Notice is hereby given that an Extraordinary Meeting of the Around the Mountains Cycle Trail Project Subcommittee will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Friday, 14 December 2018

9am

Council Chamber
15 Forth Street
Invercargill

 

Extraordinary Around the Mountains Cycle Trail Project Subcommittee Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Brian Dillon

 

 

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

Paul Duffy

 

 

Julie Keast

 

 

Ebel Kremer

 

 

IN ATTENDANCE

 

Group Manager, Services and Assets

Matt Russell

Committee Advisor

Fiona Dunlop

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


Terms of Reference for the Around the Mountains Cycle Trail Project Subcommittee

 

This Subcommittee is a Subcommittee of the Services and Assets Committee and has responsibility for:

 

·                Project Completion - To ensure the cycle trail project is completed to the standard expected on a no surprises basis, by

(i)         Monitoring progress and making decisions to allow completion to be achieved.

 

·                Project Progress - To monitor progress of the project and make necessary decisions to keep the project on track in accordance with the project plan. To ensure the project is completed on time in accordance with the project plan, by

(i)         Receiving sufficiently detailed progress reports from the Project Manager to be able to be fully informed of progress towards the completion outcome.

(ii)       Making decisions on actions necessary to overcome constraints that put achieving the planned outcome at risk.

 

·                Financial Management - To ensure the project is completed to the agreed budget, by

(i)         Receiving sufficiently detailed progress reports from the Project Manager to be able to be fully informed of the likely completion outcome.

(ii)       Making decisions on actions necessary to overcome constraints that put achieving the completion within budget at risk.

(iii)      Approving Procurement Plans and let Contracts in accordance with those plans for the purchase of goods and services to complete the cycle trail project.

 

·                Risk Management - To monitor Risk Management processes and ensure that risks are being identified, mitigated and managed, by

(i)             Receiving reports on risk management,

(ii)           Assessing if all important risks are being managed properly.

(iii)      Flagging any unmanaged risks.

 

·                Health and Safety Management - To monitor Health and Safety management and ensure it is being carried out appropriately, by

(i)        Receiving reports on Health and Safety management including evidence of proactive management and evidence of safety observations and due diligence.

(ii)       Ensuring unsafe practices are eliminated from the project.

 

·                Compliance - To monitor consent compliance to ensure all work is carried out under necessary consents and to ensure all consent conditions are complied with, by

(i)        Receiving confirmation reports of consent compliance

(ii)       Receiving exception reports on issues of non-compliance and proposals to correct non-compliance.

 

The Around the Mountains Cycle Trail Project Subcommittee shall have authority to:

               Expend funds in accordance with the approved budgets for the Around the Mountains Cycle Trail project.

               Approve Procurement Plans and let Contracts in accordance with those plans for the purchase of goods and services to complete the cycle trail project.

 


Extraordinary Around the Mountains Cycle Trail Project Subcommittee

14 December 2018

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                5

2             Leave of absence                                                                                                                                                5

3             Conflict of Interest                                                                                                                                             5

4             Public Forum                                                                                                                                                         5

5             Extraordinary/Urgent Items                                                                                                                        5

  

Public Excluded

Procedural motion to exclude the public                                                                                                         15

C6.1      Around the Mountains Cycle Trail Management options                                                       15  

 


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

 

Subcommittee 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

5.1         Meeting minutes of Around the Mountains Cycle Trail Project Subcommittee, 15 November 2017 and minutes of Extraordinary Around the Mountains Cycle Trail Project Subcommittee, 06 December 2017


 

Around the Mountains Cycle Trail Project Subcommittee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Around the Mountains Cycle Trail Project Subcommittee held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 15 November 2017 at 3.07pm.

 

present

 

Chairperson

Brian Dillon

 

 

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

Julie Keast

 

 

Ebel Kremer

 

 

IN ATTENDANCE

 

Councillor Douglas (3.09pm – 3.57pm)

 

 

Chief Executive

Steve Marshall

 

Group Manager Services and Assets

Ian Marshall

 

Group Manager Community and Futures

Rex Capil

 

Chief Financial Officer

Anne Robson

 

Communications Manager

Louise Pagan

 

Publications Specialist

Chris Chilton

 

Committee Advisor

Fiona Dunlop

 

 


1             Apologies

 

There were apologies from Councillor Duffy.

 

Moved Mayor Tong, seconded Chairperson Dillon and resolved:

That the  Around the Mountains Cycle Trail Project Subcommittee 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 Cr Kremer, seconded Cr Baird and resolved:

That the Around the Mountains Cycle Trail Project Subcommittee confirms the minutes of extraordinary meeting, held on 3 May 2017 as a true and correct record of that meeting.

 

Reports for Recommendation

 

 

7.1

Options for Funding the Around the Mountains Cycle Trail

Record No: R/17/11/26655

 

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

 

 

Miss Robson advised that the purpose of the report was for the Subcommittee to recommend to Council the decision on how to fund the balance of costs to date for the Around the Mountains Cycle Trail be consulted on as part of the 2018-2021 Long Term Plan.

The Meeting noted that Council had previously deferred the decision on how it was going to fund the net cost (ie the difference between costs to date and external funding received) of developing the Around the Mountain Cycle Trail until the Deloitte report and the Environment Court decision had been received.  Both have now been received.  Council is still in the process of deciding how it will complete the trail after deciding that the proposed Oreti River option is no longer a feasible option.

Miss Robson further advised that this paper explores the issues of when Council wants to make the funding decision on the net cost to date, how it wants to fund it and the level of consultation, if any, it wishes to undertake.  The decision on how to fund any costs to complete the trail is not part of this report and it is suggested that that decision be made at the time that Council decides how and if to complete the trail.

The Meeting further noted that a version of this report has been to the Finance and Audit committee for discussion.  The committee agreed to recommend to Council that how the trail be funded be consulted on as part of the 2018-28 Long term Plan.  They also noted that their preferred option on which to consult was funding by way of a 30 year loan collected by a fixed amount per rating unit.

(During discussion on the item, Councillor Douglas joined the meeting at 3.09pm.)

 

Resolution

Moved Mayor Tong, seconded Cr Kremer and resolved:

That the Around the Mountains Cycle Trail Project Subcommittee:

a)            Receives the report titled “Options for Funding the Around the Mountains Cycle Trail” dated 8 November 2017.

 

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 the decision on how to fund the net cost to date of $4.6 million incurred to develop the Around the Mountains Cycle Trail be made as part of the 2018-2028 Long Term Plan.

e)            Recommends to Council that options to be consulted on for funding include:

i)         The preferred option is funding by way of loan over 30 years, with loan repayments collected by way of the uniform annual general rate.

ii)        Funded by the Strategic Asset Reserve, with no repayments of the reserve.

iii)       Funded 50% by way of a loan over 30 years, with repayments collected by way of the uniform annual general rate and 50% funded by the Strategic Assets Reserve, with no repayments of the reserve.

f)         Recommends to Council that the decision on how to fund the $4.6 million be included as part of the 2018/2028 Long Term Plan consultation document as prescribed in terms of Section 93C of the Local Government Act 2002.

g)        Recommends to Council that it amends the Revenue and Financing Policy to include funding of the loan repayments for the Around the Mountains Cycle Trail from the uniform annual general rate.

 

 

7.2

Around the Mountains Cycle Trail Business Case development

Record No: R/17/11/26833

 

Group Manager, Services and Assets – Ian Marshall was in attendance for this item.

 

 

Mr Marshall advised that the purpose of the report was to inform the Committee of progress with the development of a business case for options to progress the Cycle Trail project and to seek the Subcommittees direction on the consultation process to be adopted, in particular whether the issue should be included in the Long Term Plan consultation document and if so how should it be framed.

The Meeting noted that the report discusses the process and progress on the development of a business case on the future development of the Around the Mountains Cycle Trail.  The business case is still being developed.  It is proposed the final draft will be included in the Council meeting agenda set down for 13th December 2017.

Mr Marshall also advised that the options for the process to use to consult the Community on the preferred option are included in this report and that the preferred option is Option 2.

The Meeting noted that option 2 is that the Subcommittee recommends to Council:

·         That Council adopt the Business Case and the preferred option. 

·         The cost of the option is added to the Long Term Plan financial plan

·         The issue is specifically flagged in the Long Term Plan consultation document and the cost identified. 

·         The options using this model would be “Do the preferred option” or “Do the absolute minimum”.

 

Resolution

Moved Mayor Tong, seconded Cr Keast and resolved:

That the Around the Mountains Cycle Trail Project Subcommittee:

a)            Receives the report titled “Around the Mountains Cycle Trail Business Case Development” dated 9 November 2017.

 

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)           Provide feedback on the draft of the Around the Mountain Cycle Trail Business Case.

 

e)            Indicates to staff, that while it will make a final decision at a subsequent meeting that it is likely to recommend to Council that it should consult on its preferred option in the 2018-2028 Long Term Plan consultation document.

 

 

The meeting concluded at 3.57pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Around the Mountains Cycle Trail Project Subcommittee HELD ON WEDNESDAY 15 NOVEMBER 2017.

 

 

 

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

 

 

 

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


 

Extraordinary Around the Mountains Cycle Trail Project Subcommittee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Extraordinary Around the Mountains Cycle Trail Project Subcommittee held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 6 December 2017 at 9.36am.

 

present

 

Chairperson

Brian Dillon

 

 

Mayor Gary Tong (9.38am – 10.13am)

 

Councillors

Paul Duffy

 

 

Julie Keast

 

 

Ebel Kremer

 

 

IN ATTENDANCE

 

Councillor Douglas

 

Councillor Frazer

 

Councillor Paterson

 

Chief Executive

Steve Ruru

Group Manager – Community and Futures

Rex Capil

Chief Financial Officer

Anne Robson

Group Manager Services and Assets

Ian Marshall

Committee Advisor

Fiona Dunlop

 


1             Apologies

 

Apologies for absence were received from Councillor Baird and for lateness from Mayor Tong.

 

Moved Cr Kremer, seconded Cr Keast and resolved:

That the Around the Mountains Cycle Trail Project Subcommittee 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.

 

 

Reports

 

(Mayor Tong joined the meeting at 9.38am.)

 

6.1

Around the Mountains Cycle Trail Stage 2 Business Case

Record No: R/17/12/29407

 

Group Manager, Services and Assets – Ian Marshall was in attendance for this meeting.

 

 

Mr Marshall advised that the purpose of the report was to seek direction from the Subcommittee on the options outlined in the business case.

The Meeting noted that the report covered the Around the Mountain Cycle Trail Stage Two business case and which contained information regarding the three options available to progress the trail.  The options detailed in the report were option 1 – enhanced status quo, option 2 – hybrid trail extension and option 3 – great ride extension.

 

Resolution

Moved Mayor Tong, seconded Cr Kremer recommendations a to c, d and e with changes (as indicated) and a new e (as indicated) and resolved:

That the Around the Mountains Cycle Trail Project Subcommittee:

a)            Receives the report titled “Around the Mountains Cycle Trail Stage 2 Business Case” dated 4 December 2017.

 

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 the preferred option of option one for completion of Stage Two of the Around the Mountains Cycle Trail be consulted on in the 2018-2028 Long Term Plan.

 

e)            Endorses the Around the Mountains Cycle Trail Stage 2 Business Case and agree to option one as the preferred option to recommend to Council for inclusion in the 2018-2028 Long Term Plan.

 

f)             Requests that Officers explore the cost of an additional piece of work adjacent to the road on the Centre Hill Road from Oreti Road to the top of the hill and taking into consideration the safety of cyclists.

 

 

 

The meeting concluded at 10.13am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Around the Mountains Cycle Trail Project Subcommittee HELD ON WEDNESDAY 6 DECEMBER 2017.

 

 

 

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

 

 

 

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

 

 

 


Extraordinary Around the Mountains Cycle Trail Project Subcommittee

14 December 2018

 

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

 

Recommendation

 

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

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:

 

C6.1      Around the Mountains Cycle Trail Management options

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

Around the Mountains Cycle Trail Management options

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.