Date:

Time:

Meeting Room:

Venue:

 

Thursday 29 November 2018

9am

Council Chamber
15 Forth Street
Invercargill

 

Council

OPEN MINUTES FOR CONFIRMATION

 

 

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

 

5.1         Meeting minutes of Council, 19 September 2018                                                                           3

5.1         Meeting minutes of Council, 23 October 2018                                                                               33

5.1         Meeting minutes of Council, 1 November 2018                                                                             77

9.1         Meeting minutes of Finance and Audit Committee, 14 June 2018                                     90

9.2         Meeting minutes of Finance and Audit Committee, 30 August 2018                            101

9.3         Meeting minutes of Finance and Audit Committee, 24 September 2018                    107

9.4         Meeting minutes of Services and Assets Committee, 26 July 2018                                117

9.5         Meeting minutes of Services and Assets Committee, 5 September 2018                   121

9.6         Meeting minutes of Edendale-Wyndham Community Board, 24 April 2018             127

9.7         Meeting minutes of Edendale-Wyndham Community Board, 26 June 2018             131

9.8         Meeting minutes of Edendale-Wyndham Community Board, 28 August 2018       137

9.9         Meeting minutes of Stewart Island/Rakiura Community Board, 8 October 2018  143

9.10       Meeting minutes of Wallacetown Community Board, 28 June 2018                              148

9.11       Meeting minutes of Wallacetown Community Board, 21 August 2018                        159

9.12       Meeting minutes of Winton Community Board, 1 October 2018                                     207

9.13       Meeting minutes of Five Rivers Water Supply Subcommittee, 17 October 2017   213

9.14       Meeting minutes of Matuku Water Supply Subcommittee, 17 October 2017          217

9.15       Meeting minutes of Balfour Community Development Area Subcommittee, 27 August 2018                                                                                                                                                                       221

9.16       Meeting minutes of Colac Bay Community Development Area Subcommittee, 23 August 2018                                                                                                                                                                       224

9.17       Meeting minutes of Dipton Community Development Area Subcommittee, 9 May 2018                                                                                                                                                                                  228

9.18       Meeting minutes of Mossburn Community Development Area Subcommittee, 25 June 2018                                                                                                                                                                       232

9.19       Meeting minutes of Nightcaps Community Development Area Subcommittee, 28 August 2018                                                                                                                                                     236

9.20       Meeting minutes of Ohai Community Development Area Subcommittee, 28 August 2018                                                                                                                                                                       240

9.21       Meeting minutes of Orepuki Community Development Area Subcommittee, 21 August 2018                                                                                                                                                                       245

9.22       Meeting minutes of Riversdale Community Development Area Subcommittee, 27 August 2018                                                                                                                                                     249

9.23       Meeting minutes of Thornbury Community Development Area Subcommittee, 23 August 2018                                                                                                                                                     253

9.24       Meeting minutes of Tokanui Community Development Area Subcommittee, 23 July 2018                                                                                                                                                                       258

9.25       Meeting minutes of Woodlands Community Development Area Subcommittee, 16 April 2018                                                                                                                                                                       262

9.26       Meeting minutes of Woodlands Community Development Area Subcommittee, 6 August 2018                                                                                                                                                     265

 


 

Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 19 September 2018 at 9am.

 

present

 

Mayor

Mayor Gary Tong

Deputy Mayor

Paul Duffy

Councillors

Stuart Baird

 

Brian Dillon

 

John Douglas

 

Bruce Ford

 

Darren Frazer

 

George Harpur (9am to 10.39am)

 

Julie Keast

 

Ebel Kremer

 

Gavin Macpherson

 

Neil Paterson

 

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

Group Manager, Customer Support

Trudie Hurst

Communications Manager

Louise Pagan

Governance and Democracy Manager

Clare Sullivan

Committee Advisor

Fiona Dunlop

 

 


Remembering Stuart “Digger” Eunson

 

The meeting stood for a moments silence to remember Stuart “Digger” Eunson who had been involved with Local Government in Southland for many years.

 

 

1             Apologies

 

There were no apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

Ruth Shaw representing Fiordland Sewerage Options Inc. addressed the meeting in relation to the Te Anau Wastewater discharge project.  A copy of Mrs Shaw’s notes are attached to the minutes as appendix 1.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Council Minutes

 

Resolution

Moved Cr Ford, seconded Deputy Mayor Duffy and resolved:

That Council confirms the minutes of Council, held on 8 August 2018, 30 August 2018 and 5 September 2018 as a true and correct record of those meetings.

 

Reports - Policy and Strategy

 

 

7.1

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

Record No:       R/18/6/15523

 

Policy Analyst – Jane Edwards and Team Leader, Building Solutions – Michael Marron were in attendance for this item.

 

 

Resolution

Moved Cr Perham, seconded Cr Macpherson and resolved:

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.

 

 

7.2

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

Record No:       R/18/8/20156

 

Policy Analyst – Robyn Rout was in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Cr Kremer and resolved:

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.

 

 

7.3

Council Strategic Workshop - Strategic Framework review

Record No:       R/18/8/20146

 

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

 

Mr Capil advised that the report was to follow up from the Council Strategic Workshop held on 6-7 August 2018 and to reconfirm the Council’s Strategic Framework as detailed in the Long Term Plan 2018-2028.

 

 

Resolution

Moved Cr Frazer, seconded Cr Kremer and resolved:

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.

 

 

Reports - Operational Matters

 

 

8.2

Proposed Road Stopping of part of Saleyard Road at Castlerock

Record No:       R/18/7/18260

 

Strategic Manager Property – Kevin McNaught was in attendance for this item.

 

Mr McNaught advised that the report was 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.

 

During the meeting the officers were asked if there had been any value put on the trees which were marked to be felled as part of the proposed road stopping.

 

At this point the meeting resolved to go into public excluded session.

 

 

Resolution

Moved Cr Dillon, seconded Cr Paterson and resolved:

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

8.2 Proposed Road Stopping of part of Saleyard Road at Castlerock

 

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

Proposed Road Stopping of part of Saleyard Road at Castlerock

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, Chief Information Officer, People and Capability Manager, Group Manager, Customer Support, Communications Manager,  be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item 8.2 Proposed Road Stopping of part of Saleyard Road at Castlerock.  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 Strategic Manager Property be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item 8.2 Proposed Road Stopping of part of Saleyard Road at Castlerock.  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 meeting went into public excluded session at 9.39am.

 

The meeting returned to open session at 9.57am.

 

 

8.2

Proposed Road Stopping of part of Saleyard Road at Castlerock (CONTINUED)

Record No:       R/18/7/18260

 

The meeting would not make a decision at this point in the meeting due to more information being provided on the matter.

 

 

 

8.3

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

Record No:       R/18/8/18748

 

Strategic Manager Property – Kevin McNaught was in attendance for this item.

 

Mr McNaught advised that the report was 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.

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

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.

 

 

8.4

Confirmation of Road Stopping at Lochiel

Record No:       R/18/8/20044

 

Strategic Manager Property – Kevin McNaught was in attendance for this item.

 

Mr McNaught advised that the report was 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.

 

 

Resolution

Moved Mayor Tong, seconded Cr Douglas and resolved:

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.

 

 

8.5

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

 

Strategic Manager Property – Kevin McNaught was in attendance for this item.

 

Mr McNaught advised that the report was to consider a 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.

 

 

Resolution

Moved Cr Kremer, seconded Cr Keast and resolved:

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.  

 

 

8.1

Woodlands Walking Track Upgrade - Approval for Unbudgeted Expenditure

Record No:       R/18/9/20691

 

Community Engineer - Brendan Gray was in attendance for this item.

 

Mr Gray advised that the report was to seek approval from Council for unbudgeted expenditure to upgrade Woodlands walking track.

 

 

Resolution

Moved Cr Dillon, seconded Cr Frazer and resolved:

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.

 

 

8.6

Amended Triennial Agreement 2016-2019

Record No:       R/18/8/18557

 

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

 

Mr Ruru advised that the report was to present an amended triennial agreement to Council for approval to allow for the Mayoral forum to meet more than four times a year and to increase the membership because of the increased focus on regional development.

 

 

Resolution

Moved Cr Kremer, seconded Cr Baird and resolved:

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.

 

 

8.7

Management Report

Record No:       R/18/8/20503

 

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

 

 

Resolution

Moved Mayor Tong, seconded Cr Macpherson and resolved:

That the Council:

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

 

 

Reports - Governance

 

 

9.1

Schedule of Meetings for 2019

Record No:       R/18/8/20400

 

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

 

 

Resolution

Moved Cr Keast, seconded Cr Kremer and resolved:

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.

 

 

9.2

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

Record No:       R/18/9/21177

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.3

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

Record No:       R/18/9/20760

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.4

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

Record No:       R/18/9/21174

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.5

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

Record No:       R/18/9/21175

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.6

Minutes of the Otautau Community Board Meeting dated 31 May 2018

Record No:       R/18/8/18425

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.7

Minutes of the Tuatapere Community Board Meeting dated 5 June 2018

Record No:       R/18/8/19359

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.8

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

Record No:       R/18/9/21172

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.9

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

Record No:       R/18/9/21169

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.10

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

Record No:       R/18/7/17797

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.11

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

Record No:       R/18/8/20057

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.12

Minutes of the Wallacetown Community Board Meeting dated 26 April 2018

Record No:       R/18/9/21164

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.13

Minutes of the Wallacetown Community Board Meeting dated 31 May 2018

Record No:       R/18/9/21165

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.14

Minutes of the Wallacetown Community Board Meeting dated 28 June 2018

Record No:       R/18/9/21166

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.15

Minutes of the Winton Community Board Meeting dated 12 June 2018

Record No:       R/18/8/18846

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.16

Minutes of the Riverton Harbour Subcommittee Meeting dated 12 March 2018

Record No:       R/18/9/20869

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.17

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

Record No:       R/18/8/19521

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.18

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

Record No:       R/18/9/21187

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.19

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

Record No:       R/18/8/20055

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.20

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

Record No:       R/18/9/21182

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.21

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

Record No:       R/18/9/21352

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.22

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

Record No:       R/18/8/19541

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.23

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

Record No:       R/18/8/18998

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.24

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

Record No:       R/18/9/21355

 

 

 

Resolution

M Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.25

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

Record No:       R/18/8/19821

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.26

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

Record No:       R/18/9/21357

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.27

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

Record No:       R/18/9/21191

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.28

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

Record No:       R/18/8/20056

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.29

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

Record No:       R/18/9/21173

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

 

9.30

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

Record No:       R/18/9/21180

 

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

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

 

The meeting adjourned for morning tea at 10.39am and reconvened at 10.58am.

 

Councillor Harpur left the meeting at 10.39am.

 

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

 

 

Public Excluded

 

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

Resolution

Moved Cr Perham, seconded Cr Kremer and resolved:

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

8.2 Proposed Road Stopping of part of Saleyard Road at Castlerock

 

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.               

 

Proposed Road Stopping of part of Saleyard Road at Castlerock

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, Chief Information Officer, People and Capability Manager, Group Manager, Customer Support, Communications Manager,  be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items 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 and C10.7 Public Excluded Minutes of the Riverton/Aparima Community Board Meeting dated 6 June 2018 and 8.2 Proposed Road Stopping of part of Saleyard Road at Castlerock.  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 Strategic Manager Property be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C10.1 Orawia Water Intake Land Acquisition and 8.2 Proposed Road Stopping of part of Saleyard Road at Castlerock.  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 Management Accountant be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C10.2 WasteNet Southland Contract 550 - Right of Extension.  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 at10.59am.

 

The meeting returned to open session at 11.30am.

 

8.2

Proposed Road Stopping of part of Saleyard Road at Castlerock (CONTINUED)

Record No:       R/18/7/18260

 

Strategic Manager Property – Kevin McNaught was in attendance for this item.

 

 

Moved Cr Douglas, seconded Cr Perham, recommendations a to d with a new e (as indicated) and resolved:

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.

 

e)            Note that 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.

 

 

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 11.31am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON WEDNESDAY 19 SEPTEMBER 2018.

 

 

 

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

 

 

 

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

 

 

 


 

APPENDIX 1

 

 


 

 


 

 

 

 

 


 

 

 


 

 

 

 

 

 


 

Extraordinary Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Extraordinary Council held in the Council Chamber, 15 Forth Street, Invercargill on Tuesday, 23 October 2018 at 10.01am – 12.10pm, 1.00pm  - 2.21pm, 2.31pm – 2.46pm, 2.50pm – 2.58pm

 

present

Mayor

Mayor Gary Tong

 

Deputy Mayor

Paul Duffy

 

Councillors

Stuart Baird

 

 

John Douglas

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

Nick Perham

 

 

APOLOGIES

Councillor Brian Dillon

 

 

IN ATTENDANCE

Chief Executive

Steve Ruru

Group Manger – Services and Assets

Matt Russell

Group Manager – Community and Futures

Rex Capil

Group Manager – Environmental Services

Bruce Halligan

Governance and Democracy Manager

Clare Sullivan

Communications Manager

Louise Pagan

Committee Advisor

Fiona Dunlop

 


1             Apologies

 

There were apologies from Councillor Dillon.

 

Moved Mayor Tong, seconded Cr Macpherson and resolved:

That Council accept the apology.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

1.         Ruth Shaw representing Fiordland Sewerage Options addressed the meeting in relation to item 6.1 Business Case - Te Anau Wastewater Discharge Method - Kepler Block.  A copy of Mrs Shaw’s notes are attached to the minutes as appendix 1.

 

2.         Alistair Paton – McDonald addressed the meeting in relation to item 6.1 Business Case - Te Anau Wastewater Discharge Method - Kepler Block.  A copy of Mr Paton McDonald’s notes are attached to the minutes as appendix 2.

 

3.         Dave Kelly addressed the meeting in relation to item 6.1 Business Case - Te Anau Wastewater Discharge Method - Kepler Block.

 

4.         Lawton Weber addressed the meeting via telephone from Te Anau in relation to item 6.1 Business Case - Te Anau Wastewater Discharge Method - Kepler Block. 

 

5.         Irene Barnes addressed the meeting via telephone from Te Anau in relation to item 6.1 Business Case - Te Anau Wastewater Discharge Method - Kepler Block.  A copy of Mrs Barnes’s notes are attached to the minutes as appendix 3.

 

6.         Shirley Mouat a member of the Te Anau Wastewater Project Discharge Committee addressed the meeting in relation to item 6.1 Business Case - Te Anau Wastewater Discharge Method - Kepler Block.  A copy of Mrs Mouat’s notes are attached to the minutes as appendix 4.

 

7.         Cameron McDonald addressed the meeting in relation to item 6.1 Business Case - Te Anau Wastewater Discharge Method - Kepler Block.

 

8.         Allan Youldon via telephone from Te Anau addressed the meeting in relation to item 6.1 Business Case - Te Anau Wastewater Discharge Method - Kepler Block.  A copy of Mr Youldon’s notes are attached to the minutes as appendix 5.

 

9.         Peter Hampton via telephone from Te Anau addressed the meeting in relation to item 6.1 Business Case - Te Anau Wastewater Discharge Method - Kepler Block.  A copy of Mr Hampton’s notes are attached to the minutes as appendix 6.

 

10.      Murray Hagen via telephone via telephone from Te Anau addressed the meeting in relation to item 6.1 Business Case - Te Anau Wastewater Discharge Method - Kepler Block.  A copy of Mr Hagen’s notes are attached to the minutes as appendix 7.

 

11.      Jenny Burgess via telephone from Te Anau addressed the meeting in relation to item 6.1 Business Case - Te Anau Wastewater Discharge Method - Kepler Block.  A copy of Mrs Burgess’s notes are attached to the minutes as appendix 8.

 

12.      Debbie Gamble via telephone from Te Anau addressed the meeting in relation to item 6.1 Business Case - Te Anau Wastewater Discharge Method - Kepler Block.  A copy of Mrs Gamble’s notes are attached to the minutes as appendix 9.

 

13.      Des Cooper via telephone from Te Anau addressed the meeting in relation to item 6.1 Business Case - Te Anau Wastewater Discharge Method - Kepler Block.

 

14.      Ruth Shaw read out a note from Christine Pounsford regarding item 6.1 Business Case - Te Anau Wastewater Discharge Method - Kepler Block.  A copy of Mrs Pounsford’s notes are attached as appendix 10.

 

The meeting adjourned for lunch at 12.10pm and reconvened at 1pm.

 

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

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

Reports - Operational Matters

 

 

6.1

Business Case - Te Anau Wastewater Discharge Method - Kepler Block

Record No:       R/18/10/23197

 

Group Manager, Services and Assets – Matt Russell, Strategic Manager Water and Waste – Ian Evans, Management Accountant – Susan McNamara, Community Partnership Leader – Simon Moran and Stantec Consultants Roger Oakley and Sue Bennett were in attendance for this item.

 

Mr Russell advised that the purpose of the report is to seek a final decision from Council, following consideration of the recommendations from the Te Anau Wastewater Discharge Project Committee at its meeting on 12 October 2018, Finance and Audit and Services and Assets Committees on 17 October 2018, on a wastewater discharge method at the Kepler Block based on an updated and peer reviewed business case.

 

The meeting progressed with various questions and answer with officers and the consultants.

 

 

Moved Councillor Kremer, seconded Councillor Harpur, the following motion:

 

That the Council:

a)         Receives the report titled “Business Case - Te Anau Wastewater Discharge Method - Kepler Block” dated 15 October 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:

i)            The options outlined in the business case are the reasonably practicable options available.

ii)          It does not require further information, further identification of community views, 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 that in making this decision it has had regard to:

i)            The purpose of local government as defined in section 10 of the Local Government Act 2002 and in particular the need to meet the needs of its communities in the most cost-effective manner now and into the future

ii)          The principles in section 14 of the Local Government Act 2002 including in particular the need to take account of the diversity of its communities and the range of views held by those communities and the need to take a sustainable development approach

iii)         The need to be conscious of the financial impact that this project will have on Councils current system of rating levels and overall financial position

iv)         The need to have an alternative discharge option consented and operational before the expiry of the current consented discharge to the Upukerora River in December 2020 and that the timeframes within which the design and construction of a new discharge scheme needs to be completed is now limited.

v)           The previous Council decision (Item 8.8 16 November 2016) that it is unacceptable for Council to not have a consented discharge for the Te Anau Wastewater Scheme.

e)         Notes that the Te Anau Wastewater Discharge Project Committee has recommended that Council proceed with Option 3 but in doing so it also determined that its decision is outside of section 10 of the Local Government Act 2002.

f)          Notes the requirement for Council to manage its financial arrangements in a prudent manner and make effective provision for the funding of all of its activities in a way that is financially affordable and sustainable for its communities which suggests that it should adopt the most cost effective option.

g)         Notes that the capital costs of the four options outlined in the Te Anau Wastewater Scheme – Kepler Block business case have increased since the last business case was presented in December 2017 and that the cost of the different options now range between $17.6M (Option 1 – Centre Pivot Irrigation) and $22.2M (Option 3 – Slow Rate Drip Irrigation).

h)         Notes that Council has received notification that it will receive, subject to finalisation of appropriate contract conditions, a contribution of $5M from the Tourism Infrastructure Fund towards the cost of implementing the Te Anau Wastewater Scheme and that this allocation is not conditional on a particular discharge method.

i)          Notes that the financial analysis included at section 5.3 of the business case suggests that rates are at or nearing what is recognised as an affordability threshold for a number of communities in the Southland district and that as a result Council should be cautious about pursuing options which increase rates above other viable options

j)          Notes the importance of completing construction of the Te Anau Wastewater Discharge Project upgrade before 30 November 2020 and that the timeframes within which this work must be completed are now tight.

New k)   Approves the updated final business case and determines that it wishes to proceed with the implementation of Option 3 – subsurface drip irrigation as the discharge method.

 

New l)    Determines, in accordance with section 10 of the Local Government Act 2002 that option 3 represents a cost effective way of providing good quality infrastructure given:

·                That for a solution to be effective it needs to meet the needs of the community in a manner that is seen as appropriate by the community itself and in this regard notes that it has received strong submissions from members of the Te Anau and Manapouri community expressing a strong preference for the discharge method to be by way of sub-surface drip irrigation.

·                The potential for the environment surrounding the Kepler block to continue to change in the future as the Te Anau Manapouri Airport, and surrounding area, continues to develop both in terms of its level of usage and as further development occurs over time

·                The desirability of ensuring that the risk of adverse environmental effects are minimised to the greatest extent possible.

 

The motion was put and declared CARRIED.  Councillors Duffy, Keast and Macpherson requested that their dissenting votes be recorded.

 

Moved Councillor Perham, seconded Councillor Ford the following motion:

 

That Council agree that any funding for this project is funded through district wide rates.

 

The motion was put and declared LOST.

 

 

 

 

 

 

 

 

 

 

 

 

Moved Councillor Douglas, seconded Councillor Kremer the following motion.

That Council:

New m)    Agree that a targeted rated be levied on the Te Anau and Manapouri wastewater ratepayers to fund Option 3 up to a maximum of $1.5million and this be funded by way of a 30 year loan.

 

The meeting adjourned at 2.21pm and reconvened at 2.31pm.

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

 

Moved Baird, seconded Councillor Macpherson the following motion:

That Council

New m)    Agree that a targeted rated be levied on the Te Anau and Manapouri wastewater ratepayers to fund Option 3 of $2.1 million and this be funded by way of a 30 year loan.

The motion was put declared LOST.

 

The motion moved by Councillor Douglas and seconded by Councillor Kremer was put and declared CARRIED with Councillor Paterson abstaining from voting.

 

The meeting adjourned at 2.46pm and reconvened at 2.50pm.

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

 

Recommendations l to o of the officers report were not put by the meeting.  These were replaced with the motion moved below:

Moved Councillor Kremer, seconded Councillor Baird the motion:

That Council:

n)          Determines in accordance with Section 80 of the Local Government Act 2002, that its decision to approve Option 3 is inconsistent with the 2018 Long Term Plan given that:

i)                 Subsurface drip irrigation is not the preferred method of discharge identified in the 2018 Long Term Plan

ii)               Projected costs of the project at $22.2 million are significantly higher than the budgeted cost of $14.7 million

iii)             The $5 million of revenue projected to be received from the Tourism Infrastructure Fund was not included as projected revenue

iv)             The provision of grant revenue for the wastewater activity is not provided for in the Revenue and Financing Policy.

v)               The decision to fund up to $1.5 million of the cost of option 3 from Te Anau and Manapouri wastewater users is not provided for within the Revenue and Financing Policy

o)          Determines that it is making this decision due to the strong preference of the Te Anau and Manapouri communities for a subsurface drip irrigation discharge method

p)          Determines that as a result of making this decision it will be updating the 2019/20 Annual Plan budgets and 2021 Long Term Plan financials to recognise the changes in the financial costs,  revenue, the subsurface drip irrigation discharge method and the funding of a portion of the cost from the Te Anau and Manapouri waste water users.

q)          Notes that there are a number of risks associated with being able to progress the implementation of option 3, including obtaining the necessary resource consents within the required timeframes and therefore sees it as appropriate that it asks the chief executive to report back to Council with an outline of the project oversight and control structures, including the role and terms of reference for the Te Anau Wastewater Disposal Project Committee, that should be put in place to effectively manage this project through to completion.

r)           Determines that Council should retain centre pivot irrigation as a ‘fall back’ option, given its previous decision that it should always retain a consented discharge method, and to that end asks the chief executive to report back on how this objective might best be achieved in parallel with the work being advanced on implementation of option 3 – subsurface drip irrigation.  

The motion was put and declared CARRIED.

 

 

Final Resolutions

That the Council:

a)        Receives the report titled “Business Case - Te Anau Wastewater Discharge Method - Kepler Block” dated 15 October 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:

i)           The options outlined in the business case are the reasonably practicable options available.

ii)          It does not require further information, further identification of community views, 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 that in making this decision it has had regard to:

i)           The purpose of local government as defined in section 10 of the Local Government Act 2002 and in particular the need to meet the needs of its communities in the most cost-effective manner now and into the future

ii)          The principles in section 14 of the Local Government Act 2002 including in particular the need to take account of the diversity of its communities and the range of views held by those communities and the need to take a sustainable development approach

iii)         The need to be conscious of the financial impact that this project will have on Councils current system of rating levels and overall financial position

iv)         The need to have an alternative discharge option consented and operational before the expiry of the current consented discharge to the Upukerora River in December 2020 and that the timeframes within which the design and construction of a new discharge scheme needs to be completed is now limited.

v)          The previous Council decision (Item 8.8 16 November 2016) that it is unacceptable for Council to not have a consented discharge for the Te Anau Wastewater Scheme.

e)        Notes that the Te Anau Wastewater Discharge Project Committee has recommended that Council proceed with Option 3 but in doing so it also determined that its decision is outside of section 10 of the Local Government Act 2002.

f)         Notes the requirement for Council to manage its financial arrangements in a prudent manner and make effective provision for the funding of all of its activities in a way that is financially affordable and sustainable for its communities which suggests that it should adopt the most cost effective option.

g)        Notes that the capital costs of the four options outlined in the Te Anau Wastewater Scheme – Kepler Block business case have increased since the last business case was presented in December 2017 and that the cost of the different options now range between $17.6M (Option 1 – Centre Pivot Irrigation) and $22.2M (Option 3 – Slow Rate Drip Irrigation).

h)        Notes that Council has received notification that it will receive, subject to finalisation of appropriate contract conditions, a contribution of $5M from the Tourism Infrastructure Fund towards the cost of implementing the Te Anau Wastewater Scheme and that this allocation is not conditional on a particular discharge method.

i)          Notes that the financial analysis included at section 5.3 of the business case suggests that rates are at or nearing what is recognised as an affordability threshold for a number of communities in the Southland district and that as a result Council should be cautious about pursuing options which increase rates above other viable options

j)          Notes the importance of completing construction of the Te Anau Wastewater Discharge Project upgrade before 30 November 2020 and that the timeframes within which this work must be completed are now tight.

k)          Approves the updated final business case and determines that it wishes to proceed with the implementation of Option 3 – subsurface drip irrigation as the discharge method.

l)           Determines, in accordance with section 10 of the Local Government Act 2002 that option 3 represents a cost effective way of providing good quality infrastructure given:

·                That for a solution to be effective it needs to meet the needs of the community in a manner that is seen as appropriate by the community itself and in this regard notes that it has received strong submissions from members of the Te Anau and Manapouri community expressing a strong preference for the discharge method to be by way of sub-surface drip irrigation.

·                The potential for the environment surrounding the Kepler block to continue to change in the future as the Te Anau Manapouri Airport, and surrounding area, continues to develop both in terms of its level of usage and as further development occurs over time

·                The desirability of ensuring that the risk of adverse environmental effects are minimised to the greatest extent possible.

 

m)        Agree that a targeted rated be levied on the Te Anau and Manapouri wastewater ratepayers to fund Option 3 up to a maximum of $1.5million and this be funded by way of a 30 year loan.

 

n)          Determines in accordance with Section 80 of the Local Government Act 2002, that its decision to approve Option 3 is inconsistent with the 2018 Long Term Plan given that:

i)               Subsurface drip irrigation is not the preferred method of discharge identified in the 2018 Long Term Plan

ii)             Projected costs of the project at $22.2 million are significantly higher than the budgeted cost of $14.7 million

iii)           The $5 million of revenue projected to be received from the Tourism Infrastructure Fund was not included as projected revenue

iv)           The provision of grant revenue for the wastewater activity is not provided for in the Revenue and Financing Policy.

v)             The decision to fund up to $1.5 million of the cost of option 3 from Te Anau and Manapouri wastewater users is not provided for within the Revenue and Financing Policy

o)          Determines that it is making this decision due to the strong preference of the Te Anau and Manapouri communities for a subsurface drip irrigation discharge method

p)          Determines that as a result of making this decision it will be updating the 2019/20 Annual Plan budgets and 2021 Long Term Plan financials to recognise the changes in the financial costs, revenue, the subsurface drip irrigation discharge method and the funding of a portion of the cost from the Te Anau and Manapouri waste water users.

q)          Notes that there are a number of risks associated with being able to progress the implementation of option 3, including obtaining the necessary resource consents within the required timeframes and therefore sees it as appropriate that it asks the chief executive to report back to Council with an outline of the project oversight and control structures, including the role and terms of reference for the Te Anau Wastewater Disposal Project Committee, that should be put in place to effectively manage this project through to completion.

r)           Determines that Council should retain centre pivot irrigation as a ‘fall back’ option, given its previous decision that it should always retain a consented discharge method, and to that end asks the chief executive to report back on how this objective might best be achieved in parallel with the work being advanced on implementation of option 3 – subsurface drip irrigation.

 

 

 

The meeting concluded at 2.58pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON TUESDAY 23 OCTOBER 2018.

 

 

 

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

 

 

 

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


 

APPENDIX 1

 

 

 


 

 

 


 

 


 

APPENDIX 2

 

 

 

 


 

 

 


 

APPENDIX 3

 

 

 

 


 

 

 


 

 

 


 

 

APPENDIX 4

 

 

APPENDIX 5

 

 

 


 

 

APPENDIX 6

 

 

 


 

 


 

 


 

 

 


 

 

 

 


 

APPENDIX 7

 

 


 

 


 

 

 


 

 

 


 

 

 


 

 

 


 

 

 


 

 

 


 

 

APPENDIX 8


 

 


 

 

APPENDIX 9

 


 

 

 

APPENDIX 10

 

 


 

Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chambers, 15 Forth Street, Invercargill on Thursday, 1 November 2018 at 10am.

 

present

Mayor

Mayor Gary Tong

 

Deputy Mayor

Paul Duffy

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

APOLOGIES

Councillor John Douglas

 

Councillor Nick Perham

 

 

 

IN ATTENDANCE

Chief Executive

Steve Ruru

Group Manager, Services and Assets

Matt Russell

Group Manager, Community and Futures

Rex Capil

Group Manager, Environmental Services

Bruce Halligan

Chief Financial Officer

Anne Robson

Communications Manager

Louise Pagan

Governance and Democracy Manager

Clare Sullivan

Committee Advisor

Fiona Dunlop

 


1             Apologies

 

Apologies were received from Councillors Douglas and Perham.

 

Moved Cr Harpur, seconded Cr Keast and resolved:

That Council accept the apology.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

Shirley Mouat addressed the meeting in relation to item 8.2 - Unbudgeted Expenditure for the Supply and Installation of Extra Bollard Street Lighting for Cathedral Drive and Waiau Street, Manapouri and item 8.4 – Removal of Trees - Pearl Harbour, Manapouri.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Council Minutes

 

Resolution

Moved Mayor Tong, seconded Deputy Mayor Duffy and resolved:

That Council confirms the minutes of the meeting held on 25 September 2018 as a true and correct record of that meeting.

 

Reports - Policy and Strategy

 

 

7.1

Dark Skies Sanctuary Accreditation on Stewart Island

Record No:       R/18/9/21767

 

Resource Management Planner – Margaret Fergusson, Team Leader – Marcus Roy and Group Manager, Services and Assets – Bruce Halligan were in attendance for this item.

 

Miss Ferguson advised that the purpose of the report was toseek a decision from Council as to whether it wishes to endorse the recommendation from the Regulatory and Consents Committee to proceed with a Plan Change to allow for the management of lighting on Stewart Island to meet Dark Sky Sanctuary Accreditation requirements.

 

 

Resolution

Moved Cr Ford, seconded Cr Paterson recommendations a to c and d with changes (as indicated) and resolved:

That the Council:

 

a)            Receives the report titled “Dark Skies Sanctuary Accreditation on Stewart Island” 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 a Plan Change to include lighting controls as they relate to all of the property on Stewart Island shall be implemented.

 

d)           Notes the decision of the Regulatory and Consents Committee to recommend to Council that it should Endorses Option 2 – to proceed to a Plan Change to include all property (both public and private) on Stewart Island / Rakiura, with associated pre-application consultation and communications plan.

 

e)            Considers whether it is appropriate for the proposed Plan Change to proceed prior to the completion of the review of the strategic challenges associated with the provision and funding of Council services on Stewart Island/Rakiura being completed.

 

The meeting did not consider recommendation e of the officer’s report.

 

 

Reports - Operational Matters

 

 

8.1

Monthly Financial Report - September 2018

Record No:       R/18/9/21800

 

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

 

 

Resolution

Moved Cr Kremer, seconded Cr Dillon and resolved:

That the Council:

a)            Receives the report titled “Monthly Financial Report - September 2018” dated 25 October 2018.

 

 

The meeting adjourned for morning tea at 10.45am and reconvened at 11am.

 

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

 

 

8.2

Unbudgeted Expenditure for the Supply and Installation of Extra Bollard Street Lighting for Cathedral Drive and Waiau Street, Manapouri

Record No:       R/18/9/22127

 

Group Manager, Services and Assets – Matt Russell was in attendance for this item.

 

Mr Russell advised that the purpose of the report was to consider the request from the Manapouri Community Development Area Subcommittee for approval of unbudgeted expenditure for the supply and installation of extra bollard street lighting to Cathedral Drive and Waiau Street in the Manapouri Township.

 

Mr Russell also advised that three competitive prices were sought in line with Council’s Procurement Policy and although only one was received the Contractor is well known to Council and the rates are commensurate with equivalent works undertaken recently.

 

 

Resolution

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

That the Council:

a)            Receives the report titled “Unbudgeted Expenditure for the Supply and Installation of Extra Bollard Street Lighting for Cathedral Drive and Waiau Street, Manapouri” dated 24 October 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 $20,000.00, plus GST, for the supply and installation of new bollard street lighting along Cathedral Drive and Waiau Street, Manapouri to be funded from the Manapouri General Reserve.

 

New e)  Notes that three competitive prices were sought in line with Council’s Procurement Policy and although only one was received the Contractor is well known to Council and the rates are commensurate with equivalent works undertaken recently.

 

 

 

8.4

Removal of Trees - Pearl Harbour, Manapouri

Record No:       R/18/10/23794

 

Senior Projects Manager – Ian Marshall and Group Manager, Services and Assets – Matt Russell were in attendance for this item.

 

Mr Marshall advised that the purpose of the report was to seek Council approval for unbudgeted expenditure and a funding contribution for a Manapouri Community Development Area subcommittee project, which involves the removal of native trees in the Pearl Harbour area adjacent to the public toilet and that this would require the necessary resource consent

 

 

Resolution

Moved Cr Kremer, seconded Cr Keast recommendations a to f and a new g (as indicated) and resolved:

That the Council:

a)            Receives the report titled “Removal of Trees - Pearl Harbour, Manapouri” dated 18 October 2018.

 

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

 

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

 

d)           Note that the Manapouri Community Development Area subcommittee have previously considered the cost of removing the trees in the Pearl Harbour area to be too expensive for the Manapouri area to afford.

 

e)            Approve the unbudgeted expenditure of $64,400 for the Manapouri CDA subcommittee project to remove the trees in the area of the Pearl Harbour jetty and the public toilets and re-landscape the area on the condition that the Manapouri CDA subsequently resolve to proceed with the project including funding the physical works portion of the work estimated to cost $43,400.

 

f)             Approve funding the resource consent application and related reports costs estimated to be $21,000 and that this be funded form the District Operations Reserve.

 

New g) Notes that the removal of the trees is subject to the necessary resource consent being first obtained.

 

 

 

8.3

Unbudgeted Expenditure Request, Invercargill Office Utilisation and Business Case Reporting

Record No:       R/18/10/24727

 

Group Manager, Services and Assets – Matt Russell was in attendance for this item.

 

Mr Russell advised that the purpose of this report was to seek approval for $250,000 of unbudgeted expenditure to enable a Business Case and Utilisation Assessment to progress which will inform the decision-making process in regards to options for the Invercargill Office.

 

 

Resolution

Moved Cr Harpur, seconded Cr Kremer and resolved:

That the Council:

a)            Receives the report titled “Unbudgeted Expenditure Request, Invercargill Office Utilisation and Business Case Reporting” dated 24 October 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 unbudgeted expenditure of up to $250,000 for the purposes of completing a Business Case and Utilisation Assessment associated with the Invercargill Office Development identified in years 2022-2024 of the 2018-2028 Long Term Plan to be funded from the District Property Development Reserve.

 

e)            Delegate authority to the Group Manager – Services and Assets to expend up to $250,000 on the Business Case and Utilisation Assessment works for the Invercargill Office Development and be funded from the District Property Development Reserve.

 

 

 

8.5

Management Report

Record No:       R/18/10/23900

 

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

 

 

Resolution

Moved Mayor Tong, seconded Cr Kremer and resolved:

That the Council:

a)            Receives the report titled “Management Report” dated 25 October 2018.

 

 

Reports - Governance

 

 

9.1

Southland Museum and Art Gallery 2018 Annual Report

Record No:       R/18/9/22649

 

Group Manager, Environmental Services – Bruce Halligan was in attendance for this item.

 

 

Resolution

Moved Cr Paterson, seconded Cr Frazer and resolved:

That the Council:

a)            Receives the report titled “Southland Museum and Art Gallery 2018 Annual Report” dated 25 October 2018.

 

 

9.2

Minutes of the Lumsden Community Development Area Subcommittee Meeting dated 13 August 2018

Record No:       R/18/10/24278

 

 

 

Resolution

Moved Cr Dillon, seconded Deputy Mayor Duffy and resolved:

That Council receives the minutes of the Lumsden Community Development Area Subcommittee meeting held 13 August 2018 as information.

 

 

9.3

Minutes of the Manapouri Community Development Area Subcommittee Meeting dated 9 August 2018

Record No:       R/18/9/22321

 

 

 

Resolution

Moved Cr Dillon, seconded Deputy Mayor Duffy and resolved:

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

 

 

9.4

Minutes of the Stewart Island Jetties Subcommittee Meeting dated 30 October 2017

Record No:       R/18/9/22242

 

 

 

Resolution

Moved Cr Dillon, seconded Deputy Mayor Duffy and resolved:

That Council receives the minutes of the Stewart Island Jetties Subcommittee meeting held 30 October 2017 as information.

 

 

9.5

Minutes of the Stewart Island Jetties Subcommittee Meeting dated 13 September 2018

Record No:       R/18/10/24698

 

 

 

Resolution

Moved Cr Dillon, seconded Deputy Mayor Duffy and resolved:

That Council receives the minutes of the Stewart Island Jetties Subcommittee meeting held 13 September 2018 as information.

 

 

9.6

Minutes of the Otautau Community Board Meeting dated 2 August 2018

Record No:       R/18/10/23310

 

 

 

Resolution

Moved Cr Dillon, seconded Deputy Mayor Duffy and resolved:

That Council receives the minutes of the Otautau Community Board meeting held 2 August 2018 as information.

 

 

9.7

Minutes of the Stewart Island/Rakiura Community Board Meeting dated 13 August 2018

Record No:       R/18/9/22261

 

 

 

Resolution

Moved Cr Dillon, seconded Deputy Mayor Duffy and resolved:

That Council receives the minutes of the Stewart Island/Rakiura Community Board meeting held 13 August 2018 as information.

 

 

9.8

Minutes of the Stewart Island/Rakiura Community Board Meeting dated 13 September 2018

Record No:       R/18/10/24693

 

 

 

Resolution

Moved Cr Dillon, seconded Deputy Mayor Duffy and resolved:

That Council receives the minutes of the Stewart Island/Rakiura Community Board meeting held 13 September 2018 as information.

 

 

9.9

Minutes of the Riverton/Aparima Community Board Meeting dated 23 July 2018

Record No:       R/18/10/23590

 

 

 

Resolution

Moved Cr Dillon, seconded Deputy Mayor Duffy and resolved:

That Council receives the minutes of the Riverton/Aparima Community Board meeting held 23 July 2018 as information.

 

 

9.10

Minutes of the Tuatapere Community Board Meeting dated 14 August 2018

Record No:       R/18/10/23685

 

 

 

Resolution

Moved Cr Dillon, seconded Deputy Mayor Duffy and resolved:

That Council receives the minutes of the Tuatapere Community Board meeting held 14 August 2018 as information.

 

 

9.11

Minutes of the Winton Community Board Meeting dated 6 August 2018

Record No:       R/18/10/23078

 

 

 

Resolution

Moved Cr Dillon, seconded Deputy Mayor Duffy and resolved:

That Council receives the minutes of the Winton Community Board meeting held 6 August 2018 as information.

 

 

Public Excluded

 

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

Recommendation

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

C10.1 Unbudgeted Expenditure - Contract 18/09: Te Anau Watermain Renewals

C10.2 2018 Bridge Disposal Landowner Agreements

C10.3 Pyramid Bridge Replacement Update

C10.4 Core Systems Review - Phase One - Systems Integration

C10.5 Unbudgeted Expenditure - Telephone System

C10.6 Southland Regional Development Agency - Formation Agreements

C10.7 Chief Executive's Performance Review 2017/2018

C10.8 Employment of Chief Executive

 

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 18/09: Te Anau Watermain Renewals

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.

 

2018 Bridge Disposal Landowner Agreements

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

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

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

 

Pyramid Bridge Replacement Update

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.

 

Core Systems Review - Phase One - Systems Integration

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.

 

Unbudgeted Expenditure - Telephone System

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)(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.

 

Southland Regional Development Agency - Formation Agreements

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.

 

Chief Executive's Performance Review 2017/2018

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)(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)(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.

 

Employment of Chief Executive

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)(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)(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, People and Capability Manager, Group Manager, Customer Delivery, 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 18/09: Te Anau Watermain Renewals, C10.2 2018 Bridge Disposal Landowner Agreements, C10.3 Pyramid Bridge Replacement Update, C10.4 Core Systems Review - Phase One - Systems Integration, C10.5 Unbudgeted Expenditure - Telephone System, C10.6 Southland Regional Development Agency - Formation Agreements.  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 Findley 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 18/09: Te Anau Watermain Renewals.  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.

 

That the Strategic Manager Transport be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C10.2 2018 Bridge Disposal Landowner Agreements and C10.3 Pyramid Bridge Replacement Update.  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.

 

That the Chief Information Officer be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C10.4 Core Systems Review - Phase One - Systems Integration.  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.

 

That the Customer Contact Centre Manager – Jodi Findlay and  Systems Engineer – Josh Hollingworth be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C10.5 Unbudgeted Expenditure - Telephone System.  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.

 

 


 

The public were excluded at 11.45am.

 

The meeting adjourned for lunch at 12.47pm and reconvened at 1.19pm.

 

 

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

 

 

The meeting concluded at 1.35pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON THURSDAY 1 NOVEMBER 2018.

 

 

 

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

 

 

 

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


 

Finance and Audit Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Finance and Audit Committee held in the Council Chamber, Southland District Council, 15 Forth Street, Invercargill on Thursday, 14 June 2018 at 9.04am.

 

present

 

Chairperson

Ebel Kremer

 

 

Mayor Gary Tong

 

Councillors

John Douglas

 

 

Paul Duffy

 

 

Bruce Robertson

 

 

IN ATTENDANCE

 

Chief Financial Officer

Anne Robson

Group Manager – Services and Assets

Matt Russell

Group Manager – Environmental Services

Bruce Halligan

Group Manager – Customer Support

Trudie Hurst (from item 8.3)

Communications Manager

Louise Pagan

Committee Advisor

Fiona Dunlop

 


1             Apologies

 

There were no apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

External Member Bruce Robertson advised that he had been a director of Morrison Lowe which is a consulting company that Southland District Council has used for various pieces of work.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Mayor Tong, seconded Cr Douglas and resolved:

That the Finance and Audit Committee confirms the minutes of the meeting held on 26 March 2018 as a true and correct record of that meeting.

 


 

 

Reports for Recommendation

 

 

7.1

Draft Policy on Development and Financial Contributions

Record No:       R/18/5/11016

 

Policy Analyst – Robyn Rout and Finance Manager – Sheree Marrah were in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded External Member Robertson and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Draft Policy on Development and Financial Contributions” dated 6 June 2018.

 

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

 

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

 

d)           Considers the draft Policy on Development and Financial Contributions 2018-28.

 

e)            Recommends to Council that it adopts the draft Policy on Development and Financial Contributions 2018-28.

 

 

7.2

Draft Revenue and Financing Policy

Record No:       R/18/5/11017

 

Policy Analyst – Robyn Rout and Finance Manager – Sheree Marrah were in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Cr Douglas and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Draft Revenue and Financing Policy” dated 6 June 2018.

 

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

 

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

 

d)           Considers the draft Revenue and Financing Policy and associated Activity Funding Needs Analysis.

 

e)            Recommends to Council that it adopts the draft Revenue and Financing Policy and associated Activity Funding Needs Analysis.

 

 

7.3

Draft Long Term Plan 2018-2028

Record No:       R/18/5/12020

 

Management Accountant – Susan McNamara, Project Co-ordinator, Corporate Planning – Nicole Taylor and Publications Specialist – Chris Chilton were in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded Mayor Tong and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Draft Long Term Plan 2018-2028” dated 7 June 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)           Recommends to Council to resolve that in accordance with section 100 of the Local Government Act 2002, it is financially prudent for the Council to project operating deficits in the first five years of the plan. This principally reflects Council’s policy to move towards fully funding depreciation in 2024/2025.

 

e)            Recommends to Council that it adopts the final Long Term Plan 2018-2028.

 


 

 

7.4

Accounting Policies for the year ended 30 June 2018

Record No:       R/18/5/12182

 

Financial Accountant – Jacobus Meyer and Finance Manager – Sheree Marrah were in attendance for this item.

 

 

Resolution

Moved External Member Robertson, seconded Cr Douglas and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Accounting Policies for the year ended 30 June 2018” dated 7 June 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)           Recommends to Council that the accounting policies as outlined in Attachment A, including any amendments from this meeting, be adopted for use in preparation of the Council’s Annual Report for the year ended 30 June 2018.

 

 

7.5

Draft Health and Safety Plan for 2018/2019

Record No:       R/18/5/11791

 

Group Manager, Environmental Services – Bruce Halligan was in attendance for this item.

 

 

Resolution

Moved Cr Duffy, seconded Mayor Tong and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Draft Health and Safety Plan for 2018/2019” dated 25 May 2018.

 

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

 

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

 

d)           Recommends to Council that it approves the Health and Safety Plan for 2018/2019.

 

 

Reports

 

 

8.1

Health and Safety Update

Record No:       R/18/5/11736

 

Group Manager, Environmental Services – Bruce Halligan was in attendance for this item.

 

 

Resolution

Moved Cr Douglas, seconded Cr Duffy and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Health and Safety Update” dated 23 May 2018.

 

 

8.2

Financial Report for the month ended 30 April 2018

Record No:       R/18/5/10525

 

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

 

 

Resolution

Moved Chairperson Kremer, seconded Cr Duffy and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Financial Report for the month ended 30 April 2018” dated 5 June 2018.

 

 

8.3

Interim Management Report from Audit New Zealand for the year ended 30 June 2018

Record No:       R/18/5/11536

 

Financial Accountant – Jacobus Meyer and Finance Manager – Sheree Marrah were in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded External Member Robertson and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Interim Management Report from Audit New Zealand for the year ended 30 June 2018” dated 6 June 2018.

 

The meeting adjourned for morning tea at 10.41am and reconvened at 11.02am.

 

All members were present when the meeting reconvened.

 

 

8.4

Annual Report Timetable - Key Dates

Record No:       R/18/5/12249

 

Planning and Reporting Analyst – Shannon Oliver was in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded Cr Duffy and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Annual Report Timetable - Key Dates” dated 31 May 2018.

 

 

8.5

Finance & Audit Committee Work plan for the year ended 30 June 2019

Record No:       R/18/5/11807

 

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

 

 

Resolution

Moved Chairperson Kremer, seconded External Member Robertson recommendation a and recommendation b (with changes as indicated with strikethrough and underline ) and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Finance & Audit Committee Work plan for the year ended 30 June 2019” dated 7 June 2018.

 

b)           Adopts the amended Finance and Audit Committee Work plan for the year ended 30 June 2019.

 

Public Excluded

 

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

Resolution

Moved Chairperson Kremer, seconded External Member Robertson and resolved:

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

C9.1 Quarterly risk register update - June 2018

C9.2 Fraud Risk Assessment

C9.3 Insurance for Underground Infrastructure

C9.4 Annual Insurance Renewal

 

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

 

Quarterly risk register update - June 2018

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)(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.

 

Fraud Risk Assessment

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.

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.

 

Insurance for Underground Infrastructure

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.

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.

 

Annual Insurance Renewal

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.

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 Financial Officer, Group Manager – Services and Assets Committee, Group Manager – Environmental Services, Group Manager – Customer Support, Committee Advisor and Communications Manager be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C9.1 Quarterly risk register update - June 2018, C9.2 Fraud Risk Assessment, C9.3 Insurance for Underground Infrastructure and C9.4 Annual Insurance Renewal. 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 Planning and Reporting Analyst be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C9.1 Quarterly risk register update - June 2018.  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 David Seath – Risk Advisory Partner with Deloitte be permitted to remain at this meeting, after the public has been excluded, because of his knowledge of the item C9.2 Fraud Risk Assessment.  This knowledge, which will be of assistance in relation to the matter to be discussed, is relevant to those matters because of his knowledge on the issues discussed and meeting procedure.

 

That the Finance Manager be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C9.2 Fraud Risk Assessment and C9.4 Annual Insurance Renewal.  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 11.12am.

 

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

 

 

 

The meeting concluded at 1.41pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Finance and Audit Committee HELD ON THURSDAY 14 JUNE 2018.

 

 

 

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

 

 

 

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

 


 

 

Appendix 1

 

Finance and Audit Committee Work plan to 30 June 2019 (as at 14 June 2018 meeting)

 

Content

30 August 2018

24 September 2018

14 December 2018

January 2019

March 2019

June 2019

LTP – Recommend LTP for adoption

 

 

 

 

 

 

LTP – Final Mgmt Report

X

 

 

 

 

 

LTP – 2021-2031 LTP Planning sessions

 

 

 

 

 

 

Annual Plan – Timetable

X

 

 

 

 

 

Annual Plan – Assumptions, policies and principles

 

X

 

 

 

 

Annual Plan – Workshop

 

 

X

 

 

 

Annual Plan – recommend draft to Council for consultation

 

 

 

X

 

 

Annual Plan – recommend final to Council for approval

 

 

 

 

 

X

 

 

 

 

 

 

 

Risk Report

 

X

X

 

X

X

Health & Safety Report

 

X

X

 

X

X

Financial Report

 

X

X

 

X

X

Fraud System Report

 

 

X

 

 

 

 

 

Annual Report – Audit Arrangements Letter

 

 

 

 

 

 

Annual Report - Timetable

 

 

 

 

 

 

Annual Report – Accounting entities position paper

X

 

 

 

 

 

Annual Report - Policies & Principles

 

 

 

 

 

 

Annual Report – Interim audit Report

 

 

 

 

 

 

Annual Report – Agree report ready for audit

X

 

 

 

 

 

Annual Report – Final audit management report

 

X

 

 

 

 

Annual Report – Recommend adoption by Council

 

X

 

 

 

 

 

 

 

 

 

 

 

Forecast Financial Position

 

 

X

 

X

 

Interim Performance Report

 

 

X

 

X

 

Internal Audit

Will be updated when the Internal Audit Programme is approved

 

 

Insurance - Insurance policy approval

 

 

X

 

 

X

 

 

 

 

 

 

 

Determine Finance & Audit Meeting Content

 

 

 

 

X

 

Financial and Risk Policies – Debt Recovery Policy

 

X

 

 

 

 

Other – Reports on projects over $2million

Reports will be included on agenda as appropriate

 

 

Other External Audits – Building Control & Roading etc

Reports included on the agenda as appropriate

 

 


 

Finance and Audit Committee

 

OPEN MINUTES

 

 

Minutes of a meeting of Finance and Audit Committee held in the Council Chamber, 15 Forth Street, Invercargill on Thursday, 30 August 2018 at 9am.

 

present

 

Chairperson

Ebel Kremer

 

 

Mayor Gary Tong

 

Councillors

John Douglas

 

 

Paul Duffy

 

 

Bruce Robertson (External Member)

 

 

IN ATTENDANCE

 

 

Councillor Keast

Chief Executive

Steve Ruru

Chief Financial Officer

Anne Robson

Group Manager – Community and Futures

Rex Capil

Group Manager – Environmental Services

Bruce Halligan

Group Manager, Services and Assets

Matt Russell

Communications Manager

Louise Pagan

Committee Advisor

Alyson Hamilton

 

 


                Adjournment of Meeting

 

Moved Chairperson Kremer, seconded Cr Duffy and resolved:

That the Finance and Audit Committee meeting adjourne until the conclusion of the Extraordinary Council meeting.

 

The meeting adjourned at 9.05am

 

The meeting reconvened 9.38am

 

All members were present when the meeting reconvened.

 

1             Apologies

 

There were no apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Mayor Tong, seconded Cr Douglas  and resolved:

That the Finance and Audit Committee confirms the minutes of meeting, held on 14 June 2018 as a true and correct record of that meeting.

 

Reports for Recommendation

 

 

 

7.2

Draft unaudited annual report 2017/2018

Record No:       R/18/8/19466

 

Planning and Reporting Analyst, Shannon Oliver, Financial Accountant, Jacobus Meyer, Management Accountant, Susan McNamara were in attendance for this item.

 

Ms Oliver advised the purpose of the report is to enable the Finance and Audit Committee to consider the draft unaudited Annual Report for the year ended 30 June 2018 and confirm it is appropriate for release to Audit NZ.

 

 

 

Resolution

Moved Cr Douglas, seconded Cr Duffy  and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Draft unaudited annual report 2017/2018” dated 27 August 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)           Confirms the draft unaudited Annual Report for the year ended 30 June 2018, is suitable for release to Audit NZ, subject to any amendments agreed at this meeting.

e)            Delegates authority to the Chief Executive to approve any further amendments to the draft unaudited Annual Report for the year ended 30 June 2018 subsequent to this meeting, and prior to final review by the Committee at its meeting on 24 September 2018.

 

7.1

Management and Construction of Accessways

Record No:       R/18/6/12582

 

Strategic Manager, Transport, Hartley Hare was in attendance for this item.

 

Mr Hare advised the meeting that the report is to be withdrawn pending legal advice and that a further report is to be provided to this committee at a later date.

 

 

 

 

 

 

8.1

Draft Annual Plan timetable

Record No:       R/18/8/19212

 

Planning and Reporting Analyst, Shannon Oliver in attendance for this item.

 

 

Resolution

Moved External Member Robertson, seconded Mayor Tong  and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Draft Annual Plan timetable ” dated 22 August 2018.

 

 

8.2

Report on the Audit of the Long Term Plan (LTP) 2018-2028

Record No:       R/18/6/12929

 

Management Accountant, Susan McNamara was in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded Cr Douglas  and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Report on the Audit of the Long Term Plan (LTP) 2018-2028” dated 27 August 2018.

 

 

8.3

Finance and Audit Committee work plan up to 30 June 2019

Record No:       R/18/7/17489

 

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

 

 

Resolution

Moved Chairperson Kremer, seconded Cr Duffy  and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Finance and Audit Committee work plan up to 30 June 2019” dated 27 August 2018.

 

Public Excluded

 

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

Resolution

Moved Chairperson Kremer, seconded External Member Robertson  and resolved:

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

C9.1 Corporate Performance Report for period 31 March to 30 June 2018

C9.2 WasteNet Southland Contract 550 - Right of Extension

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

Corporate Performance Report for period 3 - 1 March to 30 June 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)(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.

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.

 

That the Chief Executive, Group Manager, Environmental Services, Group Manager, Services and Assets, Group Manager, Community and Futures, Chief Financial Officer, Chief Information Officer, Committee Advisor and Management Accountant and Communications Manager be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C9.1 Corporate Performance Report for period 3 - 1 March to 30 June 2018 and C9.2 WasteNet Southland Contract 550 - Right of Extension. 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 Planning and Reporting Analyst be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C9.1 Corporate Performance Report for period 3 - 1 March to 30 June 2018. 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 Strategic Manager Water and Waste be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C9.2 WasteNet Southland Contract 550 - Right of Extension. 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 10.25am.

 

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 11.03am                     CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Finance and Audit Committee HELD ON THURSDAY 30 AUGUST 2018.

 

 

 

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

 

 

 

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


 

Finance and Audit Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Finance and Audit Committee held in the Council Chamber, 15 Forth Street, Invercargill on Monday, 24 September 2018 at 9am – 9.01am, 9.28am – 10.15am, 10.34am to 12.03pm.

 

present

 

Chairperson

Ebel Kremer

 

Mayor Gary Tong

Councillors

John Douglas

 

Paul Duffy

 

Bruce Robertson (External Member)

 

IN ATTENDANCE

 

Chief Executive

Steve Ruru

Group Manager, Services and Assets

Matt Russell

Group Manager, Community and Futures

Rex Capil

Chief Financial Officer

Anne Robson

People and Capability Manager

Janet Ellis

Group Manager, Customer Support

Trudie Hurst

Communications Manager

Louise Pagan

Governance and Democracy Manager

Clare Sullivan

Committee Advisor

Fiona Dunlop

 

 

 

 


 

Adjournment of Meeting

 

 

Moved External Member Robertson, seconded Cr Douglas and resolved that the Finance and Audit Committee adjourn.

 

The meeting adjourned at 9.01am and reconvened at 9.28am.

 

Mayor tong, Councillors Kremer, Douglas and Duffy and external member Bruce Robertson were in attendance when the meeting reconvened.

 

 

1             Apologies

 

There were no apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Cr Douglas, seconded Mayor Tong and resolved:

That the Finance and Audit Committee confirms the minutes of the meeting held on 30 August 2018 as a true and correct record of that meeting.

 


 

 

Reports

 

 

7.1

Health and Safety Update

Record No:       R/18/9/21347

 

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

 

 

Resolution

Moved Chairperson Kremer, seconded Cr Duffy and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Health and Safety Update” dated 18 September 2018.

 

 

7.2

Public View Implementation

Record No:       R/18/8/19570

 

Team Leader, Knowledge Manager – Gillian Cavanagh and Knowledge Officer, Digitisation - Renee Jackman were in attendance for this item.

 

Mrs Cavanagh advised that the public view implementation is part of the property file digitisation project and is also a requirement of territorial authorities under section 216 of the Building Act 2004 to keep reasonably available to the public, information relating to the application and issue of building consents and that section 217 provides the public with the right to access this information.

 

 

Resolution

Moved External Member Robertson, seconded Cr Douglas and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Public View Implementation” dated 6 September 2018.

 

 

7.3

Draft Assumptions and Accounting Policies for the 2019/2020 Annual Plan

Record No:       R/18/9/21327

 

Financial Accountant – Jacobus Meyer and Finance Manager – Sheree Marrah were in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded Mayor Tong and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Draft Assumptions and Accounting Policies for the 2019/2020 Annual Plan” 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)           Endorses the following forecasting assumptions, with any amendments from this meeting for use in the 2019/2020 Annual Plan, including:

 

-      the budgeted interest rate on internal loans will be 4.65% per annum and external borrowings will be 3.65% per annum

-      the budgeted interest rate on reserves will be 3.29% per annum, noting that the  actual rate paid may differ depending on the funds available to pay as interest

 

e)            Endorses the accounting policies as detailed in Attachment A (of the officers report), with any amendments from this meeting for use in the 2019/2020 Annual Plan.

 

 

7.4

Finance and Audit Committee work plan up to 30 June 2019

Record No:       R/18/9/22026

 

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

 

 

Resolution

Moved Mayor Tong, seconded Cr Duffy and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Finance and Audit Committee work plan up to 30 June 2019” dated 18 September 2018.

 


 

 

7.5

Analysis of Actual results to Forecast for the year ended 30 June 2018

Record No:       R/18/8/20197

 

Graduate Accountant – Kate Westenra was in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded Cr Douglas  recommendation a with changes as follows:

That the Finance and Audit Committee:

a)            Receives the report titled “Analysis of Actual results to Forecast for the year ended 30 June 2018” dated 19 September 2018 with changes as follows.

·         Comparative Statement of comprehensive income for the period ending 30 June 2018 District and Local Activities (and attached as appendix 1 to the minutes

·         Roading and Footpaths (activities as outlined in attachment a of the officers report) (and attached as appendix 2 to the minutes).

 

 

7.6

Overall Programme of Projects for 2018/2019 including the Projects Proposed to be Carried Forward from 2017/2018

Record No:       R/18/8/19550

 

Management Accountant – Susan McNamara was in attendance for this item.

 

 

Resolution

Moved Cr Duffy, seconded Mayor Tong and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Overall Programme of Projects for 2018/2019 including the Projects Proposed to be Carried Forward from 2017/2018” dated 18 September 2018.

 

The meeting adjourned for morning tea at 10.15am and reconvened at 10.34am.

 

Mayor Tong, Councillors Kremer, Douglas and Duffy and external member Bruce Robertson were present when the meeting reconvened.

 

7.7

Draft unaudited Annual Report 2017/2018

Record No:       R/18/9/21598

 

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

 

Audit New Zealand Audit Director – Ian Lothian and Audit Manager – Jenna Hills were also present.

 

 

Resolution

Moved Chairperson Kremer, seconded Cr Douglas and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Draft unaudited 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)           Recommends to Council that it adopts the Annual Report 2017/2018 incorporating any amendments agreed at this meeting, at its meeting on 25 September 2018.

 

 

7.8

Final Management Report from Audit New Zealand for the year ended 30 June 2018

Record No:       R/18/9/21331

 

Financial Accountant – Jacobus Meyer was in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded External Member Robertson and resolved:

That the Finance and Audit Committee:

a)            Receives the report titled “Final Management Report from Audit New Zealand for the year ended 30 June 2018” dated 18 September 2018.

 


 

 

Public Excluded

 

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

Resolution

Moved Chairperson Kremer, seconded Cr Duffy and resolved:

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

C8.1 Quarterly risk register update - September 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

 

Quarterly risk register update - September 2018

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)(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, Services and Assets, Group Manager, Community and Futures, Chief Financial Officer, Group Manager, Customer Support, Committee Advisor, Governance and Democracy Manager and Communications Manager be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C8.1 Quarterly risk register update - September 2018. 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 Planning and Reporting Analyst be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C8.1 Quarterly risk register update - September 2018. 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 11.32am.

 

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 12.03pm.                   CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Finance and Audit Committee HELD ON MONDAY 24 SEPTEMBER 2018.

 

 

 

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

 

 

 

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


 

 

APPENDIX 1

 

 

 


 

APPENDIX 2

 


 

Services and Assets Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Services and Assets Committee held in the Council Chambers, 15 Forth Street, Invercargill on Thursday, 26 July 2018 at 9am.

 

present

 

Chairperson

Brian Dillon

 

 

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Nick Perham

 

 

IN ATTENDANCE

 

Group Manager, Services and Assets

Matt Russell

Committee Advisor

Fiona Dunlop

Publications Specialist

Chris Chilton

 


1             Apologies

 

There were apologies from Councillors Paterson

 

Resolution

Moved Cr Macpherson, seconded Cr Harpur  and resolved:

That the  Services and Assets Committee accept the apology.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no extraordinary or urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Chairperson Dillon, seconded Cr Kremer and resolved:

That the Services and Assets Committee confirms the minutes of the meeting held on 9 May 2018 as a true and accurate record of that meeting.

 

 

Reports

 

 

7.1

IFS Growth Forest Manager's Report of Forestry Activity for the period 1 April to 30 June 2018

Record No:       R/18/7/16381

 

IFS Growth Forest Manager – Reece McKenzie was in attendance for this item.

 

 

Resolution

Moved Cr Harpur, seconded Cr Macpherson  and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “IFS Growth Forest Manager's Report of Forestry Activity for the period 1 April to 30 June 2018” dated 16 July 2018.

 

 

7.2

Roading Operations June 2018

Record No:       R/18/6/15318

 

Strategic Manager Transport - Hartley Hare and Commercial Lead Roading – Dylan Rabbidge were in attendance for this item.

 

 

Resolution

Moved Cr Ford, seconded Cr Kremer  and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Roading Operations June 2018” dated 16 July 2018.

 

 

7.3

Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for May 2018

Record No:       R/18/6/15384

 

Operations Manager – Bill Witham was in attendance for this item.

 

 

Resolution

Moved Cr Perham, seconded Cr Baird and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for May 2018” dated 16 July 2018.

 

 

7.4

Update on Contract Status

Record No:       R/18/7/16052

 

Contracts Administrator – Trudy Saunders was in attendance for this item.

 

 

Resolution

Moved Cr Frazer, seconded Cr Keast and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Update on Contract Status” dated 16 July 2018.

 

 

 

 

 

 

The meeting concluded at 10.14am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Services and Assets Committee HELD ON THURSDAY 26 JULY 2018.

 

 

 

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

 

 

 

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


 

Services and Assets Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Services and Assets Committee held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 5 September 2018 at 9.01am.

 

present

 

Chairperson

Brian Dillon

 

 

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

Nick Perham

 

 

IN ATTENDANCE

 

Group Manager, Services and Assets

Matt Russell

Group Manager, Environmental Services

Bruce Halligan

Chief Financial Officer

Anne Robson

Group Manager, Customer Support

Trudie Hurst

Communications Manager

Louise Pagan

Governance and Democracy Manager

Clare Sullivan

Committee Advisor

Fiona Dunlop

 

 

 


1             Apologies

 

Apologies for absence were received from Councillors Frazer and Harpur and an apology for an early departure was received from Councillor Baird.

 

Moved Chairperson Dillon, seconded Cr Macpherson and resolved:

That the Services and Assets Committee accepts the apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Cr Kremer, seconded Cr Keast and resolved:

That the Services and Assets Committee confirms the minutes of the meeting held on Wednesday 26 July 2018 as a true and correct record of that meeting.

 

Reports for Resolution

 

 

7.1

Dipton Forest Tree Blanking

Record No:       R/18/8/20139

 

Group Manager, Services and Assets – Matt Russell was in attendance for this item.

 

 

Mr Russell advised that the purpose of the report was to seek unbudgeted expenditure to remove and replant approximately 15,000 dead trees covering an area of approximately 31 hectares in the Dipton Forest. This equates to roughly 16% of the 93,000 trees planted last year.

The Meeting noted that due to the uncharacteristically warm summer months in the 2017/2018 financial year, a significant number of trees planted last year in Dipton Forest have died and require removal and replanting.

Mr Russell further advised that in order to ensure the trees are able to be managed in line with the rest of the stock planted last year, these trees need to be replaced this season.

The Meeting also noted that blanking contingency is generally budgeted for at approximately $50/ha on the previous years planted area. Anecdotally, there is little or no blanking required from year to year. As such unbudgeted expenditure is sought to allow this work to be undertaken.

 

Resolution

Moved Cr Kremer, seconded Cr Duffy recommendations a to c and d with an addition (as indicated) and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Dipton Forest Tree Blanking” dated 31 August 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 $15,948.28 to remove and replant approximately 31 hectares of dead stock at the Dipton Forest to be funded from the forestry reserves.

 

 

Reports

 

8.2

Roading Operations July 2018

Record No:       R/18/8/18862

 

Commercial Lead – Dylan Rabbidge were in attendance for this item.

 

 

 

 

 

 

Resolution

Moved Cr Perham, seconded Cr Douglas and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Roading Operations July 2018” dated 28 August 2018.

 

 

8.1

Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for July 2018

Record No:       R/18/7/18158

 

Operations Manager Water and Waste Services – Bill Witham was in attendance for this item.

 

 

Resolution

Moved Cr Baird, seconded Cr Macpherson and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for July 2018” dated 27 August 2018.

 

 

8.3

Update on Contract Status

Record No:       R/18/8/19215

 

Group Manager, Services and Assets – Matt Russell was in attendance for this item.

 

 

Resolution

Moved Cr Paterson, seconded Cr Baird and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Update on Contract Status” dated 28 August 2018.

 

 

Public Excluded

 

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

Resolution

Moved Cr Ford, seconded Cr Keast and resolved:

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

C9.1 WasteNet Southland Contract 550 - Right of Extension

C9.2 Acceptance of a tender for grazing of the North Makarewa recreation reserve

 

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

 

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.

 

Acceptance of a tender for grazing of the North Makarewa recreation reserve

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)(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.

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 Group Manager, Services and Assets, Group Manager, Environmental Services, 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 C9.1 WasteNet Southland Contract 550 - Right of Extension and C9.2 Acceptance of a tender for grazing of the North Makarewa recreation reserve. 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 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 C9.1 WasteNet Southland Contract 550 - Right of Extension. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to that matter because of their knowledge on the issue being discussed.

 

That Strategic Manager Property be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C9.2 Acceptance of a tender for grazing of the North Makarewa recreation reserve. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to that matter because of their knowledge on the issue being discussed.

 

The public were excluded at 9.46am.

 

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

 

 

The meeting concluded at 10.26am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Services and Assets Committee HELD ON WEDNESDAY 5 SEPTEMBER 2018.

 

 

 

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

 

 

 

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


 

Edendale-Wyndham Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Edendale-Wyndham Community Board held in the Memorial Hall, Balaclava Street, Wyndham on Tuesday, 24 April 2018 at 7.30pm.

 

present

 

Chairperson

Pam Yorke

 

Deputy Chairperson

Denise Fodie

 

Members

David McKenzie

 

 

Andrew Roy

 

 

Melanie Shepherd

 

 

Calvin Wood

 

 

Councillor Paul Duffy

 

 

IN ATTENDANCE

 

Group Manager, Customer Support

Trudie Hurst

Committee Advisor

Fiona Dunlop

Community Partnership Leader

Michelle Stevenson

 


1             Apologies

 

There were no apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Shepherd and resolved:

That the Edendale-Wyndham Community Board confirms the minutes of held on 27 February 2018 as a true and correct record of that meeting.

 

Reports

 

 

7.1

Council Report

Record No:       R/18/4/8703

 

Community Partnership Leader – Michelle Stevenson was in attendance for this item.

 

Councillor Duffy and Miss Stevenson took the Board through the report.

 

Councillor Duffy and Miss Stevenson particularly highlighted the following:

·         water issues

·         freedom camping

·         climate change

·         Civil Defence review

·         Southland Regional Development Agency

·         Tuawhenua – Provincial Growth Fund

·         Te Anau wastewater

·         national planning standards

·         Ouvea premix

·         2018-2028 Long Term Plan

·         community organisation and volunteer sector shared services pilot

·         representation review

·         Venture Southland and community development business survey

·         dog control

·         environmental health

·         customer Support

·         alternative Coastal Route Seal Extension Project

·         strategic roading local update (Mataura Island Titiroa Bridge, Alma/Ferry Streets intersection, LED lighting in Edendale and Wyndham completed, Ferry Road/Edendale Wyndham Road pavement rehabilitation

·         Edendale hall sale

·         removal of trees outside 6 Hunter Street and Edendale playground on Seaward Road.

 

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Wood and resolved:

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Council Report” dated 6 April 2018.

 

 

7.2

Update on Customer Services

Record No:       R/18/3/6242

 

 

 

Group Manager, Customer Support – Trudie Hurst was in attendance for this item.

 

Mrs Hurst discussed with the Board the vision for customer services in the Wyndham and Edendale area.

 

Chairs Report

 

Chair Yorke to update members on matters that she has been involved with since the last meeting of the Board.

 

She particularly highlighted:

·         interest from the College to develop the north end of the wildlife refuge

·         attended meetings for the upcoming representation review with Board member Shepherd

·         reported on concerns with the budgets for the Edendale and Wyndham areas

·         new gardeners have commenced work

·         concern with the structural integrity of the war memorial archway at the Wyndham camping ground

·         electricity issues at the Wyndham camping ground

·         Wyndham museum successful in getting a pilot programme for cataloguing their collection

 

 

Councillor's Report 

 

Councillor Duffy to update members on matters from around the District Council table.

 

He had previously highlighted some issues in the Council report and also highlighted the following items of interest:

·         submissions to the Long Term Plan have been heard by Council

·         flag tracks system for putting flags/banners on power poles is to be installed in the Edendale and Wyndham townships

·         been to Winton (outback Queensland Australia) for the opening of the Waltzing Matilda Centre

 

 

Next meeting

 

The Board noted that there will be meetings of the Board as follows:

·         Wednesday 30 May 2018, 7.30pm in the Staff Room, Edendale School, Salford Street, Edendale

·         Tuesday 26 June 2018, 7.30pm at the Edendale Presbyterian Church, Corner of Melvin and Brydone Streets, Edendale.

 

 

The meeting concluded at 10.05pm.                   CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Edendale-Wyndham Community Board HELD ON TUEDSAY 24 APRIL 2018.

 

 

 

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

 

 

 

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


 

Edendale-Wyndham Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Edendale-Wyndham Community Board held in the Edendale Presbyterian Church, Corner Brydone and Melvin Streets, Edendale on Tuesday, 26 June 2018 at 7.30pm.

 

present

 

Chairperson

Pam Yorke

 

Deputy Chairperson

Denise Fodie

 

Members

David McKenzie

 

 

Melanie Shepherd

 

 

Calvin Wood

 

 

Councillor Paul Duffy

 

 

IN ATTENDANCE

 

Committee Advisor

Fiona Dunlop

Community Partnership Leader

Kelly Tagg

Community Engineer

Shaun Holland

 


1             Apologies

 

There were apologies from Andrew Roy.

 

Resolution

Moved Member McKenzie, seconded Deputy Chairperson Fodie  and resolved:

That the Edendale-Wyndham Community Board accept the apology.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Member McKenzie, seconded Member Shepherd and resolved:

That the Edendale-Wyndham Community Board confirm the minutes of the meeting held on held on 30 May 2018 as a true and accurate record of that meeting

 

Reports

 

 

7.1

Stormwater and Wastewater Update from Officers

 

 

 

Project and Programme Manager, Water and Waste Services – Bevan McKenzie was in attendance for this item.

 

Mr McKenzie updated the Board on the water and wastewater services. 

 

 

He advised that:

·         a meter is to be installed in the area to measure water usage in the Edendale and Wyndham areas

·         night time water usage is increasing and will be investigated to see if there is a leak in the system over the coming months.

·         a draft consent for Edendale water is in progress and that it involves obtaining two dry weather samples and one wet weather sample at each of the four outlets .

 

 

7.2

Council Report

Record No:       R/18/6/13484

 

Community Partnership Leader – Kelly Tagg was in attendance for this item.

 

She took the Board through the report and highlighted the following from the report:

·         Water issues

·         Community organisation and volunteer sector shared services pilots

·         Catchment group

·         Southland museum consultation

·         Venture Southland Community Development

·         Operations and Community Services

 

 

Resolution

Moved Deputy Chairperson Fodie, seconded Member Shepherd and resolved:

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Council Report” dated 15 June 2018.

 

 

 

Chair's Report

Chair Yorke updated members on matters that she has been involved with since the last meeting of the Board.  Her full report is attached as appendix 1 to the minutes.

 

She particularly highlighted:

·                Attending a meeting in Invercargill with numerous Council officers at which various matters were discussed.  These included

o      Electricity issues at te Wyndham camping ground

o      Memorial archway at the Wyndham camping ground

o      Levels of service provided by Council contractors

·         Development the north end of the wildlife refuge by the College

·         Skate park proposal

·         Attended the Council meeting on 18 June 2018 when the Council met to hear the oral submissions to the 2018 representation review initial proposal and also the deliberations following the oral submissions

·         Project Ark which is the Wyndham museum cataloguing their collection

 

During the Chairs report, officers advised that they had received a quote from Bonisch Consultants regarding the Menzies memorial arch.  The Board are keen to progress the matter.

 

The Chair also advised that she had been asked by the Council’s Strategic Property Manager if the Board would allow Fonterra to expand its boundary and take in some of the Edendale Recreation reserve.  This raised the issue of the intention of use for the reserve and that it was “gifted” for a specific use.

 

Resolution

Moved Chairperson Yorke, seconded Member Wood and resolved:

That the Edendale-Wyndham Community Board:

1.         Request that Officers prepare a report seeking approval for payment of a report from Bonisch Consultants for the structural assessment of Menzies Memorial arch for approval as unbudgeted expenditure from general reserves for consideration at the Board’s next meeting.

2.         Request that a report be prepared on the history of the Edendale Recreation reserve to allay concerns over the intention of use of the ground and how Southland District Council acquired the land.

 

 

Councillor's Report

 

Councillor Duffy to update members on matters from around the District Council table.

 

He highlighted the following items of interest:

·         The approval of the 2018/2028 Long Term Plan

·         Attended an emergency preparedness meeting which had been organised by Emergency Management Southland

·         Attended the recent Te Rōpū Taiao meeting

·         Council had approved the collection of dog registration fees on-line.

 

 

Next Meeting

 

The Board noted that the next meeting is scheduled for 7.30pm on Tuesday 28 August 2018 at the Memorial Hall Wyndham, Balaclava Road, Wyndham.

 

 

The meeting concluded at 10.08pm.                   CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Edendale-Wyndham Community Board HELD ON TUESDAY 26 JUNE 2018.

 

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

 

 

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


 

 

APPENDIX 1

 

Chairperson’s Report June 2018

 

A letter has been received from Wyndham Bowling Club asking to remove the Macrocarpa hedge on the West side of their permanent fence, for reasons outlined.  This was just to take it down to half the size.

 

History:  We have asked previously and they haven’t been interested.

 

Advised/asked them about full removal as we really don’t want to have to pay twice, ie remove half of hedge, then still have to trim it.

 

They have agreed, that full removal would be good, up to where their fence ceases.

We have asked for pricing to see, if it can fit in the next years projects, if there are any surplus’s, or whether it has to go into next years budget as a project.

 

After the last Community Board meeting, I had another list of concerns, of which I met at Southland District Council on the 8th May 2018 with 11 staff members, I’m pleased I didn’t feel intimidated.

 

Issues were:

 

Camping Ground – Reserves, power costs and who pays, lease arrangements, accountancy issues.

Result: Power being sorted with both the Edendale Rugby Football Club and Camping Ground, invoices for power being sent to Leasee, cost to upgrade camping ground won’t be as much now that 2 years’ worth of power has been invoiced approx. $10,000.

All power is being put into respective groups names.

Camping Ground upgrade was passed at Council level.

 

Memorial Arch – where to from here ie responsibility costs etc.

I have a report on costings to get assessed, not really answered, we could ask Council to pay for this, or maybe a contribution from the Ward.

At least to see the recommendations.

 

Budgets/Board Finances/Level of Service

Once I convinced staff that it was for information only, but we should be allowed no know what level of service is getting delivered, then knowing if we want to increase this level, we got on a lot better.

 

Gardens and costs associated – we agreed to disagree around costings first price received I believe is too expensive, as there is a component of travelling in this.

We have arranged for a local to quote now as well.

Southland District Council – think that the price is what it is, I don’t without proof.

 

Wyndham Wildlife Refuge – Mr Hustler has moved to the second stage of funding where he was eligible for $25,000 so I arranged a meeting with himself, the school, Department of

 

Conservation, Environment Southland, and Southland District Council Reps including myself and our two Councillors.

It was a great discussion and everybody hopefully understands the boundaries and responsibilities and what is required.  We emphasized with the College succession planning, ie we don’t want a half completed project, if a teacher leaves someone else must take it on.

 

Project Ark – Have met with David Luoni again, and he is working through which venue is more suitable.  He asked about having the meeting room modernized if he paid some rental up front, ie new floor coverings, paint, remove big table etc.

I think this is a great idea.  I have also been in touch with Trudie Hurst from Southland District Council – who spoke to us re Library update at the last meeting.

Going back to the Hall would be Plan B with the Library issues, so have discussed with her if that happened, what modernization they would require, so we won’t double up.

 

Skate Park Proposal – Interested parties have met with a rep from Venture Southland, and the first point of action is to put out a questionnaire/survey to all surrounding districts, regarding this proposal.

This will be analysed then a public meeting held if there is interest to elect a committee etc.

 

Representation Review:

 

Denise presented the community boards submissions at the hearings.  Lots of people submitted on The Community Development Area Subcommittee issues, but this wasn’t actually what the hearing issues were about.  The panel has now put recommendations to Council, which will be tabled at the 11 July 2018 meeting.

 

Payment/Donation to be made to Edendale Presbyterian Church and Wyndham Hall for meeting room hire.

 

 


 

Edendale-Wyndham Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Edendale-Wyndham Community Board held in the Memorial Hall, Balaclava Street, Wyndham on Tuesday, 28 August 2018 at 7.30pm.

 

present

 

Chairperson

Pam Yorke

 

Deputy Chairperson

Denise Fodie

 

Members

David McKenzie

 

 

Andrew Roy

 

 

Melanie Shepherd

 

 

Calvin Wood

 

 

Councillor Paul Duffy

 

 

IN ATTENDANCE

 

Governance and Democracy Manager

Clare Sullivan

 


1             Apologies

 

There were no apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Member Wood, seconded Deputy Chairperson Fodie and resolved:

That the Edendale-Wyndham Community Board  confirms the minutes the meeting  held on 26 June 2018 as a true and accurate record of that meeting.

 

Reports for Resolution

 

 

7.1

Review of Rentals - Wyndham Recreation Reserve

Record No:       R/18/6/13605

 

1          Community Engineer – Shaun Holland and Services and Assets General Manager -  Matt Russell were in attendance for this item.  It was noted that the purpose of this report is to review the rentals paid by the groups occupying the Wyndham recreation reserve as these were last set in July 2014.

Rates have been charged on the Wyndham recreation reserve for quite a number of years given that the property is primarily occupied by numerous sporting organisations and clubs. Historically the position of the previous Community Boards has been that these groups should be paying a majority of the rates for the reserve given that the charges exist because of their occupation.

3          The charges have not been reviewed since July 2014 and with the lease requirement to review the rental for the Wyndham Racecourse it is considered appropriate to review all rentals at the same time.

 

Resolution

Moved Member McKenzie, seconded Member Roy  recommendations a to d and new and e to g (as indicated) resolved:

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Review of Rentals - Wyndham Recreation Reserve.” dated 20 August 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 set the annual rentals for the occupation of the Wyndham recreation reserve  commencing 1 July 2018 to be: (all plus GST)

 

       Menzies Netball                                               $432.00

       Menzies College Rugby                               $360.00

       Wyndham Rugby                                             $432.00

       Wyndham Bowling                                         $144.00

       Wyndham Golf                                               $1350.00

       Wyndham Racecourse                               $2700.00

       D Diprose (Recreation reserve)              $360.00

       D Diprose Wildlife refuge                           $300.00

 

e)          Requests that staff send a letter of explanation to all groups involved advising of the increases and the process involved.

 

f)           Requests that future reviews are done in alignment with the Long Term Plan for both Edendale and Wyndham.

 

g)          Requests that staff consider adding a clause to all leases to review the rentals at an appropriate time.

 

Note: Councillor Duffy declared an interest in the Wyndham Racecourse and Chair Yorke in Menzies Netball but both still took part in the decision.

 

 

Reports for Recommendation

 

 

8.1

Menzies Memorial Arch - Unbudgeted Expenditure, Acceptance of Quote to Repair

Record No:       R/18/7/18129

 

Community Engineer Shaun Holland was in attendance for this item which was to seek approval from the Board to accept the estimate from Bonisch Consultants to provide a structural integrity report on the Memorial Arch located on Menzies Drive, Wyndham and endorse the application to the New Zealand Lotteries Commission for funding.

 

Resolution

Moved Chairperson Yorke, seconded Member Shepherd and resolved:

That the Edendale-Wyndham Community Board:

a)            Receives the report titled “Menzies Memorial Arch - Unbudgeted Expenditure, Acceptance of Quote to Repair” dated 23 August 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)           Accept/decline the quote (Option 2) from Bonisch Consultants of $8,500.00 + GST, for a structural integrity report on the Memorial Arch located on Menzies Drive, Wyndham.

 

e)            Approve the application to the New Zealand Lotteries Commission to cover the costs of the Structural Integrity Report.

 

f)             Approve any residual funding in part, or full, for the Structural Integrity Report subject to the outcome of the Lotteries Commission Application from the General Reserves.

 


 

 

Reports

 

 

9.1

Council Report

Record No:       R/18/8/19332

 

Councillor Duffy took the Board through the report and highlighted the following:

  • Water issues – in particular the matters likely to be of concern  to local authorities and their communities
  • Local Government funding Inquiry
  • Climate change and the proposed Zero Carbon Bill
  • Internat