Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chambers, 15 Forth Street, Invercargill on Tuesday, 25 September 2018 at 10am.

 

present

Mayor

Mayor Gary Tong (10am to 11.02am)

Deputy Mayor

Paul Duffy

Councillors

Stuart Baird

 

Brian Dillon

 

John Douglas

 

Bruce Ford

 

Darren Frazer

 

George Harpur

 

Julie Keast

 

Gavin Macpherson

 

Neil Paterson

 

APOLOGIES

Mayor Tong (early departure)

Councillor Ebel Kremer

Councillor Nick Perham

 

IN ATTENDANCE

Chief Executive

Steve Ruru

Group Manager, Environmental Services

Bruce Halligan

Group Manager, Services and Assets

Matt Russell

Group Manager, Community and Futures

Rex Capil

Chief Financial Officer

Anne Robson

Group Manager, Customer Support

Trudie Hurst

Communications Manager

Louise Pagan

Governance and Democracy Manager

Clare Sullivan

Committee Advisor

Fiona Dunlop

 

 


Council

25 September 2018

 

1             Apologies

 

Apologies were received from Councillors Kremer and Perham and an apology for an early departure from Mayor Tong

 

Resolution

Moved Cr Frazer, seconded Cr Dillon  and resolved:

That Council accept the apologies.

 

 

2             Leave of absence

 

A leave of absence was requested from Councillor Frazer from Friday 28 September to Sunday 8 October 2018.

 

Resolution

Moved Mayor Tong, seconded Deputy Mayor Duffy  and resolved that the request for leave of absence be approved.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Council Minutes

 

There were no minutes to confirm.

 

 

Reports - Policy and Strategy

 

 

7.2

Welcoming Communities - Southland/Murihiku Welcoming Plan

Record No: R/18/9/21199

 

Group Manager, Customer Support – Trudie Hurst and Venture Southland Community Planner – Megan Nunns were in attendance for this item.

Mrs Hurst advised that the report was to introduce the Southland/Murihiku Welcoming Plan to Southland District Council and recommend that Council endorse the Plan.

 

Resolution

Moved Mayor Tong, seconded Cr Keast and resolved:

That the Council:

a)            Receives the report titled “Welcoming Communities - Southland/Murihiku Welcoming Plan” 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)           Endorses the Southland/Murihiku Welcoming Plan.

 

 

7.3

Draft Stewart Island/Rakiura Visitor Levy Bylaw and Policy - Consultation

Record No: R/18/8/18783

 

Policy Analyst – Robyn Rout and Group Manager, Community and Policy – Rex Capil were in attendance for this item.

 

 

Resolution

Moved Cr Dillon, seconded Cr Harpur and resolved:

That Council:

a)        Receives the report titled “Draft Stewart Island/Rakiura Visitor Levy Bylaw and Policy - Consultation” dated 17 September 2018.

 

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

 

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

 

d)        Determines pursuant to section 155(1) of the Local Government Act 2002 that a bylaw is the most appropriate way of addressing the problems faced by Stewart Island/Rakiura.

 

e)        Determines pursuant to section 155(2)(a) of the Local Government Act 2002, that the draft Stewart Island/Rakiura Visitor Levy Bylaw 2019 is the most appropriate form of bylaw.

 

f)         Determines pursuant to section 155(2)(b) of the Local Government Act 2002, that the draft Stewart Island/Rakiura Visitor Levy Bylaw 2019 does not give rise to any implications under the New Zealand Bill of Rights Act 1990.

 

g)        Endorses the recommendation from the Community and Policy Committee that the Community and Policy Committee allocate levy funding, with representatives from the approved operators and a person to represent iwi with all having voting rights when funds are being allocated.

 

h)        Endorses the recommendation from the Community and Policy Committee that the amount of levy and revenue collected should be $15.00.

 

i)          Endorse and release the draft Stewart Island/Rakiura Visitor Levy Bylaw, Policy and Statement of Proposal outlined in Appendix A for consultation in accordance with the Special Consultative Procedure outlined in sections 83 and 86 of the Local Government Act 2002, from 4 October 2018 to 9 November 2018.

 

Councillor Ford requested that his dissenting vote be recorded.

 

 

 

7.4

Draft Regional Biodiversity Strategy

Record No: R/18/9/21252

 

Senior Resource Planner - Policy, Resource Management – Rebecca Blyth and group Manager, Environmental Services – Bruce Halligan were in attendance for this item.

 

 

Resolution

Moved Cr Macpherson, seconded Deputy Mayor Duffy and resolved:

That the Council:

a)            Receives the report titled “Draft Regional Biodiversity Strategy” dated 20 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)           Endorses Option 2 – as the response required to the Draft Regional Biodiversity Strategy and sets a timeframe for reporting back to the Regulatory and Consents Committee on the findings of a review as proposed.

 

 

Reports - Operational Matters

 

 

8.1

Projects from 2017/2018 to be Carried Forward into the 2018/2019 Financial Year

Record No: R/18/8/19562

 

Chief Financial Officer – Anne Robson was in attendance for this item.

 

 

Miss Robson advised that the report was to inform Council of the projects approved for delivery in the 2017/2018 financial year that have not completed by year end and to seek approval to carry these projects or dollars related to these projects forward in to the 2018/2019 financial year.

 

Resolution

Moved Cr Douglas, seconded Cr Paterson and resolved:

That the Council:

a)            Receives the report titled “Projects from 2017/2018 to be Carried Forward into the 2018/2019 Financial Year” dated 19 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 projects/expenditure below to be carried forward into the 2018/2019 financial year to be funded from the sources indicated in Attachment A.

 

Category/town

Project name

Amount

Not started

Regulatory services

Convert paper consent documentation to electronic records

$119,825

Manapouri

Foreshore viewing shaft maintenance

$30,000

Mararoa Waimea

Minor road improvements

$100,000

Te Anau

Funding for Cycling Fiordland project

$9,750

Tokanui

Tokanui toilets

$4,198

In progress

Community and futures

Risk management framework project development

$6,250

District support

Refurbishment of reception and telephonist area

$37,937

Library services

Library book acquisition

$21,000

Information management

Core system replacement

$106,374

Community and futures

Milford opportunities project

$107,000

Around the mountain cycle trail

Parawa deviation

$115,000

District wide – water

District monitoring project

$50,000

Regulatory services

District plan

$155,680

Community and futures

Representation review

$19,000

District – roading

Accelerated renewal LED conversion programme

$289,854

District – roading

Coastal route project

$1,764,418

District – roading

Chaslands slip repair project

$1,881,223

District – roading

Safety bunding & fencing signs at Mairs pit

$7,766

Edendale-Wyndham

Footpath upgrade

$6,058

Gorge Road

Loop track

$4,210

Lumsden

Lumsden railway heritage upgrade

$15,262

Lumsden

Lumsden toilet facility upgrade

$225,127

Lumsden

Upgrade railway heritage area

$7,688

Manapouri

Extend water treatment plant for PH correction system

($4,206)

Nightcaps

Hall external repaint

$30,000

Ohai

New UT/treatment plant upgrade

($9,679)

Ohai/Nightcaps/Wairio water supply

Resolution of SCADA interface to Wairio sector

$5,751

Riverton/Aparima

Footpaths

$82,331

Riverton/Aparima

Streetlight renewal

$5,258

Riverton/Aparima

Kerb work on Havelock Street

$10,000

Riverton/Aparima

Upgrade Alum sludge removal

$11,976

Riverton/Aparima

Upgrade Alum storage tank

$44,904

Riverton harbour

SDC wharves upgrade

($18,933)

Stewart Island

New footpath

$27,500

Stewart Island

Rakiura track turn around area

$4,033

Stewart Island

New memorial wall

$8,000

Stewart Island

Scheme capacity upgrade

$10,744

Stewart Island

Infiltration survey and odour control

$28,246

Stewart Island

Pumps to stage 1 sewer pump stations

$21,071

Stewart Island jetties

Golden Bay wharf maintenance

$15,000

Stewart Island jetties

Golden Bay wharf health and safety work

$51,312

Te Anau

Street lighting

$40,306

Te Anau

Stormwater condition assessment

$12,834

Waikawa

Waikawa toilets

$1,488

Clifden

Clifden toilets

$10,372

Orawia

Water consent renewal preparation

$19,999

Eastern Bush

Water supply upgrade – stage 1

$85,384

Tussock Creek

Hall roof paint

$9,428

Otautau

Footpaths upgrade

$5,860

Otautau

Upgrade camping ground

$163,907

Otautau

SCADA upgrade at a stations

$80,000

Otautau

Equipment upgrade

$40,876

Otautau

Sewer pumps

$72,768

Otautau

Holt park silver culture

$13,455

Winton

Rising main replacement

$700,000

Edendale-Wyndham

Wyndham camping ground electrical compliance

$6,359

Some projects redirected to a different town

Lumsden-Balfour to Te Anau

Water – District metered areas

$86,600

Winton to Riverton

Wastewater – treatment upgrade by sludge removal

$321,741

 

 

8.2

Sports Clubs Alcohol Renewals

Record No: R/18/8/20421

 

Environmental Health Manager – Michael Sarfaiti and Group Manager, Environmental Services – Bruce Halligan were in attendance for this item.

 

 

Resolution

Moved Cr Baird, seconded Cr Keast and resolved:

That the Council:

a)        Receives the report titled “Sports Clubs Alcohol Renewals” 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)        Approves the collection of proportionally reduced alcohol licensing fees from clubs that are given a reduced term of renewal.

 

e)        Amends the delegation made by Council resolution on 18 June 2018 in the report “Sale and Supply of Alcohol Act 2012 – Delegation”, by adding the following delegation:

 

Key

 

CEO

Chief Executive Officer

GMES

GM – Environmental Services

LI

Licensing Inspector

CLI

Chief Licensing Inspector

CSOR

Customer Services Officer - Regulatory

Legislation

Summary of Function/Power Delegated

Delegated Officer

Sale and Supply of Alcohol Act 2012

Section 187(b)

To consider and determine applications for renewal of licences – reduced term of renewal of a club licence;  provided that any club that is given a reduced term of renewal is required to pay a proportionately reduced fee on their next application to renew.

CEO, GMES, CLI, LI, CSOR

 

 

7.1

Adoption of Annual Report 2017/2018

Record No: R/18/9/21749

 

Planning and Reporting Analyst – Shannon Oliver and Financial Accountant – Jacobus Meyer were in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Deputy Mayor Duffy and resolved:

That the Council:

a)            Receives the report titled “Adoption of Annual Report 2017/2018” dated 19 September 2018.

 

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

 

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

 

d)           Endorses the recommendation from the Finance and Audit committee that Council adopt the Annual Report for the year ended 30 June 2018.

 

e)            Adopts the Annual Report for the year ended 30 June 2018.

 

f)             Delegates authority to the Chief Executive to approve any minor amendments needed to the Annual Report, subsequent to this meeting.

 

g)           Delegates authority to the Chief Executive and Mayor to sign the Annual Report letter of representation to Audit New Zealand on behalf of Council.

h)           Delegates authority to the Chief Executive and Mayor to approve any staff/audit changes to the Summary Annual Report.

i)             Delegates authority to the Chief Executive and Mayor to sign the Summary Annual Report letter of representation to Audit New Zealand on behalf of Council.

j)             Notes that the Summary Annual Report will be released to the public once approved by the Chief Executive and Mayor.

k)            Receives the Management Report from Audit New Zealand for the year ended 30 June 2018.

 

 

 

Public Excluded

 

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

Resolution

Moved Mayor Tong, seconded Cr Keast  

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

C10.1 Unbudgeted Expenditure - Contract 17/59 Edendale-Wyndham Gardening, Acceptance of Quote

C10.2 Contract 14/45 Regional Desludging

C10.3 Milford Opportunities Project Contracts

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

 

Unbudgeted Expenditure - Contract 17/59 Edendale-Wyndham Gardening, Acceptance of Quote

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.

 

Contract 14/45 Regional Desludging

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.

 

 

 

 

Milford Opportunities Project Contracts

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

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

 

 

That the Chief Executive, Group Manager, Environmental Services, Group Manager, Services and Assets, Group Manager, Community and Futures, Chief Financial Officer, Group Manager, Customer Support, Communications Manager, Governance and Democracy Manager and Committee Advisor be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C10.1 Unbudgeted Expenditure - Contract 17/59 Edendale-Wyndham Gardening, Acceptance of Quote, C10.2 Contract 14/45 Regional Desludging and C10.3 Milford Opportunities Project Contracts. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

That the Community Engineer – Shaun Holland be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C10.1 Unbudgeted Expenditure - Contract 17/59 Edendale-Wyndham Gardening, Acceptance of Quote. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

That the Contracts Administrator – Joe Findlay , Strategic Manager Water and Waste and Management Accountant be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C10.2 Contract 14/45 Regional Desludging. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

The public were excluded at 10.49am.

 

(Mayor Tong left the meeting at 11.02am.)

 

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

 

 

The meeting concluded at 11.26am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON TUESDAY 25 SEPTEMBER 2018.

 

 

 

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

 

 

 

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