Notice is hereby given that an Ordinary Meeting of Southland District Council will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Wednesday, 19 September 2018

9am

Council Chambers
15 Forth Street
Invercargill

 

Council Agenda

OPEN

 

MEMBERSHIP

 

Mayor

Mayor Gary Tong

 

Deputy Mayor

Paul Duffy

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

John Douglas

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

Nick Perham

 

 

IN ATTENDANCE

 

Chief Executive

Steve Ruru

Committee Advisor

Fiona Dunlop

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


 


Council

19 September 2018

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

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 Council Minutes                                                                                                             7

Reports - Policy and Strategy

7.1         Draft Dangerous, Affected, and Insanitary Buildings Policy 2018 - for Adoption       9

7.2         Draft Roading Bylaw 2008 (Revision 2, 2018) for Adoption                                                    19

7.3         Council Strategic Workshop - Strategic Framework review                                                  53

Reports - Operational Matters

8.1         Woodlands Walking Track Upgrade - Approval for Unbudgeted Expenditure          59

8.2         Proposed Road Stopping of part of Saleyard Road at Castlerock                                      65

8.3         Unbudgeted Expenditure for the Supply of Commercial Kitchen Equipment for Winton Memorial Hall                                                                                                                                                     71

8.4         Confirmation of Road Stopping at Lochiel                                                                                       79

8.5         Consideration of a request from the Department of Conservation to have land next to the Te Anau Golf Course vested in Council                                                                                      83

8.6         Amended Triennial Agreement 2016-2019                                                                                       91

8.7         Management Report                                                                                                                                   107

Reports - Governance

9.1         Schedule of Meetings for 2019                                                                                                              133

9.2         Minutes of the Finance and Audit Committee Meeting dated 26 March 2018         137

9.3         Minutes of the Finance and Audit Committee Meeting dated 14 June 2018            139

9.4         Minutes of the Services and Assets Committee Meeting dated 9 May 2018             141

9.5         Minutes of the Services and Assets Committee Meeting dated 26 July 2018           143

9.6         Minutes of the Otautau Community Board Meeting dated 31 May 2018                   145

9.7         Minutes of the Tuatapere Community Board Meeting dated 5 June 2018                 147

9.8         Minutes of the Edendale-Wyndham Community Board Meeting dated 26 June 2018 149

9.9         Minutes of the Edendale-Wyndham Community Board Meeting dated 30 May 2018 151

9.10       Minutes of the Riverton/Aparima Community Board Meeting dated 6 June 2018 153

9.11       Minutes of the Stewart Island/Rakiura Community Board Meeting dated 11 June 2018                                                                                                                                                                                  155

9.12       Minutes of the Wallacetown Community Board Meeting dated 26 April 2018        157

9.13       Minutes of the Wallacetown Community Board Meeting dated 31 May 2018         159

9.14       Minutes of the Wallacetown Community Board Meeting dated 28 June 2018        161

9.15       Minutes of the Winton Community Board Meeting dated 12 June 2018                     163

9.16       Minutes of the Riverton Harbour Subcommittee Meeting dated 12 March 2018  165

9.17       Minutes of the Te Anau Basin Water Supply Subcommittee Meeting dated 17 April 2018                                                                                                                                                                                  167

9.18       Minutes of the Balfour Community Development Area Subcommittee Meeting dated 28 May 2018                                                                                                                                                            169

9.19       Minutes of the Colac Bay Community Development Area Subcommittee Meeting dated 24 May 2018                                                                                                                                                      171

9.20       Minutes of the Dipton Community Development Area Subcommittee Meeting dated 9 May 2018                                                                                                                                                            173

9.21       Minutes of the Limehills/Centre Bush Community Development Area Subcommittee Meeting dated 17 May 2018                                                                                                                    175

9.22       Minutes of the Lumsden Community Development Area Subcommittee Meeting dated 11 June 2018                                                                                                                                                     177

9.23       Minutes of the Manapouri Community Development Area Subcommittee Meeting dated 22 May 2018                                                                                                                                        179

9.24       Minutes of the Ohai Community Development Area Subcommittee Meeting dated 29 May 2018                                                                                                                                                            181

9.25       Minutes of the Orepuki Community Development Area Subcommittee Meeting dated 22 May 2018                                                                                                                                                      183

9.26       Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 29 May 2018                                                                                                                                                      185

9.27       Minutes of the Riversdale Community Development Area Subcommittee Meeting dated 28 May 2018                                                                                                                                                      187

9.28       Minutes of the Thornbury Community Development Area Subcommittee Meeting dated 24 May 2018                                                                                                                                        189

9.29       Minutes of the Tokanui Community Development Area Subcommittee Meeting dated 5 March 2018                                                                                                                                                        191

9.30       Minutes of the Woodlands Community Development Area Subcommittee Meeting dated 16 April 2018                                                                                                                                      193

Public Excluded

Procedural motion to exclude the public                                                                                                       195

C10.1    Orawia Water Intake Land Acquisition

C10.2    WasteNet Southland Contract 550 - Right of Extension

C10.3    Regional Development Activity Areas of Focus

C10.4    Organisational Service Delivery - Community Led Development Approach

C10.5    Public Excluded Minutes of the Finance and Audit Committee Meeting dated 26 March 2018

C10.6    Public Excluded Minutes of the Finance and Audit Committee Meeting dated 14 June 2018

C10.7    Public Excluded Minutes of the Riverton/Aparima Community Board Meeting dated 6 June 2018

 


Council

19 September 2018

 

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

 

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

 

4             Public Forum

 

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

 

5             Extraordinary/Urgent Items

To consider, and if thought fit, to pass a resolution to permit the Council 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 Council Minutes

6.1             Meeting minutes of Council, Wednedsay 8 August 2018, Thursday 30 August 2018 and Wednesday 5 September 2018


Council

19 September 2018

 

Draft Dangerous, Affected, and Insanitary Buildings Policy 2018 - for Adoption

Record No:             R/18/6/15523

Author:                      Jane Edwards, Policy Analyst

Approved by:         Bruce Halligan, Group Manager Environmental Services

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        This report presents the draft Dangerous, Affected and Insanitary Buildings Policy 2018 (the draft Policy) for adoption.

Executive Summary

2        On 20 June 2018 Council approved a Statement of Proposal, incorporating the draft Policy, for consultation. The draft Policy incorporated changes introduced by the Buildings (Earthquake-prone Buildings) Amendment Act in May 2016.

3        The new legislation overrides parts of the current Policy that relate to Earthquake-prone buildings, and renders those parts of the current Policy obsolete.

4        From 28 June to 30 July 2018, Council consulted on the draft Policy in accordance with the Special Consultative Procedure (SCP) outlined in Section 83 of the Local Government Act 2004 (LGA).  No submissions were received during this consultation period.

5        Staff are recommending Council adopts the draft Policy which is included with this report as Attachment A.

 

Recommendation

That the Council:

a)            Receives the report titled “Draft Dangerous, Affected, and Insanitary Buildings Policy 2018 - for Adoption” dated 10 September 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)           Adopts the draft Dangerous, Affected and Insanitary Buildings Policy 2018.

 

Background

6        Council currently has an Earthquake-Prone, Dangerous and Insanitary Buildings Policy. The new draft Policy was presented to Council in June 2018 due to changes introduced by the Buildings (Earthquake-prone Buildings) Amendments Act in May 2016. The new legislation overrides the parts of the current Policy that relate to Earthquake-prone buildings, and renders those parts of the current Policy obsolete.

7        The draft Policy continues to cover dangerous and insanitary buildings. Due to new legislative requirements to include ‘affected’ buildings in the policy (‘affected’ defined as an adjacent to, adjoining or nearby buildings that could be impacted by a dangerous building), this change has been included.

8        The draft Policy was presented to Council at its meeting on 20 June 2018. At that meeting, Council endorsed and released the draft Policy and a Statement of Proposal for public consultation.

9        Staff have undertaken a consultation process on the draft Policy in accordance with the SCP. This has included giving people of the District the required notice of Council’s intention to make the Policy, and staff have undertaken a five week consultation process. 

Issues

10      No submissions were received from the District during the consultation period 28 June to 30 July 2018.

11      No deliberations are required by Council.

Factors to Consider

Legal and Statutory Requirements

12      Sections 131 and 132A of the Building Act 2004 (the Act) require Council to have a dangerous, affected and insanitary buildings policy. Council is required to state the approach that it will take in performing its function, its priority in performing those functions, and how the policy will apply to heritage buildings.

13      A dangerous and insanitary buildings policy must be adopted, amended or replaced in accordance with the SCP outlined in section 83 of the LGA. Council was required to have a consultation period of not less than a month, and to allow any oral submissions to be heard at Council hearings.

14      After a dangerous and insanitary buildings policy is adopted it must be reviewed at intervals of not more than five years, but it does not cease to have effect because it is due for a review.

Community Views

15      Council must, in the course of its decision making process, give consideration to the community views on this matter.

16      Undertaking a consultation process in accordance with the SCP and the requirements outlined in section 83 of the LGA has given the people in the District, and any other party for that matter, an opportunity to give their views on the draft policy.

17      No submissions were received.

Costs and Funding

18      There would only be minor additional costs associated with adopting the draft Policy, including the costs associated with staff time and advertising the adoption of the Policy.  These costs would be met within current budgets.

Policy Implications

19      As no amendments have been made to Council’s policy approach to dangerous, affected and insanitary buildings, if the draft Policy is adopted in its current form, it would not substantially alter the way Council identifies and manages these buildings.

20      The draft policy is quite closely aligned with the policies adopted by Invercargill City Council, Queenstown Lakes District Council and the Gore District Council. This has been done to help ensure there is a consistent approach throughout the southern region, which should make implementation easier and more consistent.

21      If Council was to adopt the draft Policy in its current form, there would be no impact on fees as the draft Policy would not impact the day-to-day actions of Council.

Analysis

Options Considered

22      The following reasonably practicable options have been identified regarding how Council could proceed:

Option 1 – Adopt the draft Policy (with any minor amendments); or

Option 2 – Consider the draft Policy and propose a different way forward.

Analysis of Options

Option 1 – That Council adopts the draft Policy (with any minor amendments).

Advantages

Disadvantages

·        Replacing the current Policy with the draft Policy would prevent Council having an operative policy that is, in part, obsolete.

·        The draft Policy is legally compliant.

·        The draft Policy allows Council to work with relevant owners to rectify dangerous and insanitary buildings, which is a more collaborative approach.

·        The draft Policy provides a level of protection to heritage buildings but still allows Council to act to keep the public safe.

·        No known disadvantages.

 

Option 2 – That Council considers the draft Policy and proposes a different way forward.

Advantages

Disadvantages

·        Would provide clarity on Council’s desired approach.

·        Council would still be legally required to have a Dangerous, Affected and Insanitary Buildings Policy.

·        A change in approach may mean it takes longer for Council to adopt a new policy and replace the current policy that is, in part, obsolete.

 

Assessment of Significance

23      It has been identified that this matter has a lower level of significance, in relation to Council’s Significance and Engagement Policy and the LGA.

Recommended Option

24      The recommended option is that Council adopts the draft Policy (with any minor amendments required).

Next steps

25      If Council adopts the draft Policy at this meeting, staff will publicly notify the adoption of the Policy by placing an advertisement in the Advocate, and by having the Policy accessible on Council’s website.

26      Section 132 of the Act states that Council must, as soon as practicable after adoption of a policy, provide a copy of the policy to the chief executive of the Ministry.

27      This Policy must be reviewed at an interval of no longer than five years from date of adoption.

 

Attachments

a             Draft Dangerous, Affected and Insanitary Buildings Policy     

 


Council

19 September 2018

 

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Council

19 September 2018

 

Draft Roading Bylaw 2008 (Revision 2, 2018) for Adoption

Record No:             R/18/8/20156

Author:                      Jane Edwards, Policy Analyst

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of this report is to recommend the adoption of the Southland District Council Roading Bylaw 2008 (Revision 2, 2018).

Executive Summary

2        On 2 May 2018 Council approved a Statement of Proposal, incorporating a draft Roading Bylaw (the draft Bylaw), for consultation. The draft Bylaw proposed changes to the parking restrictions on Elgin Terrace in Oban, Stewart Island.

3        The proposed changes would establish new parking restrictions (which include parking areas) on the south side of Elgin Terrace near the main wharf, and by making the north side of Elgin terrace a ‘no stopping at all times’ area.

4        If adopted, the draft Bylaw would mean the parking restrictions presently marked up near the main wharf in Oban, would become legally enforceable.

5        Public notice was given on 10 May 2018 and submissions were sought on the draft Bylaw. The two month period for public submissions closed on 15 June 2018.  Council received seven submissions.

6        After considering staff recommendations and submissions at its meeting on 8 August 2018, Council endorsed the draft Bylaw with minor amendments, for final adoption at its next meeting. The amendments made included correcting minor inconsistencies to wording and legislative references in the existing bylaw. The draft Bylaw is included with this report as Attachment A.

 

Recommendation

That the Council:

a)            Receives the report titled “Draft Roading Bylaw 2008 (Revision 2, 2018) for Adoption” dated 11 September 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)           Revokes the current Roading Bylaw 2008 (Revision 1, 2015) on 28 September 2018.

 

e)            Confirms and makes the Southland District Council Roading Bylaw (Revision 2, 2018).

 

f)             Resolves that the Southland District Council Roading Bylaw (Revision 2, 2018) will come into force on 28 September 2018.

 

g)           Ensures as many copies of the Bylaw, as so made and confirmed, be executed under seal by the Council, as required from time to time.

 

h)           Ensures that in accordance with Section 22AE of the Land Transport Act 1998 public notice be given to the making of the Southland District Council Roading Bylaw (Revision 2, 2018) advising:

 

(i)           That the Bylaw will come into force on 28 September 2018

 

(ii)          That copies of the Bylaw may be inspected, without fee, at all Council offices.

 

(iii)         That copies of the Bylaw can be obtained upon payment of a reasonable charge.

 


 

Background

7        Council, at its meeting 2 May 2018, resolved to release the draft Bylaw and the Statement of Proposal for public consultation in accordance with the Special Consultative Procedure (SCP) outlined in the Local Government Act 2002 (the Act) and in accordance with the consultation requirements outlined in the Land Transport Act 1998 (LTA).

8        The draft Bylaw and Statement of Proposal were put out for consultation from 10 May 2018 to 15 June 2018.

9        Seven submissions were received with no submitters requesting to speak at a hearing.

10      Council deliberated on submissions received at its meeting on 8 August 2018 and agreed to endorse the draft Bylaw with the minor amendments recommended by staff.  The amendments made included correcting minor inconsistencies to wording and legislative references in the existing bylaw.

Issues

11      This report is recommending that Council adopt the draft Bylaw.  The draft Bylaw presented at this meeting incorporates some minor changes to inconsistencies in the current Bylaw, which were discussed at the Council meeting on 8 August 2018.

Factors to Consider

Legal and Statutory Requirements

12      Council is permitted to make a roading bylaw under section 22AB of the LTA. One of the purposes outlined in that section is restricting the stopping or parking of vehicles on any road, subject to the erection of the prescribed signs.

13      In accordance with section 22AD of the LTA, Council has complied with the consultation requirements to amend a bylaw outlined in the Act.

14      The special consultative procedure, elected by Staff to make the draft Bylaw, has been undertaken by Council and completed.

15      To confirm and make the Bylaw, Council must pass a resolution to that effect.

16      When a roading bylaw is adopted, Council is required within one week of it being adopted, to send a copy of the bylaw to the Minister of Transport (section 22AB of the LTA).

17      As soon as practicable after making the Bylaw, the Council is obliged to give public notice of the fact confirming that the Bylaw will effective on and from 28 September 2018 and that a copy of the Bylaw can be inspected and obtained from all Council offices.

Community Views

18      Consultation on the draft Bylaw has been undertaken in accordance with the Special Consultative Procedure. A Statement of Proposal was approved for consultation at the Council meeting on 2 May 2018.  The Statement of Proposal and draft Bylaw were made widely available and the public were encouraged to make submissions.

19      Following a two month consultation period, seven submissions were received. After consideration of submissions and comments received at its meeting on 8 August 2018, Council made minor changes to the draft Bylaw. These changes have been incorporated into the draft Bylaw for adoption.

Costs and Funding

20      The process of adopting the draft Bylaw will result in a relatively small cost to Council, including costs associated with staff time and advertising. These costs are met within existing Council budgets.

Policy Implications

21      The draft Bylaw would update the current Bylaw by establishing new parking restrictions (which include parking areas) on the south side of Elgin Terrace near the main wharf, and by making the north side of Elgin terrace a ‘no stopping at all times’ area.

22      If adopted the draft Bylaw would mean the parking restrictions presently marked up near the main wharf in Oban, would become legally enforceable.

23      The Southland District Council Roading Policy 2008 (Revision 1, 2015) and the Roading Policy Procedures Policy 2008 (Revision 1, 2015), will not be impacted by the adoption of the draft Bylaw.

Analysis

Options Considered

24      There are two options to consider in this report:

a)   Revoke the provisions of the current Roading Bylaw 2008 (Revision 1, 2015) and make a new Roading Bylaw 2008 (Revision 2, 2018)

b)   Do not adopt the draft Bylaw and continue with the current Bylaw until a larger-scale review is undertaken at a later date.

Analysis of Options

Option 1 – Revoke the provisions of the current Roading Bylaw 2008 (Revision 1, 2015) and make a new Roading Bylaw 2008 (Revision 2, 2018).

Advantages

Disadvantages

·        This option would ensure the Roading Bylaw accurately reflects parking restrictions in Elgin Terrace as soon as possible.

·        The currently marked up parking restrictions would be enforceable.

·        Council is intending to undertake a full review of the district Bylaw in the next 12-24 months and still has to incorporate other required amendments.

 

Option 2 – Do not adopt the draft Bylaw and continue with the current Bylaw until a larger-scale review is undertaken at a later date.

Advantages

Disadvantages

·        Changes to the parking restrictions on Elgin Terrace could be made in conjunction with other required changes to the Roading Bylaw

·        A more strategic approach to parking on the Island may be considered in the district-wide review of the roading Bylaw.

·        The parking restrictions marked up on Elgin Terrace would remain unenforceable and out of the date with the current Bylaw.

·        The lack of enforceability in this area may give rise to on-going community concerns, particularly at peak tourist times where parking is at a premium.

 

Assessment of Significance

25      In this report, Council is being asked to revoke the provisions of the current Roading Bylaw 2008 (Revision 1, 2015) and make a new Roading Bylaw 2008 (Revision 2, 2018). Staff have assessed this decision as of lower significance in relation to Council’s Significance and Engagement Policy and the LGA.

Recommended Option

26      Staff recommend that Council resolve to revoke the provisions of the current Roading Bylaw 2008 (Revision 1, 2015) and make a new Roading Bylaw 2008 (Revision 2, 2018).

Next Steps

27      Following a decision from Council at its 19 September 2018 meeting to approve the revocation of the provisions of the current Roading Bylaw 2008 (Revision 1, 2015) and the making of the proposed Roading Bylaw 2008 (Revision 2, 2018), the decision will be publically notified.

28      Council is required, within one week of adopting a roading bylaw, to send a copy of the bylaw to the Minister of Transport (section 22AB of the LTA).

29      On or before 27 September 2018, public notice will be given in the Advocate about the revoking of the current Roading Bylaw 2008 (Revision 1, 2015) and the making of the Roading Bylaw 2008 (Revision 2, 2018), on 28 September 2018.

30      The Southland District Council Roading Bylaw 2008 (Revision 2, 2018) would come into effect 28 September 2018.

 

Attachments

a             Roading Bylaw 2008 (Revision 2, 2018)     

 


Council

19 September 2018

 

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19 September 2018

 

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Council

19 September 2018

 

Council Strategic Workshop - Strategic Framework review

Record No:             R/18/8/20146

Author:                      Rex Capil, Group Manager Community and Futures

Approved by:         Steve Ruru, Chief Executive

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To follow up from the Council Strategic Workshop held on 6-7 August 2018 and reconfirm the Council’s Strategic Framework as detailed in the Long Term Plan 2018-2028.

Executive Summary

2        The Mayor, Councillors and senior staff participated in a Council Strategic Workshop on 6-7 August 2018, which provided an opportunity to review the progress that is being made in implementing Council’s strategic framework and priorities. 

3        Staff were provided with clear direction from elected representatives on their priorities which has assisted in providing this opportunity to confirm the strategic framework of Council as we work towards development of the 2021 Long Term Plan.

4        It is recommended Council reconfirms the Strategic Framework as detailed in the Long Term Plan 2018-2028.

 

Recommendation

That the Council:

a)            Receives the report titled “Council Strategic Workshop - Strategic Framework review” dated 6 September 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)           Following the Strategic Workshop held on 6-7 August 2018 reconfirms the Strategic Framework as detailed in the Long Term Plan 2018-2028 – specifically:

 

Vision:                                         Southland – one community offering endless opportunities

Community Outcomes:    Proud, connected communities that have an attractive and affordable lifestyle

                                                         Resilient communities that leave a legacy for tomorrow

Mission:                                      Working together for a better Southland

Approach:                                 We will work in partnership with communities

                                                         We will constantly look for better ways

                                                         We will work as one team

Strategic Priorities:             Improve how we work

                                                         Provide appropriate infrastructure/services

                                                         Make informed decisions

                                                         More people.

 

e)            Notes that the council elected for the 2019-2022 triennium will review the Strategic Framework post the 2019 election.

 

 

Background

5        The Mayor, Councillors and senior staff participated in a Council Strategic Workshop on 6-7 August 2018.

6        The aims of the Strategic Workshop included:

·    To further develop a shared understanding of the strategic challenges and opportunities facing the district, region and local government as we look to the future

·    Build on how Council can provide leadership at a district and regional level in relation to the strategic challenges it and the district’s communities face

·    Understand the purpose and need for longer term planning and commit to achieving the shared vision for the district

·    Consider the approach and collective responsibility required to achieve the strategic goals and community leadership projects we need to pursue to realise the future vision for the district and region

·    Continue to prioritise the shared understanding required of how Council the organisation needs to operate if it is to provide the leadership needed for the district and region to be successful

·    Consider the strategic framework that will be used to guide development of the 2021 Long Term Plan.

7        There were various topics covered including:

·    Council stocktake

·    Community leadership alongside regional stakeholder and partnership relationships – system leadership

·    Strategic decisionmaking framework approach

·    Historical overview of local governance related approaches

·    Queenstown Lakes District Council – opportunities and challenges

·    Organisational service delivery review

·    Preparing for the 2021 Long Term Plan.

8        Staff were provided with clear direction from elected representatives which has assisted in providing this opportunity for confirming the strategic direction and framework of Council as development of the 2021 LTP is progressed.

Issues

9        Council is asked to confirm that the current strategic framework should continue to be used to guide development of the 2021 LTP.

Factors to Consider

Legal and Statutory Requirements

10      There are no legal and statutory requirements to consider with respect to the strategic workshop.

11      It is noted the workshop will assist in informing the development of the Long Term Plan 2021-2031 which is a statutory requirement of Council.

Community Views

12      Community views were not sort with regards the strategic workshop.

Costs and Funding

13      The strategic workshop was a planned project, delivered as part of Council’s business as usual work programme and no extraordinary costs were incurred.

Policy Implications

14      It is noted the workshop will assist in informing the development of the Long Term Plan 2021-2031 which may involve implications for review of policies associated with this process.

Analysis

Options Considered

15      There are two options for Council to consider.

16      Option 1 is that Council reconfirms the Strategic Framework as detailed in the Long Term Plan 2018-2028. 

17      Option 2 is that Council Amend the Strategic Framework as detailed in the Long Term Plan 2018-2028 and seeks to make any changes that it considers appropriate.

Analysis of Options

Option 1 –Confirm the Strategic Framework

Advantages

Disadvantages

·        By Council reconfirming formally the strategic framework and direction it provides clarity for staff and communities.

·        This approach provides a sense of stability and structure for staff and communities to work together going forward with.

·        The strategic framework is provided with a sense of significance as to its importance in providing Council, staff and communities with the direction required to support sustainable communities.

·        It offers a long term direction that elected representatives and staff can build on to support work programmes going forward.

·        There are no disadvantages in Council reconfirming the Strategic Framework.

 


 

Option 2 – Amend Strategic Framework

Advantages

Disadvantages

·        Following the discussions and conversations held at the Strategic Workshop held on 6-7 August 2018 there are no advantages for this option

·        This would be against the general discussion points and conversations held at the Strategic Workshop held on 6-7 August 2018.

·        It would create uncertainty and a sense of lack of direction if Council was to deviate from its strategic framework in a short period of time.

 

 

Assessment of Significance

18      This is not considered significant in relation to the Significance and Engagement Policy.

Recommended Option

19      Council reconfirms the Strategic Framework as detailed in the Long Term Plan 2018-2028 following the Strategic Workshop held on 6-7 August 2018

Next Steps

20      If Council reconfirms the Strategic Framework as detailed in the Long Term Plan 2018-2028 this will be to assist with developing work programmes and the way of working going forward.

 

Attachments

There are no attachments for this report. 

  


Council

19 September 2018

 

Woodlands Walking Track Upgrade - Approval for Unbudgeted Expenditure

Record No:             R/18/9/20691

Author:                      Brendan Gray, Community Engineer

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The 1.5 kilometre long Woodlands walking track was formed in late 2016 and has been used by a large number of people since the formation including the Woodlands School children as part of their outdoor activities.

2        Although the track was constructed wider than originally planned it was never designed to be edged as part of the original concept. After a significant amount of use some feedback has been received regarding the surface compaction, lack of track edging and useable width.

3        The track (although designed for walking) is not seen as suitable for running, prams, bikes or walking two abreast and this has been a criticism of some users. These issues led to the Woodlands Community Development Area Subcommittee asking for an option to upgrade the track (all in one go) rather than a staged upgrade as per the Long Term Plan.

Executive Summary

4        This report outlines the scope of work and prices received from suitable contractors to complete the upgrade required to meet customer expectations and user satisfaction. It will also increase the ease of maintenance going forward. The upgrade will address the edging of almost the entire track, provide an increase in useable width and resurfacing with a compacted 40 mm layer of crushed aggregate.

 

Recommendation

That the Council:

a)            Receives the report titled “Woodlands Walking Track Upgrade - Approval for Unbudgeted Expenditure” dated 11 September 2018.

 

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

 

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

 

d)           Agrees to approve the unbudgeted expense of $26,411.32 + GST from Woodlands General Reserve to be used for the upgrade of the Woodlands Walking Track Project.

 

Background

5        Formed in 2016 to link the Woodlands Township and the Kingswood Bush Reserve, the walking track has been enjoyed by many people over the last 18 months.

Issues

6        Some criticism over the track surface, lack of track edging and useable width has led to the Woodlands Community Development Area Subcommittee requesting an upgrade to the Woodlands Walking Track in one establishment, rather than a staged upgrade using the Taskforce team.

Factors to Consider

Community Views

7        The track is widely used by the community and the upgrade is welcomed with a perceived resultant increase in usage through the edging installation, increased useable width and track surface improvements. This will ensure the track can be multipurpose.

Costs and Funding

8        The track upgrade was originally planned in a staged approach over the next four years utilising the Taskforce team with funding from Woodlands General Reserve. It is anticipated that the project (if accepted) will be funded entirely from Woodlands General Reserve. The Reserve balance is adequate to cover this unbudgeted amount without affecting any projects already in the existing Long Term Plan.

9        Three prices were received from suitably qualified and Southland District Council approved contractors. The three prices received were: Wilson & Keen Contracting $26,411.32, Fulton Hogan $46,003.90 and SouthRoads $57,120.00. These prices are all excluding GST. An additional subcontractor declined to price.

Policy Implications

10      No policy implications are applicable.

Analysis

Options Considered

11      Two options were considered for the project

Analysis of Options

Option 1 – Upgrade in a staged approach using Taskforce over the next four years as per the existing LTP

Advantages

Disadvantages

·        Funded gradually via reserves.

·        Utilises Taskforce team.

·        Track may lose appeal over the staged upgrade.

·        Maintenance issues associated with a half completed track.

·        Track not suitable at present for prams and bikes.

 

Option 2 – Full upgrade of track all in one project

Advantages

Disadvantages

·        Fast completion all in one go.

·        Will get used a lot more by the community.

·        Easier to maintain.

·        Suitable for a greater range of activities,

·        Full track length will be edged at 1.4 metres wide (except the portion by the reserve).

·        A new crushed gravel surface will be laid and compacted all in one go.

·        Adequate funds in Woodlands General Reserve to cover this work.

·        Draws on reserves over and above what was anticipated.

 

Assessment of Significance

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

Recommended Option

13      The staff recommendation to the Woodlands Community Development Area Subcommittee was to approve the project to upgrade the walking track. This was utilising Wilson & Keen Contracting for the sum of $26,411.32 + GST to be completed in the 2018/2019 financial year. At a meeting on 6 August 2018 the Woodlands CDA agreed with the recommendation and have requested Council approve the unbudgeted expense.

Next Steps

14      Advise the subcontractor to complete the works after the approval from Council is granted.

 

Attachments

a             Woodlands Walking Track Upgrade and Unbudgeted Expense Approval Report    

 


Woodlands Community Development Area Subcommittee

19 September 2018

 

For Action

 

 

MEMO TO:                           Brendan Gray - Community Engineer

 

FROM:                                   Fiona Dunlop – Committee Advisor

 

DATE:                                     06 August 2018

 

MEETING:                             Woodlands Community Development Area Subcommittee Meeting of 6/08/2018

 

 

Please note for your action / information the following decision arising from the meeting named above:

 

 

Woodlands Walking Track Upgrade and Unbudgeted Expense Approval Report

FILE REF

R/18/7/16778

AGENDA ITEM NO.

7.1

Resolution

Moved Member McKenzie, seconded Member Rhodes and resolved:

That the Woodlands Community Development Area Subcommittee:

a)            Receives the report titled “Woodlands Walking Track Upgrade and Unbudgeted Expense Approval Report” dated 27 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 to bring the entire project forward to the 2018/2019 financial year and fund entirely from the Woodlands General Reserve.

 

e)            Accept the recommendation from the Community Engineer to progress with the upgrade in the 2018/2019 financial year utilising Wilson & Keen Contracting for $26,411.32 + GST.

 

f)             Request that Council approve the reprioritisation of the Woodlands Walking Track upgrade to the 2018/2019 financial year and approve the total project cost of $26,411.32 + GST to be funded from Woodlands General Reserve and to be undertaken by Wilson & Keen Contracting.

 

 

 

 

SPECIFIC ACTIONS REQUIRED:

 

Note that the recommendations in the report were approved by the Subcommittee.


Council

19 September 2018

 

Proposed Road Stopping of part of Saleyard Road at Castlerock

Record No:             R/18/7/18260

Author:                      Kevin McNaught, Strategic Manager Property

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To consider a request to stop a portion of Saleyard Road at Castlerock by reducing its width to allow existing trees to be felled and replanted on land that is currently legal road owned by Council.

Executive Summary

2        Saleyard Road at Castlerock runs north from the Lumsden Mossburn Highway through to the Oreti River. The road is 40 m wide which is double the normal road width, and there is a physical track to the river formed but this is only maintained by Council for a very short distance past the existing saleyards complex.

3        On the eastern side of the road for ~1,400 m back from the Oreti River, a tree lane has been in existence for shelter purposes. The adjoining landowners wish to fell these existing trees and replant new shelter.

4        Replanting of the trees on the legal road owned by Council is not allowed in rural areas as Council Roading Policy Procedure 14 No 3.5 states: Planting on the road margin solely for the purpose of providing shelter shall not be allowed.

5        The landowners have requested that a portion of the road be stopped and transferred to them to allow the replanting to happen on their own property.

 

Recommendation

That the Council:

a)            Receives the report titled “Proposed Road Stopping of part of Saleyard Road at Castlerock” dated 10 September 2018.

 

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

 

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

 

d)           Agrees to commence the process as set out in the Local Government Act 1974 to stop an approximately 18 m wide portion of Saleyards Road at Castlerock to allow the land to be disposed of to the adjoining landowners on the condition that the existing track to the Oreti River remains on the residual portion of road.

 

Background

6        Saleyard Road at Castlerock runs north from the Lumsden Mossburn Highway through to the Oreti River. The road is 40 m wide which is double the normal road width, it has a physical track to the river formed on the road verge but is only maintained by Council for a very short distance past the existing saleyards complex.

7        On the eastern side of the road for ~1,400 m back from the Oreti River, a tree lane has been in existence for many years to provide shelter. The adjoining landowners wish to fell these existing trees and replant new shelter.

8        Replanting of the trees on the legal road owned by Council is not allowed in rural areas as Council Roading Policy Procedure 14 No 3.5 states: Planting on the road margin solely for the purpose of providing shelter shall not be allowed.

9        The landowners have requested that a portion of the road be stopped and transferred to them to allow the replanting to happen on their own property. The portion of road is indicated by the pink line on the diagram attached to this report and is approximately 18 m in width. The remaining road will be 22 m in width and the existing track to the river is and will remain on this residual portion of road.

10      The landowner has been advised of the process to be followed, accepts the process including paying the survey costs as well as the valuation. Therefore the next step is to seek Council approval to commence the process.

Issues

11      There are no issues identified at this point in the process.

Factors to Consider

Legal and Statutory Requirements

12      The process will follow the statutory steps as set out in the Local Government Act 1974 including public notification and disposal at valuation.

13      This process includes a subsequent resolution to be made by Council once the public objection process has been completed.

Community Views

14      Public notification must be undertaken in accordance with the Local Government Act 1974. Also as this road provides access to the Oreti River, approval has been given by Fish and Game, DOC and the Walking Access Commission to the proposal on the condition that the existing formed track remains on the residual portion of road.

Costs and Funding

15      As per Council policy and legislation, the landowner has agreed to pay the survey costs to define the road to be stopped as well as agreeing with the valuation of $37,800 plus GST for the land.

Policy Implications

16      None identified at this stage.

Analysis

Options Considered

17      The options are to either commence the process or not.

Analysis of Options

Option 1 - Commence the road stopping process

Advantages

Disadvantages

·        Allows the adjoining landowner to replant shelter in the same position as the existing tree land.

·        Council is able to dispose of this land not required for roading purposes.

·        None identified.

 

Option 2 – Not to commence the road stopping process

Advantages

Disadvantages

·        None identified at this point given applicant accepts the process and valuation.

·        None to Council however is s disadvantage to landowner as they will have to create a new tree land to replant new shelter.

Assessment of Significance

18      Not considered significant.

Recommended Option

19      Option 1 – Commence road stopping process.

Next Steps

20      Arrange for survey to be undertaken.

 

Attachments

a             Location diagram of road to be stopped at Castlerock    

 


Council

19 September 2018

 

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Council

19 September 2018

 

Unbudgeted Expenditure for the Supply of Commercial Kitchen Equipment for Winton Memorial Hall

Record No:             R/18/8/18748

Author:                      Kevin McNaught, Strategic Manager Property

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To consider the request from the Winton Community Board for approval of unbudgeted expenditure for the supply of commercial kitchen equipment for the Memorial Hall.

Executive Summary

2        The Winton Memorial Hall recently had a significant upgrade including the kitchen. Feedback from users has been that additional facilities are required in the kitchen to increase its functionality to cater for the types of use that the hall is now getting.

3        It is the position of the Winton Community Board that commercial kitchen equipment be installed and a quote has been received from Southern Hospitality to provide the required equipment totalling $14,618.70 plus GST.

4        As the expenditure is unbudgeted and over $10,000, plus GST, the approval of Council is required.

 

Recommendation

That the Council:

a)            Receives the report titled “Unbudgeted Expenditure for the Supply of Commercial Kitchen Equipment for Winton Memorial Hall” dated 10 September 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 $14,618.70, plus GST, for the supply of commercial kitchen equipment for the Winton Memorial hall to be funded from the Winton Community Board’s Property Sales reserve.

 


 

Background

5        The Winton Memorial Hall recently had a significant upgrade including the kitchen. Feedback from users has been that additional facilities are required in the kitchen to increase its functionality to cater for the types of use that the hall is now getting.

6        It is the position of the Winton Community Board that commercial kitchen equipment be installed and a quote has been received from Southern Hospitality to provide the required equipment totalling $14,618.70, plus GST.

7        As the expenditure is unbudgeted and over $10,000, plus GST, the approval of Council is required. The details and specifications for the equipment to be supplied is set out in the attached quote.

Issues

8        There are no issues identified, as what is proposed is to deal with issues that have been raised as part of the operations of the upgraded facility.

Factors to Consider

Legal and Statutory Requirements

9        None identifies at this stage.

Community Views

10      The provision of this equipment is a result of feedback and request from hall users. The Winton Community Board agree that these pieces of equipment are what is required to deal with that feedback.

11      The Board at its meeting on 6 August recommended to Council that the unbudgeted expenditure to provide this equipment be approved.

Costs and Funding

12      The cost quoted is $14,618.70. Southern hospitality are a reputable local company in respect of this type of commercial equipment. Graeme Hall, Council’s Property Maintenance Officer, has advised that he considers the costs to be reasonable.

13      When the hall was upgraded the Community Centre Reserve was totally used with the balance being funded from the Board’s Property Sales Reserve. There are sufficient funds remaining in this Property Sales Reserve to cover this expenditure.

Policy Implications

14      Two policy requirements identified. One is obtaining both the Community Board and Council’s approval for this unbudgeted expenditure.

15      The second requirement relates to SDC procurement requirements. Pricing has been sought both from top of the line domestic appliance suppliers, and from commercial-grade suppliers. Neither Smith City nor Noel Leeming could supply equivalent domestic equipment with the necessary warranties.

16      There is a limited number of local suppliers of commercial equipment. Southern Hospitality operates locally, has a good reputation, and can supply what is required at a reasonable cost. A request was made to another local firm to price the provision of the same equipment however their response was that they were unable to be competitive at this time.

17      Given the above, it is recommended that Southern Hospitality is engaged to supply the required commercial-grade equipment.

Analysis

Options Considered

18      The options are to either approve the unbudgeted expenditure or not.

Analysis of Options

Option 1 – Approve unbudgeted expenditure

Advantages

Disadvantages

·        Will allow the Community Board to respond to feedback on operational issues after the building upgrade.

·        Will make the facility more attractive for users’ therefore potentially increasing usage.

·        Other than additional expenditure no disadvantages are identified.

 

Option 2 – Decline unbudgeted expenditure

Advantages

Disadvantages

·        None identified other than savings on expenditure.

·        Creates a risk that usage may decline at the hall, undermining the considerable investment in this facility.

Assessment of Significance

19      Not considered significant.

Recommended Option

20      Option 1 approve unbudgeted expenditure.

Next Steps

21      Purchase equipment and have it installed.

 

Attachments

a             Quote from Southern hospitality for Commercial kitchen equipment at Winton Memorial hall    

 


Council

19 September 2018

 

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Council

19 September 2018

 

Confirmation of Road Stopping at Lochiel

Record No:             R/18/8/20044

Author:                      Kevin McNaught, Strategic Manager Property

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To make the final resolution that a portion of road at Lochiel is stopped, so that it can be disposed of to the adjoining landowner as per a previous Council resolution.

Executive Summary

2        Council at its meeting on 13 December 2017 agreed to commence the road stopping procedure for an unformed portion of road adjoining 58 Lochiel Branxholme Road.

3        Since then the relevant procedures have been followed to the extent that Council now needs to resolve to notify that the land is no longer road.

 

Recommendation

That the Council:

a)            Receives the report titled “Confirmation of Road Stopping at Lochiel” dated 10 September 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)           Resolves pursuant to Section 4 of the Tenth Schedule to the Local Government Act 1974 to publish a notice that Section 1 SO Plan 523458 is stopped and shall thereafter cease to be road.

 

e)            Resolves that Section 1 SO Plan 523458 be sold to the adjoining owners P A and J A Donnelly and be amalgamated with CFR SL158/260.

 

Background

4        Council at its meeting on 13 December 2017, agreed to commence the road stopping procedure for an unformed portion of road adjoining 58 Lochiel Branxholme Road.

5        Since then the relevant steps have been undertaken. These being preparation and execution of a sale contract, survey definition and public notification.

6        The process is now at the point that Council must resolve to publish a notice that the land is no longer road. 

Issues

7        No issues have been identified in undertaking the process.

Factors to Consider

Legal and Statutory Requirements

8        All actions have been undertaken following the steps as set out in the Local Government Act 1974.

Community Views

9        The process required public notification of the proposal and no objections were received.

Costs and Funding

10      The applicant has paid the survey costs and agreed to pay the sale price set by Council at the December 2017 meeting.

Policy Implications

11      None identified.

Analysis

Options Considered

12      Proceed to publish notice or not.

Analysis of Options

Option 1 – Publish notice

Advantages

Disadvantages

·        Allows process to be completed.

·        None identified.

 


 

Option 2 – Do not publish notice

Advantages

Disadvantages

·        None identified.

·        Will place Council in a breach of the sale agreement given the road stopping legislative process has been followed and no reasons have arisen where that cannot be completed

Assessment of Significance

13      Not considered significant.

Recommended Option

14      Option1- Publish the notice to stop the road.

Next Steps

15      Publish notice stopping road and complete sale process.

 

Attachments

a             Diagram of proposed road stopping at Lochiel    

 


Council

19 September 2018

 

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Council

19 September 2018

 

Consideration of a request from the Department of Conservation to have land next to the Te Anau Golf Course vested in Council

Record No:             R/18/8/20521

Author:                      Kevin McNaught, Strategic Manager Property

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To consider a request from the Department of Conservation and the Te Anau Community Board, to have land at the western end of the Te Anau Golf Course vested in Council so it can be added into the lease of the Golf Club.

Executive Summary

2        The Te Anau Golf Club has for many years held a lease for most of the course from Council, however a small portion at the western end of the course has been developed onto DOC land and held by a concession from them.

3        Recently DOC have written to Council, offering not only the area at the western end of the course currently occupied by the golf club but also additional land covering an area through to Golf Course Road. The Te Anau Golf Club have advised Council that they are agreeable to have all this land added into their lease from Council.

4        The Te Anau Community Board have requested that Council accept the offer of vesting.

Recommendation

That the Council:

a)            Receives the report titled “Consideration of a request from the Department of Conservation to have land next to the Te Anau Golf Course vested in Council” dated 11 September 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)           Resolves to accept the offer from the Department of Conservation to have vested in Council as a recreation reserve all that land west of Section 1 SO Plan 7608 through to Golf Course Road and the land when vested to be added to the lease held by the Te Anau Golf Club.  

 

Background

5        The Te Anau Golf Club has for many years held a lease for most of the course from Council, however a small portion at the western end of the golf course has been developed onto DOC land and held by a concession from them.

6        Recently DOC have written to Council offering not only the area currently occupied by the golf course but also additional land through to Golf Course Road. The letter and plans are attached.

7        Given the potential liabilities, primarily around keeping the land neat and tidy, an approach was made to the Golf Club as to whether they wanted all the land offered or just the area they currently occupy. The Club have advised that they are agreeable to have all this land added into their lease from Council.

8        For the land to be vested in Council, this requires a resolution of Council.

Issues

9        No issues given that the survey costs are being paid for by the Golf Club and the maintenance obligations will also be the responsibility of the Club by its addition to the existing lease

Factors to Consider

Legal and Statutory Requirements

10      The process of definition, reservation and vesting will follow the relevant statutory authorities.

Community Views

11      The Te Anau Community Board at their meeting on 29 August resolved to recommend to Council to accept the offer of vesting. As above the Te Anau Golf Club are agreeable to have the land include into their existing lease from Council.

Costs and Funding

12      There are no costs identified in this process to Council, given the survey and ongoing maintenance obligations will be that of the Golf Club.

Policy Implications

13      None identified.

Analysis

Options Considered

14      The options are considered to be accept the offer or not.

Analysis of Options

Option 1 – Accept the offer of vesting.

Advantages

Disadvantages

·        Allows the Golf Club’s operations to be undertaken on land owned by one organisation.

·        Creates an opportunity to allow the land to be better managed and maintained by the Golf Club.

·        None identified given their will be  no costs to Council

 

Option 2 – Decline the offer of vesting

Advantages

Disadvantages

·        None identified.

·        The Gold Club will continue to have two landowners to deal with.

·        The land maintenance will remain with DOC and have to fit with their priorities around maintenance 

 

Assessment of Significance

15      Not considered significant

Recommended Option

16      Option 1 – accept the vesting

Next Steps

17      Advise the Department of Conservation Councils decision and await vesting to be completed.

 

Attachments

a             Request from DOC to vest conservation land in Council to be included in lease to Te Anau Golf Club.    

 


Council

19 September 2018

 

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Council

19 September 2018

 

Amended Triennial Agreement 2016-2019

Record No:             R/18/8/18557

Author:                      Steve Ruru, Chief Executive

Approved by:         Steve Ruru, Chief Executive

 

  Decision                                        Recommendation                                  Information

 

 

 

Background

1    Under the Local Government Act 2002 local authorities within a region are required to have in place a Triennial Agreement containing protocols for communication and co-ordination amongst them during the period until the next triennial general election of members.

2    Attached to this report is an amended Triennial Agreement between the Southland District Council, Environment Southland, Gore District Council and Invercargill City Council for the period from 2016 to 2019.

3    The Agreement has been updated to formally include the Deputy Mayors/Chair in the Forum and to allow for it meeting more than four times per year. With the increased focus on regional development activity it is seen as appropriate to expand the Forum’s membership and increase the frequency with which it meets. 

4    Once adopted the Triennial Agreement remains in force until it is replaced by another Agreement.  However, there is provision for the Agreement to be amended in the event the Councils wish to change any of the protocols.

5    The Triennial Agreement promotes the desire of the four Councils to work together as parties to enhance the co-ordination and performance of their respective responsibilities in a collaborative, effective and meaningful way where appropriate.  This includes the early pre-consultation around the development of policy and plans.

6    Whilst the amendments are not significant it is important that they are formally endorsed by Council.

7    The amended agreement showing the changes is attached to this report for Councillors information.

Recommendation

That the Council:

a)            Receives the report titled “Amended Triennial Agreement 2016-2019” dated 10 September 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 Mayor, Deputy Mayor and Chief Executive executing the attached Triennial Agreement under seal pursuant to Section 15 of the Local Government Act 2002.

 

 

Attachments

a             Revised Triennial Agreement 2016 to 2019    

 


Council

19 September 2018

 

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Council

19 September 2018

 

Management Report

Record No:             R/18/8/20503

Author:                      Steve Ruru, Chief Executive

Approved by:         Steve Ruru, Chief Executive

 

  Decision                                        Recommendation                                  Information

 

 

 

Chief Executive

Water Issues

1.       Work is continuing with the Central Government Three Waters Review as noted previously, the work is divided into the following four major work streams:

1)      Oversight of the sector, the regulatory settings within which it works and the institutional arrangements in place for management of the water sector.

2)      Funding and financing mechanisms, including consideration of a range of options for future funding of three waters infrastructure.

3)      Capacity and capability of suppliers and regulatory agencies.

4)      The information used for providing transparency of the sectors performance, its accountability and decision-making processes.

2.       Central Government has been clear about the extent of the review process and the range of options that are being considered. Some of the key messages/points made to date include:

Regulation

·       An independent drinking water regulator is being considered.

·       Some form of economic regulation of infrastructure assets is also under consideration and there is a question about whether the current environmental regulation system needs to be strengthened.

·       Changes to the regulatory framework, whether they involve enhanced reporting, oversight, compliance or raised standards are likely to have significant funding implications for local government.

·       Affordability is not an acceptable reason for failing to meet drinking water standards.

Service Delivery Options

·       Service delivery arrangements should be reviewed and the Government is considering the merits of aggregation of water providers. There are a number of ways in which this aggregation could occur including at the regional or super regional level

·       A ‘system-wide’ joined up solution may be required. The solutions needed cannot necessarily be separated out by different territorial local authorities

·       Continued public ownership is seen as a ‘bottom line’. This could include ownership by either central or local government

·       The broader role and functions of local government will need to be reviewed if the responsibilities for the delivery of water services is aggregated into larger service delivery entities.

3.       The Minister of Local Government has indicated her strong support for the development of aggregated water supply entities. In this regard she made the following comments in a recent speech to the Infrastructure NZ conference (https://www.beehive.govt.nz/speech/water-infrastructure-speech)

Given the interconnected nature of our water systems it is difficult to see how we can meet future regulatory requirements and consumer expectations without also making changes to service delivery arrangements, including infrastructure provision.

So while fixing the regulatory arrangements for water is a priority we also need to look at how we consider water service delivery to be able to fund infrastructure.

4.       In her speech the Minister also commented on the lessons she has drawn from her recent visit to the United Kingdom. Her comments on the lessons learnt included:

In general, as many of you may know, in the United Kingdom and Ireland they have:

·      much stronger regulation and more capable and better funded services;

·      independent drinking water and environmental regulation leading to safer drinking water and better environmental performance;

·      economic regulation that provides a  level of assurance that the right level of investment is being undertaken in the three waters; and

·      economic regulation that drives a focus on customers and efficiencies.

It is particularly instructive to note that Scottish Water has achieved 40 per cent savings and Ofwat, in England, achieved a 30 per cent savings on their consumers’ water bills.

Reflecting on their water reform experience my view is that a strong coordinated regulatory regime will not be enough on its own to deliver all the outcomes we are seeking here. The costs of upgrading the system to meet expected standards will fall on already heavily burdened ratepayers, and will take a very long time to accomplish.

This is something we will need to consider as we contemplate alternative options for service delivery in New Zealand, as is the need for professional skilled directors in any new options.

5.       It will also be important for the work being progressed via the Government Three Waters project to be integrated with the Local Government Funding Inquiry work being undertaken by the Productivity Commission and the Localism work that is now also underway. The way in which this integration is to be managed between the different government agencies involved is still to be clarified.

6.       Officers are continuing to monitor the progress being made with the Three Waters review and will keep Council updated as work progresses. 

Council Strategic Workshop

7.       Council held a strategic workshop on 6th and 7th August.

8.       The workshop provided an opportunity to have a ‘stocktake’ of the organisation’s progress and strategic direction following completion of the 2018 Long Term Plan and adoption of a new strategic framework.

9.       It is also clear that the local government sector as a whole is operating in a period of considerable change, the speed of which is likely to increase further in the short – medium term. Some of the major issues driving these changes include the three waters review, climate change, housing, regional development, funding and social equity issues. It is clear that in all of these areas retention of the status quo is not an option. The challenge is for Council to ensure that it has a position on and can influence the change processes as they occur.

10.     The outputs from the workshop will be used to inform the organisational work programme including that leading into the 2021 LTP. In this regard Council is being asked, as part of a separate agenda item, to confirm the continued use of the current strategic framework for the development of the 2021 LTP. 

Infrastructure Commission

11.     In August central Government announced the establishment of a new Infrastructure Commission that will be tasked with developing a consolidated national view on the state of infrastructure development across NZ.

12.     The creation of the Commission is a response to concerns about whether NZ is developing the infrastructure it needs to progress economically and the extent of the infrastructure deficits that exist in some parts of NZ. Infrastructure is a critical enabler for economic growth and development over time. The funding of infrastructure is a critical issue under Government’s urban growth agenda work programme. Hence, it has been allocated a level of priority for further work.

13.     Treasury is to lead development of the policy work needed to support formation of the new entity which will presumably replace the National Infrastructure Unit.

Southland Regional Development Agency

14.     Work is proceeding with the creation of the new Southland Regional Development Agency (SRDA).

15.     Consultation with the proposed community shareholders is well advanced and a final draft Memorandum of Understanding is close to being finalised with the four Murihiku Runanga. The MOU will need to be taken to each of the Councils for formal consideration/approval.

16.     A meeting of all of the proposed shareholders was held in August and there is a good level of agreement as to the proposed shareholding and other constitutional arrangements. These are to be formalised through a formal Shareholders Agreement which is currently being drafted and will be brought back to Council for formal approval in the near future.

17.     Work is also well advanced with the development of proposed new ‘contracting’ arrangements. In looking at what it is that this Council wants to purchase from the new Agency it is important to recognise that we need to change the focus of the organisation from what it was that Venture Southland has delivered in the past. There is a need for the Agency to be focussed on priorities that will make a difference to the development of the Southland region as a whole as well as the overall goals, particularly the attracting 10,000 more people goal that was set through SORDS. 

18.     The move to having a stronger regional focus does mean that the SRDA will do a number of different things, and in a different way, to which they may have been addressed in the past. 

Public Housing Plan

19.     Central Government have recently released their Public Housing Plan 2018 – 2022, which outlines how the Government aims to deliver around 6,400 more public housing places by June 2022 – approximately 1,600 places per year on average across Housing New Zealand (HNZ) and Community Housing Providers (CHPs). This includes some 100 new units in the Southern region which covers both Otago and Southland.

20.     Financial support is now available nationally to HNZ and CHPs to enable and incentivise the additional supply being sought.  The operating supplement will be extended so it is available to both HNZ and CHPs nationwide for net new (new build and turn-key) and net additional buy-in public housing supply. Upfront funding, on the other hand, will only be available in very limited circumstances.

Emergency Management Review

21.     Central Government have recently released their decisions on changes to be made to the Emergency Management systems in NZ following completion of the Technical Advisory Group review that was completed in 2017. A copy of the decisions report is available on the Department of Prime Minister and Cabinet website (www.dpmc.govt.nz).

22.     The Government’s response addresses the Technical Advisory Group’s recommendations and details which aspects of the recommendations have been accepted. It then goes on to set out a multi-year work programme to progress the implementation of those recommendations that have been accepted. The work to be progressed will deliver improvements in the following five areas:

·      Putting the safety and wellbeing of people at the heart of the emergency response system

·      Strengthening the national leadership of the emergency management system

·      Making it clear who is responsible for what, nationally and regionally

·      Building the capability and capability of the emergency management workforce

·      Improving the information and intelligence system that supports decision making in emergencies

23.     Central Government officials are now charged with progressing the work programme needed to implement the improvements identified in these areas.

Long Term Plan Consultation Documents

24.     The Office of the Auditor-General have recently released a report (www.oag.govt.nz/2018/ltp-consultation-documents/docs/ltp-consultation-documents.pdf) that provides an overview of their findings from the auditing of the 2018 LTP consultation documents.

25.     While noting that all 2018-28 consultation documents were considered to be fit for purpose it identifies that there are a number of opportunities for improvement, including some identified in their 2015 report which have not been realised. These include the content and layout of the document and well as giving considering to engaging with communities on critical issues well ahead of the formal consultation document process.

Environmental Services

Group Managers Update

26.     Consent workloads across the team have continued to be relatively strong, although a slight slowdown in building consent numbers lodged has occurred in the last 2-3 weeks.

27.     Collaborative cross-council discussions have been held with regard to evaluating and progressing on-line lodgement and processing. It is desirable to seek to work towards common platforms across the Southland Councils, consistent with the SoRDS Ease of Doing Business work streams.

28.     The IANZ Project team continues to work towards the positioning of the Building Solutions Team for the March 2019 reaccreditation audit. A strong focus has been on learnings from other recent audits of other councils and the issues that have been flagged through those.

29.     Work continues on the action plan from the Environmental Services Service Delivery Review action plan, with an update presented to the Regulatory and Consents Committee meeting on 6th September 2018.

30.     The Council will be participating in a combined programme coordinated through Emergency Management Southland to improve Business Continuity Planning. A consistent approach to this will be coordinated by Ian Cryer, Recovery Manager for Emergency Management Southland with this programme having been endorsed by the Coordinating Executive Group (CEG).

Environmental Health

Prosecutions

31.     Council successfully prosecuted a person for littering in a public place.  While being driven by a companion, the person threw greenwaste while standing in a large trailer onto long stretches of road, including Kennington-Waimatua Road and Motu Rimu Road. 

32.     This person pleaded guilty and was dealt with by Judge Brandts-Giesen.  The Judge fined him $150; court costs of $130 and made an order that $240.35 clean-up costs be paid to the Council.

33.     At the time of writing, prosecution proceedings have commenced against the two owners of the Rottweilers that attacked a member of the public in Winton on 10 June 2018. The charge is under the Dog Control Act 1996, Section 58 Dogs causing serious injury.

Freedom Camping

34.     In Te Anau Council is managing the shared service this season, and this will be organised shortly.

35.     In the Catlins area, the Department of Conservation (DoC) is managing the service this season. Council will be requesting that the Officer is also appointed as a Dog Ranger, to provide educational services in Curio Bay whilst there for freedom camping. Senior DoC staff have endorsed this proposal.

36.     In Lumsden, it is proposed to advertise for Enforcement Officers shortly.

Dog Control

37.     An education drive is proposed to ensure that dog owners have their dogs on a leash on Riverton’s beaches.  Along with media releases, Dog Control Officers will be issuing infringement fines, and new signage will be investigated.

38.     An educational drive is also proposed to encourage dog owners to pick up dog droppings on Stewart Island, which has been reported to be worsening. This will include the limited distribution of some free dog waste bags. 

Resource Management

39.     A report has been prepared for the Regulatory and Consents Committee recommending that Council resolves to initiate a Plan Change to establish some stronger lighting controls on Stewart Island/Rakiura to support the Dark Skies Sanctuary application by Stewart Island Promotions that is currently being processed by the Dark Skies Association.

40.     One of the key requirements of achieving “sanctuary status” is having a level of lighting controls within the sanctuary area. If endorsed by Council, work will commence immediately with a view to notifying a plan change in early to mid-2019.

41.     Council has prepared a joint submission with Environment Southland, Invercargill City Council and Gore District Council on the draft National Planning Standards which seek to standardise District and Regional plans prepared under the Resource Management Act. The draft standards at this stage seek to establish a consistent layout of plans, standardise definitions and measurements along with outlining a timeframe for delivering the plans in an interactive electronic format.

42.     The number of resource consents being lodged with Council remains steady. There are currently 51 consents in the system (on hold and processing).

Building Solutions

43.     The department has commenced forwarding some building consents for processing to an external contractor, this is intended to maintain customer service and ease pressures on processing staff, relieve pressure points with processing and free up consent processors to assist with inspections when needed. This process is not expected to have any negative impact on the applicant as the current fee structure is based on an hourly rate fee.

44.     The district continues to see somewhat of a two speed economy, with Mararoa Waimea, Winton Wallacetown and Waiau Aparima wards accounting for more than 80% of the consents.

45.     The department have recently relocated a BCO to Te Anau and this is relieving some of the workload pressure in the area and creating greater efficiency with reduced staff travel.

46.     The Department issued 112 consents and received 87 new applications for the month. This is the same number of consent applications as received for August 2017 however it is down on the previous 3 year average. The value of consents issue this month is less than for the 94 issued in August 2017 this is associated with a higher number of heating unit consents for the month.

47.     The number of live consents continue to drop as the number of CCCs issued and refused CCCs exceeds the number of consents issued.

Information Management

Corporate Performance Framework – CAMMs Strategy Implementation

48.     Council staff have been working with CAMMs consultants to progress the implementation of the CAMMs Strategy system.  CAMMs Strategy will be used to produce and provide Council with the Interim Performance Report planned to be presented to the Finance and Audit Committee in December.

49.     The system will be used to allow activity managers to provide updates to the Key Performance Indicators (KPI) approved within the Long Term Plan (LTP). This planning and uploading work is progressing with final planning and training to be completed at the end of September with the Policy and Strategy Team and then with Activity Managers.

50.     Planned sessions with Council staff prior to the go live date have been scheduled for September and October.

51.     Subsequent work will continue in 2019 with the inclusion of the Team Business Plans that are a new reporting/planning component introduced with the Corporate Performance Framework.

Project Management Framework – CAMMs Project Implementation

52.     A significant amount of planning has been completed by Council staff and CAMMs consultants in the development of the initial project management framework and workflow for the CAMMs Project implementation.  Council staff have refined the workflow to provide project managers and staff a ‘right sized’ and simple process to ensure a consistency for future projects and the projects that have been included in the 2018-2028 LTP.

53.     The planned go live date for CAMMs Project will be December 2018, however usage may be started before that given the timing and uploading of existing projects.

54.     The current Annual Plan process will not be affected by the introduction of CAMMs Project, however when Council undertakes the 2020/21 Annual plan, new projects will be required to use the CAMMs project tool to gain budget and ultimate approval from Council and Council committees.

Core Systems Project: System Integration

55.     Planning work for Phase 1 of the project is in detailed planning stages with work expected to commence in September.  This phase will include the implementation of the systems integration work between a number of the Core systems used by Council.  This work is aimed to provide some level of optimisation and efficiency within Council operations and provide some capacity for future improvements within teams.

Core Systems Project: Human Resources Information System RFP

56.     Council staff have also developed and finalised a Request for Proposal (RFP) for a new Human Resources, Health and Safety and Payroll solutions.  This has been identified as a key objective within the Core System Review and ELT Business plan. 

57.     Council is looking for options to replace our current payroll (JD Edwards) and Human Resource Information System (HRIS) (in-house developed) to an integrated solution that offers greater automation and increased efficiency and effectiveness of the Human Resources, Payroll and Health and Safety processes. The RFP is planned to be undertaken during September 2018 with final vendor(s) selection completed in October 2018.

Customer Support

58.     July and August 2018 were busy months for the team with Rates and Dog Registration top items coming across the counter and over the phone.

 

July 2018

August 2018

Total number of calls to 0800 732 732

4898

4733

Abandonment rate

0.24%

0.08%

Request for Service received

952

836

Top three requests types

Address changes, Building Consents, Dog Registration

Address changes, Building Consents, Roading

Payments processed by Council

10340

20296

·      Cash

·      Cheques

·      Direct Credit

·      Direct Debit

·      Eftpos

3.4%

10.5%

44.8%

18.6%

22.7%

1.7%

10.5%

54.6%

22.9%

10.3%

Number of visitors to our Libraries and Council Service Centres

*Excludes Invercargill, Stewart Island, Wyndham and Book Bus

8845

10945

Libraries

59.     We currently have 5340 active library users in the District as at 1 September 2018 (this is defined as having used their library card in library or online in the last 12 months).

60.     The table below shows the number of individuals checking out items from a branch library each month.

Library Name

July

August

Book Bus

326

451

Lumsden

94

89

Otautau

94

108

Riverton

215

192

Stewart Island

47

45

Te Anau

431

375

Winton

642

603

Wyndham

71

69

61.     Use of the PressReader tool has continued to grow and connect our customers to publications across New Zealand and the world.   The table below is over the past three months:

Month

Issues downloaded

Articles read

June 2018

4223

18348

July 2018

4517

16226

August 2018

5060

26325

62.     Our Library service has new books each month, these can be viewed online through our catalogue on https://www.southlanddc.govt.nz/my-southland/libraries.

Community and Futures

Governance

Representation Review

63.     Appeals and objections on the Council’s representation review closed on 22 August 2018.  Eight were received and these and other documentation regarding the process the Council undertook were sent to the Local Government Commission.  The next stage and timeframe is for the Commission to determine. 

64.     When Council adopted the Final Proposal, one of the resolutions it passed was to recommend to the incoming Council, following the elections in October 2019, that reserves held by community boards and community development area subcommittees be ring-fenced for a period of up to three years when the Revenue and Financing Policy is reviewed.  This is usually done as part of the Long Term Plan.

Community Governance Elected Representative Working Group

65.     At the Community and Policy Committee meeting on 5 September 2018, the Committee agreed to endorse the continuation of the Community Governance Elected Representative Working Group to progress the implementation of the Representation Review. 

66.     The membership will remain the same, but it can decide to invite other members to discuss particular matters.  The role of the working group in this next phase will be to focus, comment on and support the processes identified in the Community Governance Reference Document.  This document (a copy of which was sent to all elected members) set out a new way of working for community boards, following the representation review. 

67.     Matters the group will consider include the introduction of new standing orders, role of members, code of conduct, induction and training for members, reporting to the community, reporting to Council and the relationship with Council and protocols relating to local groups operating in the their local community. 

Strategy and Policy

Corporate Performance Framework

68.     The Corporate Performance Framework aligns Council’s high level direction to its activities and outcomes, and its purpose is to streamline Council planning and reporting functions.

69.     As part of the Corporate Performance Framework, Council will deliver on its legislative requirements – including the Long Term Plan, Annual Plan, Annual Report and Activity Management Plans.

70.     Council will produce an Interim Performance Report, undertaken three times a year – for the four month periods of July-October, November-February and March-June, with the third being produced to inform the Annual Report. The new framework will require Council activity managers to report by exception and provide meaningful explanation of the level of performance compared to what was planned. The Interim Performance Report will utilise Council’s new CAMMS reporting tool for the first report presented in November/December 2018.

71.     Council staff have developed Team Business Plans and Individual Performance Plans. These are an operational level tool to provide staff and elected members with the linkages between Councils overall vision, and align that to the programmes of work, projects and operational requirements to effectively deliver what is promised in the Long Term Plan and Annual Plans.  Alongside the Interim Performance Reports, the Team Business Plans will utilise CAMMS and look to be incorporated into this reporting tool within the next twelve months.

Risk Management Framework

72.     Council continues to identify the need to invest in and develop its risk management processes and approach. In developing the framework the objective is to effectively understand, plan for, and mitigate risk across all levels and activities within the organisation.

73.     A Risk Management Framework project meeting was held on 16 August 2018, to agree the objectives, thresholds and management approaches for the overall framework. Coming up in October is a two day workshop for all Councillor Chairs and Finance and Audit Committee members, the Executive Leadership Team, and all senior managers that will look at developing a profile of significant organisational risks.  This will include education around how Council approaches risk, identifying risk, how it will prioritise these and agree on where responsibility rests for managing the highest priority risks to Council and community.  A draft framework will be developed for consideration following this workshop.

BERL Stage 3 – Working towards positive Southland community futures

74.     Business and Economic Research Limited (BERL) was commissioned by Southland District Council to undertake research to assist with the development of the District’s 2021-2031 Long Term Plan.

75.     The research is based on the idea that the District can passively accept the future that fate will provide for its communities, or work strategically to shape the future it wants to achieve.

76.     The research is in three stages, each of which is designed to answer a specific question:

·       Stage 1 asked “where we are now?”  This involved collecting and analysing data to show the state of wellbeing in the District as a whole and in seven defined Communities.  This stage has been completed.

·       Stage 2 asked “where we are heading?”  This involved some forecasting to examine how the population and the level of employment in the District and each of the Communities would change, if past trends were left to continue.  This stage has also been completed.

·       The current stage, stage 3, is about asking the question “where we actually want to be?”  Its aim is to define a set of actions that will help to shape positive futures for each of the main Communities in the District.

What Stages 1 and 2 Found

77.     In summary, stage 1 of the research found that, compared to New Zealand as a whole, wellbeing in Southland District was high.  Southland District was better particularly in terms of: employment and unemployment rates; incomes; home ownership; and community connectedness. But it was worse in terms of the qualifications of the workforce and economic diversity.  It also found that, in the recent past, incomes in Southland District had grown more rapidly than nationally. However, the District had attracted relatively few migrants, and home ownership in the District had fallen more rapidly than nationally.

78.     Looking ahead, stage 2 indicated that the District’s working age population is likely to increase slightly over the next ten years, but that it is likely to decrease fractionally during the following decade.  Meanwhile, if the District’s economy continues to grow at the same rate, relative to the national economy, as it has in the recent past, the demand for labour will grow.  This means that, because the District’s unemployment rate is already low, there is a real possibility of large and growing labour shortages.  The likelihood is that, unless the District can attract more migrants, incentivise its young people to stay, and encourage older workers to stay in the labour force, economic growth could be stifled.

Next Steps Stage 3

79.     The specific purpose of stage 3 (the final stage) is to engage with individuals, organisations, and businesses in the District to pinpoint what needs to be done to ensure that the District and its communities maintain and increase their levels of wellbeing.  Ultimately, stage 3 will help to inform the District Council about what it can do itself to increase wellbeing, and how communities, as they strive for overall community wellbeing, can best work with other agencies and Council to achieve the same goal.  This next stage will focus on what needs to be done to ensure that Southland District maintains and builds on its current position as a place where wellbeing is at a high level – a place in which it is good to live and work.  BERL will be speaking directly with many people within the district over the next few months to discuss any matters that affect wellbeing in Southland District.  This will include all activities and services where the Council has a role, either by itself or in partnership and support with other Councils, government agencies and communities. 

80.     These conversations will involve discussions on:

·      do you agree that the summary above provides a reasonable picture of wellbeing in Southland District?

·      if not, what’s wrong/missing?

·      looking at the District, what problems/issues need to be fixed/focused on to improve general wellbeing?

·      similarly, what do you see as the opportunities to promote wellbeing?

·      thinking about the problems/issues you have described, which do you think should have the highest priority, and who/which organisation do you think should take the lead in addressing them?

·      and thinking about the opportunities you have described, which do you think would contribute most to wellbeing, and who/which organisation do you think should take the lead in pursuing them?

81.     Stage 3 will be completed by December 2018.

Community Futures Research and Analysis Work Programme

82.     Council is undertaking research and analysis work to support its decision making and transitioning from 2018 to 2021 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. The purpose of this work is to develop project plans based on identified work streams that will help identify what is required to deliver priority projects within the district. 

83.     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 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 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 Council

84.     This work will assist Council in delivering on the Long Term Plan 2018-2028 and identify priorities for investing in community future planning.

85.     High level project plans have now been developed for each of the topics above and a report presented to the Community & Policy Committee was received at their 5 September 2018 meeting.  From here, the Project Team will establish prioritisation for the works scheduled, and identify any additional resources that may be required to undertake priority projects.  Regular updates will be presented to the Community and Policy Committee throughout the next 9 months.

Policy and Bylaw Updates

86.     There are a number of Council bylaws and policies currently being reviewed and updated, and a large number of bylaws due for review in the next 12-24 months. 

87.     The Strategy and Policy team have undertaken a high level stocktake of all policies and bylaws currently held by Council and their timeframes and requirements for review.  This work will include analysis of determining the appropriate categories for our policies into Governance and Management, and also discussing those which may be better served as procedures and guidelines. The Strategy and Policy team will be developing a Policy Manual to further define the scope of future policy and guideline provision for Council to operate efficiently and effectively in the future. 

Community Partnership Leaders

The Milford Opportunities Project

88.     The next meeting of the Governance Group will take place on the 18th September 2018. At that meeting they will consider the phase 1 research and analysis that was completed and the recommendations for further work. The next steps will be to:

·      undertake public engagement, starting 17 September 2018 in Te Anau; and

·      seek further funding to undertake the further work for Phases 2 and 3.

Tourism Infrastructure Fund (TIF)

89.     At the time of writing this report we are still awaiting the Minister’s decisions on the TIF Round two applications for the Southern Scenic Route, Pearl Harbour, and Te Anau Wastewater.

Responsible Camping

90.     The Queenstown Lakes District Council are working to a very tight timeframe to develop a Responsible Camping Strategy that will also be used to assist with managing ‘freedom camping’ this summer. They are aware that there may be implications for other councils and organisations and have invited representatives from DOC, LINZ, NZTA, Southland District Council and Central Otago District Council to be part of their project control group.

Southland Museum Consultation - Our Tale Project

91.     Staff have been involved in a volunteer working group which undertook community consultation across Southland asking residents for their views on the future Southland Museum so that those views would have a voice in the future development plan.

92.     The community consultation took place throughout the month of July 2018.  The volunteer working group was formed to advise and assist with the consultation process.  The group provided specialist expertise in heritage and marketing including social media and additional reach within different communities. Members of the group also assisted at the workshops and with analysing the very large volume of input received.  The completion of the report in August will ensure that the information is able to be fully considered within the larger redevelopment project.

93.     The public were able to give their views by either completing an online or hard copy survey or by attending a workshop.  Many participants expressed a sense of loss and concern at the closure of the museum, but also hope and excitement for what the future museum could be. They also hoped, quite strongly at times, that the redevelopment could be progressed rapidly.

94.     A copy of the report is available from Council’s area offices.

Services and Assets Group

Group Manager’s Update

95.     As we move further into the financial year, the group is looking to stabilise its activities and focus on programming, resourcing and delivering the necessary works identified through the 2018-2028 Long Term Plan.  In conjunction with this, there is also a focus on finalising the 2019-2020 Annual Plan.

96.     We continue our search for a Community Facilities Team Leader.  There are a number of critical business improvement works streams that need to be delivered within this activity; the lack resource is hampering our ability to deliver on these commitments.

97.     The Programme/Project Management Platform is in the process of finalising the design and workflow.  Internal training programmes and change management processes are also being established, to ensure the system is able to be integrated into the organisation, with minimal impact but maximum outcomes.

98.     The Pyramid Bridge project is progressing with Gore District Council.  Southland District Council staff and Council representation form part of the project governance team; contact and updates are regular.  An updated design estimate has been provided and an external Quantity Surveyor will be reviewing this prior to the two councils having an opportunity to decide which of the two options to pursue (single or double-lane).

99.     The Te Anau Wastewater Discharge Project updated Business Case assessment has now been completed and the internal team is working on producing, the cover reporting for the necessary committee meetings and Council decision.  The committee and Council meetings to consider the updated business case have been scheduled for October 2018, in order to progress the project with a selected discharge method.

100.   Another key activity underway, is the assessment of the two solid waste contracts that are up for renewal in 2019.  Both of these contracts have been subject to review and will now move into extension negotiations, in line with the contract renewal processes stipulated in each of the contracts.

101.   Work is ongoing to provide further clarity and prioritisation of expenditure in association with infrastructure deficits, activities, sub-activities and services.  This work is necessary to adequately inform levels of service discussions and consultation in the lead up to the 2021 Long Term Plan.

102.   Asset information is also an area of focus currently, particularly within the Community Facilities and 3-Waters Activities.  For 3-Waters this involves establishing a Master Data Specification determining what asset information is required, across the hierarchy of assets within each of the three reticulated services activities.  Once established, it will be necessary to work with our contractors to ensure at the point of install or intervention, the appropriate information is captured in a way that is then easily migrated into IPS, our Asset Management software.

103.   For Community Facilities this has involved identifying some priority activities (playgrounds, buildings and toilets) and tapping into support from the New Zealand Recreation Association (NZRA) as the national support body to establish asset information templates for each.  These are currently in draft and being finalised.  Once finalised we will progress to gathering the relevant asset information for these activities.  Concurrently, it will be necessary to review the Asset Management System to support its function.

104.   It is anticipated that this Asset information work will be ongoing for a number of years and will impact all of the activities and services that Council delivers.  This work will be rationalised alongside the Core Systems Project.

105.   The programme/project management software platform approved in July 2018, is in the process of being rolled out and has been established in a testing platform.  We are refining the workflow and business rules/integration associated with the software and will be rolling out and bedding in the change processes necessary to support this new system over the coming months.

Stewart Island Electrical Supply Authority (SIESA) (PowerNet)

106.   Results from the line and cable survey have been received and there are nine poles to be replaced and 93 pillar boxes that need some remedial work.  Planning is in progress to complete the pole replacements, this work will require additional labour from Invercargill and potentially a specialist traffic management service provider.

107.   Trees at 59 Hicks Road have been identified as being a significant risk to the network and a sewage pump station.  The trees are on road reserve and Southland District Council has been informed of the risk.

108.   In addition to the above, work is ongoing to review the longer-term cost sustainability and contract structure associated with SIESA.  This work will ramp up over the coming 12 month period.

Te Anau Airport Manapouri

109.   Flights for the larger aircraft over the summer season will commence on Saturday, 25 August 2018.  There is a slight increase in larger aircraft movements predicted for this up and coming season, due to Tauck Tours scheduling more tours, to accommodate the increase in demand.  

110.   Alliance Airlines are still currently operating the flights for Tauck Tours, with their Fokker 50.  Awaiting confirmation as to whether Alliance will continue with the contract to supply services to Tauck.  If there is a change then a jet might be utilised on the tour requiring the implementation of a Part 139 Aerodrome Operating Certificate.  The aerodrome has been operating to the standards of Part 139 and will be an easy transition back to that level of certification. 

111.   There has been an increase in small aircraft landings recently, due to training pilots from both the Dunedin and Invercargill flight schools.  

112.   Annual maintenance checks have currently been completed on all equipment at the Airport.  This is to ensure all equipment is fully functional and ready for the summer season. An inventory of all equipment and furnishings has been completed and has currently been updated to show a correct record of items at Te Anau Airport. The security cameras are under review for replacement or upgrade as some have intermittently failed over the last six months.

113.   Further work is also ongoing around the land-side leasable area and associated development opportunities.  Options for further marketing and development of the air-side activities at the airport is also a focus.

Forestry (IFS)

114.   Harvesting of the 2018-19 harvest program has commenced in the Waikaia forest with the previous year’s program now completed.  This has meant nil re-establishment costs of the logging crew, a saving to the Southland District Council.

115.   Production for July was 9,600 tonnes, of the budgeted 26,000 ton annual program.  The crew will be completed at Waikaia in September.

Strategic Water and Waste

Te Anau Wastewater Discharge Project

116.   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.

117.   The roles of the Te Anau Wastewater Discharge Project Committee, Fiordland Sewage Options Group and their representative Peter Riddell have also been reviewed, with Mr Riddell engaged to provide commentary 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 Te Anau Wastewater Discharge Project Committee, Services and Assets Committee and the Finance and Audit Committee.  It is anticipated that this work will be completed by early September, after which the updated business case will be presented to the various Committees and Council for consideration.  These meetings have been scheduled for mid-October with a Council meeting planned for 23 October 2018.

118.   In addition to the above, a finalised basis of design for the pipeline to Kepler has been delivered to Council.  Council staff are also working through options around resourcing for the delivery of the various stages of the overall project.

Land and Water Plan Implementation

119.   Under the National Policy Statement for Freshwater Management water quality and quantity are to be maintained and improved, with any over allocation to be phased out over time.  Environment Southland is required to set environmental limits by 2025, with all ‘communities’ required to meet those limits in due course.  They are progressing this work via their proposed Water and Land Plan.

120.   To assist with addressing the impacts of these changes on local authority infrastructure, Environment Southland have formed a Three Waters Officer Working Group.  The objectives of the group are to work through the implications of the new freshwater standards, develop an agreed approach to the re-consenting of local authority infrastructure and ensure that the organisational objectives are aligned.

121.   In total 25 appeals were received by Environment Southland of which Council has identified 10 which it will join as a Section 274 party.  Council has also lodged an appeal to the decision.  The basis of Council’s appeal is largely around the ‘non-complying’ activity status on wastewater discharges to water. 

122.   The latest direction issued from the Environment Court outlines a proposed path, where appeals to objectives will be heard ahead of mediation, by grouped topic on policies and rules.  A pre-hearing conference is scheduled for 12 September. 

Review of Solid Waste Contract Arrangements

123.   The WasteNet Southland Waste Management Group recently notified contractors Bond Contracts and Southland Disability Enterprises Limited of its intention to begin negotiations, around rolling both contracts over.  Both contracts are currently in year six of an initial eight year duration, with ability to roll over for a further eight years. 

124.   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.  The Waste Advisory Group made a number of decisions around each contract at their meeting on 27 June 2018.  At the meeting it was recommended that Contract 550 be rolled over for a further eight year term.  This recommendation was endorsed by both Invercargill City and Gore District Councils in July.  The recommendation was presented to Finance and Audit Committee on 30 August 2018 and Services and Assets Committee on 5 September 2018, with a final report planned to be presented to Council on 19 September 2018.  Further decisions around Contract 650 are expected by late October 2018.

Operations and Community Services

125.   Building work on the Lumsden toilet block upgrade is well underway and on target.  The Community Engineer has had a regular presence on site to manage this project.  The project is tracking well within budget and schedule.

126.   The 2018-2019 part of the footpath repair and maintenance project in Wyndham and Edendale is set to start in the first week of September 2018.

Te Anau Increase of Rubbish and Recycling Collection

127.   This project has been entered into the CAMMS system as a test project and we are following the processes for this project.  Currently looking into bin types, locations, collection and budgets.

Work Schemes

128.   The main projects completed over the last month have been:

•        carpentry renovation in old printer office and payroll office

•        tree felling throughout Wyndham township

•        repair and paint bench seats in Tuatapere

•        mowing throughout district

•        track maintenance and noxious weed control in reserves 

Strategic Roading

Alternative Coastal Route Seal Extension Project

129.   Work is progressing well to complete the main route with the final preparation work at the Curio Bay end of the route (last 1.1km) nearing completion in anticipation for sealing.  Based on geotechnical assessment and testing the road was realigned away from the slip area and appears to be performing well.

130.   Progress along the Waipapa Route has been progressing well with approximately 90% of the basecourse complete.  This will be held until weather is suitable for sealing.  The legal survey for land purchases is continuing.

131.   It is still expected that the project will be finalised around October / November 2018 when weather condition should be more favourable for the sealing works prior to the peak of the visitor season.

LED Street Light Conversion

132.   Work is well on track to be completed by the end of the calendar year.  Work is currently being undertaken in around the South Eastern area.  The only larger townships remaining to be completed are Riverton, Orepuki and Tuatapere.

Strategic Property

133.   Work has commenced on the 2018/19 projects to be completed this financial year.  Primarily at this phase of the project, is seeking the relevant quotes to complete the work and consider these against budget.

134.   Those under budget will commence once signed off. However, those over budget will either be subject to a scope change or the commencement of the unbudgeted expenditure approval process.

135.   Work has also commenced to identify, plan to commence and complete those improvement processes, as identified in each of the seven activity plans used as the basis of the recently approved Long Term Plan.  In relation to open spaces, toilets and buildings this is creation of spreadsheets to determine components to be identified and assessed.  For community centres this will also be the collection of data regarding each facilities utilisation.

Water Structures

136.   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 getting the works completed, there has been an upswing on this work as well as communication with Council on the progress and documentation. Resolution with only one operator remains.

 

Recommendation

That the Council:

a)            Receives the report titled “Management Report” dated 10 September 2018.

 

 

Attachments

a             Building Solutions - August 2018 - Graphs and Tables    

 


Council

19 September 2018

 

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Council

19 September 2018

 

Schedule of Meetings for 2019

Record No:             R/18/8/20400

Author:                      Clare Sullivan, Governance and Democracy Manager

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of this report is to approve a schedule of meeting dates for 2019 prior to the local authority election in October 2019, so that meetings can be publicly notified in accordance with the requirements set by the Local Government Official Information and Meetings Act 1987.

Executive Summary

2        The adoption of a meeting schedule allows for reasonable public notice preparation and planning for meeting agendas.  The Act details the requirements for public notification of meetings.

3        The meeting schedule details dates for Council and the Community and Policy, Services and Assets, Regulatory and Consents and the Finance and Audit Committees up to the end of the triennium in October 2019.  It also list dates for consideration of the Annual Plan.  Indicative dates for meetings post-election will be considered in 2019 once more information is known.

 

Recommendation

That the Council:

a)            Receives the report titled “Schedule of Meetings for 2019” dated 11 September 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)           Adopts the schedule of Council and Committee meetings for 2019 as follows

 

Thursday 7 February 2019

9am - Council

Wednesday 13 February 2019

9am – Services and Assets

1pm – Community and Policy

Thursday 14 February 2019

9am – Regulatory and Consents

Tuesday 5 March 2019

9am – Finance and Audit

Wednesday 6 March 2019

9am - Council

Wednesday 27 March 2019

9am – Regulatory and Consents

Thursday 28 March 2019

9am – Services and Assets

1pm – Community and Policy

Tuesday 9 April 2019

9am – Council (Annual Plan hearings)

Wednesday 10 April 2019

9am - Council

Wednesday 8 May 2019

9am – Services and Assets

1pm – Community and Policy

Thursday 9 May 2019

9am – Council (Annual Plan)

Wednesday 22 May 2019

9am - Council

Wednesday 5 June 2019

9am – Services and Assets

1pm – Community and Policy

Thursday 6 June 2019

9am - Finance and Audit

1pm – Regulatory and Consent

Tuesday 18 June 2019

9am – Finance and Audit

Wednesday 19 June 2019

9am – Council (Annual Plan)

Wednesday 10 July 2019

9am – Services and Assets

1pm – Community and Policy

Thursday 11 July 2019

9am – Regulatory and Consents

Wednesday 24 July 2019

9am – Council

Wednesday 7 August 2019

9am – Services and Assets

1pm – Community and Policy

Thursday 8 August 2019

9am – Regulatory and Consents

Wednesday 21 August 2019

9am – Council

Wednesday 4 September 2019

9am – Services and Assets

1pm – Community and Policy

Thursday 5 September 2019

9am – Regulatory and Consents

1pm – Finance and Audit

Wednesday 18 September 2019

9am – Council (Annual Report)

Wednesday 2 October 2019

9am - Council

 

e)            Delegates authority to the Chief Executive to make any amendments to the schedule following consultation with the Mayor or Committee Chair.

 

Background

4        An approved schedule of meeting dates is required so that meetings can be publicly notified in accordance with the Local Government Official Information and Meetings Act 1987.

Issues

5        Local authority elections will be held in 2019.  The proposed dates go up to the end of current term.  Dates for the new term have not been included.  However, to give an indication the inaugural meeting could be held towards the end of October 2019/first week of November depending on election results and training requirements.  Further information will be provided closer to the time.

Factors to Consider

Legal and Statutory Requirements

6        The statutory requirements for meetings and their notification of Council, Committees and Community Boards are set out in the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987.

Community Views

7        Having a meeting schedule adopted enables the community to be aware of Council meetings.  These will be advertised the month prior to the meeting.

Costs and Funding

8        Costs for advertising are provided for.

Policy Implications

9        There are no policy implications.

Analysis

Options Considered

10      There are two possible options – adopt a meeting schedule or not.


 

Analysis of Options

Option 1 – Adopt meeting schedule

Advantages

Disadvantages

·        Elected members and the public are aware of the meeting dates for the year to enable sufficient time to plan and for transparency purposes.

·        The meeting schedule can be amended at a future date if required.

·        Meeting schedules for community boards and Community Development Area Subcommittees can be organised once the Council has adopted a schedule. 

·        There are no disadvantages.

 

Option 2 – Not adopt a meeting schedule

Advantages

Disadvantages

·        There are no advantages.

·        Council cannot meet its statutory responsibilities.

·        Does not provide for transparency.

·        The public would have no early indication of when meetings may be scheduled. 

 

Assessment of Significance

11      Not significant as defined in the Significance and Engagement policy.

Recommended Option

12      Option one is the recommended option.

Next Steps

13      If the schedule of meetings is adopted staff will advertise the meetings on a monthly basis.

 

Attachments

There are no attachments for this report. 

 


Council

19 September 2018

 

Minutes of the Finance and Audit Committee Meeting dated 26 March 2018

Record No:             R/18/9/21177

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Finance and Audit Committee meeting held 26 March 2018 as information.

 

 

Attachments

a             Minutes of Finance and Audit Committee Meeting dated 26 March 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Finance and Audit Committee Meeting dated 14 June 2018

Record No:             R/18/9/20760

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Finance and Audit Committee meeting held 14 June 2018 as information.

 

 

Attachments

a             Minutes of Finance and Audit Committee Meeting dated 14 June 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Services and Assets Committee Meeting dated 9 May 2018

Record No:             R/18/9/21174

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Services and Assets Committee meeting held 9 May 2018 as information.

 

 

Attachments

a             Minutes of Services and Assets Committee Meeting dated 9 May 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Services and Assets Committee Meeting dated 26 July 2018

Record No:             R/18/9/21175

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Services and Assets Committee meeting held 26 July 2018 as information.

 

 

Attachments

a             Minutes of Services and Assets Committee Meeting dated 26 July 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Otautau Community Board Meeting dated 31 May 2018

Record No:             R/18/8/18425

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Otautau Community Board meeting held 31 May 2018 as information.

 

 

Attachments

a             Minutes of Otautau Community Board Meeting dated 31 May 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Tuatapere Community Board Meeting dated 5 June 2018

Record No:             R/18/8/19359

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Tuatapere Community Board meeting held 5 June 2018 as information.

 

 

Attachments

a             Minutes of Tuatapere Community Board Meeting dated 5 June 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Edendale-Wyndham Community Board Meeting dated 26 June 2018

Record No:             R/18/9/21172

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Edendale-Wyndham Community Board meeting held 26 June 2018 as information.

 

 

Attachments

a             Minutes of Edendale-Wyndham Community Board Meeting dated 26 June 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Edendale-Wyndham Community Board Meeting dated 30 May 2018

Record No:             R/18/9/21169

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Edendale-Wyndham Community Board meeting held 30 May 2018 as information.

 

 

Attachments

a             Minutes of Edendale-Wyndham Community Board Meeting dated 30 May 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Riverton/Aparima Community Board Meeting dated 6 June 2018

Record No:             R/18/7/17797

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Riverton/Aparima Community Board meeting held 6 June 2018 as information.

 

 

Attachments

a             Minutes of Riverton/Aparima Community Board Meeting dated 6 June 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Stewart Island/Rakiura Community Board Meeting dated 11 June 2018

Record No:             R/18/8/20057

Author:                      Kirsten Hicks, Committee Advisor/Customer Support Partner

Approved by:         Kirsten Hicks, Committee Advisor/Customer Support Partner

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Stewart Island/Rakiura Community Board meeting held 11 June 2018 as information.

 

 

Attachments

a             Minutes of Stewart Island/Rakiura Community Board Meeting dated 11 June 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Wallacetown Community Board Meeting dated 26 April 2018

Record No:             R/18/9/21164

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Wallacetown Community Board meeting held 26 April 2018 as information.

 

 

Attachments

a             Minutes of Wallacetown Community Board Meeting dated 26 April 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Wallacetown Community Board Meeting dated 31 May 2018

Record No:             R/18/9/21165

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Wallacetown Community Board meeting held 31 May 2018 as information.

 

 

Attachments

a             Minutes of Wallacetown Community Board Meeting dated 31 May 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Wallacetown Community Board Meeting dated 28 June 2018

Record No:             R/18/9/21166

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Wallacetown Community Board meeting held 28 June 2018 as information.

 

 

Attachments

a             Minutes of Wallacetown Community Board Meeting dated 28 June 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Winton Community Board Meeting dated 12 June 2018

Record No:             R/18/8/18846

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Winton Community Board meeting held 12 June 2018 as information.

 

Attachments

a             Minutes of Winton Community Board Meeting dated 12 June 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Riverton Harbour Subcommittee Meeting dated 12 March 2018

Record No:             R/18/9/20869

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Riverton Harbour Subcommittee meeting held 12 March 2018 as information.

 

 

Attachments

a             Minutes of Riverton Harbour Subcommittee Meeting dated 12 March 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Te Anau Basin Water Supply Subcommittee Meeting dated 17 April 2018

Record No:             R/18/8/19521

Author:                      Jenny Labruyère, Committee Advisor/Customer Support Partner

Approved by:         Jenny Labruyère, Committee Advisor/Customer Support Partner

 

  Decision                                        Recommendation                                 Information

 

 

 

Recommendation

That Council receives the minutes of the Te Anau Basin Water Supply Subcommittee meeting held 17 April 2018 as information.

 

 

Attachments

a             Minutes of Te Anau Basin Water Supply Subcommittee Meeting dated 17 April 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Balfour Community Development Area Subcommittee Meeting dated 28 May 2018

Record No:             R/18/9/21187

Author:                      Rose Knowles, Committee Advisor/Customer Support Partner

Approved by:         Rose Knowles, Committee Advisor/Customer Support Partner

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Balfour Community Development Area Subcommittee meeting held 28 May 2018 as information.

 

 

Attachments

a             Minutes of Balfour Community Development Area Subcommittee Meeting dated 28 May 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Colac Bay Community Development Area Subcommittee Meeting dated 24 May 2018

Record No:             R/18/8/20055

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Colac Bay Community Development Area Subcommittee meeting held 24 May 2018 as information.

 

 

Attachments

a             Minutes of Colac Bay Community Development Area Subcommittee Meeting dated 24 May 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Dipton Community Development Area Subcommittee Meeting dated 9 May 2018

Record No:             R/18/9/21182

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Dipton Community Development Area Subcommittee meeting held 9 May 2018 as information.

 

 

Attachments

a             Minutes of Dipton Community Development Area Subcommittee Meeting dated 9 May 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Limehills/Centre Bush Community Development Area Subcommittee Meeting dated 17 May 2018

Record No:             R/18/9/21352

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Limehills/Centre Bush Community Development Area Subcommittee meeting held 17 May 2018 as information.

 

 

Attachments

a             Minutes of Limehills/Centre Bush Community Development Area Subcommittee Meeting dated 17 May 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Lumsden Community Development Area Subcommittee Meeting dated 11 June 2018

Record No:             R/18/8/19541

Author:                      Rose Knowles, Committee Advisor/Customer Support Partner

Approved by:         Rose Knowles, Committee Advisor/Customer Support Partner

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Lumsden Community Development Area Subcommittee meeting held 11 June 2018 as information.

 

 

Attachments

a             Minutes of Lumsden Community Development Area Subcommittee Meeting dated 11 June 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Manapouri Community Development Area Subcommittee Meeting dated 22 May 2018

Record No:             R/18/8/18998

Author:                      Jenny Labruyère, Committee Advisor/Customer Support Partner

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Manapouri Community Development Area Subcommittee meeting held 22 May 2018 as information.

 

 

Attachments

a             Minutes of Manapouri Community Development Area Subcommittee Meeting dated 22 May 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Ohai Community Development Area Subcommittee Meeting dated 29 May 2018

Record No:             R/18/9/21355

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Ohai Community Development Area Subcommittee meeting held 29 May 2018 as information.

 

 

Attachments

a             Minutes of Ohai Community Development Area Subcommittee Meeting dated 29 May 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Orepuki Community Development Area Subcommittee Meeting dated 22 May 2018

Record No:             R/18/8/19821

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Orepuki Community Development Area Subcommittee meeting held 22 May 2018 as information.

 

 

Attachments

a             Minutes of Orepuki Community Development Area Subcommittee Meeting dated 22 May 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 29 May 2018

Record No:             R/18/9/21357

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Nightcaps Community Development Area Subcommittee meeting held 29 May 2018 as information.

 

 

Attachments

a             Minutes of Nightcaps Community Development Area Subcommittee Meeting dated 29 May 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Riversdale Community Development Area Subcommittee Meeting dated 28 May 2018

Record No:             R/18/9/21191

Author:                      Rose Knowles, Committee Advisor/Customer Support Partner

Approved by:         Rose Knowles, Committee Advisor/Customer Support Partner

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Riversdale Community Development Area Subcommittee meeting held 28 May 2018 as information.

 

 

Attachments

a             Minutes of Riversdale Community Development Area Subcommittee Meeting dated 28 May 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Thornbury Community Development Area Subcommittee Meeting dated 24 May 2018

Record No:             R/18/8/20056

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Thornbury Community Development Area Subcommittee meeting held 24 May 2018 as information.

 

 

Attachments

a             Minutes of Thornbury Community Development Area Subcommittee Meeting dated 24 May 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Tokanui Community Development Area Subcommittee Meeting dated 5 March 2018

Record No:             R/18/9/21173

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Tokanui Community Development Area Subcommittee meeting held 5 March 2018 as information.

 

 

Attachments

a             Minutes of Tokanui Community Development Area Subcommittee Meeting dated 5 March 2018 (separately enclosed)

 


Council

19 September 2018

 

Minutes of the Woodlands Community Development Area Subcommittee Meeting dated 16 April 2018

Record No:             R/18/9/21180

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Woodlands Community Development Area Subcommittee meeting held 16 April 2018 as information.

 

 

Attachments

a             Minutes of Woodlands Community Development Area Subcommittee Meeting dated 16 April 2018 (separately enclosed)

   

 


Council

19 September 2018

 

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 Orawia Water Intake Land Acquisition

C10.2 WasteNet Southland Contract 550 - Right of Extension

C10.3 Regional Development Activity Areas of Focus

C10.4 Organisational Service Delivery - Community Led Development Approach

C10.5 Public Excluded Minutes of the Finance and Audit Committee Meeting dated 26 March 2018

C10.6 Public Excluded Minutes of the Finance and Audit Committee Meeting dated 14 June 2018

C10.7 Public Excluded Minutes of the Riverton/Aparima Community Board Meeting dated 6 June 2018

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

Orawia Water Intake Land Acquisition

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

s7(2)(c)(ii) - The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

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

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.

WasteNet Southland Contract 550 - Right of Extension

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.

Regional Development Activity Areas of Focus

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

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.

Organisational Service Delivery - Community Led Development Approach

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

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.

Public Excluded Minutes of the Finance and Audit Committee Meeting dated 26 March 2018

s7(2)(c)(i) - The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

s7(2)(e) - The withholding of the information is necessary to avoid prejudice to measures that prevent or mitigate material loss to members of the public.

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

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.

Public Excluded Minutes of the Finance and Audit Committee Meeting dated 14 June 2018

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)(e) - The withholding of the information is necessary to avoid prejudice to measures that prevent or mitigate material loss to members of the public.

s7(2)(f)(ii) - The withholding of the information is necessary to maintain the effective conduct of public affairs through the protection of such members, officers, employees and persons from improper pressure or harassment.

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.

Public Excluded Minutes of the Riverton/Aparima Community Board Meeting dated 6 June 2018

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.