Notice is hereby given that a Meeting of the Services and Assets Committee will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Wednesday, 13 February 2019

9am

Council Chamber
15 Forth Street
Invercargill

 

Services and Assets Committee Agenda

OPEN

 

 

MEMBERSHIP

 

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

 

 

Neil Paterson

 

 

Nick Perham

 

 

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 – Services and Assets Committee

 

The Services and Assets Committee is responsible for overseeing the following Council activities:

·                  

 

 

Transport;

·                 Property management including community facilities, acquisitions and disposals (including land dealings);

·                 Forestry;

·                 Water supply, wastewater and stormwater;

·                 Solid waste management;

·                 Flood protection;

·                 Waste management;

·                 Rural fire management;

·                 Te Anau Airport;

·                 Stewart Island Jetties and Riverton Harbour Committee;

·                 Water supply schemes.

 

The Services and Assets Committee shall have the following delegated powers and be accountable to Council for the exercising of these powers:

 

(a)            Monitoring the delivery of capital works projects and the implementation of the capital works programme.

(b)           Monitoring the delivery of operations and maintenance contracts.

(c)            To approve and/or assign all contracts for work, services or supplies where the value is in excess of $200,000 where those contracts relate to work within approved estimates.  Where the value of the work, services; supplies or business case or the value over the term of the contract is estimated to exceed $2M a prior review and recommendation of the business case by the Finance and Audit Committee is required.  The business case shall include as a minimum; risk assessment, a procurement plan and financial costings.

(d)           To monitor the return on all the Council’s investments including forestry;

(e)           To monitor and track Council contracts and compliance with contractual specifications.

 

The Services and Assets Committee is responsible for considering and making recommendations to Council regarding:

(a)                 Policies relating to the scope of activities of the Services and Assets Committee;

(b)                Changes to Council’s adopted Levels of Service;

(c)                 The dividend from the Forestry Business Unit.

 

The Services and Assets Committee may delegate the management and control of all Riverton harbour assets vested in the Southland District Council to the Riverton Harbour Committee.

 

The Services and Assets Committee may delegate the responsibility to oversee the development and maintenance of jetties located at Fred’s Camp, Millars Beach, Ulva Island, Port William and Little Glory Cove to the Stewart Island Jetties Subcommittee.


Services and Assets Committee

13 February 2019

 

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

6             Confirmation of Minutes                                                                                                                               5

Reports

7.1         Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for December 2018                                                                                                                                                  13

7.2         Roading Operations December 2018                                                                                                   27

7.3         IFS Growth Forest Manager's Report of Forestry Activity for the period to 31 December 2018                                                                                                                                                                          43

 

   


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 Services and Assets Committee, 28 November 2018


 

Services and Assets Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Services and Assets Committee held in the Council Chamber, 15 Forth Street, Invercargill on Wednesday, 28 November 2018 at 1.02pm.

 

present

 

Chairperson

Brian Dillon

 

 

Mayor Tong (2.13pm – 2.37pm)

 

Councillors

Stuart Baird

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

Nic k Perham

 

 

APOLOGIES

 

Mayor Tong (for lateness)

Councillor Stuart Baird

 

 

IN ATTENDANCE

 

Group Manager, Services and Assets

Matt Russell

Group Manager, Environmental Services

Bruce Halligan

Chief Financial Officer

Anne Robson

Committee Advisor

Fiona Dunlop

 


1             Apologies

 

There were apologies from Mayor Tong for lateness and absence from Councillor Baird.

 

Resolution

Moved Chairperson Dillon, seconded Cr Paterson  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/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Cr Kremer, seconded Cr Douglas and resolved:

That the Services and Assets Committee confirms the minutes of the meeting held on 17 October 2018 as a true and correct record of that meeting.

 

 

Reports

 

 

8.1

Three-Yearly District Revaluation

Record No: R/18/9/21340

 

Finance Manager – Sheree Marrah was in attendance for this item.

 

Mrs Marrah introduced the team of Gail Smits – Manager Quality and  Audit, Phil Janssen – Lead Valuer, Tim Gibson - Senior consultant and Dave Johnson – Registered Valuer from Quotable Value to the meeting

 

Gail Smits and Tim Gibson took the meeting through a presentation on the District revaluation and explained various aspects to the revaluation.

 

 

Resolution

Moved Cr Ford, seconded Cr Paterson and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Three-Yearly District Revaluation” dated 20 November 2018.

 

Reports for Recommendation

 

 

7.1

Use of Unmanned Aerial Vehicle Policy

Record No: R/18/10/24925

 

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 consider the request to Council from the Te Anau Community Board to amend the Use of Unmanned Aerial Vehicle Policy to include the Te Anau lakefront within the restrictions and to seek the Committee’s approval to recommend to Council that the policy is also amended to clarify the distinction between Restrictions and Prohibited Areas.

 

 

Resolution

Moved Cr Frazer, seconded Cr Douglas and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Use of Unmanned Aerial Vehicle Policy” dated 20 November 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)           Recommend to Council amending the policy to include the Te Anau lakefront, from the Marakura Yacht Club to Blue Gum Point, within the Restrictions, and that an education campaign be undertaken to help build the confidence of Te Anau residents in understanding the implications of any policy changes.

 

e)            Recommend to Council amending the policy to state that Prohibited Areas are areas where the use of Unmanned Aerial Vehicles is prohibited in all instances, with the exception of emergency services only.

 

 

8.2

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

Record No: R/18/10/24825

 

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

 

 

Resolution

Moved Cr Harpur, seconded Cr Kremer  and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for October 2018” dated 20 November 2018.

 

 

8.3

Roading Operations October 2018

Record No: R/18/10/24826

 

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

 

(Mayor Tong joined the meeting at 2.13pm.)

 

 

Resolution

Moved Cr Kremer, seconded Cr Macpherson  and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Roading Operations October 2018” dated 20 November 2018.

 

 

8.4

Forestry Operations - Financial Report to 31 October 2018

Record No: R/18/11/26582

 

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

 

 

Resolution

Moved Cr Paterson, seconded Cr Harpur and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Forestry Operations - Financial Report to 31 October 2018” dated 21 November 2018.

 

Public Excluded

 

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

Resolution

Moved Cr Ford, seconded Cr Perham 

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

C9.1 Road Pavement Rehabilitation Programme 2018/2019

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

 

Road Pavement Rehabilitation Programme 2018/2019

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 Group Manager, Services and Assets, Group Manager, Environmental Services, Chief Financial Officer, 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 Road Pavement Rehabilitation Programme 2018/2019. 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 Transport be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C9.1 Road Pavement Rehabilitation Programme 2018/2019. 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 2.25pm.

 

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 2.37pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Services and Assets Committee HELD ON WEDNESDAY 28 NOVEMBER 2018.

 

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

 

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

 


Services and Assets Committee

13 February 2019

 

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

Record No:             R/19/1/951

Author:                      Bill Witham, Manager Operations - Water and Waste

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Background

1        Downer was awarded Contract 10/01 for delivery of water and wastewater services to Council for the Southland District.  The contract was awarded in 2010 for a maximum period of 12 years.

Purpose

2        The purpose of this report is to update the Committee on the progress of this contract. 
A representative of Water and Waste Services will be in attendance to speak to the report.

Summary

3        KPI scoring of 92% for December was down 8% on the previous month.

Compliance (Drinking-water)

4        All drinking water compliance testing was completed and carried out as per New Zealand Drinking-water Standards.  All samples were absent of Escherichia Coli, thus meeting the required bacteriological standards.

Compliance (Environmental)

5        There were four non-compliant wastewater tests during December.  These relate to Escherichia Coli levels in Ohai and Phosphorus levels in Te Anau.

Operations and Maintenance

6        Service request calls for December were 108 including 76 water, 6 general, 19 rural and 7 sewer calls.  This is not unusual for this time of year with rural water calls increasing.

Financial

7        There were no outstanding claims or variations to the contract.  All claims and invoices for completed work were certified and accepted.

Customer Service

8        There were 108 service requests received with all but two inspected within response time.

Health and Safety

9        There were no health and safety incidents reported in December.

Quality Assurance

10      No Non Conformance/Opportunity for Improvement Reports were issued and no instances of rework or product failure during the month.

 

Recommendation

That the Services and Assets Committee:

a)            Receives the report titled “Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for December 2018” dated 4 February 2019.

Attachments

a             Downer Monthly Summary Report - December 2018

b             Downer Monthly Report - Graphs - December 2018    

 


Services and Assets Committee

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Services and Assets Committee

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Roading Operations December 2018

Record No:             R/19/1/952

Author:                      Dylan Rabbidge, Commercial Infrastructure Manager

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1       The purpose of this report is to update the Committee on the progress of the major roading maintenance contracts and provide some context to the 2018/19 budget.

2       SouthRoads currently have the Waimea and Central Alliance maintenance contracts with
Fulton Hogan having the Foveaux Alliance Contract.

Summary

3       Customer Satisfaction; 127 Requests for Service (RFS), across the three Alliance contracts were received in December compared to 70 in 2017/18 an increase of 57 or 81.4%. This was caused by weather events in late November and early December.

4       Health and Safety; 8 safety audits were completed in December with no Lost Time Injuries and
4 near misses reported. 

5        Activity Performance:

·     Metalling, 810m3 was completed in December with 26,664m3 (46%) of a total 2018/19 budget of 57,500 m3.  Generally, Fulton Hogan undertake a small amount of metalling each month where SouthRoads complete approximately 30% in the first half of the year with 60% occurring in the last quarter.

·     Grading, 978km were graded in December with 7,036km (55%) of a total 2018/19 budget of 12,900 km.

·     The 2019/20 pre-reseal repairs are currently being marked up by the contractors with Waimea making a start on these repairs.

6       A major focus for the Alliance is the repair of structures identified by Stantec as part of their six yearly structural inspections.  Currently 1,750 tasks have been identified with the majority to be completed as part of the Alliance budgets.  Tasks range from clearing debris, scouring repairs, clearing of bridge decks, wheel guard replacement, repainting etc.  Fulton Hogan have programmed these to be undertaken in January and February with SouthRoads already underway.

7       Reseals have begun with the Western contract underway, Brent Crude has seen a large reduction in price from a high of $85USD per barrel in September 2018 to $54USD per barrel in December.  The effect of this will take several months to filter into the NZTA Bitumen Index.  If the rate were to remain constant for the remainder of the season the additional cost is expected to be $681K. This is an approximate 12.97% increase from 2017/18.  Brent Crude averaged $68.35USD for 2018 with the forecast for 2019 having reduced from a previous estimate of $73.70USD down to $62.50USD this links directly to the Bitumen Index.  (Estimates based off Goldman Sachs).  Brent Crude was $54USD at 31 December 2018.  Progress has been excellent with 56% of the works completed to date.  

 

 

8        Alternative Coastal Route Seal Extension

Currently all sections of the Coastal Route have Practical Completion with Slope Point having just completed Defects Liability.  This signals the completion of the construction portion of the project with the land legalisation being the final stage of the project.  Bonisch are expected to complete their portion of work in late March 2019.  It is hoped the project will be finalised prior to 30 June 2019.  

9        Pavement marking is well underway with approximately 42.6% of the Eastern contract completed, the Western area is approximately 15.2% completed.

10      Otapiri Gorge Emergency Event

Thunderstorms caused major damage to the Otapiri Gorge area at the end of November and into December with as much as 52mm of rain recorded for an hour.  This has caused major damage to the shoulders of the road as well as the road surface.  The water was washing over the top of several bridges with major remedial works undertaken prior to Christmas. Slips have also occurred which are currently being investigated by a Geotech Engineer.   To date costs have accrued to approx. $200K with it expected that in total this event could cost approx. $500K excluding the slip.  A claim for the event will be sent to NZTA under the Emergency Reinstatement category, this is based off weather event being a 1 in 10 year event.

 

 

 

11      Chaslands Highway

The project is progressing with some ground being made up from previous delays, the anchors holding the retaining wall into the hillside have begun to be installed.

 

Financial

12      There were no outstanding claims or variations to the maintenance contracts.  All claims and invoices for completed work were certified and accepted.

 

 

Recommendation

That the Services and Assets Committee:

a)            Receives the report titled “Roading Operations December 2018” dated 4 February 2019.

 

Attachments

a             Waimea Alliance A3 Report - December 2018

b             Foveaux Alliance A3 Report - December 2018

c             Central Alliance A3 Report - December 2018

d            H&S Report SouthRoads - December 2018

e             Combined A3 Reporting - December 2018    

 



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Services and Assets Committee

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IFS Growth Forest Manager's Report of Forestry Activity for the period to 31 December 2018

Record No:             R/19/1/1325

Author:                      Matt Russell, Group Manager Services and Assets

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Report Summary

1        The IFS Growth Forest Manager’s Report advises of forestry activity for the period to
31 December 2018.

Southland District Council Forestry Activity

2        The IFS Growth Forest Manager’s report received is attached.

 

Recommendation

That the Services and Assets Committee:

a)            Receives the report titled “IFS Growth Forest Manager's Report of Forestry Activity for the period to 31 December 2018” dated 1 February 2019.

 

 

Attachments

a             IFS Memorandum to Services and Assets Committee - 13 February 2019    

 


Services and Assets Committee

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