Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chamber, 15 Forth Street, Invercargill on Tuesday, 18 December 2018 at 9.03am. (9.03am  t0 10.47am, 10.55am – 12.18pm, 1.03pm – 1.37pm)

 

present

 

Mayor

Mayor Gary Tong

 

Deputy Mayor

Paul Duffy

 

Councillors

Stuart Baird

 

 

Brian Dillon

 

 

John Douglas

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

Nick Perham

 

 

 

IN ATTENDANCE

Chief Executive

Steve Ruru

Group Manager, Community and Futures

Rex Capil

Group Manager, Services and Assets

Matt Russell

Group Manager, Environmental Services

Bruce Halligan

People and Capability Manager

Janet Ellis

Group Manager, Customer Delivery

Trudie Hurst

Communications Manger

Louise Pagan

Governance and Democracy Manager

Clare Sullivan

Committee Advisor

Fiona Dunlop

 


Council

18 December 2018

 

1             Apologies

 

There were no apologies.

 

 

2             Leave of absence

 

Councillor Perham requested a leave of absence from 7 to 27 January 2019.

 

Moved Mayor Tong, seconded Cr Frazer and resolved:

That the Council approve the leave of absence request from Councillor Perham from 7 to 27 January 2019.

 

 

3             Conflict of Interest

 

Councillor Duffy advised that he had a conflict of interest in relation to item 8.3 - Unbudgeted Expenditure for Upgrading the Drinking-water Quality Supplying the Curio Bay Recreation Reserve.  He advised that he would not take part in debate or voting on the matter.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

Mayor Tong advised the meeting that there was a late item for the meeting to consider.  The item was to consider a request for unbudgeted expenditure for a heat pump at the Edendale Community Pool.

 

The reason the item wasn’t on the agenda is because the information was not available prior to the meeting agenda being compiled.

 

The meeting needs to agree to the recommendations in the report to ensure that the funding gap can be covered for the installation and commissioning of the heat pump to enable community use for the summer.

 

Moved Mayor Tong, seconded Cr Douglas and resolved:

That the Council consider the late item “Unbudgeted expenditure – Heat Pump Edendale Community Pool”.

 

6             Confirmation of Council Minutes

 

There were no minutes to confirm.

 

Reports - Policy and Strategy

 

 

7.1

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

Record No: R/18/11/26709

 

Policy Analyst – Jane Edwards, Strategy and Policy Manager – Michelle Stevenson and Group Manager, Community and Futures Rex Capil were in attendance for this item.

 

Mrs Edwards advised that the purpose of this report was to provide information and to present options to Council, so that a decision can be made on the draft Stewart Island/Rakiura Visitor Levy Policy and Bylaw following consultation.

 

Following discussion, the meeting had come to the consensus that it would agree to option 2 of the officers report which was That Council proceed and make decisions now on all the issues identified for the draft Stewart Island/Rakiura Visitor Levy Policy and Bylaw, but keep the amount of the levy at $5.00 until such time as the strategic review of service delivery on Stewart Island/Rakiura has taken place and determines an appropriate quantum for the levy.

 

The meeting also endorsed the categories/guidelines that were proposed but noted that the Stewart Island/Rakiura Visitor Levy Subcommittee would have the discretion as to how funds are allocated.

 

The following are the recommendations that were put by the meeting which shows the choice of option 2 and the impact on recommendation i)(iii) and that recommendation j) of the officer’s report was redundant and recommendations k and l became j and k.

 

That the Council:

a)        Receives the report titled “Draft Stewart Island/Rakiura Visitor Levy Policy and Bylaw - Deliberations” dated 10 December 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)       Considers the feedback received on the draft Stewart Island/Rakiura Visitor Levy Policy and Bylaw.

 

e)        Notes that on 25 September 2018 Council determined, pursuant to section 155(2) of the Local Government Act 2002, that the draft Stewart Island/Rakiura Visitor Levy Bylaw 2019 is the most appropriate form of bylaw, and does not give rise to any implications under the New Zealand Bill of Rights Act 1990.

 

f)         Notes that it needs to have a clear rationale of the funds required over the course of a Long Term Plan to better provide services, facilities and amenities for visitors while they are on Stewart Island/Rakiura.

 

g)       Considers the options on how it could proceed.

 

h)       Endorses one of the following options:

i.     Option 1 – That Council proceed and make decisions now on all the issues identified for the draft Stewart Island/Rakiura Visitor Levy Policy and Bylaw; or

ii.    Option 2 – That Council proceed and make decisions now on all the issues identified for the draft Stewart Island/Rakiura Visitor Levy Policy and Bylaw, but keep the amount of the levy at $5.00 until such time as the strategic review of service delivery on Stewart Island/Rakiura has taken place and determines the proposed amount of $15.00 to be appropriate an appropriate quantum for the levy.

 

iii.   Option 3 – That Council defer all decisions on the draft Stewart Island/Rakiura Visitor Levy Policy and Bylaw until after the service delivery review for Stewart Island/Rakiura.

 

i)         If it wishes to make decisions now on the issues identified for the draft Stewart Island/Rakiura Visitor Levy Policy and Bylaw, endorses the following options (these options are fully discussed in a separate Issues and Options report):

i.            That Council endorses the categories/guidelines that were proposed noting that the Stewart Island/Rakiura Visitor Levy Subcommittee has the discretion as to how funds are allocated.

ii.           That Council endorses the multi-year funding that was proposed.

iii.         That Council endorses keeping the amount of the levy at $5.00 until such time as the strategic review of service delivery on Stewart Island/Rakiura has taken place and determines the proposed amount of $15.00 to be appropriate an appropriate quantum for the levy.

iv.         That Council endorses not having TAG and having a staff member/contractor giving advice.

v.           That Council endorses the retention of the current Subcommittee, with additional members being:

•    the chair of the Finance and Audit Committee

•    an independent person from Stewart Island/Rakiura, and

•    a member to represent iwi.

vi.         That Council endorses retaining the status quo, regarding who does not have to pay the visitor levy under the Empowering Act.

vii.        That Council endorses the proposed changes to the draft bylaw regarding levy payment collection.

j)         If it endorses Option 3, decides not to amend the Stewart Island/Rakiura Visitor Levy Policy and Bylaw at this time.

 

k)j)     Endorses including in the draft Stewart Island/Rakiura Visitor Levy Policy that a ten year funding plan will be completed as part of each three year Long Term Plan cycle (currently the draft policy states this plan is optional).

 

l)k)     Acknowledges that the draft Stewart Island/Rakiura Visitor Levy Policy states that the Stewart Island/Rakiura Visitor Levy Policy and Bylaw will be reviewed within 6 years of adoption.

 

 

Resolution

Moved Cr Ford, seconded Cr Kremer and resolved:

That the Council:

a)        Receives the report titled “Draft Stewart Island/Rakiura Visitor Levy Policy and Bylaw - Deliberations” dated 10 December 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)       Considers the feedback received on the draft Stewart Island/Rakiura Visitor Levy Policy and Bylaw.

 

e)        Notes that on 25 September 2018 Council determined, pursuant to section 155(2) of the Local Government Act 2002, that the draft Stewart Island/Rakiura Visitor Levy Bylaw 2019 is the most appropriate form of bylaw, and does not give rise to any implications under the New Zealand Bill of Rights Act 1990.

 

f)         Notes that it needs to have a clear rationale of the funds required over the course of a Long Term Plan to better provide services, facilities and amenities for visitors while they are on Stewart Island/Rakiura.

 

g)       Considers the options on how it could proceed.

 

h)       Agrees that proceed with Option 2 and make decisions now on all the issues identified for the draft Stewart Island/Rakiura Visitor Levy Policy and Bylaw, but keep the amount of the levy at $5.00 until such time as the strategic review of service delivery on Stewart Island/Rakiura has taken place and determines an appropriate quantum for the levy.

i)         Agrees that If it wishes to make decisions now on the issues identified for the draft Stewart Island/Rakiura Visitor Levy Policy and Bylaw, endorses the following options (these options are fully discussed in a separate Issues and Options report):

i.            That Council endorses the categories/guidelines that were proposed noting that the Stewart Island/Rakiura Visitor Levy Subcommittee has the discretion as to how funds are allocated.

ii.           That Council endorses the multi-year funding that was proposed.

iii.         That Council endorses keeping the amount of the levy at $5.00 until such time as the strategic review of service delivery on Stewart Island/Rakiura has taken place and determines an appropriate quantum for the levy.

iv.         That Council endorses not having TAG and having a staff member/contractor giving advice.

v.           That Council endorses the retention of the current Subcommittee, with additional members being:

•    the chair of the Finance and Audit Committee

•    an independent person from Stewart Island/Rakiura, and

•    a member to represent iwi.

vi.         That Council endorses retaining the status quo, regarding who does not have to pay the visitor levy under the Empowering Act.

vii.        That Council endorses the proposed changes to the draft bylaw regarding levy payment collection.

j)         Endorses including in the draft Stewart Island/Rakiura Visitor Levy Policy that a ten year funding plan will be completed as part of each three year Long Term Plan cycle (currently the draft policy states this plan is optional).

 

k)        Acknowledges that the draft Stewart Island/Rakiura Visitor Levy Policy states that the Stewart Island/Rakiura Visitor Levy Policy and Bylaw will be reviewed within 6 years of adoption.

 


 

 

7.2

Combined Local Alcohol Policy - establishment of a joint committee

Record No: R/18/10/25211

 

Policy Analyst – Jane Edwards and Group Manager, Environmental Services – Bruce Halligan were in attendance for this item.

 

Mrs Edwards advised that purpose of this report was to seek Council’s endorsement to establish a joint committee to manage the review and adoption of a draft Combined Local Alcohol Policy with Invercargill City Council

 

The Meeting noted that while the report discussed the inclusion of the Gore District Council as part of the joint committee that officers had advised that they no longer wished to be part of it.

 

 

Resolution

Moved Cr Macpherson, seconded Cr Harpur recommendations a to c, d (with a change as indicated), e, f (with a change as indicated), g, h and I (all with a change as indicated) and k and resolved:

That the Council:

a)            Receives the report titled “Combined Local Alcohol Policy - establishment of a joint committee” dated 11 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)           Resolves to re-establish the Combined Local Alcohol Policy Committee with the Invercargill City Council and the Gore District Council.

e)            Agrees that in the event that Gore District Council no longer wishes to be party to a joint Combined Local Alcohol Policy Committee, resolves to re-establish the Combined Local Alcohol Policy Committee with the Invercargill City Council.

f)             Nominates Councillors Douglas, Duffy, Harpur and Macpherson to be on the Combined Local Alcohol Policy Committee.

g)           Resolves to delegate to the Combined Local Alcohol Policy Committee the power to set its own procedure, quorum and rules relating to the appointment of a chairperson or persons.

h)           Resolves to cover the costs of Council’s representatives on the Combined Alcohol Policy Committee, and one third a shared cost of administration and any other costs associated with meetings of the Committee.

i)             Resolves to pay one third a shared cost of the legal cost of appeals, in relation to any appeal that relates to premises or issues in all three two boundaries of the Gore District Council, Invercargill City Council, and Southland District Council.

j)             Agrees that in the event that Gore District Council no longer wishes to be party to a joint Combined Local Alcohol Policy Committee, resolves to pay one half of the legal cost of appeals, in relation to any appeal that relates to premises or issues in boundaries of both the Invercargill City Council and Southland District Council.

k)            Resolves to pay all legal costs of any appeal in relation to premises or issues solely within the boundary of Southland District Council.

 

 

7.3

Draft Use of Unmanned Aerial Vehicle Policy

Record No: R/18/11/26596

 

Policy Analyst – Jane Edwards and Strategic Manager Property – Kevin McNaught were in attendance for this item.

 

Mrs Edwards advised that the purpose of the report was to obtain approval from Council to amend the Use of Unmanned Aerial Vehicle Policy to include the Te Anau lakefront as a Restricted Area and the amend the policy to clarify the distinction between Restrictions and Prohibited Areas.

 

 

Resolution

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

That the Council:

a)            Receives the report titled “Draft Use of Unmanned Aerial Vehicle Policy” dated 11 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)           Endorses the following amendments to the draft Use of Unmanned Aerial Vehicle Policy 2017:

 

i)          adding to section 4.2 Restrictions, a new sub-section titled ‘Restricted Areas’ which will state:

‘The Te Anau lakefront being all that area of Council owned and administered land from the Marakura Yacht Club to Blue Gum Point for a distance of up to 60 metres right angles from the physical edge of Lake Te Anau’

ii)        amending section 4.3 Prohibited Areas to state:

 

‘There are some areas where the use of UAVs is prohibited in all instances, with the exception of emergency services only’

 

New e)  Adopts the proposed amendments to the current Use of Unmanned Aerial Vehicle Policy 2017.

 

 

7.4

Long Term Plan 2031 - Project Plan

Record No: R/18/11/26558

 

Corporate Performance Lead – Chantelle Subritzky was in attendance for this item.

 

Miss Subritzky advised that the purpose of the report was to seek the approval of Council for the Long Term Plan 2031 project plan.

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

That the Council:

a)            Receives the report titled “Long Term Plan 2031 - Project Plan” dated 11 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)           Approves the project plan attached to the officer’s report for the Southland District Council Long Term Plan 2031

 


 

 

7.5

Annual Plan 2019/2020 - Project Plan

Record No: R/18/11/26559

 

Corporate Performance Lead – Chantelle Subritzky was in attendance for this item.

 

Miss Subritzky advised that the purpose of the report was to seek the approval of Council for the Annual Plan 2019/2020 project plan.

 

 

Resolution

Moved Mayor Tong, seconded Cr Paterson and resolved:

That the Council:

a)            Receives the report titled “Annual Plan 2019/2020 - Project Plan” dated 11 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)           Approves the project plan attached to the officer’s report for the Annual Plan 2019/2020.

 

 

Reports - Operational Matters

 

 

8.1

Forecasted Financial Position for the year ending 30 June 2019

Record No: R/18/11/26809

 

Management Accountant – Joanie Nel was in attendance for this item.

 

Mrs Nel advised that the report was to inform Council of the expected year-end financial result compared to what was finalised for the 2018/2019 Annual Plan and to seek approval for final approval.

 

 

Resolution

Moved Cr Kremer, seconded Cr Macpherson and resolved:

That the Council:

a)            Receives the report titled “Forecasted Financial Position for the year ending 30 June 2019” dated 11 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)           Note the forecasted changes to Council’s year-end financial performance and position as detailed in appendices B and C of the officer’s report.

 

e)            Approves the changes as detailed in appendix A of the officer’s report.

 

f)             Notes the projects or partial costs of projects indicated to be deferred to next year as part of the year end carry forward process, as detailed in appendix D of the officer’s report.

 

g)           Approve the following projects to be deleted from the 2018/19 financial year:

 

Business Unit

Project

Amount

Details

Stewart Island

Streetworks Stewart Island

 $80,000

Being completed by the Department of Conservation

Stewart Island

Peterson Hill footpath upgrade

 $94,649

Funding source no longer available

Stewart Island

Oban sign

$4,000

Upgrade done by community

Lumsden Balfour

Water supply upgrade

$86,600

Project already deferred to 19/20

Riversdale

Street lighting project 815

$5,000

CDA requested project be deleted

 

h)           Approves the following unbudgeted expenditure for the 2018/19 financial year:

 

Business Unit

Expense

Amount

Funding Source

Dipton Forest

Forestry charges

 $10,534

Forestry Reserve

Finance

Insurance costs

$10,902

District Operations Reserve

Ohai Forest

Forestry charges

$15,259

Forestry Reserve

Manapouri

Playground project change to a flying fox and unbudgeted expenditure for additional costs

$17,500

Manapouri General Reserve

Chief Executive

Riskpool insurance claims

$31,321

District Operations Reserve

Gowan Hills Forest

Forestry charges

$43,552

Forestry Reserve

District Sewerage

Expected increase in monitoring costs for the year due to additional costs from ES and monitoring required from consents

 $57,181

District Sewerage Reserve

SIESA Operations

Increase in operating costs

$249,905

SIESA Operations Reserve

Waikaia Forest

Forestry charges

$695,443

Forestry Reserve

 

 

 

 

8.2

Proposed Road Stopping at 1830 Manapouri Te Anau Highway

Record No: R/18/11/26902

 

Property Advisor – Theresa Cameron and Strategic Property Manager – Kevin McNaught were in attendance for this item.

 

Ms Cameron advised that the purpose of the report was to consider a request from Karen and John Twidle to stop a portion of unformed legal road (2,317m2) which intersects their property at 1830 Manapouri Te Anau Highway. 

 

 

Resolution

Moved Mayor Tong, seconded Cr Kremer and resolved:

That the Council:

a)            Receives the report titled “Proposed Road Stopping at 1830 Manapouri Te Anau Highway” dated 11 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)           Agrees to commence the process as set out in the Local Government Act 1974 to stop an approximately 2,317m2 portion of unformed legal road intersecting Lots 2 & 3 DP 476991 to allow the land to be disposed of to the adjoining landowners.

 

e)            Resolves to delegate to the Chief Executive the authority to enter into an Agreement for Sale and Purchase with John & Karalyn Twidle on conditions acceptable to the Chief Executive.

 

 

Councillor Duffy withdrew from the table due to a conflict of interest.

 

 

8.3

Unbudgeted Expenditure for Upgrading the Drinking-water Quality Supplying the Curio Bay Recreation Reserve

Record No: R/18/11/27247

 

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

 

Mr McNaught advised that the purpose of the report was for unbudgeted expenditure to undertake immediate works to appropriately treat the water that is supplying the Curio Bay Recreation Reserve.

 

 

Resolution

Moved Cr Keast, seconded Cr Perham and resolved:

That the Council:

a)            Receives the report titled “Unbudgeted Expenditure for Upgrading the Drinking-water Quality Supplying the Curio Bay Recreation Reserve” dated 11 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)           Approves unbudgeted capital expenditure of up to $35,000 plus GST to complete a Fixed Dose Treatment process of the water supply for the Curio Bay Recreation Reserve to be funded from the District Operations Reserve.

 

e)            Approves $7000 plus GST unbudgeted operational expenditure for the 18/19 and $12,500 19/20 financial years to be funded from the District Operations Reserve.

 

 

Councillor Duffy returned to the table following a conflict of interest.

 

 

8.5

Unbudgeted Expenditure Approval to Undertake Refurbishment of the Kitchen and Toilets at the Lumsden Hall

Record No: R/18/12/27800

 

Manager Community Facilities – Mark Day was in attendance for this item.

 

Mr Day advised that the purpose of the report was for Council to consider a request for unbudgeted expenditure to replace the vinyl and paint the kitchen and toilets (including the accessible toilet) at the Lumsden Hall.

 

Mr Day also advised that the unbudgeted expenditure was to be totally funded by the Lumsden Community Centre reserve and that there was no need for cover the shortfall from the Lumsden general reserve.

 

 

Resolution

Moved Cr Douglas, seconded Cr Keast recommendations a to c, d (with changes as indicated) and e and resolved:

That the Council:

a)            Receives the report titled “Unbudgeted Expenditure Approval to Undertake Refurbishment of the Kitchen and Toilets at the Lumsden Hall” dated 11 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)           Agrees that the project be funded from the Lumsden Community Centre reserve. with any shortfall being funded from the Lumsden General reserve.

 

e)            Approves the unbudgeted expenditure of $11,960 plus GST to replace the vinyl and paint and wallpaper the kitchen and toilets (including the accessible toilet) in the Lumsden Hall.

 

 

8.4

Management Report

Record No: R/18/11/27077

 

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

 

 

Resolution

Moved Cr Kremer, seconded Cr Perham and resolved:

That the Council:

a)            Receives the report titled “Management Report” dated 6 December 2018.

 

 

Reports - Governance

 

 

9.1

Draft Southland Regional Heritage Joint Committee Heads of Agreement 2018 - 2025

Record No: R/18/12/27848

 

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

 

 

Resolution

Moved Cr Ford, seconded Cr Keast and resolved:

That the Council:

a)            Receives the report titled “Draft Southland Regional Heritage Joint Committee Heads of Agreement 2018 - 2025” dated 11 December 2018.

 

b)           Agrees that the revised “Southland Regional Heritage Joint Committee Heads of Agreement 2018 – 2025” be approved and executed by the Mayor and Chief Executive on behalf of the Council.

 

 

9.2

Minutes of the Community and Policy Committee Meeting dated 5 September 2018

Record No: R/18/11/27437

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Paterson and resolved:

That Council receives the minutes of the Community and Policy Committee meeting held 5 September 2018 as information.

 


 

 

9.3

Minutes of the Regulatory and Consents Committee Meeting dated 6 September 2018

Record No: R/18/11/27248

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Paterson and resolved:

That Council receives the minutes of the Regulatory and Consents Committee meeting held 6 September 2018 as information.

 

 

9.4

Minutes of the Riverton Harbour Subcommittee Meeting dated 3 September 2018

Record No: R/18/12/27821

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Paterson and resolved:

That Council receives the minutes of the Riverton Harbour Subcommittee meeting held 3 September 2018 as information.

 

 

9.5

Minutes of the Riverton/Aparima Community Board Meeting dated 8 October 2018

Record No: R/18/12/27840

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Paterson and resolved:

That Council receives the minutes of the Riverton/Aparima Community Board meeting held 8 October 2018 as information.

 

 

9.6

Minutes of the Tuatapere Community Board Meeting dated 9 October 2018

Record No: R/18/12/27962

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Paterson and resolved:

That Council receives the minutes of the Tuatapere Community Board meeting held 9 October 2018 as information.

 


 

 

9.7

Minutes of the Athol Community Development Area Subcommittee Meeting dated 30 April 2018

Record No: R/18/12/27638

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Paterson and resolved:

That Council receives the minutes of the Athol Community Development Area Subcommittee meeting held 30 April 2018 as information.

 

 

9.8

Minutes of the Garston Community Development Area Subcommittee Meeting dated 30 April 2018

Record No: R/18/12/27626

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Paterson and resolved:

That Council receives the minutes of the Garston Community Development Area Subcommittee meeting held 30 April 2018 as information.

 

 

9.9

Minutes of the Waikaia Community Development Area Subcommittee Meeting dated 23 April 2018

Record No: R/18/11/27107

 

 

 

Resolution

Moved Mayor Tong, seconded Cr Paterson and resolved:

That Council receives the minutes of the Waikaia Community Development Area Subcommittee meeting held 23 April 2018 as information.

 

 

9.10

Unbudgeted expenditure - Heat Pump Edendale Community Pool

Record No: R/18/12/28621

 

Community Partnership Leader – Karen Purdue was in attendance for this item.

 

She advised that the purpose of the report was to seek approval for the Council to approve or not approve a grant for the Edendale Community Pool Society to assist with the purchase of a Heat Pump for the swimming pool

 

During discussion on the report there was a question over whether the funding could come from the Edendale-Wyndham general reserve or the Fonterra Contribution reserve.

 

Moved Mayor Tong, seconded Councillor Macpherson and resolved that discussion on the matter be adjourned until later in the meeting.

 

 

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 Venture Southland Triennial Agreement

C10.2 Around the Mountains Cycle Trail Management options

C10.3 Public Excluded Minutes of the Community and Policy Committee Meeting dated 5 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

 

Venture Southland Triennial Agreement

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.

 

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.

 

Public Excluded Minutes of the Community and Policy Committee Meeting dated 5 September 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)(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, Governance and Democracy Manager, Communications 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 Venture Southland Triennial Agreement, C10.2 Around the Mountains Cycle Trail Management options and C10.3 Public Excluded Minutes of the Community and Policy Committee Meeting dated 5 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 Senior Projects Manager – Ian Marshall be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C10.2 Around the Mountains Cycle Trail Management options.  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 issue discussed.

 

The public were excluded at 11.46am.

 

The meeting adjourned for lunch at 12.18pm and reconvened at 1.03pm.

 

The meeting returned to open meeting at 1.32pm.

 

 

9.10

Unbudgeted expenditure - Heat Pump Edendale Community Pool

Record No: R/18/12/28621

 

 

The Chief Executive advised that the funding could be taken from Fonterra Contribution Reserve for the grant to the Edendale Community Pool Society to assist with the purchase of a heat pump for the pool.

 

The Meeting noted that recommendation d in the officers report was longer applicable and replaced with a new d.

 

 

Resolution

Moved Mayor Tong, seconded Cr Paterson recommendations a to c and d with changes and resolved:

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.

 

New d) Approve a grant in the amount of $12,000 to come from Fonterra Contribution Reserve to the Edendale Community Pool Society to assist with the purchase of a heat pump for the pool.

 

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.

 

 

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 1.37pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON TUESDAY 18 DECEMBER 2018.

 

 

 

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

 

 

 

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