Notice is hereby given that an Ordinary Meeting of Southland District Mararoa Waimea Ward Committee will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Thursday, 1 November 2018

9am

Council Chamber
15 Forth Street
Invercargill

 

Mararoa Waimea Ward Committee Agenda

OPEN

 

 

MEMBERSHIP

 

Councillors

Brian Dillon

 

 

John Douglas

 

 

Ebel Kremer

 

 

Mayor Gary Tong

 

 

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


 


Mararoa Waimea Ward Committee

01 November 2018

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                3

2             Leave of absence                                                                                                                                                3

3             Conflict of Interest                                                                                                                                             3

4             Public Forum                                                                                                                                                         3

5             Extraordinary/Urgent Items                                                                                                                        3

6             Confirmation of Minutes                                                                                                                               3

Reports

7.1         Financial Report to Mararoa Waimea Ward for the year ended 30 June 2018               9

7.2         Direction-setting for Annual Plan 2019/2020                                                                                 15

 


Mararoa Waimea Ward Committee

01 November 2018

 

1             Apologies

 

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

 

2             Leave of absence

 

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

 

3             Conflict of Interest

 

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

 

4             Public Forum

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

 

5             Extraordinary/Urgent Items

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

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

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

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

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

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

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

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

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

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

 

6             Confirmation of Minutes

6.1         Meeting minutes of Mararoa Waimea Ward Committee, 18 October 2017


 

Mararoa Waimea Ward Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Mararoa Waimea Ward Committee held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 18 October 2017 at 3.55pm.

 

present

 

Chair

Mayor Gary Tong

 

 

 

 

Councillors

Brian Dillon

 

 

John Douglas

 

 

Ebel Kremer

 

 

 

 

 

IN ATTENDANCE

 

Councillors Stuart Baird, Paul Duffy, Brian Ford, Darren Frazer, George Harpur, Julie Keast, Gavin Macpherson, Nick Perham and Neil Paterson.

 

Chief Financial Officer (Anne Robson), Governance and Democracy Manager (Clare Sullivan) Graduate Accountant (Kate Westenra), Communications Manager (Louise Pagan) Community Partnership Leader


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

 

There were no minutes for confirmation.

 

Reports - Policy and Strategy

 

 

7.1

Local Budgets for the Long Term Plan 2018-28

Record No: R/17/10/24555

 

Anne Robson and Kate Westenra presented the report.  The committee discussed recommending increasing the rates as noted in the report but with the proviso that it may use interest from its reserves to offset the rates.

 

 

Resolution

Moved Cr Dillon, seconded Cr Kremer and resolved:

That the Mararoa Waimea Ward Committee:

a)            Receives the report titled “Local Budgets for the Long Term Plan 2018-28” dated 13 October 2017.

 

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 following rates and charges (including GST) for the year commencing 1 July 2018 be included in the 2018-2028 Long Term Plan.

Rate

Rate GST inclusive

Mararoa Waimea Ward Rate

$159,921

 

e)            Identifies any issues/priority projects for the local area that need to be included in the 2018-2028 Long Term Plan consultation process to encourage feedback from the local community (to be discussed at the meeting, and advised if any).

 

 

 

Reports - Operational Matters

 

 

8.1

Financial Report to Mararoa Waimea Ward for the year ended 30 June 2017

Record No: R/17/10/24378

 

Anne Robson and Kate Westenra presented the report.  Following discussion staff advised that they will update the table under paragraph 7 of the report.  

 

 

Resolution

Moved Cr Kremer, seconded Cr Douglas and resolved:

That the Mararoa Waimea Ward Committee:

a)            Receives the report titled “Financial Report to Mararoa Waimea Ward for the year ended 30 June 2017” dated 13 October 2017.

 

 

The meeting concluded at 4.35pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Mararoa Waimea Ward Committee HELD ON WEDNESDAY 18 OCTOBER 2017.

 

 

 

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

 

 

 

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

 


Mararoa Waimea Ward Committee

1 November 2018

 

Financial Report to Mararoa Waimea Ward for the year ended 30 June 2018

Record No:             R/18/10/23876

Author:                      Kate Westenra, Graduate Accountant

Approved by:         Anne Robson, Chief Financial Officer

 

  Decision                                        Recommendation                                  Information

 

 

 

1        Audit NZ completed its review of Councils finances in September, with Council approving the 2017-18 Annual Report in late September.  As such this report represents the final results for the Ward for the year.

Community financial performance for the year

2        The graph above shows what actually happened (Actuals), what the original budget was (Original annual budget) and then what was expected to occur by year end (Reforecast annual budget) for each of the Income, Expenditure, and Capital Expenditure categories.

3        The ‘Reforecast’ totals show the effect of unbudgeted expenditure, projects that have been put on hold or are to be completed in 2018/2019 and/or expected changes to income and operating expenditure over the year.

4        Any significant variances between the ‘Actual’ and ‘Original budget’ totals are explained below. The details are provided in the attached annual report figures.

 

Significant Variances to the Annual Budget

Income

5        Overall income was lower than expected. Interest on reserves was $4,807 less than budgeted, this is due to the actual interest rate of 3% being lower than the budgeted interest rate of 4.19%.

Expenditure

6        Overall expenditure was $19,498 over budget based on the below details.

7        Total grants given was $20,000 against a budget of $5,000. This is made up of:

-     $5,000 to the Hollyford Conservation Trust

-     $5,000 to the Lumsden Railway Heritage upgrade

-     $10,000 to the Godzone event

8        Total general project costs incurred was $19,537 against a budget of $15,000. Significant items that make this up:

-     $6,016 - Lumsden Railway rubbish collection

-     $1,070 - Lumsden Toilets rubbish collection

-     $  533 - Mossburn Toilet rubbish collection

-     $1,311 - Jollies Hill rubbish collection

-     $4,343 - Mossburn walking track

-     $4,090 - Powerline tree clearance at Balfour and Mossburn

-     $1,737 - Mossburn Hall night light

9        The over spend was funded by the Ward reserves.

Capital Expenditure

10      The minor road improvements project of $100,000 was not carried out during the 2017/18 year and has been carried forward to the 2018/2019 financial year.

 


 

Financial Considerations

Development and Financial Contributions

11      Contributions are collected to fund community growth projects. The use of these funds are considered by Council staff when projects are in the planning stage. Certain policy and legislative requirements must be met before these contributions can be applied to projects.

12      The total balance of Development and Financial contributions for your community as at
30 June 2018 is in the table below. 

 

Ward

Parks

Te Anau

$1,556

Waikaia

$762

Mararoa Waimea

$1,568

 

Reserves

13      Interest has been allocated to the reserve accounts. Interest is calculated on the average balance of the reserves for the year at an interest rate of 3%. The budgeted interest rate was 4.19%.

 

Mararoa Waimea Ward

Schedule of Reserve Balance

 

Recommendation

That the Mararoa Waimea Ward Committee:

a)            Receives the report titled “Financial Report to Mararoa Waimea Ward for the year ended 30 June 2018” dated 25 October 2018.

 

 

Attachments

a             Mararoa Waimea Ward Annual Report figures for the year ended 30 June 2018    

 


Mararoa Waimea Ward Committee

01 November 2018

 


 


Mararoa Waimea Ward Committee

1 November 2018

 

Direction-setting for Annual Plan 2019/2020

Record No:             R/18/10/24433

Author:                      Chantelle Subritzky, Corporate Performance Lead

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of this report is to confirm the direction determined for the 2nd year of the LTP.

2        This report provides an overview of the forecasted projects and services for the Mararoa Waimea Ward in 2019/2020.  It includes any variations from what was anticipated in year two of the Long Term Plan 2018-2028 (“LTP”).   

Executive Summary

3        The direction-setting provided by the Mararoa Waimea Ward Committee will be incorporated into the Council’s Draft Annual Plan for 2019/2020.  If consultation is required, this will occur in February 2019 and March 2019. 

4        Once the plan is finalised (and subject to any changes resulting from submissions), the direction given for 2019/2020 will be used to set rates for the year beginning 1 July 2019.

5        It is recognised that extraordinary projects or changes to the level of service may be needed outside of the LTP process.  The Annual Plan process is an opportunity to raise these extraordinary projects or events, to ensure the on-going needs of the community are being met.

6        Council has streamlined its 2019/2020 Annual Plan process with all Community Boards and Community Development Area Subcommittees, whereby all extraordinary projects for the local area were requested by Council in a project plan template prior to 21 September, and as appropriate included in the 2019/2020 Annual Plan.

7        In the next Annual Plan direction-setting (2020/2021) Council will apply this to the Ward Committees also, so that robust scoping and planning can be undertaken to ensure any projects identified are both meeting the strategic priorities of Council, and are correctly costed.

8        The Mararoa Waimea Ward have the following variances identified for year two of the LTP:

·    No change to the overall budget

·    The Ward Councillors are provided with $5,000 each to use for community development, grant or other projects within their ward. In the 2019/2020 financial year, Cr Kremer has allocated $1,000 towards a remembrance seat at Manapouri. The seat will be property of council and maintained by the Manapouri CDA.

9        Staff recommend Option 1 to accept the budgets as proposed in this report.

10      Following the recommendations made to Council, any variances will be summarised in Council’s Draft 2019/2020 Annual Plan.  If there are significant or materially different variances from the LTP, these will be included in a consultation document and released for consultation in February 2019. 

11      The final Annual Plan including changes made as a result of consultation, will be adopted by Council in June 2019.

 

 

1                Recommendation

That the Mararoa Waimea Ward Committee:

a)            Receives the report titled “Direction-setting for Annual Plan 2019/2020” dated 25 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)           Approves variations in the Mararoa Waimea Ward budgets from year two of the Long Term Plan. 

 

e)            Agrees that the budgets for the year commencing 1 July 2019 be adopted for inclusion in the Council’s Draft 2019/2020 Annual Plan (subject to any minor amendments made at this meeting).

 

f)             Requests the setting of the following rates and charges (including GST) for the year commencing 1 July 2019 based on the approved budgets in (e) above.

 

Rate Description     

Rate (GST Incl)

Mararoa Waimea Ward Rate

$103,621

 

g)           Approves $1,000 from Councillor Kremer’s allocation of $5,000 for a remembrance seat at Manapouri.

 

Background

12      The Annual Plan process ensures that planned community projects and rates align with the Long Term Plan (LTP) strategic vision. The LTP community outcomes for Southland district are:

·    proud, connected communities that have an attractive and affordable lifestyle

·    resilient communities that leave a legacy for tomorrow

13      The purpose of this report is to confirm the direction determined for the 2nd year of the LTP. 

14      It is recognised that extraordinary projects or changes to the level of service may be needed outside of the LTP process.  The Annual Plan is an opportunity to raise these extraordinary projects or events, to ensure the on-going needs of the community are being met.

15      The draft budgets for the Mararoa Waimea Ward for 2019/2020 have been based on forecasted information from year two of the Long Term Plan 2018-2028.

Overview of the process:

 

Issues

16      There are no significant changes from what was originally included in year two of the LTP.

District Funding of Water and Wastewater

17      Council’s water and wastewater activities are funded by a fixed rate across the district for properties connected or able to be connected to a Council scheme.   Decision making is the responsibility of the Council rather than community boards or community development area subcommittees (CDA’s), however community boards and CDA’s are kept informed of planned projects as well as those in progress.

District Funding of Library Services

18      Council operates 10 libraries across the district which historically were funded by a mix of district and local rates.  In the 2018-2028 LTP Council, with the support of the community, decided to fund 100% of all library services across the district from the Uniform Annual General Charge.  This has resulted in all ratepayers paying the same amount towards library services, irrespective of where they live.

Setting all Community Board/Community Development Area Subcommittee rates as Uniform Targeted Rates (UTRs)

19      In the 2018-2028 LTP, Council with the majority of the community’s support, decided to assess local rates for Riverton/Aparima, Otautau, Stewart Island/Rakiura, Tuatapere, Mossburn and Waikaia as uniform targeted rates, with variances as required.

20      Council made this change because there was no consistent approach to local community board and community development area subcommittee rating, despite the fact that each local rate was being used to fund similar activities and services in their local communities.

21      This has resulted in all ratepayers in each community paying the same amount towards their local services, irrespective of the value of their property.  Te Anau and Tuatapere community boards will continue to apply variances to rural properties (both) and commercial properties (Te Anau only).

Stormwater Consenting Update

22      Council currently has discharge applications lodged with Environment Southland for a number of townships across the District.   It is a requirement from Environment Southland that such discharges are consented in line with other authorities within the region.

23      In late 2017, Council received draft consent conditions for Balfour, Brown, Lumsden, Mossburn, Riversdale, Tokanui and Waikaia and accordingly project and monitoring budgets were reduced in the 2018-2028 LTP.  For all other communities, as at the date of this report Council are still waiting on the draft consents and their associated requirements.

24      Stormwater costs are the responsibility of each local community, and therefore the outcome of any hearing and the subsequent monitoring and capital costs will need to be funded by the relevant community.

Factors to Consider

Legal and Statutory Requirements

25      The Annual Plan 2019/2020 is a requirement of the Local Government Act 2002 and is also closely aligned with the Local Government (2002) Rating Act.

Community Views

26      There are no changes to the proposed direction setting for the Mararoa Waimea Ward.

27      Any significant issues affecting local communities may be included in the official consultation document which will be publicly available.  The consultation document will be available to households throughout the District.

Assumptions made in preparing the Budgets

28      All assumptions that were made when preparing the LTP have been applied in these budgets including the interest rate on borrowings.  The interest rate applicable to community borrowings has been held consistent with the 2018-2028 LTP at 4.65%.  This interest rate is based on the average BNZ three year fixed interest rate at the time of setting the LTP assumptions.   

29      Interest on community reserves (monies held on reserve by the community for various purposes) has been calculated at 3.29% on the average of these balances at year end and is consistent with the 2018-2028 LTP.   

30      Inflation rates have also been kept consistent with BERL rates adopted in the 2018-2028 LTP.

Fees and Charges

31      As part of the 2019/2020 Annual Plan process, Council are required to set all Council related fees and charges.

32      Council has a legislative requirement to publish all fees and charges imposed by Council or Council committees.  This is achieved by way of Council’s annual Fees and Charges booklet. The Fees and Charges booklet is a single document where ratepayers and Council staff can locate all charges in one place for the relevant financial year.  The 2019/2020 Fees and Charges booklet is currently being prepared and will take effect from 1 July 2019.

Policy Implications

33      There are no policy implications in the direction setting for the Annual Plan 2019/2020.

Analysis

Options Considered

34      Council staff have reviewed the original LTP outcomes and revised as necessary.

35      There are two options to be considered in this report:

·    option 1 is to accept the budgets as proposed in this report

·    option 2 is to amend the budgets proposed in this report.

Analysis of Options

Option 1 – Accept the budgets as proposed in this report

Advantages

Disadvantages

·        ensures that community outcomes are met

·        enables an Annual Plan to be compiled in with in the set timeframe.

·        the cost and associated funding for preparing and consulting on the 2019/2020 Annual Plan are included in the organisations approved operational budgets.

·        none identified

 

Option 2 – Amend the budgets proposed in this report

Advantages

Disadvantages

·        allows for any amendments that staff may not have factored in.

·        rates recalculations may be higher than identified in the LTP.

·        may impact the delivery of the Annual Plan within the set timeframe.

 

Assessment of Significance

36      The contents of this report is not deemed significant under the Significance and Engagement Policy.

Recommended Option

37      Through the process of identifying any extraordinary projects/events, and updating any changes to the level of service required, staff recommend Option 1 to accept the budgets as proposed in this report.

Next Steps

38      The recommendations passed in this report will be summarised in Council’s Draft 2019/2020 Annual Plan.  If there are significant or materially different variances from the LTP, these will be included in a consultation document and released for consultation in February 2019. 

39      The final Annual Plan including changes made as a result of consultation, will be adopted by Council in June 2019.

40      This report has the following appendices:

41      Appendix 1: This section is broken into rate types and includes a list of business units that make up the rate type and financial summary statement which shows the expenditure and income and rates calculation.

42      Appendix 2: A list of contributions made to community activities within the ward area (subject to change as a result of CB/CDA estimate meetings).

43      Appendix 3: A list of reserves with the opening balance and projected closing balance.

 

 

Attachments

There are no attachments for this report.