor, who will be the Committee Chair.

b)   Don Mowat, as a representative from Te Ao Mārama Incorporated.

c)   Allan Youldon

d)   Shirley Mouat

e)   Rachel Cockburn

f)    Cr Ebel Kremer

g)   Alan Bickers.

5.        CHAIRPERSON

The Chairperson is responsible for:

a)   The efficient functioning of the Project Committee; and

b)   Setting the agenda for Project Committee meetings; and

c)   Ensuring that all members of the Project Committee receive sufficient timely information to enable them to be effective Project Committee members.

6.        QUORUM

The quorum at any meeting of the Project Committee shall be not less than five members of the Project Committee including the Mayor and/or Councillor.

7.        FREQUENCY OF MEETINGS

The Project Committee shall meet as often is necessary to make decisions in a timely manner so that the project stays on time.

8.        RELATIONSHIPS WITH OTHER PARTIES

The primary relationship of the Project Committee will be with the Project Management Team through the Project Manager.  The Project Committee will report via progress reports and meeting minutes to the Southland District Council.

9.        CONTACTS WITH MEDIA AND OUTSIDE AGENCIES

The Project Committee Chairperson is the authorised spokesperson for the Project Committee, in all matters where the Project Committee has authority or a particular interest.

The Communications Manager will manage the formal communications between the Committee and its constituents and for the Committee in the exercise of its business. 

Correspondence with central government, other local government agencies or other official agencies will only take place through Council staff and will be undertaken under the name of the Southland District Council.

10.     CONDUCT OF AFFAIRS

The Committee shall conduct its affairs in accordance with the Local Government Act 2002, the Local Government Official Information and Meetings Act 1987, the Local Authorities (Members’ Interests) Act 1968, Council’s Standing Orders and Code of Conduct.

11.     PUBLIC ACCESS AND REPORTING

Notification of meetings to the public and public access to meetings and information shall comply with Standing Orders, but it should be noted that:

·      Any meetings of the Project Committee are subject to Standing Orders.

·      Workshops meetings solely for information and discussions and at which there no resolutions or decisions are not subject to Standing Orders.

·      Extraordinary meetings of the Project Committee may be held in accordance with Standing Orders.

·      The public may be excluded from the whole or part of the proceedings of the meeting and information withheld on one or more of the grounds specified in the Local Government Official Information and Meetings Act 1987 Section 48.

The Project Committee shall record minutes of all its proceedings and after adoption at its next meeting will present the minutes to the next available Council meeting.

12.     REMUNERATION

Remuneration will be in accordance with Elected Members’ Remuneration Policy or as otherwise approved by Council.

13.     FUNDING AND BUDGETS

Funding for the Te Anau Wastewater Discharge Project Committee will align with Council’s Revenue and Financing Policy.

The Te Anau Wastewater Discharge Project Committee shall have no authority to expend or commit Council to the expenditure of funds.

Remuneration and expenses will be funded from the allocated budget within the Council’s governance budget.

 

 


 

Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 16 May 2018 at 9am.

 

present

 

Mayor

Mayor Gary Tong

Councillors

Stuart Baird

 

Brian Dillon

 

John Douglas (9.05am –10.21am, 10.47am – 10.54am)

 

Bruce Ford

 

Darren Frazer

 

George Harpur

 

Julie Keast

 

Ebel Kremer(9.25am –10.21am, 10.47am – 10.54am)

 

Gavin Macpherson

 

Neil Paterson

 

IN ATTENDANCE

 

Chief Executive – Steve Ruru

Group Manager, Environmental Services – Bruce Halligan

Group Manager, Services and Assets – Matt Russell

Group Manager, Community and Futures – Rex Capil

Chief Financial Officer – Anne Robson

Group Manager, Customer Support – Trudie Hurst

Communications Manager – Louise Pagan

Governance and Democracy Manager – Clare Sullivan

Committee Advisor – Fiona Dunlop

 

 

 


1             Apologies

 

There were apologies for absence from Councillors Duffy and Perham and for lateness from Councillors Douglas and Kremer.

 

Moved Cr Frazer, seconded Cr Ford and resolved:

That Council accept the 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

 

1.            The Rural Connectivity Group – Caitlin Metz (Engagement Manager) addressed the meeting regarding mobile blackspots and broadband connectivity in the Southland area.

 

(During the Rural Connectivity Group public forum, Councillor Douglas joined the meeting at 9.05am.)

 

(During the Rural Connectivity Group public forum, Councillor Kremer joined the meeting at 9.25am.)

 

2.            Southland Warm Homes Trust – Jim Hargest (Trustee) and Allan Beck (Financial Controller) addressed the meeting and presented their Annual report for the year ended 30 June 2017.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Council Minutes

 

There were no minutes to confirm.

 


 

 

Reports - Policy and Strategy

 

 

7.1

Draft Trade Waste Bylaw 2018- Feedback and Deliberations

Record No:       R/18/4/10149

 

Policy Analyst – Robyn Rout and Strategic Manager Water and Waste – Ian Evans were in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Cr Baird recommendations a to f with a new g (as indicated) and resolved:

That the Council:

a)        Receives the report titled “Draft Trade Waste Bylaw 2018- Feedback and Deliberations” dated 10 May 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)        Consider the submission and informal comments received on the draft Trade Waste Bylaw 2018.

 

e)        Deliberate on the submission and informal comments received on the draft Trade Waste Bylaw 2018.

 

f)         Endorse the draft Trade Waste Bylaw 2018, including the following minor amendments:

 

          Altering the formatting of paragraph 3.2.1

          Adding to paragraph 3.2.1.4 “Standard fees for permitted discharges are set out in Council’s Schedule of Fees and Charges, published annually”

          Removing the numbering from paragraph 3.3.1

          Rearranging the order of paragraphs 3.4 and 3.5

          Adding to paragraph 6.4.1 “and consent does not include any transfer of rights”

          Adding to Appendix A -

2.7         Radioactivity

Radioactivity levels shall not exceed the Office of Radiation Safety Code of Practice CSP1 for the Use of Unsealed Radioactive Material.

The Ministry of Health’s Office of Radiation Safety administers the Radiation Safety Act 2016 and the Radiation Safety Regulations 2016 on behalf of the New Zealand Government. This legislation controls all dealings with ionising radiation.

          Also adding to Appendix A -

“3.4             Pharmaceutical Waste

3.4.1  Pharmacies must not discharge more liquid pharmaceutical waste per month than the volumes listed below. The volume limit is based on the concentration of active ingredients in the product.

 

Table 4 – Liquid Waste from Pharmacies

Volume Limit

Active Concentration

10 Litres

125mg/5ml

5 Litres

250mg/5ml

3 Litres

Above 250mg/5ml

 

Any discharge above these limits should be a controlled discharge and require a trade waste agreement.

No waste may contain cytotoxic waste or liquid antibiotics, which are prohibited.”

     Adding to Appendix B, “h) Cytotoxic waste or liquid antibiotics”.

g)          Acknowledges that staff will be presenting a change to control the discharge of liquid antibiotics when the bylaw is presented for adoption.

 

 

7.2

Southland Cycling Strategy

Record No:       R/18/4/9942

 

Commercial Lead Roading – Dylan Rabbidge and Senior Projects Manager – Ian Marshall were in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Cr Kremer recommendation a and a new b (as indicated) and resolved:

That the Council:

a)            Receives the report titled “Southland Cycling Strategy” dated 10 May 2018.

 

b)           Request staff to report back to Council at a future meeting.

 

The following recommendations in the officers report were not considered by the meeting.

 

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)            Adopts the Southland Cycling Strategy.

 

 

Reports - Operational Matters

 

 

8.1

Wyndham Camping Ground Electrical Compliance

Record No:       R/18/5/10257

 

Strategic Manager Property – Kevin McNaught and Community Engineer – Shaun Holland were in attendance for this item.

 

 

Resolution

Moved Cr Keast, seconded Cr Macpherson recommendations a to d and a new e (as indicated) and resolved:

That the Council:

a)        Receives the report titled “Wyndham Camping Ground Electrical Compliance” dated 10 May 2018.

b)        Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)        Approves the electrical compliance work submitted by AMTEC Electrical for the price of $17,250.34.

 

e)        Approves unbudgeted expenditure of $17,250.34 (incl gst) to undertake electrical compliance work at the Wyndham Camping Ground to be funded from the Edendale-Wyndham General reserve.

 


 

 

8.2

Financial Report for the month ended 31 March 2018

Record No:       R/18/4/10025

 

Project Accountant – Dipal Patel and Chief Financial Officer – Anne Robson were in attendance for this item.

 

 

Resolution

Moved Cr Douglas, seconded Cr Paterson and resolved:

That the Council:

a)            Receives the report titled “Financial Report for the month ended 31 March 2018” dated 10 May 2018.

 

 

8.3

Management Report

Record No:       R/18/4/10027

 

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

 

 

Resolution

Moved Mayor Tong, seconded Cr Kremer and resolved:

That Council:

a)            Receives the report titled “Management Report” dated 30 April 2018.

 

 

Reports - Governance

 

 

9.1

Minutes of the Regulatory and Consents Committee Meeting dated 7 March 2018

Record No:       R/18/4/9834

 

 

 

Resolution

Moved Cr Douglas, seconded Cr Frazer and resolved:

That Council receives the minutes of the Regulatory and Consents Committee meeting held 7 March 2018 as information.

 


 

 

9.2

Minutes of the Stewart Island/Rakiura Community Board Meeting dated 11 December 2017

Record No:       R/18/4/9145

 

 

 

Resolution

Moved Cr Douglas, seconded Cr Frazer and resolved:

That Council receives the minutes of the Stewart Island/Rakiura Community Board meeting held 11 December 2017 as information.

 

 

9.3

Minutes of the Stewart Island/Rakiura Community Board Meeting dated 12 February 2018

Record No:       R/18/4/9146

 

 

 

Resolution

Moved Cr Douglas, seconded Cr Frazer and resolved:

That Council receives the minutes of the Stewart Island/Rakiura Community Board meeting held 12 February 2018 as information.

 

 

9.4

Minutes of the Winton Community Board Meeting dated 19 February 2018

Record No:       R/18/4/8749

 

 

 

Resolution

Moved Cr Douglas, seconded Cr Frazer and resolved:

That Council receives the minutes of the Winton Community Board meeting held 19 February 2018 as information.

 

 

The meeting adjourned for morning tea at 10.21am and reconvened at 10.47am.

 

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

 


 

Public Excluded

 

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

Resolution

Moved Mayor Tong, seconded Cr Macpherson and resolved:

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

C10.1    Southland Water and Land Plan

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

 

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

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

 

Southland Water and Land Plan

s7(2)(g) - The withholding of the information is necessary to maintain legal professional privilege.

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

 

That the Chief Executive, Group Manager, Environmental Services, Group Manager, Services and Assets, Group Manager, Community and Futures, Chief Financial Officer, Group Manager, Customer Support, Senior Projects Manager, Communications Manager, Governance and Democracy Manager, Committee Advisor and Strategic Manager Water and Waste be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items c10.1 – Southland Water and Land Plan. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

The public were excluded at 10.47am.

 

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

 

 

The meeting concluded at 10.54am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON WEDNESDAY 16 MAY 2018.

 

 

 

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

 

 

 

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