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




Meeting Room:



Tuesday, 18 December 2018


Council Chamber
15 Forth Street


Council Agenda - Late Items





18 December 2018



ITEM                                                                                                                                                                                  PAGE


Reports - Governance

9.10       Unbudgeted expenditure - Heat Pump Edendale Community Pool                                    2  



18 December 2018


Unbudgeted expenditure - Heat Pump Edendale Community Pool

Record No:             R/18/12/28621

Author:                      Karen Purdue, Community Partnership Leader

Approved by:         Rex Capil, Group Manager Community and Futures


  Decision                                        Recommendation                                  Information





1        The purpose of this report is for Council to delegate authority to the Mayor and Chief Executive to decide whether or not to approve a grant for the Edendale Community Pool Society to assist with the purchase of a Heat Pump for the swimming pool.

Executive Summary

2        The Community and Policy Committee discussed this application at the 29 November 2019 meeting and requested a report be prepared to apply for funding from the Fonterra Contribution Reserve as this was considered more appropriate than community board and ward funding which the original applications were made to.

3        The pool is used as a community swimming pool.



That the Council:

a)            Receives the report titled “Unbudgeted expenditure - Heat Pump Edendale Community Pool dated 18 December 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)           Delegates authority to the Mayor and Chief Executive to decide whether or not to approve a grant in the amount of $12,000 to come from either the Edendale-Wyndham General Reserve or from the Fonterra Contribution Reserve to the Edendale Community Pool Society to assist with the purchase of a heat pump for the school swimming pool.




4        This request was received by the Edendale-Wyndham Community Board in November 2018.
An application was also received by the ward. It was discussed and Cr Duffy recommended that it may be more appropriate to apply to the Fonterra contribution reserve.

5        This was discussed at the Community and Policy Committee meeting on 29 November 2018 and a report was requested.


6        The key issues for Council to determine are whether to contribute to funding this project and if so the appropriate source of funding.

Factors to Consider

Legal and Statutory Requirements

7        There are no legal and statutory requirements to consider beyond those set out under the ‘costs and funding’ heading below.

Community Views

8        This type of funding request is not unusual to receive. Therefore there is no need to specifically seek the community’s views. The community board has requested this application for approval by council.

Costs and Funding

9        Council has authority to approve this funding request as unbudgeted expenditure.  Advice will be sought as to whether or not this grant if approved is an acceptable and appropriate use of the Fonterra Contribution Reserve.

Policy Implications

10      There are no policy implications.


Options Considered

11      The options are simply to decide whether to contribute to the funding or not.

Analysis of Options

Option 1 – Fund the gap in funding the heat pump



·        The heat pump has been purchased which will allow the pool to be heated and opened for use

·        There is an opportunity cost in that by supporting this project the money cannot be spent on another project.




Option 2 – Not fund gap in funding the heat pump funding



·        Project will proceed but there will be a gap in funding causing extra fund raising on the school and community.

·        The application will not proceed and no funds will be required from the Fonterra fund.


Assessment of Significance

12      The request does not trigger any of the significance criteria.

Recommended Option

13      It is recommended that Council chose option 1 to grant funding for a heat pump for the Edendale school swimming pool.

Next Steps

14      The next step is for council to determine how much funding it wishes to contribute from the Fonterra Contribution Reserve.



a             Supporting documents Edendale Pool    



18 December 2018