Notice is hereby given that a Meeting of the Riverton/Aparima Community Board will be held on:




Meeting Room:



Monday, 23 July 2018


Southland District Council Riverton Office
117 Palmerston Street, Riverton


Riverton/Aparima Community Board Agenda







Blair Stewart


Deputy Chairperson

Jan Breayley



Neil Linscott



Corey Mennell



Graeme Stuart



Andrew Wilson



Councillor Nick Perham





Committee Advisor

Alyson Hamilton

Community Partnership Leader

Simon Moran



Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840




Full agendas are available on Council’s Website




Terms of Reference – Community Boards


Community Boards are bodies established by statute.  Their responsibilities and powers are as delegated by the Southland District Council which are to:

·                      Represent and act as an advocate for the interest of its community.

·                      Consider and report on all matters referred to it by the Southland District Council, or any matter of interest or concern to the Community Board.

·                      Maintain an overview of services provided by the Southland District Council within the community.

·                      Consider annual estimates for expenditure within the community and recommend these to Council.

·                      Communicate with community organisations and special interest groups within the community.

·                      Undertake any other responsibilities that are delegated to it by the Southland District Council.


In addition to these activities, Community Boards will consider how best to provide for their communities, and the people who live there, into the future.


Community Board members will provide leadership by:

·                Positively representing their community and the Southland District

·                Identifying key issues that will affect their community’s future and work with Council staff and other local representatives to facilitate multi-agency collaborative opportunities.

·                Promote a shared vision for the wider community of interest area and develop ways to work with others to achieve positive outcomes


·                Community Boards will adopt a strategic focus that will enable members to:

·                Provide local representation and guidance on wider community issues, initiatives and projects.

·                Contribute to the development and promotion of community cohesion, by developing and supporting relationships across a range of stakeholders at a local, regional and national level.

·                Take part in local community forums, meetings and workshops.

·                Inform local residents and ratepayers on issues that affect them.


Community Boards shall have the following delegated powers and be accountable to Council for the exercising of these powers


Engagement and representation by:

·                Facilitating the Council’s consultation with local residents and community groups on local issues and local aspects of district wide issues including input into the Long-term Plan, Annual Plan, and policies that impact on the Board’s area.

·                Engaging with council officers on local issues and levels of service, including infrastructural, recreational, community services and parks, reserves and cemetery matters.

·                Representing the interests of the community at Council, Committee or Subcommittee meetings when a motion under debate relates to a matter that the Board considers to be of particular interest to the residents within its community.

·                Monitoring and keeping the Council informed of community aspirations and the level of satisfaction with services provided.


Financial by:

·                Approving expenditure within the limits of annual estimates.

·                Approving unbudgeted expenditure for locally funded activities up to the value of $10,000.


Rentals and leases

·                In relation to all leases of land and buildings within their own area, on behalf of Council;

§    Accepting the highest tenders for rentals of $10,000; or less per annum.

§    Approving the preferential allocation of leases where the rental is $10,000 or less per annum.



Local assets and facilities by

·                Overseeing the management of local halls and community centres which are owned by Council and where no management committee exists.  This will occur by way of relationship with officers of Southland District Council. 

·                Appoint a local liaison person responsible for community housing.


Some Community Boards have specific delegations in addition to the broad delegations above:


Stewart Island/Rakiura Community Board

·                Contributing to the development of policy relating to the governance of the Stewart Island Electrical Supply Authority (SIESA). 

·                Overseeing the management of SIESA by way of relationship with officers of Southland District Council. 


Te Anau Community Board

·                Overseeing the management of the Te Anau/Manapouri Airport by way of relationship with officers of Southland District Council.


The Community Boards can make recommendations to Council on:


Assets and Facilities

·                Annually providing feedback on any asset management plans or community services strategies applicable to the community for which the Community Board is responsible.


Rentals and leases

·                In relation to all leases of land and buildings within their own area, on behalf of Council;

§    Recommending rentals in excess of $10,000 per annum to the Group Manager Services and Assets

§    Recommending the preferential allocation of leases where the rental is in excess of $10,000 per annum to the Group Manager Services and Assets.



·                Recommending tenders less than $200,000 to the Group Manager Services and Assets.

·                Recommending tenders in excess of $200,000 to the Services and Assets Committee.

·                Recommending tenders to the Services and Assets Committee where preference is not for acceptance of the highest tenderer,



·                Recommending annual estimates to Council.

·                Recommending unbudgeted expenditure in excess of $10,000 to the Services and Assets Committee.


Local Policy

·                Considering matters referred to it by officers, the Council, its committees or subcommittees, including reports and policy and bylaw proposals relating to the provision of council services within the Board’s area; and

·                Making submissions or recommendations in response to those matters as appropriate.


The Chairperson of each Community Board is delegated with the following additional responsibilities:

·                 Approval of leases, rental agreements and the rollover of existing contracts under $1,000;

·                 Engaging with Community Board members to make submissions to the Council on behalf of the Community Board where a submission period is outside of the Community Board meeting cycle.  Where a Chairperson is unable to base a submission on a consensus among Community Board members, a Community Board meeting must be held.


Riverton/Aparima Community Board

23 July 2018



ITEM                                                                                                                                                                                  PAGE


1             Apologies                                                                                                                                                                7

2             Leave of absence                                                                                                                                                7

3             Conflict of Interest                                                                                                                                             7

4             Public Forum                                                                                                                                                         7

5             Extraordinary/Urgent Items                                                                                                                        7

6             Confirmation of Minutes                                                                                                                               7

Reports for Resolution

7.1         The Riverton Christmas Tree Project                                                                                                   17


8.1         Council Report                                                                                                                                                   37  


9.1         Chairperson's Report

The Chairman, Member Stewart, to report on matters with which he has been involved since the Board’s last meeting.


9.2         Councillor's Report

Councillor Perham to report on matters from the Council table.


1             Apologies


At the close of the agenda no apologies had been received.


2             Leave of absence


At the close of the agenda no requests for leave of absence had been received.


3             Conflict of Interest


Board Members are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a member and any private or other external interest they might have.


4             Public Forum

Notification to speak is required by 5pm at least two days before the meeting. Further information is available on or phoning 0800 732 732.


5             Extraordinary/Urgent Items

To consider, and if thought fit, to pass a resolution to permit the committee to consider any further items which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded.

Such resolution is required to be made pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, and the Chairperson must advise:

(i)            the reason why the item was not on the Agenda, and

(ii)          the reason why the discussion of this item cannot be delayed until a subsequent meeting.

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a)           that item may be discussed at that meeting if-

(i)            that item is a minor matter relating to the general business of the local authority; and

(ii)           the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b)          no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”


6             Confirmation of Minutes

6.1             Meeting minutes of Riverton/Aparima Community Board, 06 June 2018


Riverton/Aparima Community Board





Minutes of a meeting of Riverton/Aparima Community Board held in the Southland District Council Riverton Office, 117 Palmerston Street, Riverton on Wednesday, 6 June 2018 at 4pm.





Blair Stewart


Deputy Chairperson

Jan Breayley



Neil Linscott



Corey Mennell



Graeme Stuart



Andrew Wilson



Councillor Nick Perham





Committee Advisor

Alyson Hamilton

Community Partnership Leader

Simon Moran


Order of Business


The Chair advised that the agenda would be taken as follows:


Item 1            Apologies

Item 2            Leave of Absence

Item 3            Conflict of Interest

Item 5            Extraordinary/Urgent Business

Item 6            Confirmation of minutes

Item 8.2        Submission from the Riverton/Aparima Community Baord to the Southland District     Council Representation Review


Adjournment of meeting for 30 minutes to allow staff time to forward Board submission to Council by the appointed time.


Item 4            Public Forum

Item 7.1        Request from Lions Club for the Riverton/Aparima Community Board to take      responsibility for a digital display board once constructed

Item 8.1        Council Report

Item 9.1        Chairperson’s Report

Item 9.2        Councillor’s Report



1             Apologies


There was an apology for lateness from Cr Perham.


Moved Member Breayley, seconded Member Linscott and resolved:

That the Riverton/Aparima Community Board accept the apology for lateness from Cr Perham.



2             Leave of absence


There were no requests for leave of absence.



3             Conflict of Interest


There were no conflicts of interest declared.



5             Extraordinary/Urgent Items



Moved Member Stuart, seconded Member Linscott  and resolved:

That the Riverton/Aparima Community Board consider the following item as a matter of urgent business in order that a decision can be made before the next ordinary meeting, subject to Section 46A of the Local Government Official Information and Meetings Act 1987

Item 1:  Nomination for Southland District Council Community Services Award (Public Excluded Item).



6             Confirmation of Minutes



Moved Member Linscott, seconded Member Mennell  and resolved:

That the minutes of Riverton/Aparima Community Board meeting held on 9 April 2018 be confirmed as a true and correct record of that meeting.



Reports for Resolution




Submission from the Riverton/Aparima Community Board to the Southland District Council Initial Proposal for the Representation Review

Record No: R/18/5/11048


Chair Stewart took the Board through the draft submission to the Southland District Council Initial Proposal for the Representation Review.


The Board discussed the content of their submission and made some amendments to the draft that was circulated with the agenda.




Moved Chairperson Stewart, seconded Member Wilson  recommendations a, b with changes (as indicated) and a new c (as indicated) and resolved:

That the Riverton/Aparima Community Board:

a)            Receives the report titled “Submission from the Riverton/Aparima Community Board to the Southland District Council Initial Proposal for the Representation Review” dated 24 May 2018.


b)           Endorses the amended submission of the Riverton/Aparima Community Board to the Southland District Council initial proposal for the Representation Review 2018 appended to the minutes as appendix 1.


c)            Agree that the Deputy Chair of the Board speak on the Board’s behalf at the oral presentations on Monday 18 June 2018.



Meeting adjourned at 4.09pm and reconvened at 4.40pm.



All members of the Community Board were present when the meeting reconvened.


Councillor Perham arrived at 4.30pm



4             Public Forum


Julie McWilliams


Ms McWilliam addressed the meeting advising that as a member of the public she was concerned at comments made by some of the Community Board members during a formal meeting of the Board.


Further to this Ms McWilliams sought clarification on a number of issues that had taken place at that Board meeting i.e. council’s tender process and clarification on members declaring a conflict of interest.


Ms McWilliams further advised that the stormwater maintenance work undertaken outside her residence has not yet been resolved.


The Chair responded to the queries raised by Ms McWilliams and advised that in relation to the stormwater issue a Request for Service be lodged to record this matter.


The Chair expressed appreciation to Ms McWilliams at her attendance at the meeting and presentation to the Board noting the issues that she has raised.




Request from Riverton Lions Club for the Riverton/ Aparima Community Board to take responsibility for a digital display board once constructed.

Record No: R/18/5/11562


Community Partnership Leader, Simon Moran presented the report.

Mr Moran advised the purpose of the report is for the Riverton/Aparima Community Board to consider a request from the Riverton Lions Club for the Board to take ownership and responsibility for a proposed digital display board to be erected outside the Riverton Council office.

The Board noted the application from the Riverton Lions Club to erect a digital display Board on the Council property at the Riverton Council Office includes a comment that Council would be the owner and responsibility of the Board when erected.

Mr Moran explained that whilst the Council property is a district funded property the decision on this does not rest with the Community Board rather with Council, however the funding of any future operational and maintenance costs would need to be from the Board as the proposal is not a district funded activity.


Following discussion the Board agreed to support the application from the Riverton Lions Club and agreed to take ownership of the structure including maintenance costs and ensuring consent conditions are being complied with.


However whilst the Board did not agree to be responsible for applying or complying with any consents required it did agree to consider contributing toward consent fees once they have been established.





Moved Chairperson Stewart, seconded Member Breayley  recommendations a,b,c,d,e, f with changes (as indicated) and resolved:

That the Riverton/Aparima Community Board:

a)            Receives the report titled “Request from Riverton Lions Club for the Riverton/ Aparima Community Board to take responsibility for a digital display board once constructed ” dated 28 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)           Supports the application of the Riverton Lions Club for the erection of a digital display board on the Council Office property on Palmerston Street, Riverton subject to the onsite location and details around electricity (if required) being further discussed and resolved with staff.


e)            Agrees to take ownership of the structure and be responsible for all future operational and maintenance costs of the digital board once operating, including all consent conditions being complied with.


f)             Does not agree to be responsible for applying for and complying with any consents required for the construction of the board, however the Board agree that it may consider contributing to consents costs.







Council Report

Record No: R/18/5/11565


Simon Moran (Community Partnership Leader) presented the report.


Mr Moran advised the purpose of the report is to provide an overview of key issues across the Southland District, as well as high level local issues from various Council units.


Mr Moran informed the report highlighted various issues of interest including:


§  Water Issues

§  Roading GPS

§  Freedom Camping

§  Road Safety

§  Kotui Library updates

§  Operational and Community Services

§  LED streetlight replacement programme

§  Representation Review

§  Milford Opportunities

§  Leadership Cluster Meetings

§  Community Organisation and Volunteer Sector Shared Services Pilots

§  Riverton projects

Ø  Riverton Grandstand official opening by Mayor Tong

Ø  Asphalting of Bay Road completed.





Moved Member Linscott, seconded Member Mennell  and resolved:

That the Riverton/Aparima Community Board:

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




Chairperson's Report


Chair Stewart reported on matters with which he has been involved with since the Board’s last meeting.  This included the following:

§  Advice of an approach from Te Hikoi Trust seeking Board support to place bike stands adjacent the Heritage Centre.  Mr Moran provided two options for the Board to consider.


The Board agreed that quotations be obtained by local business persons on the option provided by Mr Moran to ascertain the costing to the Board and that this matter be discussed further at the next formal meeting of the Board.


§  Advice that Aparima College has received $1,300 from the Community Initiatives Fund toward the costs associated with producing the Banners to be placed along the Main street.


Following discussion Members agreed to contribute $500 toward the art project to be funded from the Riverton street works operational budget.


§  Query regarding the Open Spaces Strategy and whether the Board is able to make a submission to this strategy for a beautification plan of the Bath Road area. Mr Moran to follow-up and respond back to the Board.


§  Query regarding replacement signage for the entrances to the township.  Mr Moran explained there is a standard signage and suggested members consider a local photograph to be used on the signage as a backdrop.


Following discussion Members agreed to a competition for the public to submit a photo with the final decision resting with the Board.   It was suggested an article be placed in Western Star and on the Riverton Facebook page seeking public support toward this competition.


Mr Moran suggested the photographs be limited to two per entrant and that advice be obtained from Council communications staff on the quality of photo required.


§  Advice of letter of support forwarded to the Riverton Arts Centre in support of their funding application to the Community Trust of Southland toward the Centres operational costs.




Moved Member Linscott, seconded Member Mennell  and resolved:

That the Riverton/Aparima Community Board:

a)    Agree to support the Aparima College Art Project and contribute $500 toward the Aparima Art Project to be funded from the Riverton street works operational budget.




Councillor's Report


Councillor Perham reported on activities from the District Council table.  These included:

§  Representation Review update


C10.0  Public Excluded


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

Moved Member Linscott, seconded Member Wilson  and resolved:

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


C10.1 Nomination for Southland District Council Community Service Award – (Public Excluded Item)


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

Community Service Award

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 Community Partnership Leader 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 Nomination for Southland District Council Community Service Award. 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 5.35pm





The Board returned to Open Meeting at this point.




The meeting concluded at 5.46pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Riverton/Aparima Community Board HELD ON WEDNESDAY, 6 JUNE 2018.










Riverton/Aparima Community Board

23 July 2018


The Riverton Christmas Tree Project

Record No:             R/18/7/17019

Author:                      Simon Moran, Community Partnership Leader

Approved by:         Rex Capil, Group Manager Community and Futures


  Decision                                        Recommendation                                  Information




1        This report seeks a decision from the Community Board on its support for and potential financing of a portion of the costs of purchasing a large public Christmas Tree for the Riverton area.

Executive Summary

2        Tanya Colyer has previously presented to the Board about purchasing a Christmas tree for Riverton that could be put up in both December and in mid-winter. Tanya has undertaken a significant amount of community fundraising but there is still a shortfall in funding. If Riverton is to have a tree for this coming Christmas then a decision needs to be made now so that the order can be confirmed to enable a 2018 delivery date.

3        The Board is being asked to consider firstly, whether it supports the project, secondly whether it is prepared to make a funding application to the Community Trust of Southland (CTOS) on behalf of the project, and thirdly whether it is prepared to be a funder of last resort in the event that it does not wish to make an application to CTOS or an application is unsuccessful.



That the Riverton/Aparima Community Board:

a)            Receives the report titled “The Riverton Christmas Tree Project” dated 17 July 2018.


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


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


d)           Agrees that it supports the Riverton Christmas tree project.


e)            Approves Option 1 to grant the project $9000 for the purchase of the Christmas tree.


f)             Agrees that the grant is to be paid from the Riverton general reserve.


g)           Agrees that it requires Tanya Colyer to provide an annual report for a period of at least two years and that the report includes a financial summary showing an operational budget and how the grant has been spent.




4        Earlier this year in April Tanya Colyer wrote to the Riverton Community asking it to consider contributing a grant toward the community project. At that stage a little over $3,000 had been raised although a number of organisations had also been approached. In the last three months a further $5,000 has been raised and there is possibly a further $1,000 donation to come.

5        The total cost of the tree ‘landed’ in Riverton has been quoted at $17,000 by the Celebrations Group (a specialist company in Auckland).  

6        Attached to this report is the original information that was provided by Tanya to the Board, including the quote.


7        The Board is being asked to make a decision now because in order for the tree to be produced and transported to New Zealand the order has to be placed in August at the latest. Tanya is still undertaking fundraising but it is clear that she is very unlikely to raise the full amount before the order must be placed if there is to be a new public Christmas tree in Riverton this year.

8        Ownership of the tree is proposed to remain with Tanya Colyer but she has stated that the purpose of this exercise is that it is for a community project and ultimately it will be erected on a council reserve twice a year for people to enjoy. Given the Board is being asked for a relatively sizeable grant it may wish to ask for an annual report, including a financial summary, for a period of time.

9        During discussions with potential funders the CTOS were reasonably receptive to the idea. Tanya is unable to apply for funding as the project group is not a legal entity. It was suggested that the Board could apply on the group’s behalf, and whilst that is possible, there are some potential issues there. The Board would need to explain why it isn’t funding the project itself given the reserves it holds (there has to be financial disclosure in the application) and it would ultimately need to own the tree as well.

10      If the Board is happy to support the project and would like to see it in place this year then it is rapidly becoming the funder of last resort. As stated above there has been a substantial amount of fundraising activity to get to roughly half way with the costs but to be able to place the order there needs to be certainty that it can be paid for.

Factors to Consider

Legal and Statutory Requirements

11      If the Board chooses to make a grant it can make a decision in this meeting to do so, however, it is unbudgeted expenditure.

12      The Board has the delegation to authorise up to $10,000 of unbudgeted expenditure. If it chooses to grant more than $10,000 it would need to pass a resolution recommending that Council approve that unbudgeted expenditure.

Community Views

13      There has been no specific community consultation on this project. It has however, been well highlighted in newspaper articles, social media, and advertising for the fundraising quiz nights. There is clearly support for the project and there does not seem to be much, if any, opposition to the idea. The Community Board is also well placed to reflect the cross section of community views in any discussion and decision making.

Costs and Funding

14      There are a number of options open to the Board as to what it might fund, from nothing to the entire amount. The main options are set out further below in this report.

15      The Board could fund any grant out of its general reserve which currently sits at about $370,000 (although $140,000 of that is already committed for the Havelock St upgrade).

Policy Implications

16      There are no policy implications.


Options Considered

17      The main options are the Board could choose are:

·    To make a grant of $9,000 that covers the shortfall between the existing $8,000 already fundraised and the total quoted cost of $17,000. 

·    To make a grant of the actual costs up to a maximum of $9,000

·    To make an application to the CTOS on behalf of the group for funding. Tanya Colyer has approached CTOS and this was raised as a potential option.

·    To not fund the project

Analysis of Options

Option 1 – Grant $9,000



·        Administratively simple

·        There is certainty of funding for the group

·        Any savings made mean that the funding granted can be used for future repairs & maintenance, operational costs.

·        Once the money is granted there is no benefit to be gained by the ratepayer from any savings the group achieves.


Option 2 – Grant actual costs up to a maximum of $9,000



·        There is certainty of funding for the group

·        There is no opportunity for the group to offset future costs by pursuing project cost savings now.

·        Administratively slightly more complex than Option 1 but not a lot

Option 3 – Apply to CTOS for funding



·        There is no cost to the community

·        The requirements of the Trust in relation to any grant may not be acceptable to the Board.

·        The time taken to get a decision on any application may mean the tree cannot be ordered in time for delivery this year.


Option 4 – Not fund the project



·        There is no cost to the community

·        It takes substantially longer to get a Christmas tree for Riverton.


Assessment of Significance

18      This decision does meet any of the trigger thresholds to be considered a significant decision.

Recommended Option

19      The recommended option is Option 1. It is intended to be a community asset erected in a community space albeit that its ownership will be with the Christmas tree project team. Any savings that can be made in transportation, storage, etc will mean that the grant can continue to be used as part of the fund for assembling and disassembling the tree as well as any initial repairs and maintenance required.

20      To ensure transparency with regard to how the grant is used the Board could ask for an annual report from the group including a financial summary.

Next Steps

21      Advise Tanya Colyer of the Board’s decision.



a             Originlnal information supplied to the Board    


Riverton/Aparima Community Board

23 July 2018
















Riverton/Aparima Community Board

23 July 2018


Council Report

Record No:             R/18/7/16516

Author:                      Simon Moran, Community Partnership Leader

Approved by:         Rex Capil, Group Manager Community and Futures


  Decision                                        Recommendation                                  Information



Chief Executive

Water Issues

1.       As noted in the May report the Government have released one of the cabinet papers, which identifies the challenges which exist in relation to the management of 3 waters services across NZ and the review process which has been put in place to address these challenges. The paper notes that the relevant Ministers are required to report back to Cabinet with their recommendations on future service delivery options in October 2018. 

2.       Following the conceptual decisions which are expected to be made by Cabinet in October there will obviously be a need for any legislative changes to be drafted and for the detailed implementation planning work to be progressed.

3.       Local Government NZ hosted a national Water Summit on 30/31 May. In her speech to the Summit, the Minister for Local Government, Hon Nanaia Mahuta, highlighted the range of issues and some of the options which are currently being considered by Central Government. Key issues/points to note from the Ministers speech to the summit ( include:

·      The fact that work completed for the Department of Internal Affairs suggests that Our small towns and provincial areas have fallen behind, and the cost of upgrading their drinking water infrastructure will effectively be unaffordable for many of them”.

·      That three waters services are facing significant environmental challenges and will need to be upgraded in many areas across the country. The need for these upgrades will add to the significant financial challenges already facing many parts of the local government sector.

·      The problems are system-wide, which means that the solutions will also need to be system wide which means that all options need to be ‘on the table’.  In this regard the solutions will look at both the regulatory and service delivery aspects. In this regard the Minister noted:

We need to look at both regulation and service delivery arrangements if we are going to achieve system-wide improvements.  Just targeting one side of the ledger will not be enough.

For regulation, we will be looking at options that improve public health, environment, and economic regulation for each of the three waters.  We are looking overseas for examples of what has worked elsewhere.  The solutions will however need to work for a New Zealand context.  We can learn from other countries, but solutions need to be founded in our own context.

For service delivery, we will be focusing on two key areas – capability and funding.

Capability – will be looking for ways to lift capability and capacity everywhere.  This is one of the biggest challenges facing our country.  One of the key findings of the Three Waters Review was that many communities are struggling to attract and retain the highly specialist technical skills necessary to run water infrastructure and manage assets.

Here we are talking about people – the Drinking Water Assessors, the Council staff, the engineers and others who work “on the ground” throughout New Zealand.  Many of you are here today.  You are our most valuable asset, and I want to acknowledge that.  We want to foster your specialist technical skills, and find ways to deliver you career paths so you have security, collegiality, and progression.  New Zealand is a small country, and water infrastructure skills and technology need to be nurtured and rewarded.

Funding – we will be looking at options to meet the significant funding challenges that exist across the system.  The infrastructure upgrades that are required are significant.  In their 2015 long-term plans, local authorities had planned to spend $12.8 billion of capital on three waters infrastructure.

·      The Government are giving consideration to the establishment of dedicated water suppliers. As part of this process they are also considering whether this should be at a national or regional level.

·      The Minister recognised that removal of water from local authorities would have a significant impact on the role of many local authorities. In this regard she commented:

I recognise that many councils will be concerned about what might happen if they have less of a role in water service delivery. We need to start thinking about what they might do instead. Again, I want us to be talking openly about this over the coming months.

4.       The Minister’s speech (and subsequent media coverage) is very consistent with the messages that have been around for quite some time and with the Government needing to give serious consideration to the recommendations made through the Havelock North Water Inquiry. As a result we should expect to see a significant level of change in the way in which the 3 waters are managed and delivered. As the Minister noted “the biggest question is whether we are brave enough to move away from the status quo and be open to do things differently for the good of the country and all our communities”.

5.       As part of its Water 2050 project Local Government NZ (LGNZ) has recently released its second report/discussion paper, in what will be a series of reports on water management issues. The report titled Water 2050: Quality - Review of the framework for water quality considers the framework for freshwater and drinking water, specifically addressing the management of freshwater through environmental standards and drinking water through health-related standards. It also addresses the opportunities for change which include a co-regulatory regime to agree on priorities and adopting a collaborative approach to address cost issues.

6.       LGNZ will also be releasing a third discussion paper shortly which will be Water 2050: Cost and funding – meeting the costs of water infrastructure.  This paper will inform Government policy development on funding options for three waters infrastructure.

Local Government Funding Inquiry

7.       On 11 May the Government announced that it will be asking the Productivity Commission to conduct an inquiry into local government funding.  

8.       The Productivity Commission ( is essentially an independent government ‘think tank’, albeit that it is set up as a Crown entity, that investigates and reports on a wide range of issues that it is requested to consider by the Government of the day.

9.       The Commission does its work via a structured inquiry process that it has used over a number of years. This process normally includes the production of an Issues Paper and Draft Report, which provide for public input, prior to the publication of a final report.

10.     The terms of reference are still being finalised, but should be published in the near future given that the Inquiry is due to start in August 2018 with a final report due in mid-2019.

11.     The review process provides a significant opportunity for the local government sector to influence the development of long term policy in relation to sector funding issues. Staff will give consideration to how this Council might best have input to the Inquiry.

Climate Change

12.     In late May the Government released the Climate Change Adaptation Technical Working Group’s (CCATWG) Adaptation Options Report (

13.     The report sets out recommendations for how New Zealand can best adapt and build resilience to the impacts of climate change.  It also recommends that New Zealand put in place a national adaptation action plan, regularly update a national climate change risk assessment, review existing legislation and policy to integrate and align climate change adaptation considerations, and investigate who should bear the costs of climate change adaptation and how it can be funded.

14.     The Group recommends that the following principles be used to guide and support climate change adaptation work:

·      anticipate change and focus on preventing future risks from climate change rather than responding as the changes occur;

·      take a long-term perspective when acting;

·      take actions which maximise co-benefits, and minimise actions which hinder adaptation;

·      act together in partnership, ara whakamua, and do this in a way that is based on the principles contained in the Treaty of Waitangi;

·      prioritise action to the most vulnerable communities and sectors;

·      integrate climate change adaptation into decision-making;

·      make decisions based on the best available evidence, including science, data, knowledge, and Mātauranga Māori; and

·      approach adaptation action with flexibility and enable local circumstances to be reflected.

15.     This is the second report from the CCATWG and will be used to inform the wide ranging policy development work that is happening in response to climate change issues at present. This will include the development of a national adaptation plan and review of existing legislative frameworks to support council decision-making.

16.     The Government have also just commenced a community consultation process in relation to the proposed Zero Carbon Bill, through which Government will set a net emissions target and a guided pathway to get there.

17.     It is intended that through the Bill the Government will:

·    Set in law the net emissions target for NZ to achieve by 2050

·    Detail the milestones to be achieved along the way to 2050

·    Establishes a new Climate Change Commission

·    Provide a process via which climate change adaptation plans will be developed. These are expected to include a national risk assessment and national adaption plan.


Freedom Camping

18.     Following a meeting that some 30 Mayors had with Tourism Minister, Hon Kelvin Davis back in April a Responsible Camping Working Group, consisting of representatives from both local and central government as well as the tourism industry has been formed to provide advice to the Minister on the range of issues and options that could be put in place to better manage freedom camping.

19.     Following on from the first meeting of the Group the Government is considering options for providing support for the piloting of initiatives that might be able to be taken in the upcoming 2018/19 summer season to address freedom camping issues.

20.     The Working Group are also working through a process to complete a comprehensive review of what changes might need to be made to enable better management of freedom camping including the potential need for legislative change to the current Freedom Camping Act.

Southland Regional Development

21.     Work is now well advanced with the development of a project plan for progressing with the formation of the Southland Regional Development Agency following endorsement of the CCO proposal by all four Southland Councils. The key elements to be addressed include:

·      Formation of an MOU with the four Murihiku Runanga to outline how they will each be involved with the new Agency;

·      Development of a Shareholders Agreement;

·      Appointment of the Board;

·      Development of a draft Letter of Expectation and subsequent negotiation of purchase agreements with each of the funders including the four Southland Councils;

·      Development of a draft Statement of Intent;

·      Staff and legal transition arrangements;

·      Development of a new strategic and business plan.

22.     The work needed is being overseen by the Regional CEO forum, under the leadership of the Mayoral Forum.

23.     As part of the Provincial Growth Fund process central Government are seeking a regional endorsement of all applications which might stem from a particular region. In Southland’s case it is seen as appropriate that the decision on whether to endorse a particular application should be made by the Mayoral Forum.

24.     To support the Mayoral Forum in its decision-making process on such applications a Regional Advisory Panel, which is chaired by Penny Simmonds from SIT, has been established. Other members of the Panel have been drawn from the wider Southland business and social enterprise community.

Shared Services Joint Committee

25.     The Independent Chair of the Shared Services Joint Committee and the regional CEO Forum has recently resigned after a long period, in excess of 10 years of service.  

26.     This change creates an opportunity for all four Southland Councils to review the future of the Shared Services Committee and Mayoral Forum. There have been a number of changes to the environment within which the local government sector is now operating meaning that it is timely for a more wide ranging review to be completed.

27.     As part of this review process consideration will be given to strengthening the future role of the Mayoral Forum, as the regional political leadership body. A discussion paper outlining options is being developed and will be discussed by the Mayoral Forum prior to further discussion with all four Councils.

Environmental Services

Group Manager Overview

28.     The first meeting of the Whakamana te Waituna Trust has been held and went well. The strong relationships which were a feature of the Waituna Partnership are continuing to the new Trust.

29.     The next meeting of the Trust is to be held at the Gorge Road Country Club on the 21st June, which will be preceded by a catchment tour for Trustees and followed by an update meeting for the community.

30.     The Predator Free Rakiura Project Leader position has been advertised, with some strong applications received by the closing date at the end of May. Interviews are scheduled for mid-June. As councillors will no doubt recall, the Ministry of Business Innovation and Employment is providing funding via for this position for a one-year period.

Environmental Health

Food Act Transition

31.     Most food businesses that fall under a category of businesses that are required to be registered with Council by 30 June under the Food Act 2014, have done so.  This category includes cafes that do not hold an on licence, and service stations.  Staff are working with those remaining businesses.

Animal Control

Mycoplasma Bovis

32.     Local Authorities across NZ have been considering their procedures for wandering stock callouts, in light of the Mycoplasma Bovis disease.  Clear guidance has not been forthcoming and so staff have proceeded to update the procedure, and propose to obtain feedback from Federated Farmers, Council’s legal advisor, and MPI, prior to presenting to either the Council or the Regulatory and Consents Committee as information, along with public communication.

Curio Bay

33.     Staff are considering concerns raised about dogs endangering protected wildlife at Curio Bay. Options include improved signage, another local communication run, or perhaps even extending the prohibited zone via bylaw amendment (the latter could be incorporated into possible amendments to dog exercise areas in Winton, Te Anau, and Otautau). Staff are meeting with Department of Conservation staff to discuss in mid-June.

Online Registration

34.     As discussed in a report to Council, staff hope to introduce online dog registration for new dogs from 1 July.  This along with the introduction of bank to bank online payments, a new registration form designed to minimise common errors, and a prize draw to encourage dog owners to renew online, are hoped to reduce the administration workload this registration year.


35.     Council ran a dog control amnesty from Monday 12 February 2018 until Friday 13 April 2018.  The amnesty applied to dogs that are ordinarily kept in the District but were not currently registered. 

36.     39 dogs were registered for free under the amnesty, and none of them were menacing breeds.

Resource Management

37.     Council has teamed up with Environment Southland, Gore District Council and Invercargill City Council to undertake high level region wide assessments on Climate Change, Biodiversity and Landscapes. These reports are due to be released in the second half of the year.

38.     On 6 June the Ministry for the Environment released the draft National Planning Standards for consultation. At a broad level the standards set out requirements mainly relating to structure, format or content of policy statements and district plans to get better national consistency. Some of the standards are mandatory and have implementation timeframes.

39.     The consultation period is for 10 weeks. Council along with Environment Southland, Invercargill City Council and Gore District Council have set up a working party to review the draft standards and prepare a joint submission. The submission will largely focus on the implementation of the standards as the various agencies are at different stages of reviewing the necessary planning documents, the effect the templates will have on our southland context and wider implications for our communities.

40.     A report will be prepared for the Regulatory and Consents Committee once a full assessment of the proposed standards has been undertaken.

Building Solutions

41.     The value of consented work for May 2018 is above that of May 2017. The number of consents issued for May 2018 is also up on the same period as last year. The 143 consents were issued in an average time of 9 working days this is down from 14 working days for the same period last year.

42.     There is a noted increase in the number of consents associated with new dwellings up from 19 to 28 however the overall value of work is down. The workflows remain high having received 110 building consent applications for the month this is down on the three year average for the previous 3 years.

43.     There are currently 60 building consent applications on hold and 51 additional consents progressing through the system. The department issued 106 CCCs and carried out 221 inspections.

44.     Will Palmer, who joined the Building Solutions team in late 2017 as a Building Solutions Officer, will be relocating to Te Anau in the near future. This will assist in improving efficiency and reducing health and safety risk associated with staff travelling from Invercargill to service Te Anau.

Community and Futures Group

Representation Review

45.     Submissions closed on Wednesday 6 June.  A hearings panel comprising of the full Council and members of the Elected Representative Working Group heard submissions on 18 June.  At the time of writing approximately 150 submissions have been received covering a range of views. 

46.     Council will adopt its final proposal on 11 July.  It will then give public notice of this through which people will be able to lodge an appeal or objection (if relevant).  Once received these will be forwarded to the Local Government Commission who will make the final determination.  The final date for the Commission’s determination is 11 April 2019.  The changes will come into force for the elections to be held in October 2019.

Risk Management Framework

47.     Council has identified the need to invest in and further develop its risk management processes and approach. In developing the Risk Management Framework (RMF) the objective is to create a framework to effectively understand, plan for and mitigate risk across all levels and activities within Southland District Council.

48.     Understanding and mitigating risks is central to safeguarding Southland District’s community assets and services and other activities it is responsible for.  In facilitating better decision making practices that support risk informed choices, prioritise actions and determine options, assurance can be provided to Council, the Southland district community and stakeholders that critical risks are identified and are being managed effectively. The first RMF project meeting, facilitated by consultants Structured Conversations Ltd is scheduled for 16 August 2018

Community Futures Research and Analysis Work Programme

49.     Council is committed to undertaking research and analysis work to support its planning and decision making in preparation for the Long Term Plan 2021-2031.  This work will assist in leading the development of Council’s overall approach to the management of change and preparation for what the future might hold for the district and its communities. 

50.     The topics for further research and analysis include:

·      Socio-demographic projects (Where are we now, where are we heading, and where do we want to be)

·      Climate Change and understanding its implications for Southland District (risks and impacts on the district), Service Delivery Framework – District vs Local service provision and levels of service (an assessment and evaluation of council services and determine the most appropriate level of service to meet community needs in the future)

·      Rating affordability planning and implications (to understand income levels in our communities and affordable measures for delivery of activates and services – and implications of decisions on rating affordability for the district)

·      Future infrastructure and asset renewal (what and how will council replace significant infrastructure when it is due for replacement)

·      Land and Water Plan implications (to understand the implications of compliance standards on the future provision of services to local communities)

·      Community Facility Provision Framework (how, what and when are facilities used and needed)

·      Community Partnerships Assistance and Funding Alignment Approach (multi-agency community partnership opportunities, and council’s funding and grant schemes to support community organisations)

·      Technological change impacts on communities and implications for SDC.

Community Organisation and Volunteer Sector Shared Services Pilots

51.     The purpose of this project is to develop and run two pilot projects around the concept of shared services and shared service delivery within two communities in the Southland district. The two communities running this pilot are Winton township and Edendale-Wyndham and surrounds.  Shared services is a concept utilised throughout many groups around the country and beyond, and where there is significant benefit to the efficiency and effectiveness of community organisations and volunteer groups, can work extremely well.

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

53.     There have been a number of groups express interest in looking into this further, following 10 one-on-one interviews within each area.  There has been particular interest in looking into shared roles of secretary.  Following these interviews, Venture Southland Community Development staff will now begin running focus groups with interested organisations to identify any opportunities and barriers in moving the pilot to the next stage.  The timeframe for this pilot is throughout the calendar year 2018.   

Community Organisation and Volunteer Sector Service Map

54.     The purpose of this project is to develop a service map of Southland District that identifies the level of service to our communities from Non-Government Organisations and Volunteer groups.  This also includes services delivered via contract for Central Government agencies. 

55.     The service map, once complete, will help Council identify areas where there are opportunities or barriers to future service delivery.  This work is expected to be completed in the calendar year.

Milford Opportunities

56.     The Opus/Xyst team are nearing completion of Phase 1 which is to look at the existing information covering a wide range of issues related to Milford and tourism generally. They are considering where the gaps in that information are and what pieces of further work are needed to be undertaken in Phase 2 to inform the end result, which is the master plan. Those additional pieces of work will have businesses cases prepared for them and either be undertaken by organisations represented on the governance group or Milford Opportunities will be seeking additional funding in order to get them done.

57.     Further work has been undertaken concurrently to prepare a communication and engagement plan for the next phases of the project as this is considered to be a critical part of the project. The next meeting of the Milford Opportunities governance group is at the end of June.

Catchment Group

58.     Staff and elected members attended an Aparima Catchment Group meeting in Otautau on 18 May.  The aim of the meeting was to raise awareness of the project, seek input from those attending on the draft project brief and connect people into the project.

59.     There was good attendance with a wide range of organisations represented such as DairyNZ, Beef + Lamb, Aparima Runanga, Public Health South, Ballance Agri-nutrients, Ravensdown, Alliance, Department of Conservation, Open Country, Fonterra and Ministry for Primary Industries to name a few.

60.     In March 2018 Environment Southland held a meeting with farmers and industry groups to explore the opportunities for working collectively in the Aparima Freshwater Management Unit (FMU). From this initial conversation, a potential project was identified to drive action and change in the Aparima FMU with positive environmental outcomes, which could also serve as a pilot and example to other regions.  

61.     The Aparima FMU covers the Jacobs River Estuary and its tributaries, the Waimatuku Estuary and tributaries and coastal Longwoods tributaries. The Aparima FMU ‘Project’ has been designed as a farmer-led, industry and Regional Council supported action forum to build and support resilience of the Aparima FMU.  The overall approach is positive action to achieve environmental outcomes at a farmer-led catchment group scale.

62.     The project brief has used the word ‘land manager’ instead of farmer to recognize the responsibility of all land users to the Aparima’s environmental and community wellbeing. The project brief, especially the methodology, is intentionally broad and general. This was done to empower catchment and sub catchment groups to find solutions that best fit their unique circumstances or environment.  

63.     A further meeting of the working group is scheduled for June where the next steps will be identified

Southland Museum Consultation

64.     Staff are currently working with a group around the public consultation process for the Southland Museum redevelopment.  This will involve consulting with the people of Southland around what they would like to see in a new museum.  Planning is still in the early stages and a further update will be provided once further details around the consultation process have been confirmed. 


65.     Kōtui is now in place with the project implementation causing no issues for customers and we can now provide more detailed reporting and manage our collection more efficiently.  Our new website created by the Communications team is also receiving positive feedback from users.  All of our regular library programs are advertised on the site for the community. 

66.     We currently have 5322 active library users in the District as at 5 June 2018 (this is defined as having used their library card in library or online in the last 12 months). 

Services and Assets

Group Manager’s Update

67.     As advised last month, Environment Southland finalised their Land and Water Plan in April.  The revised plan has some significant implications for Council’s long-term asset management strategies in relation to three-waters assets. 

68.     A working group was established including other Territorial Local Authorities, in a bid to undertake a detailed review of the plan and determine next steps.  As a result of this process a decision has been made to submit an appeal in relation to a small number specific elements within the plan – the most significant of which is the activity status associated with wastewater discharges to water.  This has been amended from a discretionary activity to a non-complying activity posing some potentially significant implications for both Council and neighbouring Territorial Local Authorities.

69.     It is becoming apparent that the transport team’s performance against the current New Zealand Transport Agency three year budget cycle, is likely to finish within 0.5%.  It is important to note this is a significant achievement given the difficulty of producing a three year forecast and subsequently managing a complex and comprehensive programme of works over this time period.

70.     In parallel with the 2018 Long Term Plan process we have, over the last eighteen months developed a new open spaces strategy and completed a section 17A Service Delivery Review of the property and community facilities area.  This work has identified the need to change the way in which we deliver these services and increase the level of investment that we make in our open spaces in particular.

Forestry (IFS)

71.     Harvesting continues in the Waikaia forest of the remaining 2017/18 program.  With a full year program of 48,000 tonnes, there remains 20,000 tonnes to be harvested by the end of the year.

72.     Harvesting of the next financial year’s areas may continue in this forest after this.  All production, safety and financial targets are still performing well.

73.     The summer silviculture program is close to completion with just thinning left in Ohai.  Replanting of the Ohai cutover is expected to start in early June.

Strategic Water and Waste

Te Anau Wastewater Discharge Project

74.     The business case in support of the preferred Kepler option was presented to Council in December 2016, and while they resolved to progress with detailed design on the pipeline route to Kepler, they also requested that staff undertake further work around a sub-surface disposal option (option 3).  Council staff and consultants are currently developing this work in conjunction with an external peer reviewer, Ben Stratford.

75.     The roles of the Wastewater Committee, Fiordland Sewage Options Group and their representative Peter Riddell have also been reviewed, with Mr Riddell engaged to provide comments on a conceptual subsurface drip irrigation design and costings. Once this work is completed and finalised an updated business case will be provided to Council for decision following submission and review by the Wastewater Committee, Services and Assets Committee and the Finance and Audit Committee.

76.     In addition to the above, a finalised basis of design for the pipeline to Kepler has been delivered to Council. In addition a recruitment process is underway for either a project manager for the project or as a backfill for an internal appointment.

Review of Solid Waste Contract Arrangements

77.     The WasteNet Southland Waste Management Group recently notified contractors Bond Contracts and Southland Disability Enterprises Limited of its intention to begin negotiations, for a proposed extension of the current contracts. 

78.     Both are currently in year six of an initial eight year duration, with the ability to roll over for a further eight years.  Negotiations with both parties were undertaken on 12 and 20 April respectively.  Further information has been requested by the Waste Management Group which should allow a recommendation to be made to the Waste Advisory Group as to whether to roll the contracts over, or to go back to the market.  It is anticipated that the process will be complete by June/July.


Operations and Community Services

79.     The Southern Scenic Route Tourism Infrastructure Fund application was completed and submitted to Ministry of Business, Innovation and Employment. A decision is expected in August/September.

80.     The Lumsden Tourism Infrastructure Fund project is tracking well however, due to poor weather conditions the carpark sealing has slipped by three weeks and could potentially be delayed until September/October.  The building work on the toilet block will start by mid-June.

81.     The footpath project in Wyndham and Edendale is tracking well with the 2017/2018 schedule completed on budget.  The remaining work for 2018/2019 is scheduled for July or when weather conditions allow.

Strategic Roading

Land Transport Programme

82.     At its meeting on 20 April the New Zealand Transport Agency Board made its decision on indicative investment levels for continuous programmes as part of developing the 2018-21 National Land Transport Programme (NLTP). Continuous programmes relate to local road maintenance, state highway maintenance, public transport services and road safety promotion programmes.

83.     NZTA have endorsed the requested Southland District Council three year programme of $70.2 million.

Alternative Coastal Route Seal Extension Project

84.     The legal survey for land purchases has commenced. The physical works aspect of the project has significantly reduced due to weather conditions. It is now expected that the project will be finalised around October when weather conditions should be more favourable for sealing works.

85.     The earthworks and drainage along the Waipapa section are approximately 70% complete.

Water Structures

86.     Progress is continuing in relation to the Riverton Wharves licencing and repairs. Most licence holders are progressing with essential repairs.  As a result of recent communication from staff as well as news articles around getting the works completed, there has been an upswing on this work as well as communication with Council on the progress and documentation.


87.     The chipping of the trees at the rugby grounds occurred at the start of July. Lynne Grove from the college has advised that they have been shortlisted for a potential Project Crimson makeover for this area based on a proposal they students and staff have put forward. Lynne has organised a meeting of stakeholders for the 27th to discuss how they can maximise their chances of being successful with the next phase of the application process.

88.     As has been discussed previously the team at WSP-Opus have been engaged to review the current proposal for Havelock Street. In particular they will be looking at stormwater capacity, kerb alignment, and options.


89.     As usual there the information below is still an interim result until the final calculations are completed. The interest on reserves is yet to be allocated and that will increase the income in the ‘Administration’ business unit.

90.     Overall income is currently very close to what was budgeted and expenditure is down slightly by approximately $28,000.

91.     The only other area that is reasonably over budget for both income and expenditure is for the cemetery and that business unit’s income is directly related to the number of interments during the year.

92.     As previously reported the significant underspend in the capital project budget is due to the Havelock Street work not having been undertaken.







That the Riverton/Aparima Community Board:

a)            Receives the report titled “Council Report” dated 9 July 2018.




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