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

 

Date:

Time:

Meeting Room:

Venue:

 

Friday, 27 September 2019

10am

Council Chamber
15 Forth Street
Invercargill

 

Council Agenda

OPEN

 

MEMBERSHIP

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

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

 

 

 


 


Council

27 September 2019

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                9

2             Leave of absence                                                                                                                                                9

3             Conflict of Interest                                                                                                                                             9

4             Public Forum                                                                                                                                                         9

5             Extraordinary/Urgent Items                                                                                                                        9

6             Confirmation of Council Minutes                                                                                                             9

Reports - Policy and Strategy

7.1         Adoption of Annual Report 2018/2019                                                                                               11

Reports - Operational Matters

8.1         Disposal - Ohai Bowling Club                                                                                                                 189

8.2         Unbudgeted Expenditure - Dipton Hall Window Replacement                                         197

8.3         Holt Park Camping Ground Structural Issues                                                                              201

8.4         Duncraigen Water Supply Transfer                                                                                                    215

8.5         Projects from 2018/2019 to be Carried Forward into the 2019/2020 Financial Year 219

8.6         Monthly Financial Report - August 2019                                                                                        231

8.7         Management Report                                                                                                                                   247

Reports - Governance

9.1         Delegation of Authority to Chief Executive                                                                                  271

9.2         Proposed Road Stopping behind 26 Hythe Street Athol                                                      277

9.3         Southland Museum and Art Gallery 2018/2019 Annual Report                                        283

9.4         Valedictories                                                                                                                                                    315

9.5         Minutes of the Community and Policy Committee Meeting dated 7 August 2019 317

9.6         Minutes of the Finance and Audit Committee Meeting dated 18 June 2019            319

9.7         Minutes of the Finance and Audit Committee Meeting dated 29 August 2019      321

9.8         Minutes of the Regulatory and Consents Committee Meeting dated 11 July 2019 323

9.9         Minutes of the Services and Assets Committee Meeting dated 7 August 2019      325

9.10       Minutes of the Services and Assets Committee Meeting dated 4 September 2019 327

9.11       Minutes of the Riverton Harbour Subcommittee Meeting dated 17 June 2019      329

9.12       Minutes of the Edendale-Wyndham Community Board Meeting dated 25 June 2019 331

9.13       Minutes of the Edendale-Wyndham Community Board Meeting dated 27 August 2019                                                                                                                                                                                  333

9.14       Minutes of the Stewart Island/Rakiura Community Board Meeting dated 10 June 2019                                                                                                                                                                                  335

9.15       Minutes of the Stewart Island/Rakiura Community Board Meeting dated 12 August 2019                                                                                                                                                                                  337

9.16       Minutes of the Wallacetown Community Board Meeting dated 2 May 2019            339

9.17       Minutes of the Wallacetown Community Board Meeting dated 20 June 2019        341

9.18       Minutes of the Wallacetown Community Board Meeting dated 22 August 2019  343

9.19       Minutes of the Winton Community Board Meeting dated 10 June 2019                     345

9.20       Minutes of the Balfour Community Development Area Subcommittee Meeting dated 24 June 2019                                                                                                                                                           347

9.21       Minutes of the Browns Community Development Area Subcommittee Meeting dated 16 May 2019                                                                                                                                                      349

9.22       Minutes of the Browns Community Development Area Subcommittee Meeting dated 29 August 2019                                                                                                                                               351

9.23       Minutes of the Dipton Community Development Area Subcommittee Meeting dated 20 March 2019                                                                                                                                                        353

9.24       Minutes of the Dipton Community Development Area Subcommittee Meeting dated 21 August 2019                                                                                                                                                     355

9.25       Minutes of the Gorge Road and Districts Community Development Area Subcommittee Meeting dated 11 March 2019                                                                                                               357

9.26       Minutes of the Gorge Road and Districts Community Development Area Subcommittee Meeting dated 1 July 2019                                                                                                                       359

9.27       Minutes of the Gorge Road and Districts Community Development Area Subcommittee Meeting dated 2 September 2019                                                                                                       361

9.28       Minutes of the Limehills/Centre Bush Community Development Area Subcommittee Meeting dated 16 May 2019                                                                                                                    363

9.29       Minutes of the Limehills/Centre Bush Community Development Area Subcommittee Meeting dated 29 August 2019                                                                                                             365

9.30       Minutes of the Lumsden Community Development Area Subcommittee Meeting dated 17 June 2019                                                                                                                                                     367

9.31       Minutes of the Manapouri Community Development Area Subcommittee Meeting dated 23 July 2019                                                                                                                                        369

9.32       Minutes of the Mossburn Community Development Area Subcommittee Meeting dated 11 March 2019                                                                                                                                                 371

9.33       Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 25 June 2019                                                                                                                                                     373

9.34       Minutes of the Orepuki Community Development Area Subcommittee Meeting dated 18 June 2019                                                                                                                                                     375

9.35       Minutes of the Riversdale Community Development Area Subcommittee Meeting dated 24 June 2019                                                                                                                                                     377

9.36       Minutes of the Thornbury Community Development Area Subcommittee Meeting dated 7 March 2019                                                                                                                                      379

9.37       Minutes of the Tokanui Community Development Area Subcommittee Meeting dated 15 April 2019                                                                                                                                                     381

9.38       Minutes of the Tokanui Community Development Area Subcommittee Meeting dated 2 September 2019                                                                                                                                             383

9.39       Minutes of the Woodlands Community Development Area Subcommittee Meeting dated 29 July 2019                                                                                                                                        385   

Public Excluded

Procedural motion to exclude the public                                                                                                         21

C10.1    Forestry Investment

C10.2    Section 17A - Community Facilities Service Delivery Review

C10.3    Review of Resourcing within the Strategic Water and Waste Team

C10.4    Request for Council Approval of Unbudgeted Expenditure - Code Compliance Certificate Project Team

C10.5    Core Systems Review Project - Work Programme Update

C10.6    Great South - Draft Statement of Intent

C10.7    Milford Sound Tourism Limited - 2019 Annual Report

C10.8    Southland Regional Development Agency Board Appointments

C10.9    Southland Regional Development Agency - Asset Transfer

C10.10 Public Excluded Minutes of the Finance and Audit Committee Meeting dated 18 June 2019

C10.11 Public Excluded Minutes of the Finance and Audit Committee Meeting dated 29 August 2019

C10.12 Public Excluded Minutes of the Services and Assets Committee Meeting dated 4 September 2019

C10.13 Public Excluded Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 25 June 2019

C10.14 Chief Executive's Performance Review 2018/2019

 


Council

27 September 2019

 

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

 

Councillors are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a councillor 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 Council 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 Council Minutes

6.1             Meeting minutes of Council, 19 June 2019, 25 June 2019 and 21 August 2019


Council

27 September 2019

 

Adoption of Annual Report 2018/2019

Record No:             R/19/9/20723

Author:                      Shannon Oliver, Planning and Reporting Analyst

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of this report is for Council to adopt the Annual Report 2018/2019.

Executive Summary

2        Council is required by the Local Government Act 2002 to develop and adopt an Annual Report within four months of the end of a financial year. 

3        The Annual Report is a means for Council to account and report to the community on its performance for the preceding financial year.  It reports on outcomes, performance measures, both financial and non-financial and provides the actual results against budgeted results.

4        The Annual Report compares and comments on the performance of Council against the budget and operating targets set in year one of Council’s 10 Year Plan 2018-2028. 

5        The Annual Report has been reviewed by members of the executive leadership team and the Finance and Audit Committee prior to being audited by Audit New Zealand.  Changes required from these processes have been incorporated into the document. The Finance and Audit Committee reviewed the completed document and have recommended to Council that it should adopt the Annual Report 2018/2019.

6        The updated Annual Report is attached to this report (Attachment A). 

7        The draft audit opinion, and representation letter are expected to be provided on 20 September 2019 and will be tabled at the meeting.

8        A designed version of the full Annual Report will be produced after the adoption and approved by the chief executive for distribution. 

9        The summary of the Annual Report document will be prepared and audited separately in October.  Once the audit is complete and any changes made, a separate audit opinion will be received and the summary will be approved by the chief executive for distribution.

10      Council is asked to consider the Annual Report 2018/2019 as presented, incorporating any further changes as necessary, for adoption.

 

 

 

Recommendation

That Council:

a)            Receives the report titled “Adoption of Annual Report 2018/2019” dated 20 September 2019.

 

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)           Endorses the recommendation from the Finance and Audit committee that Council adopt the Annual Report for the year ended 30 June 2019.

 

e)            Adopts the Annual Report for year ended 30 June 2019.

 

f)             Delegates authority to the chief executive to approve any minor amendments needed to the Annual Report, subsequent to this meeting.

 

g)           Delegates authority to the chief executive and mayor to sign the Annual Report letter of representation to Audit New Zealand on behalf of Council.

h)           Delegates authority to the chief executive to approve any staff/audit changes to the Summary Annual Report.

i)             Delegates authority to the Chief Executive and Mayor to sign the Summary Annual Report letter of representation to Audit New Zealand on behalf of Council.  If signing of the letter is subsequent to the public notice of the Local Authority triennial election results, and prior to the swearing in of the Mayor Elect, delegated authority is given to the Chief Executive.

 

j)             Notes that the Summary Annual Report will be released to the public once approved by the chief executive.

 

Background

11      The Local Government Act 2002 requires Council to prepare and adopt an Annual Report within four months of the end of each financial year. 

12      An Annual Report is intended to outline Council’s actual performance in comparison with its intended performance as outlined in its Annual or Long Term Plan.

13      The Annual Report details the operating activities of Council and includes financial statements for Council. The report and financial statements have been audited by Audit New Zealand on behalf of the auditor-general.

14      A draft of the unaudited Annual Report was presented to the Finance and Audit Committee on 29 August 2019 for their review and the committee resolved to release the document to Audit NZ

15      At the date of this report, Audit New Zealand’s audit is substantially complete. 

16      The draft Annual Report was presented to the Finance and Audit Committee on 23 September 2019 and the committee has recommended to Council that it adopt the Annual Report.

17      Dereck Ollsson, Associate Audit Director of Audit New Zealand was in attendance via video conference at the Finance and Audit Committee meeting to present the audit opinion and answer any questions regarding the Annual Report, audit opinion, representation letter and other associated documents.  Audit New Zealand have not finalised the management report at the date of this report, however Audit New Zealand have discussed the key findings with the Finance and Audit Committee.  The formal report will be provided by Audit New Zealand in due course.

18      The Summary Annual Report document is not required to be adopted by Council. The summary of the Annual Report document will be prepared and audited separately in October 2019.  Once the summary document audit is complete and any changes are made, a separate audit opinion will be received and the summary will be approved by the chief executive for distribution.

19      The Annual Report and Summary Annual Report (once confirmed) will be made available to the public via Council’s website, by placing printed copies in libraries and service centres and having printed copies available for distribution on request in October 2019.  The availability of the Annual Report will be advertised.  Printed copies of the report and summary will also be sent to those on the strategy and policy mailing list.

Status of the Report

20      At the date of this report the Annual Report is nearly complete.  The principal matters outstanding include the designed version of the Annual Report, the audit and design of the summary document, and any final changes as a result of the final audit review processes. 

21      Any material changes made to the report will be outlined at the meeting.

22      At the time of writing this report, Audit New Zealand have completed the majority of their audit fieldwork and review of the Annual Report, however are not in a position to be able to provide audit clearance.  Verbal audit clearance is expected to be received on Friday 20 September 2019. Any changes to the document will be tabled at the meeting.

23      In conjunction with providing verbal audit clearance, Audit New Zealand will provide Council with the draft audit opinion, and the draft representation letter. These documents will be circulated separately, prior to the meeting.  The letter of representation is required to be signed by the mayor and chief executive.  Audit New Zealand have advised that the draft management report will not be available for circulation prior to the meeting, however they will discuss the key findings at the meeting with Finance and Audit Committee.

Organisational Performance

24      The Annual Report 2018/2019 details performance of the organisation against the key performance targets that were specified in the 10 Year Plan.

25      Managers have reviewed the activities for which they are responsible and have provided commentary of the actual performance against targets, particularly in those instances where the performance targets have not been met. 

26      Of the 83 service performance targets, 59 (71%) were achieved, 23 (28%) were not achieved and one (1%) was not measured. The result shows that nearly two thirds were met and approximately a third of the organisations KPIs were not met.  Throughout the report there were a variety of reasons why the performance targets were not achieved and these reasons are outlined in more detail in the performance tables within the activity sections of the Annual Report.   However, some of the reasons include but are not limited to: 

·   change in priority setting

·   financial costs exceeded anticipated target

·   improvements are being made but are not yet in place

·   performance measure results are not available yet

·   there may be issues with processes

·   that the target was set incorrectly.

 

 

Activity group performance results

Achieved

Not measured

Not achieved

Total

Community services

9

-

2

11

District leadership

13

-

6

19

Emergency management

2

-

-

2

Regulatory services

10

1

2

13

Roads and footpaths

4

-

2

6

Solid waste

5

-

1

6

Stormwater

8

-

2

10

Sewerage

5

-

1

6

Water supply

3

-

7

10

TOTAL

59

1

23

83

Projects

27      The Annual Report 2018/2019 includes summarised information about projects and their completion status.  The projects include those programmed in year one of the LTP 2018-2028 plus any projects carried forward from previous years.

28      Of the 177 projects, overall, 57 (32%) were completed, 27 (14%) were terminated/deleted, 7 (4%) were not started, 62 (35%) were in progress and 24 (15%) were deferred. 

 

Activity group projects status

Completed

In progress

Not started

Deferred

Deleted

Total

Community services

33

21

13

1

18

86

 

District leadership

1

4

1

1

2

9

 

Emergency Management Southland

-

-

-

-

-

-

 

Regulatory services

-

-

-

-

-

-

 

Roading and transport

10

8

4

-

3

25

 

Solid waste

-

-

-

-

-

-

 

Stormwater

1

3

-

-

-

4

 

Wastewater

1

17

2

4

-

24

 

Water supply

11

9

4

1

4

29

 

TOTAL

57

62

24

7

27

177

 

Statement of Compliance

29      Clause 34 of Schedule 10 of the Local Government Act 2002 requires that a Statement of Compliance be included in the Annual Report indicating whether the statutory requirements in relation to preparation of the Annual Report have been met. The statement is required to be signed by the chief executive and mayor.

30      The main statutory requirements relating to preparation of the Annual Report are outlined in the Act under Part 6, Section 98 and Part 3 of Schedule 10. These sections largely require that the statements be prepared in accordance with Generally Accepted Accounting Practice (GAAP) and that certain information be disclosed in the Annual Report. Hence, the Statement of Compliance is confirming that the information that is required to be included in an Annual Report has been included and whether the report itself has been adopted within the four month timeframe and that it has been audited. The representations required in the statement do not extend to confirming, for example, that Council has met all of its statutory responsibilities during previous decision-making processes.

Financial Results

31      These financial statements have been prepared in accordance with Tier 1 PBE accounting standards.  The accounting policies for the year ended 30 June 2019 were approved at the Finance and Audit committee meeting in June 2019. Explanations of the variances between actual results and budgeted results for 2018/2019 year can be found in note 34 of the Annual Report.

32     A summary of key financial information is set out below.

Statement of comprehensive revenue and expense

33      The statement of revenue and expense records the revenue received and the expenditure incurred by Council. It also records changes in the value of Council’s assets.  In summary, Council’s financial performance was as follows:

 

Actual 2018/2019

Budget 2018/2019

Actual 2017/2018

Total revenue

$77.1M

$67.9M

$79.7M

Total expenditure

($78.5M)

($72.3M)

($76.0M)

Share of surplus from associates

$0.3M

-

-

Operating surplus/(deficit)

($1.1M)

($4.4M)

$3.7M

Gains on assets at fair value

$49.9M

$27.0M

$49.4M

Total comprehensive revenue and expense

$48.8M

$22.6M

$53.1M

34      Total revenue was $9.2 million over budget primarily due to increased NZTA subsidies ($2.9 million), forestry harvesting income ($1.1 million), grants ($0.6 million), Venture Southland wage recoveries ($1.1 million), interest from investing ($0.4 million), vested assets ($1 million) and Council’s share of Venture Southland’s income which was not included in the budget ($1.5 million).

35      Total expenditure was $6.2 million above budget predominantly due to the write off of Te Anau wastewater costs ($2.2 million), discussed further below, increased depreciation ($0.8 million), increase in employee benefit expenditure ($1.5 million) and Council’s share of Venture Southland expenditure not included in the budget ($1.4 million).  $1.1 million of the increase in employee benefit expenditure is due to Venture Southland payroll costs ($1.1 million) not included in the budget.  These costs were fully offset by the increase in Venture Southland wage recoveries noted above. 

36      Gains on assets was $26.2 million greater than budget due to a significant increase in the roading revaluation as a result of current market conditions (compared to market conditions at the time the budget was established).

Statement of financial position

37      The statement of financial position (also referred to as the balance sheet) records the assets Council owns, and how those assets are financed.  Total assets refers to what Council owns, for example infrastructure assets.  Total liabilities are finance from third parties, for example accounts payable.  Total equity is the net community assets (total assets less total liabilities).  Key items in the statement of financial position are:

 

Actual 2018/2019

Budget 2018/2019

Actual 2017/2018

Total assets

$1,600M

$1,553M

$1,452M

Total liabilities

$13.4M

$11.0M

$11.0M

Total equity

$1,587M

$1.542M

$1,441M

38      Total assets are over budget primarily due to property, plant and equipment being significantly more than budgeted by $30.3 million.  This is principally as a result of the higher than budgeted revaluation of infrastructural assets.

39      At 30 June 2019, Council also had $1.7 million of external borrowings.  This was a short term utilisation of Council’s overdraft facility due to operational cashflow requirements.

Statement of cash flows 

40      The statement of cash flows records the cash that Council received and disbursed.  Broadly cash, under financial reporting rules is recorded in three separate categories:

·   operating cash flows - the cash flow related to day-to-day operating activities

·   investing cash flows - the cash flow received from sale of assets and cash spent on capital assets

·   financing cash flows - the cash flow received from any borrowings and the cash flow disbursed in repaying borrowings.

41      Overall, Council’s cash position increased from June 2018 by $4.8 million to $15.7 million at 30 June 2019.  In summary, the cash flows recorded within these categories are as follows:

Operating cash flows

Actual 2018/2019

Budget 2018/2019

Actual 2017/2018

Cash surplus/(deficit)

$23.1M

$21.1M

$28.2M

 

Investing cash flows

Actual 2018/2019

Budget 2018/2019

Actual 2017/2018

Cash surplus/(deficit)

($20.4M)

($28.6M)

($27.1M)

 

Financing cash flows

Actual 2018/2019

Budget 2018/2019

Actual 2017/2018

Cash surplus/(deficit)

$1.7M

-

-

42      Council’s net operating cashflows were higher than budgeted predominantly due to $2.6 million more receipts from NZ Transport Agency.  Net cash outflows from investing activities were $8.6 million lower than budgeted due unbudgeted receipts from the disposal of other assets/investments ($6.0 million) and timing of planned capital projects ($2.0 million). 

Issues

43      As at the date of this report there are no significant unresolved issues in relation to the Annual Report 2018/2019. There are however, a couple of matters, which Council need to be aware of.

44      Council’s decision to use sub-surface drip irrigation as the disposal method for the Te Anau wastewater project has resulted in a need to apply for a new consent from Environment Southland. As a result of the decision a review has been completed of costs incurred since 2013/2014. Costs totalling $2.2 million have been written off as they related to the consent approved using centre pivot irrigation and associated costs.  This has been included in the operational costs included in the Statement of Comprehensive Revenue and Expense and contributes to the overall net deficit for 2019 (before revaluation adjustments).

45      In prior year’s Audit NZ have raised in its management report Council’s accounting approach to its various interests in other entities. Further to the position papers presented to the committee over the last 12 months, staff have reflected the proposed accounting treatment in these draft financial statements, which will be formally adopted as part of the Annual Report adoption.  As with previous years, Council’s 42% share of Venture Southland has been proportionately consolidated and Council’s portion of WasteNet costs have been accounted for.  For the first time this year, Council’s share in its associates (Southland Regional Heritage Committee, Emergency Management Southland and Great South) have been recognised, and Milford Community Trust has been consolidated into the group accounts. 

46      Council’s roading valuation identified an additional $541,000 of vested assets that had not previously been recognised by Council.  The annual report has been updated to include this revenue, however upon detailed investigation, the value of the assets should have actually been $830,000.  This was due to an error in the asset management system, which flowed through to the valuation.  We anticipate this matter will be included on Audit New Zealand’s representation letter, and potentially management report.  

47      Audit New Zealand requested that Council gross up the revenue and expenditure associated with the Venture Southland staff that were employed by Council.  This resulted in an additional $1.1 million of other revenue and employee benefit expense, however the overall net effect on the statement of comprehensive income and expense did not change ($Nil effect).

48      During the audit process it was identified that there is additional income and expense associated with WasteNet which overall resulted in a deficit of $2,000, of which Council should be recognising its 31% share.  This matter has been considered immaterial and not adjusted in 2018/2019, however Council processes have been amended to ensure that we are reviewing this annually and incorporating into our future annual reports as required.  We anticipate this matter will be included on Audit New Zealand’s representation letter, and potentially management report.  

49      Council engaged Audit New Zealand to undertake a probity audit on the Te Anau wastewater pipeline construction tender process.  Audit New Zealand’s fee for this work was $16,000, which has been included in the work in progress value for this project.  Audit New Zealand requested that this value be removed from work in progress and included in other expenditure.  Given the immaterial value, and the flow on impact to the wider Annual Report document, staff have not made this change. We anticipate this matter will be included on Audit New Zealand’s representation letter, and potentially management report.  

50      Council staff are liaising with Venture Southland and Audit NZ in relation to accounting and disclosures required for the wind up of Venture Southland.  Council’s share of all Venture Southland’s assets and liabilities have been recognised as current as at 30 June 2019 and a detailed disclosure on the wind up of the entity has been included in note 24 in the draft Annual Report.

51      During their procedures, Audit New Zealand made a number of recommendations around changes to disclosures and classifications and these have all been implemented to date.  A record of such changes is available if the Council wish to understand the specific detail, however other than those specified above, they were not significant. 

Factors to Consider

Legal and Statutory Requirements

52      Section 98 of the Local Government Act 2002 requires Council to adopt an Annual Report within four months of the end of the financial year.

53      The Act also requires that Council publishes a summary of the Annual Report within one month of the Annual Report being adopted.  Officers are preparing a summary document which will be released in October.

54      Part 3 of Schedule 10 also outlines a number of disclosures that are required to be included in the Annual Report.

55      Amendments to the Local Government Act 2002 provide the inclusion of wellbeing’s.  In relation to annual reporting an amendment to Schedule 10 (3, 23), - Groups of activities now includes “(d) describe any identified effects that any activity within the group of activities has had on the social, economic, environmental, or cultural well-being of the community.”  This had been reflected throughout the Annual Report document.

Community Views

56      The community expects Council to adopt an Annual Report in accordance with the requirements of the Local Government Act 2002.  The report is an important accountability document in terms of explaining the actual performance of the organisation relative to the objectives that were set via the Long Term Plan and Annual Plan.

57      No specific community views have been sought on the Annual Report.

58      The Annual Report and summary (once confirmed) will be made available to the public via Council’s website, by placing printed copies in libraries and service centres and having printed copies available for distribution on request.  Availability of the report will be advertised.  Printed copies of the report and summary will also be sent to those on Council’s mailing list.

Costs and Funding

59      The audit fee for the Annual Report is $118,349 (excluding GST) plus associated disbursements.

60      There are no additional financial considerations associated with making a decision on whether to adopt the Annual Report.

Policy Implications

61      Council’s policies relating to the basis upon which the Annual Report is prepared are outlined in the Statement of Accounting Policies contained in the report itself.

Analysis

Options Considered

62      Under the Local Government Act 2002, the Council must prepare and adopt an Annual Report in respect of each financial year and option 1 meets those requirements.  

Analysis of Options

Option 1 – Adopt the Annual Report 2018/2019, including any adjustments agreed at this meeting

Advantages

Disadvantages

·        compliance with Council’s legislative requirements

·        the document provides information to the public on the performance to budget and against key performance indicators.

·        no identified disadvantages.

 


 

Option 2 – Do not adopt the Annual Report 2018/2019 and request changes to the document

Advantages

Disadvantages

·        changes requested by councillors will be incorporated into the document.

·        Audit New Zealand may not have capacity to audit the changes.

·        any changes that Council may want to make will delay the document and it will not meet legislative timeframes.

·        Council may not be compliant with the legislation.

 

 

Assessment of Significance

63      The Annual Report 2018/2019 is considered significant under Council’s significance and engagement policy because the performance of Council is of wide community interest.

64      It is important to the public that Council meets both its financial and non-financial commitments to ensure it delivers its services efficiently and effectively.  To do this the public relies on the information provided in the Annual Report to give it assurance that Council is undertaking its responsibilities and how well it is performing these.

65      Along with the processes and procedures Council undertakes to track and record the information provided in the Annual Report, to ensure that the public can rely on the information provided an independent review is undertaken by auditors (Audit New Zealand).  In general, Audit New Zealand provides an opinion as to whether Council has complied with Generally Accepted Accounting Practice (GAAP) and that the Annual Report fairly reflects Council’s financial position, results of operations and cashflows, and levels of service and reasons for any variance.

Recommended Option

66      The recommended option is Option 1 – Recommend adoption of the Annual Report 2018/2019, including any adjustments agreed at this meeting.

Next Steps

67      Once the Annual Report is adopted, and the signed representation letter has been provided to Audit New Zealand, the final audit opinion will be issued to Council.  The audit opinion will be finalised in the Annual Report and an online and printed version of the Annual Report will be made available to the public.

68      The summary Annual Report will be graphically designed and will be audited separately in October.  Once the summary document audit is complete and any changes made, the summary will be approved by the chief executive and will also be made available to the public.

Attachments

a             Draft Annual Report - 16 September version    

 


Council

27 September 2019

 

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Council

27 September 2019

 

Disposal - Ohai Bowling Club

Record No:             R/19/7/14595

Author:                      Theresa Cavanagh, Property Advisor

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To declare the Ohai Bowling Club building surplus to requirements and to support its disposal.

Executive Summary

2        Council owns two buildings in Ohai that have the potential to be used for community facilities – the hall on Richmond Street and the Bowling Club on the Ohai Recreation Reserve.

3        Public consultation was undertaken with the Ohai community to determine the community’s preference for retaining one or both buildings. 85% of respondents were in favour of retaining the hall.

4        On this basis, the Ohai Community Development Area Subcommittee resolved to retain the Ohai Hall and dispose of the Ohai Bowling Clubrooms.  For this to occur, Council must declare the Ohai Bowling Club building surplus to requirements.

 

Recommendation

That the Council:

a)            Receives the report titled “Disposal - Ohai Bowling Club” dated 20 September 2019.

 

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 that the Ohai Bowling Club building located on Lot 1 DP 2858 held in Record of Title SL138/258 is surplus to requirements and is to be disposed of.

 

e)            Resolves that the Ohai Bowling Club building is sold at market value either for removal or left onsite and a lease be entered into.  Any tenant’s activity would need to comply with the criteria of the Recreation Reserve classification as required by the Reserves Act 1977. 

 

f)             Delegates to the Chief Executive the authority to decide on the most appropriate disposal method and to accept/decline any offer.

 

Background

5        Council owns two buildings in Ohai that have the potential to be used for community facilities. 

-        The hall located on Richmond Street is currently used for community activities.  The         windows have recently been replaced and an upgrade of the kitchen (including hot water        facilities) and the meeting room are in the pipeline.        
-        The bowling club building located on the Ohai Recreation Reserve on Hastings Street       was previously owned by the Ohai Bowling Club and was recently gifted to the Council.         Council, at its meeting on 6 September 2017, agreed to accept the offer of the building as a      gift, with the intention to look at which building (hall or bowling club) would best serve as      a community centre. 

6        Public consultation was undertaken via survey to determine the community’s preference for retaining one or both buildings.  85% of respondents were in favour of retaining the hall.  This was also Council’s preference as the hall better meets the community’s needs and requires less ongoing maintenance costs.

7        Given the survey results the Ohai Community Development Area Subcommittee, at their meeting on 12 March 2019, resolved to retain the Ohai Hall and dispose of the Ohai Bowling Clubrooms.

8        The building is located on land which also contains the rugby grounds, therefore the land underneath the building is unable to be sold without a subdivision.  If the land was sold it may need to revert back to the Crown or previous owners and would require a public notification process to revoke the reserve status.  This would be a lengthy and costly process and was not considered a practical solution for disposal.  Also, if the land and building was sold to a community group, the process would create a freehold title which could then be onsold, without Council input, for a purpose that may not be compatible with the use of the surrounding Recreation Reserve.

9        Given the above, it has been determined that disposal of the building only is the most practical solution. There are two methods of disposal available to Council. 

-     Disposal for Removal.

   Disposal for Retention.  This would require a lease with a suitable tenant whose activity meets the occupation and use criteria for a Recreation Reserve under the Reserves Act 1977. 

Both methods would require the building to be sold at market value.

10      Net proceeds from the sale would go to the Ohai General Reserve.

Issues

11      If Council is unable to sell the building then a subsequent decision will be made on management and maintenance.

Factors to Consider

Legal and Statutory Requirements

12      None identified.

Community Views

13      Community consultation was undertaken in 2018 regarding the preferred option for a community centre.  85.71% of respondents were in favour of retaining and upgrading the Richmond Street hall.  14.29% of respondents were in favour of using and upgrading the Bowling Club.  

Costs and Funding

14      Legal and valuation costs associated with the disposal will be covered by the proceeds of the sale of the Bowling Club building.  The net sale proceeds will go into the Ohai General Reserve, if any.

Policy Implications

15      None identified.

Analysis

Options Considered

16      To resolve to dispose of or retain the Ohai Bowling Clubrooms.

Analysis of Options

Option 1 – To dispose of the Ohai Bowling Clubrooms

Advantages

Disadvantages

·        Directs resources into one community centre.

·        The Ohai General Reserve will receive net sale proceeds, if any.

·        None identified.

 

Option 2 – To retain the Ohai Bowling Clubrooms

Advantages

Disadvantages

·        None identified.

·        Goes against the wishes of the community to dispose of the building.

·        Council would own a building which requires ongoing maintenance

 

Assessment of Significance

17      Not considered significant.

Recommended Option

18      Option 1 – Dispose of the Ohai Bowling Clubrooms

Next Steps

19      Proceed with the sale.

 

Attachments

a             Ohai Bowling Club Map & Photos    

 


Council

27 September 2019

 

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Council

27 September 2019

 

Unbudgeted Expenditure - Dipton Hall Window Replacement

Record No:             R/19/8/19442

Author:                      Mark Day, Community Facilities Manager

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1       The purpose of this report is to seek unbudgeted expenditure by the Dipton Community Development Area Subcommittee (the Subcommittee) of $12,037.23 to replace the windows at the Dipton Hall.

Executive Summary

2       Council staff have been working with members of the Subcommittee on a project to repaint the exterior of the Dipton Hall that is identified in this year’s Annual Plan. This project has a budget of $38,000.00.

3       During the on-site discussions, the Subcommittee members indicated that they would also like to replace the windows at the hall and requested Council staff obtain quotes for the exterior repainting and the replacement of the windows.

4       Council staff indicated that due to the budgeted amount of $38,000.00 that was available, a decision would need to be made regarding which of these projects would take priority.

5       Council staff suggested that there would need to be remedial work undertaken on the old wooden windows, prior to any paint work being undertaken, and that replacing the existing windows with aluminium windows would be Council’s staff recommendation.

6       The Subcommittee agreed with Council’s staff recommendation.

Analysis

7       Council staff have approached a number of contractors to submit quotes to paint the exterior of the Dipton Hall and replace the existing wooden windows with aluminium windows. They were requested to include a price for single and double glazed options as well as the cost to replace the doors.

8       Council staff have received the quotes for the exterior painting and the replacement aluminium windows. These have come in over the existing budget for the project.

9       It is recommended to proceed with the installation of the aluminium windows and accept the quote provided at $47,037.23 (ext GST).

10     There will be some additional costs to cover the installation of window stays ($1,115.52) and remedial painting that are not included in the window replacement quote.

11     The additional $12,037.23 will be unbudgeted expenditure to be funded from the Dipton General Reserve.

 

Recommendation

That the Council:

a)            Receives the report titled “Unbudgeted Expenditure - Dipton Hall Window Replacement” dated 17 September 2019.

 

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 expenditure of $12,037.23 for the installation of aluminium windows at the Dipton Hall to be funded from the Dipton General Reserve.

 

Background

12      The Dipton Hall exterior repainting has been identified as a project in this year’s Annual Plan. 

13      Council staff had discussions with the Subcommittee and determined that replacing the wooden windows with aluminium windows should be done prior to the exterior repainting. 

14      Subsequently, Council staff have received quotes for both pieces of work. The quotes have come in over the available budget and hence additional funding is sought to undertake the work.

15      Council staff recommend that the aluminium windows are replaced and the exterior repaint is allowed for in the next planning round.

Issues

16      The work is currently budgeted but the amount is not sufficient to fund the project. As such, unbudgeted expenditure is sought to resolve this issue in line with requested timeframes.
The funding will be provided from the Dipton General Reserve.

Factors to Consider

Legal and Statutory Requirements

17      None identified.

Community Views

18      This request is considered to represent the views of the community.

Costs and Funding

19      The Subcommittee currently has $58,200.00 in the Dipton General Reserve.

20      This will be funded from the Dipton General Reserve.

Analysis

Analysis of Options

Option 1 – Approve the unbudgeted expenditure to replace the existing hall windows

Advantages

Disadvantages

·        The windows will extend the life of the building.

·        The windows will provide additional thermal insulation as they will be double glazed.

·        None identified.

 

Option 2 – Do nothing

Advantages

Disadvantages

·        None identified.

·      The condition of the hall will continue to deteriorate.

Assessment of Significance

21      The decision is not considered to be significant.

Recommended Option

22      Proceed with Option 1 – Approve the unbudgeted expenditure to replace the existing hall windows.

Next Steps

23      Council staff to action the works.

 

Attachments

There are no attachments for this report.  

 


Council

27 September 2019

 

Holt Park Camping Ground Structural Issues

Record No:             R/19/9/21280

Author:                      Mark Day, Community Facilities Manager

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1       The purpose of this report is to seek unbudgeted expenditure approval to demolish the Holt Park Camping Ground amenities buildings.

Executive Summary

2       Council approved the upgrade of the Holt Park camping ground with a budget of $228,000.

3       During the preconstruction phase of this project it became evident that the structural integrity of the current buildings is severely undermined. A Structural Engineer was engaged to complete a structural assessment and the subsequent report identified that it was no longer sound and was deemed a health and safety risk.

4       The recommendation from the Engineer is to demolish the existing structures in their entirety as it was not deemed economic to recover the structural integrity of the buildings. The Engineering report is attached to this report.

5       At this point the upgrade project was put on hold.

Recommendation

That the Council:

a)            Receives the report titled “Holt Park Camping Ground Structural Issues” dated 20 September 2019.

 

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 expenditure of up to $100,000 for the demolition of the Holt Park Camping Ground amenities buildings to be funded from the Otautau General Purpose Reserve.

Background

6       Council approved the upgrade of the Holt Park camping ground with a budget of $228,000.

7       During the preconstruction phase of this project it became evident that the structural integrity of the current buildings is severely undermined. A Structural Engineer was engaged to complete a structural assessment and the subsequent report identified that it was no longer sound and was deemed a health and safety risk.

8       The recommendation from the Engineer is to demolish the existing structures in their entirety as it was not deemed economic to recover the structural integrity of the buildings. The Engineering report is attached to this report.

9        At this point the upgrade project was put on hold.

Analysis

10      Staff considered either demolishing or closing (boarding up) the structures as the only viable options.

11      Due to the health and safety risk the buildings pose to the general public and visitors to the camping ground, it is considered that demolition of the structures is the preferred option. Further, it is considered uneconomic to salvage the structures and maintain them as safe for public occupation.

12      Once demolished, as part of the scope of work, the site will be made tidy and re-grassed in line with the surrounding environment.

13      Following the demolition, further work will be undertaken to identify next steps with the facility if any.

Issues

14      The structural integrity of the Holt Park camping ground amenities buildings have been deemed unsafe. Demolition of these structures is proposed.

15      The proposed demolition is not programmed and budgeted for. As such, an unbudgeted expenditure approval is required from Council.

Factors to Consider

Legal and Statutory Requirements

16      As the PCBU for the Holt Park Camping Ground facilities, Council is obligated to ensure the safety of all visitors to this site.

Community Views

17      The Otautau Community Board has been informally consulted with regarding the outcomes of the Engineering Report and the proposed demolition and agrees with staff’s proposed actions.

Costs and Funding

18      Whilst pricing has not yet been sought, it is anticipated that the demolition and reinstatement will not total more than $100,000. Pricing is being sought currently and will be a variation to the existing contract.

19      It is proposed to fund the works from the Otautau General Purpose Reserve.

Analysis

Analysis of Options

Option 1 – Approve the unbudgeted expenditure to demolish the buildings

Advantages

Disadvantages

·        Demolition can be undertaken and the site made safe

·        Cost

 

Option 2 – Do not approve the funding and close the buildings

Advantages

Disadvantages

·        The cost of making the structures and site could be less than demolition costs

·        Council will be required to make sure that the structures are contained and don’t pose a threat to public safety

·      Ongoing management costs will be required

·      The structures may need to be demolished in the future as they deteriorate further

Assessment of Significance

20      The decision is not considered to be significant.

Recommended Option

21      Proceed with Option 1 – Approve the unbudgeted expenditure to demolish the buildings.

Next Steps

22      Council staff to procure and action the works.

 

Attachments

a             OPUS structural assessment report - Holt Park    

 


Council

27 September 2019

 

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Council

27 September 2019

 

Duncraigen Water Supply Transfer

Record No:             R/19/9/20706

Author:                      Bill Witham, Manager Operations - Water and Waste

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To outline the steps required to transfer the Duncraigen rural water supply to Pāmu (Landcorp Farming Limited) and seek a recommendation to proceed with the transfer.

Executive Summary

2        The Te Anau Rural Water Supply Committee have requested that the Duncraigen Rural Water Scheme be divested from Southland District Council (Council) and ownership transferred to Pāmu.

3        Council have sought legal advice to determine the appropriate steps needed to make the transfer.  It was advised that the first step was to seek a recommendation from the Te Anau Rural Water Supply Subcommittee (the subcommittee) to proceed and then take that recommendation to the Services and Assets Committee (the committee) for approval.

4        The subcommittee agreed in principle to proceed to negotiate a transfer. This was resolved at its meeting on 12 March 2019.

5        The committee resolved that the matter should be considered by Council as the scheme is a Council asset.

 

Recommendation

That the Council:

a)            Receives the report titled “Duncraigen Water Supply Transfer” dated 20 September 2019.

 

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 in principle to proceed to negotiate a transfer.

 

e)            Does not agree in principle to proceed.  

 

 

Background

6        The subcommittee has been considering for some time the option of transferring the Duncraigen Rural Water Supply to Pāmu (Landcorp Farming Limited) on the basis that Pāmu are the sole beneficiary of this supply.

7        The subcommittee agreed in principle to proceed to negotiate a transfer. This was resolved at its meeting on 12 March 2019.

8        The committee resolved to refer the matter to Council for consideration as the scheme is a Council asset.

9        The scheme is made up of an intake building and 2,229 m of pipework.  Pāmu is the only customer.  The current valuation is $374,863.

10      The scheme was originally constructed by Landcorp and transferred to Council at no cost.

Issues

11      Council has sought legal advice to find the appropriate steps to follow in this process as difficulties have arisen in similar transfers elsewhere in New Zealand.

Factors to Consider

Legal and Statutory Requirements

12      The Local Government Act 2002 does not prevent the transfer of this scheme as it is not a drinking water supply.

Suggested Steps

13      Council have sought legal advice as to the appropriate steps needed to transfer the Duncraigen rural water supply to Pāmu.  The suggested steps were as follows:

(a)  seek agreement in principle from the subcommittee to proceed to negotiate a transfer

(b)  if approved, to have the committee consider the subcommittee’s recommendation

(c)  if approved staff negotiate and document a draft transfer agreement (subject to subcommittee approval)

(d)  take the final agreement to the Services and Assets Committee for approval.

14      Implement the transfer in accordance with the terms of the agreement.

Assessment of Significance

15      Council does not consider this is an item of significance in terms of Section 76 of the Local Government Act 2002.

Recommended Option

16      That the Council agrees in principle to proceed and authorises the water and waste department to negotiate the terms of a draft transfer agreement.

Next Steps

17      If the recommendation is to proceed, terms will be negotiated with Pāmu and a draft transfer agreement will be prepared.

 

Attachments

There are no attachments for this report. 

 


Council

27 September 2019

 

Projects from 2018/2019 to be Carried Forward into the 2019/2020 Financial Year

Record No:             R/19/9/21071

Author:                      Susan McNamara, Management Accountant

Approved by:         Anne Robson, Chief Financial Officer

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To inform Council of the projects approved for delivery in the 2018/2019 year that were not completed by year end and to seek approval from Council to carry forward these projects or dollars related to these projects to the 2019/2020 year.

2        Please note – this list is not a complete list of all projects that were not complete in 2018/2019. Some projects included in 2018/2019 were deferred to a year later than 2019/2020 or were considered not required to be completed and deleted from the work programmer entirely and are disclosed in the Annual Report for 2018/2019. Projects moving to 2020/2021 or later will be included in the relevant Annual Plan or Long Term Plan document.

Executive Summary

3        Every year as part of the Annual Plan/Long Term Plan process, Council staff and elected members identify projects to be undertaken and the funding needed to complete the work.
Due to various reasons, these projects are not always completed in the financial year they were budgeted to occur in and need to be carried forward.

4        The projects identified by staff as needing to be carried forward, along with the reason the work has not been completed, are included in the list in Attachment A.  We ask Council to consider this request and approve appropriately.

5        As you are aware, as part of the forecasting process Council undertakes in November and March each year, staff identify projects that potentially won’t be completed and these are incorporated in to the Annual Plan for the next year. Where the actual amount spent in 2018/2019 was higher than the remaining funds available in 2018/2019 for the project, a negative amount has been included in Attachment A. This is to ensure that the overall project budget remains the same.

 

Recommendation

That Council:

a)        Receives the report titled “Projects from 2018/2019 to be Carried Forward into the 2019/2020 Financial Year” dated 20 September 2019.

 

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 projects/expenditure below to be carried forward into the 2019/2020 financial year to be funded from the sources indicated in Attachment A.

 

Category/town

Project name

Amount

Operational

Community services - airport

Minor civil contractor works

$9,500

Regulatory – building regulation

General projects

$54,000

District leadership

Community spirit awards

$10,000

District leadership

Consultants – services and assets

$69,682

District leadership

Invercargill office business case

$54,960

District leadership

Stormwater investigation fund

$29,812

District leadership - Manapouri

Resource consent for Manapouri tree removal

$15,220

District leadership – Waihopai Toetoes

Grant for Tokanui skate park

$2,000

District leadership – Waihopai Toetoes

Grant for Gorge Road bell tower

$10,000

Community services – grants and donations

Creation of Christmas parades

$5,000

Community services – parks and reserves

Open spaces planning

$115,182

Regulatory – resource consent

Training

$9,977

Regulatory – resource consent

District plan and regional projects

$241,800

Roads and footpaths

AMCT maintenance on suspension bridges

$2,236

Wastewater

CCTV inspections

$47,965

Motor vehicle expenditure

Regulatory – animal services

Sale of FLP973 Holden Colorado

($10,000)

District leadership

Sale of HGP912 Mazda CX5

($10,000)

Community services – work schemes

Sale of HFT307 and HFT308 Toyota Hi Ace

($20,000)

Community services – work schemes

Replacement of HFT307 and HFT308 Toyota Hi Ace

$70,000

Capital expenditure – not project

Community services  library

Library books

$69,231

Roads and footpaths

Work to bring AMCT to NZCT standard

$237,118

Roads and footpaths

Structure component and bridge renewal

$597,984

Roads and footpaths

Alternative coastal route seal extension

$275,967

Project to be combined into one - WAT952 District monitoring

Water supply

Consultancy, project management and design for DMA metering

($6,477)

Water supply

Leak detection and improvement of leak detection

$9,500

Water supply

Monitoring minimum night flows and pressures and optimise metering

$6,600

Project to be reclassified as a grant

Community services - Tokanui

Tokanui skate park

$5,000

Projects by activity

Airport

Airport helipads

$14,000

Cemeteries - Winton

New information kiosk at east Winton cemetery

$15,744

Council facilities – Otautau

Upgrade to camping group

$154,112

Parks and reserves – Edendale-Wyndham

Beautification due to tree felling

$10,000

Parks and reserves –Gorge Road

Loop track

($1,628)

Parks and reserves –Manapouri

Playground equipment

($10,683)

Parks and reserves –Te Anau

Te Anau boat harbour toilet area

$6,400

Parks and reserves – Te Anau

Town entrance signs

$18,122

Parks and reserves – Te Anau

Gateway to Fiordland

$20,000

Parks and reserves – Te Anau

Lakefront trail to Upukerora mouth

$3,160

Parks and reserves –Thornbury

Equipment upgrade

$7,953

Public toilets – Colac Bay

Colac Bay playground toilets

($48,803)

Public toilets –Monkey Island

Monkey Island toilets

$83,892

Public toilets –Te Anau

Te Anau new toilet Milford Road end of town

($38,725)

Public toilets –Waikawa

Waikawa toilet

($50,890)

Public toilets –Clifden

Clifden toilets

$60,384

SIESA

Fuel tanks replacement

$31,169

Water structures – Stewart Island Jetties

Golden Bay wharf health and safety work

$14,215

Water structures – Stewart Island Jetties

Golden Bay wharf maintenance

$3,770

District Leadership

Core system replacement

$294,096

District Leadership

Equipment renewal

$200,000

District Leadership – Gorge Road

Install bell at war memorial

$10,000

District support – Waihopai Toetoes

Rimu school parking

$5,000

District support – Waihopai Toetoes

Woodlands Morton Mains road landscaping

$2,000

Roads and footpaths – Colac Bay

Information Board

$5,000

Roads and footpaths –Lumsden

Footpath replacement

$21,000

Roads and footpaths –Manapouri

Manapouri bollard lighting

$20,000

Roads and footpaths –Orepuki

Footpaths improvements

$15,775

Roads and footpaths –Stewart Island

New footpath from Rankin St to the end of Fushia walkway and signage

$33,500

Roads and footpaths –Otautau

Footpaths upgrade

$18,000

Stormwater - Winton

Storm main replacement

($45,475)

Wastewater – Nightcaps

Desludging

($19,210)

Wastewater – Ohai

New UV/treatment plant upgrade

$9,756

Wastewater – Riversdale

Treatment upgrade

($98,518)

Wastewater – Riverton/Aparima

Desludging – Riverton rocks

$233,125

Wastewater – Riverton/Aparima

Wastewater treatment upgrade (desludging)

($170,642)

Wastewater – Stewart Island

Scheme capacity upgrade

$41,896

Wastewater – Te Anau

Compactor for screen

$19,182

Wastewater –Te Anau

Consent – Upukerora extension

$25,000

Wastewater –Tokanui

Disposal to land option

($100,592)

Wastewater –Tokanui

Embankment work to ponds

$44,800

Wastewater –Otautau

Equipment upgrade

$40,876

Wastewater –Otautau

Sewer pumps

$63,462

Wastewater –Otautau

SCADA upgrade at four stations

($80,000)

Wastewater – Winton

Compactor for screen

$65,000

Wastewater – Winton

Consent renewal preparation

$9,470

Water supply – District

Pipe sampling testing all schemes

($26,310)

Water supply – Orawia

Orawia water intake land acquisition

($17,361)

Water supply – District

District monitoring project

$30,604

Water supply -District

Well head improvements and seal off old wells

($61,435)

Water supply –Matuku

Install flow meter and new intake pump

($14,968)

Water supply –Manapouri

Extend water treatment plant for pH correction system

($18,197)

Water supply –Ohai/Nightcaps/Wairio

Tanks replacement

($23,042)

Water supply - Te Anau

Lateral replacement ahead of time

$35,000

Water supply - Te Anau rural

Consent renewal preparation (Ramparts)

$13,665

Water supply - Te Anau rural

Consent renewal preparation (Kakapo)

$13,617

Water supply - Te Anau rural

Consent renewal preparation (Homestead)

$20,000

Water supply - Te Anau rural

Consent renewal preparation (Princhester)

$12,815

Water supply - Orawia

Consent renewal preparation

$9,999

Water supply – Eastern Bush

Water supply upgrade

$29,777

 

Background

6        Every year Council staff carry out projects as planned in the Annual Plan/Long Term Plan. Although many are completed in the financial year they were budgeted in, a number of projects are delayed for varying reasons, but are still identified as needed by the community.
These projects are generally carried forward into the next financial year, whether they are a project in progress or not started. Typically only projects of a maintenance or capital nature are carried forward, but occasionally budget managers request operational expenditure to be carried forward as well.

7        The second round of forecasting occurred in March during the final drafting of the Annual Plan. During forecasting some projects were identified that would not be completed/started during 2018/2019. These were included in the working version of the Annual Plan for 2019/2020 and were included in the final plan that was adopted by Council in June 2019. Managers may have identified projects during the first round of forecasting and included these in the initial budgets for the Annual Plan discussed with Council prior to Christmas.

8        The completion of the Annual Report for 2018/2019 is the last stage of identifying projects and costs to carry forward. This final step requires managers to consider whether the project is still required and to make a request for approval to carry forward along with the budget. The projects are considered and approved by the relevant group manager before finance completes the final check on the budget available to be carried forward, given any actual costs during the year, before including them in this report. Any requests to carry forward operational expenditure are also considered and approved by the chief executive.


 

9        During the Annual Report process a review of projects included in the 2019/2020 Annual Plan was completed to determine if any funds were used during 2018/2019 that had not been anticipated. This review has resulted in negative amounts included in attachment A for 18 projects.

10      The list in attachment A has 87 items proposed to be carried forward to the 2018/2019 financial year with a net value of $2,831,302. This means that overall there is 175 projects to be completed in 2019/2020 with a total value of $25,715,503 (excluding Te Anau wastewater this would be $12,894,651). In 2017/2018 58 items were carried forward to 2018/2019 with a net value of $7,078,304.

11      A report has been presented to the Finance and Audit Committee on 23 September 2019 providing information on the entire programme of projects to be completed in 2019/2020 year, including the carry forward items included in this report.  The report to the Finance and Audit Committee analyses the work programme (both the number of projects and amount to be spent) by the activity within Council that it relates to. Any points raised by the committee will be discussed with Council during the meeting.

Issues

12      Projects carried forward into the next financial year are considered to be unbudgeted in the 2019/2020 year. Approval is required from Council to undertake the work.

Factors to Consider

Legal and Statutory Requirements

13      Section 32 of the Local Government Act 2002 requires Council to approve the purchase or disposal of assets where it is not in accordance with the Long Term Plan. A number of the items proposed to be carried forward relate to expenditure on assets and therefore require Council’s approval.

Community Views

14      All projects discussed in this report have been consulted on as part of the Annual Plan or Long Term Plan when they are originally budgeted to occur. Communities are informed via the community board or community development area subcommittee throughout the year on the status of projects and often include the rationale for why projects need to be carried forward.

Costs and Funding

15      All overall budgeted costs associated with projects to be carried forward have previously been approved by Council and in total have not changed as part of the carry forward process. The approval from Council may have been by inclusion in the 2018-2028 Long Term Plan, approved as a carried forward project from 2017/2018 or approval for unbudgeted expenditure during the year.

16      If projects were to be funded from rates, the unspent rates will be retained in a relevant reserve and then utilised to fund the project costs when incurred. If a project is to be funded by a loan or reserves, the draw down does not take place until the actual costs are incurred.


 

17      All mangers have considered the implication of deferring the timing of the project and do not anticipate that there will be a significant impact on the expected costs of the projects being carried forward. This means the carry forward amount reflects the overall approved budget reduced by any costs incurred to date or already included in the 2019/2020 annual budget.

Policy Implications

18      Council has provided delegated authority to the chief executive to approve expenditure for capital items and goods and services within the current estimates. The chief executive can also purchase operating expenditure items not within estimates up to $10,000 if suitable funding is available. Council retains the authority to approve the estimates (the Annual Plan or Long Term Plan) and unbudgeted items greater than $10,000.

Analysis

Options Considered

19      Council has the discretion to approve or decline individually or in aggregate, the proposed carry forward projects.

20      It is assumed, in regards to the options below, that Council will approve the carry forward of projects that have already been started.  The items listed as operational expenditure, motor vehicle expenditure and library book replacements can be considered as not being started.

Analysis of Options

Option 1 – Approve all expenditure to be carried forward (as per the attached list)

Advantages

Disadvantages

·        projects can be completed/undertaken although later than originally planned.

·        risk associated with forecast costs increasing as a result of the delay/deferral in undertaking the project.

 


 

Option 2 – Approve selected expenditure only

21      Council can choose which expenditure is to be carried forward. It is recommended that should Council consider this option, that consideration is given to how this is done.

22      Councillors can identify what the different types of expenditure are in Attachment A using the heading along with the total amount for each category.

Advantages

Disadvantages

·        selected expenditure and projects can be undertaken, although later than originally planned.

·        projects originally planned do not get completed or undertaken (when they have not commenced). These may need to be reconsidered as part of the next Annual Plan/Long Term Plan process

·        risk associated with forecast costs increasing as a result of the delay/deferral. Although managers have indicated for these projects that any change will not be significant at this stage

·        rates may have been collected for projects that were not completed

·        selection process for which projects are carried forward could be queried.

 

Option 3 – Approve all projects but decline all other expenditure

23      Only projects budgeted in 2018/2019 or already started in 2017/2018 will be undertaken.

24      Where the expenditure was funded from rates, the surplus funds will be retained in a reserve for future use.

Advantages

Disadvantages

·        Councils priorities may have changed enabling funds set aside for these being re-directed as appropriate.

·        projects originally planned do not get completed or undertaken (when they have not commenced), will need to be reconsidered as part of the next Annual Plan/Long Term Plan process

·        rates may have been collected for projects that were not completed.

 

Assessment of Significance

25      When considering the factors to assess in the Significance and Engagement Policy, the carry forwards in this report are not deemed significant.

26      When assessing significance, consideration has been given to the impact and consequences of the items being carried forward on the future of the District, people who are likely to be particularly interested in the items and the capacity of Council to perform its role.

27      The majority of the items have been consulted on in the 2018-2028 Long Term Plan process and prior Annual Plans, or are unbudgeted expenditure specifically approved during the year by Council. Individually or in aggregate the items do not have a significant impact on any one community or the whole District or the level of services in any one activity.

Recommended Option

28      Option 1 – approve all projects to be carried forward (as per the attached list).

Next Steps

29      Action Council’s recommendation, including amending financial forecasts for project approved to be carried forward and advising Council staff and communities of projects approved to be carried forward.

 

Attachments

a             2018 2019 proposed carry forwards into 2019 2020    

 


Council

27 September 2019

 


 


 


Council

27 September 2019

 

Monthly Financial Report - August 2019

Record No:             R/19/9/20734

Author:                      Dipal Patel, Project Accountant

Approved by:         Anne Robson, Chief Financial Officer

 

  Decision                                        Recommendation                                  Information

 

 

 

Summary

1.       The purpose of this report is to provide Council with an overview of the financial results to date by the nine activity groups of Council, as well as the financial position, and the statement of cash flows.

2.       This report summaries Council financial results for the two months to 31 August 2019.

 

Recommendation

That the Council:

a)            Receives the report titled “Monthly Financial Report - August 2019” dated 20 September 2019.

 

Attachments

a             Monthly Council Report - August 2019    

 


Council

27 September 2019

 

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Council

27 September 2019

 

Management Report

Record No:             R/19/9/20622

Author:                      Steve Ruru, Chief Executive

Approved by:         Steve Ruru, Chief Executive

 

  Decision                                        Recommendation                                  Information

 

 

 

Chief Executive

Freshwater Reforms

1.       On 5 September 2019 the government released the latest part of their Essential Freshwater package for consultation (https://www.mfe.govt.nz/consultation/action-for-healthy-waterways). The proposal seeks to stop further degradation and reverse past damage of New Zealand’s freshwater resources, and has potential implications for all of those who use or manage freshwater.

2.       The package includes three proposed management documents – a replacement National Policy Statement for Freshwater (NPS), proposed National Environmental Standards for Freshwater (NES) and draft Regulations for stock exclusion from waterways. The discussion document also seeks feedback on a range of other high level proposals. That feedback will inform development of detailed proposals, which will then be the subject of further consultation. It is understood that the government is looking to have the major decisions made by mid-2020. 

Draft National Policy Statement for Freshwater

3.       The draft NPS, which will replace the existing NPS, sees a focus on Te Mana o te Wai (the integrated and holistic well-being of the water), and an over-arching objective to manage resources within a hierarchy of priorities: first, the health and well-being of waterbodies and freshwater ecosystems; second, the essential needs of people; and third, other consumption and use.

4.       To give effect to Te Mana o te Wai will, amongst other things, will require:

·       Applying the hierarchy of objectives

·       Managing freshwater in an integrated and holistic way

·       engaging with tangata whenua and communities and incorporating their values into the management of freshwater

·       enabling the application of broader systems of values and knowledge, such as mātauranga Māori, to the health and wellbeing of waterbodies and freshwater ecosystems.

5.       Key components of the NPS include:

·       retention of the National Objectives Framework, with the introduction of new attributes for management, including nitrogen, phosphorus, sediment, and fish and macroinvertebrate numbers. Regional councils will now be required to prepare action plans to address deterioration or failure to achieve environmental outcomes for specified attributes.

·       a range of specific requirements imposing requirements on regional councils to prevent loss of wetlands and streams, provide for fish passage (including a work programme for remediation of existing structures), manage primary contact sites (particularly for swimming in summer), operate freshwater accounting systems, and undertake assessment and reporting.

·       exemptions from some management requirements for listed major hydro-electric schemes, to support renewable energy targets.

Proposed National Environment Standard for Freshwater

6.       The proposed NES aims to reduce the effects of farming on waterways and groundwater. It is intended to act as an interim measure to effect immediate change, while regional plans are being revised to implement the proposed NPS.

7.       Key components of the NES include:

·       standards for a range of activities in and around freshwater bodies, including earthworks, vegetation removal, water takes, river bed infilling, and river modifications affecting fish passage.

·       standards for farming, which would apply to pastoral and arable farms over 20 hectares and horticultural farms over five hectares. The proposal includes standards for activities such as intensive winter grazing, feedlots, and stock holding areas; and tight restrictions on intensification and land use change, which require no increase in discharge of nitrogen, phosphorus, sediment and microbial pathogens. Reductions in nitrogen losses are also proposed in identified catchments, to be achieved by one of three options:

i.   a catchment cap on nitrogen loss

ii.  a national nitrogen fertiliser cap; or

iii. requirements to demonstrate nitrogen reductions in farm plans.

8.       The NES proposes that farms be required to have a Freshwater Module in a Farm Plan (FW-FP). The FW-FP must contain a risk assessment and corresponding actions to avoid, remedy, or mitigate the loss of contaminants. Timeframes for compliance are staged, with all farmers and growers required to have a certified FW-FP in place by the end of 2025.

Draft Stock Exclusion Regulations

9.       It is proposed that new regulations be developed to exclude stock from waterways.  The proposal is two tiered, with larger waterbodies more than one metre in width managed through National Standards and Stock Exclusion Regulations, and smaller waterbodies managed through farm specific FW-FPs. Oversight and enforcement of the Regulations and Farm Plans will be through regional councils.

10.     Implementation requirements vary but are generally immediate for new systems, by July 2021 for dairy cattle and pig farms and by July 2023 for other stock farms.

11.     For smaller waterbodies the FW-FP must include a farm specific plan for fencing and setbacks, and an implementation timetable.

 

Other Freshwater Proposals

12.     Amendments to the RMA are proposed to allow government appointed commissioners to make decisions on the development and implementation of regional water management plans.

13.     A number of revisions are also proposed to the current Drinking Water NES to strengthen requirements to assess and control risks to drinking water sources. There is likely to be further consultation on the proposed changes in 2020.

14.     A new Wastewater NES and new Water Services Act, to set minimum standards for wastewater discharges and require all operators to follow good practice risk management is also expected to be developed. This will include the development of risk management plans and a new set of national performance measures. The risk management plan and national performance indicator requirements will also apply to stormwater.

Highly Productive Land NPS

15.     In mid-August the Government released a discussion document on a proposed Highly Productive Land NPS (NPS-HPL).

16.     The overall purpose of the NPS-HPL is to improve the management of highly productive land, and ensure that there are appropriate planning processes for managing changes to land use, subdivision/fragmentation and urban expansion. The NPS-HPL proposes three objectives:

·       Objective 1: Recognising the benefits of highly productive land;

·       Objective 2: Maintaining the availability of highly productive land; and

·       Objective 3: Protection from inappropriate subdivision, use and development.

17.     The NPS-HPL will require local authorities to identify highly productive land through the Land Use Capability (LUC) system, which considers factors such as soil, erosion, and climate. Land would be categorised from Class 1 (high production) to Class 8 (low production) based on its versatility and ability to sustain productive uses. The proposed definition of ‘highly productive land’ includes Classes 1, 2, and 3; this covers 14% of the land in New Zealand, however, the NPS-HPL is also designed to enable local authorities to recognise highly productive properties in Classes 4-8 land in light of other features, such as land size or water availability.

Urban Development NPS

18.     The government have recently released a discussion document on a proposed Urban Development National Policy Statement, which would replace the existing NPS on urban development capacity which is seen as being too narrow in its focus. A copy of the discussion document is available at https://www.beehive.govt.nz/sites/default/files/2019-08/planning-successful-cities-discussion-document-proposed-nps-on-urban-dev

19.     Local authorities are required to give effect to the content of an NPS and hence it carries significant weight from an RMA planning perspective.


 

20.     The proposed NPS would direct councils – particularly in the six high growth centres of Auckland, Hamilton, Tauranga, Wellington, Christchurch and Queenstown – to free up their planning rules to support the development of high and medium density urban development to allow for the growth pressures affecting these areas and avoid the pitfalls that can come with ‘urban sprawl’.

21.     The NPS-UD contains objectives and policies in four key areas:

i.   future Development Strategy – requires councils to carry out long-term planning to accommodate growth and ensure well-functioning cities.

ii.  making room for growth in RMA plans – requires councils to allow for growth ‘up’ and ‘out’ in a way that contributes to a quality urban environment, and to ensure their rules do not unnecessarily constrain growth.

iii. evidence for good decision-making – requires councils to develop, monitor and maintain an evidence base about demand, supply and prices for housing and land, to inform their planning decisions.

iv. processes for engaging on planning – ensures council planning is aligned and coordinated across urban areas, and issues of concern to iwi and hapū are taken into account.

Community Wellbeing

22.     The government have recently put the four well-beings back into the Local Government Act 2002.

23.     Following-on from this change cabinet have recently approved a programme for central government to work with the local government sector to explore ways in which the two tiers of government can work together to better support an increased focus on community well-being. 

24.     The work to be progressed will focus on what the government sees as being three key barriers that would benefit from a stronger well-beings focus in the local governance space. These are:

·      a lack of alignment between central and local government in relation to service delivery

·      a lack of specific prioritisation and use of well-being data to drive the design of service delivery and measurement of the outcomes being achieved

·      a lack of effective community participation and relationships with Maori in decision-making processes and the design of service delivery initiatives.

25.     Staff will continue to monitor the outputs from this work programme and report back as appropriate.

Southland Regional Development Agency (Great South)

26.     In late July, Great South provided staff with a first draft of their proposed Statement of Intent (SOI) for the 2019/20 financial year. Production of this draft follows on from the Letter of Expectation that was provided by the mayoral forum back in March.

27.     Staff from Invercargill City Council and Southland District Council have been providing feedback on the draft SOI for some time with the intention that there should be a degree of ‘mutual support’ to enable the document to be finalised.

28.     In developing the draft Statement of Intent (SOI) the Great South Board has chosen to adopt a conservative approach to the setting of their direction and more particularly their work programme and budgets. In this regard, the level of conservatism shows, for example in a sizeable reduction in the level of projected revenue, outside of that provided by the councils, and corresponding reduction in the budgeted project/service expenditure and therefore work programme over the 3 years.

29.     Council will need to determine whether they are prepared to accept the approach currently put forward by the Great South board or whether they would prefer to see a more ambitious work programme and budget, particularly for the out-years being developed. 

People and Capability

30.     Health, safety and wellness continues to be a focus within Council.  Implementation of a health, safety and wellbeing system is at the initial stages with go live date expected at the end of 2019.  The majority of our contractors have been reviewed and have gone through the new process of gaining approved contractor status.

31.     Recruitment is a focus for people and capability with a number of vacancies occurring including building solutions officers, the commercial infrastructure manager and group manager environmental services. 

32.     There is continuation of our organisational development programme that will improve collaboration, partnerships and behaviour at an individual, leadership and team level with the overall goal to enhance the organisational climate and progress a collectively powerful organisation.

Customer Delivery

33.     August saw the successful implementation of our new telephone system. This achievement reflects the strong planning and partnership our team has with our new providers. All Council staff were impacted by the change and their positive and collaborative outlook was greatly appreciated by the project team.

34.     Work has continued at the Winton library to isolate the cause of the toxic mould. This has delayed the further report to Council as to what options are available going forward.

Customer Support

35.     The last week of August has seen a number of customers visiting the offices to pay their rates, however staff have commented it does not feel as busy as previous years. This is reflected in the graph below of payment types over July – August for the last three fiscal years. Cash, cheques and Eftpos generally have a manual impact, for example, face to face or via mail. Further investigation into the payments shows customers prefer to pay larger sums with a cheque while other payment methods were favoured by those paying smaller amounts or via instalments. Cash is now a small part of the payments taken overall which reflects national trends.

 

Visitor numbers data is impacted by the door counter not being available at Winton.

 

AUGUST

Total number of calls to 0800 732 732

4437

Abandonment rate

1.17%

Request for Service received

944

Top three requests types

·     Change of address

·     Building inspection request

·     Roading issues

Payments processed by Council

18022

Cash

Cheques

Direct Credit

Direct Debit

Eftpos

1.6%

9%

47.8%

31%

10.6%

Number of visitors to our Libraries and Council Service Centres

7230

*Excludes Invercargill, Winton, Stewart Island, Wyndham and Book Bus

Libraries

36.     The library team have continued to provide normal services across the District despite the Winton closure and relocation.  At Winton, a pre-Father’s day card making day was well received by the community and staff enjoyed sharing their skills with visitors. New shelving is set to be deployed at Winton to increase the collection and the free wifi and computer access has made a positive difference for the local patrons.

37.     We have continued to offer the range of programs for library patrons but would love to hear from people not using the library about how we can meet their needs.  Please feel free to contact our district library manager, Mark Fraser via email on mark.fraser@southlanddc.govt.nz or via 0800 732 732.

38.     The table below shows the number of individuals checking out items from a branch library each month. 

LIBRARY NAME

AUGUST

Bookbus

373

Lumsden

88

Otautau

112

Riverton

201

Stewart Island

46

Te Anau

376

Winton

413

Wyndham

68

39.     We currently have 5161 active library users across the District.

40.     Our Library service has new books each month, these can be viewed online through our catalogue on https://www.southlanddc.govt.nz/my-southland/libraries/.

Knowledge Management

41.     In August there were 27 LIMS issued and 111 property files were provided to customers.

42.     Staff have been busy assisting building control to transition check sheets into records manager; working through training and classification review work with the services and assets teams (this has been well received in all teams we have worked with to date); progressing the LIM templates has taken longer than expected due to the work involved in the background to set up the templates. Work also continues on the Pathway/Records Manager integration with integration working in the development environment.

Business Solutions

43.     August was a busy month with the main focus being the delivery and ongoing support of the new phone systems, being PureCloud, ReadyCloud and Jabber. The system was successfully configured and deployed, and went live on the 19thAugust with minimal impact to BAU. The team continues to solve small issues and introduce new functionality. The next step is to decommission the old call manager and Zeacom environments.

44.     The infrastructure upgrade continues with new server hardware now mounted in the server room with the implementation set for the third week of September.  The new network cabling has been run through the ceiling space and connected to the new network cabinet in the resource management office. Phase two is to connect the cable in the building office and then back to the server room.

45.     The internal charging application has been completed and in now in use. This will allow us to decommission to old SharePoint server.

46.     Work continues on the Pathway – RM8 integration with initial testing in the development environment looking good.

47.     The helpdesk received 459 tickets and resolved 423.

Community and Futures

Governance and Democracy

Elections

48.     We are now in the official election period. At a national level there has been a good level of interest in the elections process with some 2,076 candidates standing for the 889 seats. There has also been an increased level of interest from the younger and middle age groups with more candidates aged under 40 standing than there has been seen in the past.

49.     Voting will have started for the elections for Mayor, 12 ward councillors and four of the nine community boards. This will be the first election since 1989 that elections will take place in all wards.  Elections are also being held for Environment Southland, Southern District Health Board, Gore and Districts Health Incorporated and the Mataura Licensing Trust (for the relevant areas).  

50.     This is a postal vote – voting papers will be delivered from 20 to 25 September and voters should post their papers back by Tuesday 8 October or drop them into any of our offices no later than Saturday 12 October at 12noon.  Saturday 12 October is Election Day.  Progress results will be available later that afternoon.  The final result is expected about a week later and will be published in the Southland Times.  Members come into office the day after the public notice.

Community Governance 2019

51.     Arrangements are underway for the inaugural meetings of Council and the nine community boards and plans are underway for an induction programme.   The implementation of the 2018 Representation Review marks the culmination of the four year community governance review project and at the same time, the beginning of a new community governance structure for Southland District Council. 

52.     In adopting this review, Council recognised two key pillars that support the wider community governance concept.  A community led development pillar which is about ‘place’ being at the centre with Council being one of a number of agencies supporting the development of each place or local community, and a representative leadership pillar which is the more traditional role of elected representatives being the identified political leaders within their community. 


 

53.     Key features of the representative leadership model include:

·     the community board members are elected to support, advocate for and provide leadership to the communities as elected representatives

·     the community board plans developed will outline the overall vision and outcomes for the wider community of interest area represented by the boards and assist in informing the work programme for each board including how they will provide support for their local communities

·     the elected representatives will have a particular focus on providing feedback on how Council can best customise the services it delivers to meet the needs of their local communities. 

54.     It is acknowledged that this is a sizeable shift for our communities, elected representatives and staff. 

Community Leadership

Milford Opportunities

55.     Milford Sound Piopiotahi is New Zealand’s premier visitor attraction and an iconic destination in the world. A record 946,000 visitors went to Milford Sound Piopiotahi in 2018, with tourism growth forecast to continue, reaching 1.2 million by 2023 and 2 million by 2035. It is located in part of New Zealand’s largest National Park (Fiordland) and holds UNESCO World Heritage status.

56.     The Milford Opportunities project is a response to the increasing pressures that Milford, Fiordland, and the wider tourism sector are experiencing. Increasing numbers and the opportunities for managing them is an issue that affects the environment, communities, and the economy. There is also a chance to create leveraging opportunities for Te Anau, Southland, and New Zealand Inc.

57.     In August it was confirmed that the Milford Opportunities project had received $3 million of funding from the International Visitor Conservation and Tourism Levy. The project has a specific focus on Milford Sound Piopiotahi and a more general focus on the Te Anau Basin, the Southland region, Otago region and New Zealand.

58.     The funding will enable Stage two of the project to be undertaken. Stage two will involve public and stakeholder engagement, option identification, robust analysis of the options, and the development of a master plan. A request for proposal has been advertised and it is expected a multi-disciplinary master plan development team will be appointed by the end of the year. The project is expected to be completed by July 2021.

Stewart Island Rakiura Future Opportunities Project

59.     The project launch was held on the island on Wednesday 11 September 2019. The meeting was chaired by Mayor Tong and was an opportunity for the community to hear more about the project and how they can be involved.

60.     Presentations were made by Sandra James (Connecting People) and key stakeholders, DoC, Environment Southland, Great South, Stewart Island Rakiura Community Board, Commerce South, Predator Free Rakiura, the Heritage Centre and SI Promotions.

61.     Residents were able to register their interest in participating in one of three collaborative work streams:

·     community leadership, capacity and cohesion

·     environmental sustainability

·     economic development.

62.     As part of the project, the Southland Leadership Academy program will be delivered by Commerce South on the Island in October-November.

63.     The purpose of the program, which is completed over seven sessions, is to provide Stewart Islanders with the opportunity to build leadership capability through their own development and by learning from the experience of others.

64.     The Leadership Academy is for people looking at developing leadership experience and who have the passion to get involved in future focused planning on the Island.

65.     The topics have been selected specifically for Island participants:

·     what is leadership anyway?

·     asset-based community development

·     the power of collaboration

·     future focused thinking

·     understanding government-national, regional and local

·     governance vs management

·     future focused planning.

66.     An application has been made to Community Trust South for funding assistance so that the program is delivered free to the participants. The program is limited to 14 participants and strong interest has been shown from the community. The role of Council was to connect Commerce South, Community Trust South and the community as well as collaborate on the program content.

Community Board Plans Update

67.     At the time of writing this update five community board planning workshops have been held across the District in the townships of Riversdale, Lumsden, Winton, Edendale and Otautau, with attendance numbers steadily increasing from workshop to workshop.

68.     The format of the evening includes a brief overview and introduction from staff and the consultant, and then follows a workshop format where attendees are asked to identify the strengths of the area, the challenges, weaknesses and opportunities for the area (and how to achieve them).  Attendees are then asked to prioritise the feedback after each question and spend some time working together to come up with a vision statement for the area.

69.     Finally, attendees are asked to think about the Southland District as a whole and identify what the biggest challenges are for Southland over the next 10, 20 and 30 years and also why they choose to live in Southland.

70.     Feedback from the workshops has been positive overall with attendees looking forward to seeing the plans being developed and actively asking about timeframes for delivery and implementation. 

71.     Alongside the workshops the community leadership team are also running two online surveys for those unable to attend the workshops.  One of the surveys is specifically aimed at youth with the questions having been developed by Council’s Youth Council.  The questions relate to issues around climate change, discrimination and inclusion, the delivery of mental health services, what they like about living in their community and what would make it a better place for young people to live.  A further survey for primary school aged children is also being developed. 

72.     Rebecca McElrea, the consultant engaged to deliver the workshops will be providing a summary of the workshops including draft vision statements and possible outcomes and actions for the new community boards.  It is hoped that workshops with the nine new community boards will take place towards the end of this year to review the findings of the earlier elected member workshops, wider community board plan workshops, surveys and other engagement completed to date.  

73.     Next steps include developing the content of the plans with the nine new community boards, circulating drafts to workshop attendees with the intention of having an official launch of the completed plans in approximately April 2020 in time to tie in with the development of the
2021-2031 Long Term Plan.

Local Community Initiatives

Roslyn Bush Playcentre

74.     The Roslyn Bush Playcentre are in the early stages of planning for the development of a cycle track/cycle park within their playcentre grounds.  It is envisaged that the cycle park will be used by the children at the playcentre as well as available for public use.  This project seeks to improve confidence of the kids on and around bikes.   

Menzies College Walkway Project

75.     Council staff are working alongside Menzies College with funding advice and planning assistance for the development of a public walkway and riparian planting along an area of the floodbank in Wyndham. The purpose of this project is to increase the amenity of the land and its value to the local community.

76.     Additionally it seeks to support local bird life and the giant kokopu population as well as having positive effects on water quality.

Wyndham and Districts Historical Society

77.     Ongoing support is being provided to the Wyndham and Districts Historical Society with planning for their future redevelopment/relocation of the museum and its collection.

Wyndham/Edendale Proposed Local Skate Park

78.     Research is currently being undertaken to review design options for the proposed skate park/pump track. Other skate parks and pump tracks around the District and other parts of New Zealand are being looked at to provide inspiration for the design. Costings are also being factored in to this research. Support is also being provided with regard to fundraising and funding opportunities and consent requirements.

Tokanui Bowling Club

79.     The Tokanui Bowling Club are currently fundraising for the installation of an irrigation system for their bowling club.  They are awaiting the outcomes of final funding applications.  The installation of an irrigation system will keep the green to a high standard during the summer period and will mitigate the current need for a volunteer to manually water the green every day.  

Winton Mens Choir

80.     Council staff are working alongside the Winton Men’s Choir Committee with identifying possible funding options for their tour around the rest homes and retirement villages throughout the Southland region.  This programme is undertaken throughout the year.  It is a service which is well received by the residents of the rest homes.

Te Anau Community Garden

81.     Support is being provided to a group in Te Anau wanting to develop a community garden. This garden is intended to grow vegetables, fruit, nuts and herbs. Advice is being provided around governance and formalising the group as well as negotiating with Council as to where this could be set up.

Milford Recreation Centre

82.     Expressions of interest are being sought from designers to come up with a concept design for the facility. Once a designer has been chosen, it is proposed that there will be two stages for the design service. The first stage will be an initial concept design and engagement with the Milford Community Trust. Once the concept design is agreed by the Milford Community Trust, the second stage will be detailed building design and building consent.

Butterfields Beach Picnic Area Project

83.     A local community group are wanting to further develop the Butterfields Beach area on Stewart Island so it is more suitable for community use. They are proposing picnic tables, a covered barbeque area, and more playground equipment. This area is frequently used by locals for summer picnics as it’s a quiet beach where dogs are allowed off leash and it is a safe swimming area. Advice has been provided around the process that needs to be taken with Council and funding options.

Tuatapere Promotions

84.     Tuatapere Promotions recently had its AGM and a new chair and secretary have been elected. Subsequently, a number of changes are being made to the organisation and new projects are in the works including changes to the management of the Western Wanderer publication, the construction of a community events sign, a proposed town clean-up day, and the development of a community network hub. Guidance is being provided to the preparation and implementation of these projects.

Welcoming Communities

85.     Attendance at Southland Murihiku Welcoming Communities Advisory Group meetings continues. The formal launch of Southland Murihiku Welcoming Communities is being held on 18 September at Murihiku Marae.

86.     Internally at Southland District Council, International Welcoming Week is being celebrated by recognising the diversity of staff at Southland District Council. This is being done by getting staff to identify where they were born on a world map and through a development of a video montage of staff sharing their experiences of moving to and settling in Southland. This video will be available for all staff to watch on The Loop.

Strategy and Policy

Policy and Bylaw Updates

87.     There are a number of Council bylaws and policies currently being reviewed and updated, and a number of bylaws due for review in the next 12-18 months. 

88.     The team is currently undertaking a formal consultation process on the speed limits bylaw, and submissions will be accepted until 5pm, 10 October 2019. All members of the public, including community boards are invited and encouraged to give their feedback. Work will begin shortly around reviewing ‘The Keeping of Animals, Poultry and Bees Bylaw’, with consultation anticipated early in 2020.

89.     Staff have been involved in completing the formal consultation process and hearings on the combined Local Alcohol Policy (LAP), in collaboration with Invercargill City Council. A joint committee of the two councils will formally consider the feedback received, and may adopt a provisional LAP in October 2019. If a provisional LAP is adopted and publically notified, the LAP will be adopted 30 days after the notification, if no appeals are lodged.  The LAP will come back to Council early in the New Year to bring into force/make operational.   

90.     Staff have completed a review of the Agency (TAB) Venue and Gambling Venue Policies. The policies adopted by Council on 21 August 2019 are largely the same as Council’s previous policies, and are available to view on Councils website. 

91.     In collaboration with the resource management team, strategy and policy presented an issues and options paper to the Regulatory and Consents Committee at its August 5 meeting regarding measures to address abandoned vehicles and overgrown sections in the District.  Further work will be undertaken to investigate appropriate measures.

92.     Work to investigate a jetties user pay system on Stewart Island Rakiura has commenced, and a report outlining different charging methods will be presented to the Stewart Island Rakiura Jetties Subcommittee on 30 September 2019. Further work is required to assess what the fee to commercial users should be. Any new fee will be formally consulted on and will not come into effect until the Long Term Plan is operational in July 2021.

93.     Work will commence in the New Year reviewing central government policy changes in the ‘three waters area, and reviewing/developing Council strategies (including the Infrastructure Strategy) for the Long Term Plan 2031.

Community Futures Research and Analysis Work Programme

94.     Council supports the continuation of research and analysis work to inform assumptions and support its decision making in preparation for the Long Term Plan 2031. This work will assist in leading the development of Council’s overall approach to the management of change and preparation for what the future might hold for the District and its communities, and identify priorities for investing in community future planning. This programme of work includes socio-demographics, climate change, levels of service, rating affordability, land and water plan implications, community assistance and funding, and technological change.

95.     This work programme ensures that projects needed to help inform future planning and decision making are undertaken in a logical and sequential manner, and that the project managers are aware of other pieces of work being undertaken alongside their own that may influence the overall work programme.  Over the past few months, a number of work streams have reached key milestones:

i.    Council resolved at its 24 July 2019 meeting to establish a community partnership fund that will replace the previous community inititiatives fund.  This funding model will have a portion of the funds being allocated for District related activity, and the remaining portion distributed to Council’s nine community boards based on a formula of population and equal distribution. The resolution for community boards to allocate District grant funds at a local level will enable community groups wanting to run a project in the respective board areas to apply directly to that board for funding assistance. 

ii.   This new grant model enables the nine community boards to allocate local funding and grants for local events and projects that focus on the overall wellbeing, leadership and sustainability of Southland communities.  This will support community initiatives at a local level, with minimal Council intervention and be used to assist community-led projects or events that support greater local independence and opportunity.  In addition, the grant allocations may assist in advancing community plans and community board plan outcomes.

iii.  The socio-demographic work undertaken by BERL has been utilised to inform the assumptions for activity managers in the preparation of the LTP 2031.  This data will also be used extensively to help inform discussion points for strategy project plan development over the next six to eight months.

iv.  Council have engaged consulting company Xyst to undertake level of service work that looks across the community facilities portfolio.  The objective of the project is to produce a standardised set of criteria for each asset area with regard to the minimum level of service Council will require or provide. The minimum levels of service will provide the basis for preparing works programmes and asset management.  This level of service work includes community housing, community centres, Council offices and buildings, public toilets, parks and reserves (open spaces) and water structures. The project will provide the information and analysis to enable an informed discussion with the community on setting a minimum level of service for all assets within the community facilities portfolio. 

v.   Council staff have been involved in regional workshops around climate change implications being facilitated through Environment Southland.  This is an evolving area and staff will continue to be part of and monitor developments as they evolve.

vi.  The speed of technological change is likely to affect the way we travel, the way we work, and the way we live in our homes and communities, which creates uncertainty for long term infrastructure projects and service delivery approaches and how we determine appropriate levels of service for now and in the future.  This on-going work identifies the need for Council to understand the potential impacts that mega trends and technological change may have on communities, industries, work patterns, land use and lifestyle choices.  This is integral to supporting the approach of the research and analysis work programme, particularly in relation to prioritisation and future service provision requirements, social cohesion and engagement.

96.     The research and analysis work programme will evolve into developing a programme of work to consider the District’s strategy deficits that staff have identified.  Information from the programme of works identified above will begin to inform this next stage for Council research and analysis over the next one to five years.

Risk Management Framework

97.     Council continues to identify the need to invest in and develop its risk management processes and approach. The objective of the risk management framework is to create a framework to effectively understand, plan for, and mitigate risk across all levels and activities within the organisation that can provide assurance to Council, the Southland District community and stakeholders that critical risks are identified and managed effectively.

98.     Since February 2019, work has commenced to transition from the current risk update approach to implementing a new risk management framework.  Council’s executive leadership team held a workshop in July 2019 to discuss in detail a collective approach to identify and manage Councils strategic risks, before the new risk management reporting approach is presented to the Finance and Audit Committee at its 23 September 2019 meeting.

Corporate Performance Framework

99.     The corporate performance framework aligns Council’s high level direction to its activities and outcomes, and its purpose is to streamline Council planning and reporting functions. 

100.   As part of the corporate performance framework, Council will deliver on its legislative requirements – including the Long Term Plan, Annual Plan, Annual Report and activity management plans.  Council produces an interim performance report, undertaken three times a year – for the four month periods of July-October, November-February and March-June, with the third being produced to inform the Annual Report.  The third report was presented to the Finance and Audit Committee on 29 August 2019. This report showed improvement from previous iterations as the CAMMs system has been adapted to meet the needs of Council and staff have a better understanding of the requirements of corporate reporting. Improvements will continue to be made to the quality of the commentary and integrating performance measure reporting with project updates in future reports.

Annual Plan 2019/2020

101.   The Local Government Act 2002 requires Council to prepare and adopt an Annual Plan in the second and third years between development of the Long Term Plan. 

102.   The purpose of the Annual Plan is to consider and approve any variations to the Long Term Plan for that financial year.  Once finalised, the direction given for 2020/2021 will be used to set rates for the year beginning 1 July 2020 and deliver any additional projects identified.  The proposed key dates project plan report to the Finance and Audit Committee meeting was rescheduled from the 29 August meeting to the 23 September due to changes to the proposed dates.   Staff will begin preparing for direction-setting reports to Councils nine community boards in the new triennium to begin planning towards LTP 2021-31.

Annual Report 2018/2019

103.   At the end of August the Finance and Audit Committee was presented with a draft unaudited Annual Report to endorse and provide feedback on.  Audit NZ staff were onsite from 26 August to 20 September to conduct the audit of the report.  The final report will be presented to the Finance and Audit Committee to recommend to Council for adoption at its meeting on 27 September.  Following this a summary Annual Report document will be produced and presented to Council for approval in October and both designed versions made publicly available in October 2019.

Long Term Plan 2031

104.   Workshops have been scheduled with activity managers from September to October 2019 to develop the infrastructure strategy and 13 activity management plans. A workshop has been set up to discuss the proposed management of activities with Council on the 16 and 17 December 2019 and this will provide the necessary guidance for the activity managers to continue drafting the activity management plans from January to June 2020.

105.   Staff will conduct a strategic workshop with the new triennium Council on 8 November 2019 to bring them up to date with previous guidance received on the Long Term Plan 2031. A report on the proposed significant forecasting assumptions will also be reported to the new-triennium Council.  The draft financial and infrastructure strategies are currently underway, and should be completed and ready for Council approval by early 2020.

Environmental Services

Group Managers Update

106.   It is important to acknowledge the recent passing of Barry Slowley, Council’s long term legal advisor, after a long battle with illness. Barry was legal advisor to Council and before that the Southland Country Council, an involvement in excess of 30 years. Barry was particularly involved in the preparation and review of the first and second generation District Plans and also represented Council before the Environment Court and High Court on numerous occasions, and mentored numerous Council staff in giving evidence in this legal environment. Barry’s work ethic was legendary and his service and support to Council is greatly appreciated.

107.   After the very successful recent signing of the Predator Free Rakiura Memorandum of Understanding by 13 parties including Council in July 2019, the project is now moving into the technical design stage. A predator free project of this scale on an inhabited island is a major undertaking and it is imperative that the logistical and technical issues are very thoroughly traversed and scoped. Funding discussions are also occurring.

108.   As Councillors are aware, International Accreditation New Zealand has flagged a concern with Code Compliance Certificate processing times in the Building Solutions area, and staff have been working through how to address this and clear this matter by the date which IANZ has specified of 10 October. It is intended to form a project team which can focus on this while the building solutions team continues to work on business as usual to keep workflows moving for customers who have applied for new consents.

109.   Fonterra will shortly be applying to Environment Southland to re-consent its air discharges from the Edendale factory. A meeting was held with interested parties at the factory recently, which provided for a good exchange of information on both the issues and the process.

110.   Following the recent release of the regional climate change report commissioned from NIWA, a “Climate Change Next Steps” workshop was arranged by the combined regional planners’ group at Environment Southland in August. This was well attended by a range of planning, infrastructure and policy staff from across the Southland councils and provided some useful information to advance thinking and planning in this area.

Animal Control

111.   Council is hosting the first inter-agency meeting of animal control/welfare agencies in Southland on 12 September.  Attendees are the Gore and Invercargill Councils, Environment Southland, MPI, SPCA, Furever Homes, NZTA, DoC, and two vets.  A pre-meeting survey has indicated that the following kinds of outcomes will be sought:

·       clarify roles

·       improve communication

·       depopulate cats

·       consistency

·       common public messages

·       education

·       support predator free

·       funding

·       shared public communication portals.

112.   The team has been doing some work to improve the multiple dogs licensing process.  Attention over the last year has focussed on the dog registration process, and as a result there are a number of properties identified that have more than two dogs that require a licence.  A project group has been working on refining the process so that it can be routinely managed as an electronic monthly process.

Environmental Health

113.   An alcohol hearing for the Orepuki Tavern is tentatively scheduled for 26 September, before the District Licensing Committee (Chair Cr Macpherson).  It has been quite some time since the last hearing (December 2018), and this will be the first for the new technical support partner team to provide support.

114.   Staff attended a meeting of representatives of Southern Councils, concerning a proposed national freedom camping survey.  The content would be similar to what Council captures by its rangers already, but expanded to include questions concerning expenditure, and what apps etc are used. Council is in good position to take part with rangers already circulating.

Resource Management

Dark Skies Plan Change for Rakiura

115.   The resource management team have publicly notified the Council initiated plan change on
 9 September. Submissions close on 7 October. The change to the District Plan has been sought to create rules around future artificial lighting on the Island in order to maintain the existing quality of the dark skies. Depending on the number and nature of submissions received it is expected that a hearing on the proposed changes will be held in early 2020.

116.   Ongoing work is occurring on the regional work streams for Climate Change, Biodiversity, Landscapes and Natural Character. The Climate Change report was presented to Council on
22 May and wider communication of climate change was endorsed. Joint work on the next phases of climate change is currently being scoped. Internal climate change work has commenced to inform the initial phase of the next LTP process.  Work on the biodiversity, landscapes and natural character projects is ongoing and they are likely to be released in 2020.

117.   Council is part of the territorial authority reference group providing feedback to the Ministry of the Environment on the proposed National Policy Statement on Indigenous Biodiversity and the proposed New Zealand Biodiversity Strategy which are both proposed to be finalised in early 2020. Consultation on both of these work streams is anticipated to occur between September and November 2019.

118.   Resource consent data for the previous two months:

·       July – 24 applications received, 31 decisions issued.

·       June – 43 applications received, 32 decisions issued.

·       On average 25 resource consents have been issued per month this year.


 

Building Solutions

119.   During August, the team achieved the below compliance/alignment to timeframes:

·       97.8% of the 89 building consents were issued on time (<= 20 days)

·       54% of the 105 Code Compliance Certificates issued in August were issued on time (<= 20 days).  This is due to a significant effort to ‘clean up’ both old and overdue CCC’s which will be continued and completed in September 2019.

·       59% of the 85 further information items were processed on time (<= 5 days)

·       Building consents issued for the month of August took an average of 28.15 calendar days to issue.

120.   During August, customers achieved the below compliance/alignment to Council requirements:

·       64.5% of the applications received were complete and correct

·       84% of the inspections completed showed work that complies with the consented plans.

121.   Emerging strategic issues recently identified:

·       IANZ requirement for all historical consents to receive a ‘CCC Decision’ has created the need to set up a ‘project team’, enabling the workload to be actioned without negatively impacting statutory timeframes

·       The ‘Tiny Home’ trend which is increasing in popularity across New Zealand is challenging many aspects of the Building Act 2004 and Building Code, as well as the procedures and fees structures utilised by Councils, which have not been designed to accommodate the variety of tiny home solutions created by New Zealanders today.

Services and Assets

Group Managers Update

122.   Delivery remains a critical focus for the services and assets group as we ramp up into the new financial year. There is a significantly increased capital programme commitment for the financial year, due largely to the commencement of the Te Anau Wastewater project. The installation of the 18km pipeline started in late August and beyond the site preparation works at Kepler, this marks the first significant work-stream for what is one of the District’s largest projects in recent history.

123.   The infrastructure strategy workshops were held at the beginning of September where each of the infrastructure activity managers took the opportunity to identify the major issues and potential disruptors for their respective areas of responsibility. The refresh of the strategy is due to be completed at least in draft by the end of the calendar year, and is a critical document for informing the activity management planning process to commence in the first half of 2020 in the lead up to LTP 2031.


 

124.   We are now starting to get some preliminary insights as to the direction in which the government is proposing to take 3-waters regulations. In order to ensure we are best positioned to respond to the changing needs and requirements we are reviewing our internal capacity and capability in relation to water and waste.

Strategic Water and Waste

Te Anau Wastewater

125.   In October 2018 Council approved the business case for implementation of a new discharge method for the Te Anau wastewater discharge project based on an SDI discharge method.

126.   As a result of the change in discharge method there has been a need to seek a new resource consent. An application has been prepared and is currently being processed by Environment Southland at present.

127.   The decisions made by Environment Southland, particularly in relation to whether the consent needs to go through a public notification process, will have a significant influence on the likely processing times and therefore the ‘critical path’ for finalising development of the new SDI disposal system. It will also have an impact on when the SDI fields can be procured and installed and whether there will be a need to seek an extension to the Upukerora discharge consent. At the time of writing a decision on the notification approach was expected at any time.

128.   Work has now commenced on construction of the pipeline from Te Anau to the Kepler block. The contract for construction of the pipeline was awarded to Fulton Hogan. Work is expected to be completed by March 2020.

129.   Council approved the approach to be used to procure the remaining stages of the physical works at their 24 July meeting. This means a request for tender has now been released or construction of the membrane filter and the other works, which need to be completed at the treatment plan site.

Commercial Infrastructure

Stewart Island Electrical Supply Authority (SIESA) (PowerNet)

130.   Powernet are reviewing the capital projects for 2019/20, these are currently being priced and will be completed in order of criticality. 

Forestry (IFS)

131.   Harvesting is continuing in Waikaia with approximately 57% completed, with volatile export pricing more of the volume has been directed to local markets namely chip which has offset some of the pricing issues.  Existing contracts are in place with domestic suppliers therefore it is anticipated that Council will be 5% down on the original 2019/20 IFS forecast which was completed in May.

Around the Mountains Cycle Trail

132.   The website is up and running with the Official Partnership Programme seeing 30 businesses advertising with the Around the Mountain Cycle Trail.  The installation of the interpretation infrastructure is currently underway and the final sections of the trail to be reviewed in the coming weeks.  This will see the installation of water tanks, bike stands, picnic tables along with fencing and planting of flaxes. 

Te Anau Manapouri Airport

133.   The additional expenditure required for the Part 139 Certification has been approved by the Te Anau Community Board. The application for Part 139 Certification was submitted on the 4 July 2019 with CAA to be down to undertake there review of the Airport on the 24 September.  Additional work in the form of an engineer’s report on the runway has been required with Opus undertaking this work this is expected to be completed prior to the CAA review.  

Property Services

134.   The property register has been presented to the Finance and Audit Committee as a step towards identifying a list of surplus Council properties. Further work is still required at the detailed level to separate those non-strategic properties into surplus and non-surplus.

135.   Property administration functions including ownership decision, lease/licence administration and property disposal queries are also actioned on a daily basis, which is business as usual given the number of properties and agreements Council has to manage. This includes the payment of rates which is quite a significant task for Council properties given that service charges have to be separated out and on charged, as well as charging the balance rates to the multitude of individual business units. The process is undertaken annually for Council with the Environment Southland rates to be processed when received.

136.   Surveys for the coastal route, Clifden and Orawia land purchases as well as the Ringaringa Road deviation have been, or are nearing completion, to allow these projects to be finalised. The disposal of the Hokonui hall is still progressing, with both Menzies Ferry and Mataura Island working through the required steps.

Community Facilities

137.   The team have been presented with some challenges early in the financial year with two projects, Holt Park Camping Ground and Monkey Island having to be put on hold due to structures being assessed as structurally unsound. In both cases it identifies that what we are doing around condition assessment of our assets is going to improve how we manage projects in the future.

138.   Monkey Island has also identified a shortfall in the way that we engage with the community when a project is in its initiation phase. There have been a number of learnings that have come out of both of these projects that will be included in the CAMMS workflow moving forward.

139.   We have also had some projects that have changed scope after consultation with elected members. Team members are working with the elected members to keep them informed on what is happening within their areas and moving forward we would see this as being a regular informal catch-up.

140.   The project delivery team are working on delivering the TIF projects that are continuing from the previous year that will culminate in new toilets at Te Anau, Clifden and Monkey Island.

141.   Work is underway with the Section 17A review, the Infrastructure Strategy and Activity Management Planning workshops.

Strategic Transport

Speed Limit Review

142.   The speed limit bylaw is out for public consultation with submissions closing on 10 October 2019.

143.   As part of the formal consultation process four drop in sessions are being held across the District during September. The sessions in Winton and Tokanui have already taken place with the remaining two being held in Te Anau and Lumsden.

144.   A report will be presented back to Council following the consultation period outlining the submissions received and any recommended changes as a result before final adoption.

Road Safety

145.   The government is currently considering a new road safety strategy and vision. The strategy will replace Safer Journeys, which concludes at the end of this year.

146.   Road safety is a really important issue in New Zealand with approximately one person per day being killed and a thousand more seriously injured every year.

147.   On Southland District roads alone 16 people were killed or seriously injured during 2018/2019 having a significant impact on families, survivors and communities as well as the economy and health systems.

148.   The proposed vision is based on Vision Zero – an approach that says that no death or serious injury while travelling on our roads is acceptable. On the way to achieving this vision the government is proposing a target for reducing death and serious injuries on roads by 40% over the next decade (based on the 2018 levels). 

149.   Five focus areas have been identified which are:

i.     infrastructure improvement and speed management

ii.    vehicle safety

iii.   work related road safety

iv.   road user choices

v.    system management.

150.   The final strategy and first action plan is proposed to be publicly released by the government in October 2019.

District Wide Renewals Programme

151.   The first of the new season’s construction projects have has been awarded. The Brydone Glencoe and Edendale Wyndham Road rehabilitation package was awarded to The Roading Company.

152.   The Otapiri Gorge Road site and the Otara Haldane seal widening package were still out to tender at the time of writing the report. These packages of work are expected to be awarded by the end of September.

Bridges

153.   Two design build packages totalling up to 19 bridge replacements have been put out to tender. The first of these is planned to be awarded by late September with the second package being awarded by the start of October.

154.   A further two bespoke bridge designs have also been awarded in preparation for tendering and construction in 2020/21.

155.   Council staff have had a meeting with NZ Transport Agency (NZTA) around the challenges Council faces with the bridging stock. The meeting was very productive and NZTA was supportive of the work Council had carried out in order to better understand the scale of the challenge and how to best manage the issue including prioritisation of works.

156.   NZTA also indicated that based on the work Council had completed on understanding the challenge, including how Council was developing and prioritising the forward works programme, NZTA would be supportive of Council’s funding application for this activity during the next round of funding (2021-2023) and beyond.

Pyramid Bridge Replacement

157.   Concrete Structures Ltd through their design consultant Holmes have completed the detailed design of the bridge. The next phase is to have the detailed design peer reviewed before construction can commence. The programme is still on track for works to commence in October.

 

Recommendation

That the Council:

a)            Receives the report titled “Management Report” dated 16 September 2019.

 

 

Attachments

There are no attachments for this report.  

  


Council

27 September 2019

 

Delegation of Authority to Chief Executive

Record No:             R/19/9/20812

Author:                      Steve Ruru, Chief Executive

Approved by:         Steve Ruru, Chief Executive

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of this report is to allow for a number of governance matters to be attended to before the end of the current Council term. 

2        These include the continuation of several Committees and arrangements for the period between the declaration of election results and elected members being sworn into office.

Executive Summary

3        During the period between the elections and the inaugural meeting of the new Council it may be necessary for decisions to be made.   It is suggested that the chief executive be delegated authority to make such decisions and that he will consult with the Mayor-elect. This delegation would be subject to the general limits on delegations in clause 32(1) of schedule 7 of the Local Government Act 2002.

4        Clause 30(7) provides that unless the Council resolves otherwise all committees, subcommittees and joint committees are deemed to be discharged following the 2019 elections.  It is considered there are two such bodies that should remain in existence and appoint new members to it as appropriate.   

 

Recommendation

That the Council:

a)            Receives the report titled “Delegation of Authority to Chief Executive” dated 13 September 2019.

 

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)           Agrees that subject to the limitations set out in clause 32(1) of the Seventh Schedule to the Local Government Act 2002, the Council delegates all of its responsibilities, duties, and powers to the Chief Executive for the period from the day after the declaration of the election results until the swearing in of the new Council, subject to a requirement that the Chief Executive may only exercise this delegation after the following:

 

(a)       consultation with the Mayor-elect,

(b)      may only attend to those matters that cannot reasonably await the first meeting of the new Council and;

(c)       shall be reported to the first meeting of the new Council; and

 

e)            Agrees that if any urgent decisions arise in this period requiring significant political input, then an extraordinary Council meeting will be called.

 

f)             Agrees that all committees, subcommittees and joint committees in existence during the 2016-2019 electoral term are disestablished with the exception of the Creative Communities Funding Subcommittee and the District Licensing Committee. 

 

Background

5        Current elected members will vacate office when the members elected at the upcoming elections come into office (s.116(1) Local Electoral Act 2001).

6        Candidates who are elected come into office on the day after the day on which the official result of the election is declared by public office.  The electoral officer advises that the notice should be published sometime in the week of 17 – 21 October.

7        Council will need to consider arrangements to ensure the effective and efficient conduct of the Council’s business during the period from the day after the declaration of the electoral result until the new Council is sworn in at the inaugural meeting of the Council.  This is likely to be for the period from 17 October to 1 November 2019.

8        Clause 14 of Schedule 7 of the Local Government Act 2002 (LGA) provides that a person newly elected to Council (this would include a re-elected person) may not act until they have made the necessary declaration at the inaugural Council meeting. 

Issues

9        There is a need for the Council to determine whether it should give an interim delegation to the chief executive to enable any issues that might arise in the transition period between the old and new Councils to be addressed in a pragmatic way.

10      The power to appoint committees, subcommittees and joint committees is contained in clause 30 of schedule 7 of the LGA.  Clause 30(7) provides that unless Council resolves otherwise, these entities are deemed to be discharged on the coming into office of the members of the Council elected or appointed at, or following, the triennial general election of members next after the entities were appointed.

11      All committees of the current council will therefore be deemed to be discharged following the 2019 elections.  The incoming Council will establish the committees it deems necessary to carry out the business of Council.

12      There are two committees that it is considered necessary to continue throughout this period, being the Creative Communities Fund Subcommittee and the District Licensing Committee.

13      The Creative Communities Fund Subcommittee is a requirement of Creative New Zealand which provides funds for locally based committees to distribute.  This is a process that does not cease with the electoral cycle.  The incoming Council will appoint members to sit on this committee.

14      Similarly, the District Licensing Committee is a committee established as a requirement of the Sale and Supply of Alcohol Act 2012 to make various decisions on the provision of managers’ off and on licences etc.  This work needs to continue throughout the electoral cycle. The incoming Council will appoint members to it.

Factors to Consider

Legal and Statutory Requirements

15      Council is able under the Local Government Act 2002 to delegate this authority to the chief executive to cover the period outlined in the report.

16      It is up to the incoming Council to decide upon its committee structure.

Community Views

17      The community would expect Council to take a pragmatic approach to dealing with an issue such as this.

Costs and Funding

18      There are no additional costs associated with granting the delegation proposed.

Policy Implications

19      There are no policy implications attached to this report as the request is to cover a certain period of time and also is specific in the delegation required to cover a specific situation.

Analysis

Options Considered

20      The Council has the option of either delegating or not delegating to the chief executive.

Analysis of Options

Option 1 – Delegating authority to act to the chief executive

Advantages

Disadvantages

·        Provides for the continued business of Council to be carried out with appropriate safeguards in place.

·        May be a delay in some decisions if delegated authority is not given.

 

Option 2 – Does not delegate authority

Advantages

Disadvantages

·        May be a delay in some decisions if delegated authority is not given

·        Provides for the continued business of Council to be carried out with appropriate safeguards in place.

 

Assessment of Significance

21      A decision in accordance with the recommendations is not considered significant. It represents a pragmatic way of managing the transition period between the declaration of the election results and the first Council meeting.

Recommended Option

22      The risks involved in delegating to the chief executive include the Council not agreeing with the decisions made and overturning decisions at a later date. The risks of not delegating would be the risk of the Council not being able to undertake urgent business that might arise during the period from the declaration of the election result until the first meeting of the new Council.

23      The limited time period and the fact that any decision by the Chief Executive is required to be made in consultation with the Mayor elect and that it would only be pressing matters that must be attended to does provide a degree of comfort to elected members that decisions will not be made unless required for the smooth running of the Council.

Next Steps

24      If accepted that Council record in the minutes of this meeting that the chief executive has been delegated the powers during the interim period post-election.

25      Arrangements will be made for the establishment of various committees the incoming Council deems necessary at the beginning of the 2019 – 2022 term.

 

Attachments

There are no attachments for this report.   


Council

27 September 2019

 

Proposed Road Stopping behind 26 Hythe Street Athol

Record No:             R/19/8/18968

Author:                      Kevin McNaught, Manager Property Services

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        Consideration of a request from the adjoining landowners to stop a portion of unformed road behind 26 Hythe Street Athol.

Executive Summary

2        The owners of the property at 26 Hythe Street Athol have made an application to stop the unformed legal road between their property and the former Railway, given a portion of their house and a shed have historically been constructed over the boundary.

3        To commence the road stopping process under the Local Government Act 1974, Council is required to authorise this.

 

Recommendation

That the Council:

a)            Receives the report titled “Proposed Road Stopping behind 26 Hythe Street Athol” dated 20 September 2019.

 

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 on the basis that the applicant has agreed to pay the survey costs and an agreed value for the land, to commence the process of stopping that unformed portion of road adjoining Section 5 Block XX Town of Athol pursuant to the Local Government Act 1974.

 

Background

4        The owners of the property at 26 Hythe Street Athol have made an application to stop the unformed legal road between their property and the former Railway, given a portion of their house and a shed have historically been constructed over the boundary. The land subject to the proposal and the building locations are shown on the attached plans.

5        The application was made some time ago however it is only recently that the actual area being applied for has been confirmed after different options were considered and discounted.

6        The different options considered were only a portion of the road occupied, or not the full width. However, if either of these were pursued, the residual road would be of limited value to Council so the proposal as presented is best for all parties.

Issues

7        There is no issues identified at this point, as the former railway can be accessed from Price Street and the property to the west can be accessed by the residual portion of unformed legal road to the west.

Factors to Consider

Legal and Statutory Requirements

8        The proposal is to stop the road using the provisions as set out in the Local Government Act 1974. Council is required to first authorise the process commencing.

Community Views

9        There will be a public notification and objection process to be undertaken in accordance with the steps required. The Lessee of the Crown Land has advised no issues with the proposal, however LINZ as the owner of the Crown Land have not given any indication, rather they have responded they will make a decision when notified as part of objection process.

10      The Athol Community Development Area Subcommittee have advised they have no objections to the process commencing.

Costs and Funding

11      The landowners have agreed in writing to pay the survey costs to define the road to be stopped and also pay the valuation amount for the land, which has already been determined by Councils valuer.

Policy Implications

12      Council’s policy is that the applicant pays the survey costs to define the land which they have agreed to do in writing.

Analysis

Options Considered

13      The options are to either commence the process or not.


 

Analysis of Options

Option 1 – Commence the process to stop the road.

Advantages

Disadvantages

·        Allows the adjoining landowner to own all the land upon which his house is located.

·        Removes some legal access to the property to the west and south however they will still retain other legal access

 

Option 2 – Do not commence the road stopping process

Advantages

Disadvantages

·        Retains the status quo

·        Will create implications for the landowner in relation to his ability to appropriately manage his residence given its partly built on Council land.

 

Assessment of Significance

14      Not considered significant

Recommended Option

15      Option 1 – commence the road stopping

Next Steps

16      Have legal survey completed and undertake public notification.

 

Attachments

a             Plan of proposed road stopping behind 26 Hythe Street Athol    

 



Council

27 September 2019

 

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Council

27 September 2019

 

Southland Museum and Art Gallery 2018/2019 Annual Report

Record No:             R/19/9/20907

Author:                      Bruce Halligan, Group Manager Environmental Services

Approved by:         Bruce Halligan, Group Manager Environmental Services

 

  Decision                                        Recommendation                                  Information

 

 

 

1        The Invercargill City Council has supplied the attached Annual Report relating to the operations of the Southland Museum and Art Gallery Trust Board Incorporated (hereafter SMAG) for the 2018/2019 financial year ended 30 June 2019. 

2        The Annual Report outlines levels of performance and delivery of outcomes in relation to the Outputs and Targets identified in the 2018/2019 SMAG Statement of Intent, and also provides information on financial performance.

3        The Trust is incorporated under the Charitable Trusts Act 1957.

4        Council appoints two representatives to the Trust in terms of the Trust deed, with these being Councillors Macpherson and Patterson in the 2018/2019 period which this Annual Report covers.

5        The SMAG building was closed to the public on 12 April 2018 for safety reasons.

6        This Annual Report is hence presented for Council’s information only; although Councillors Macpherson and Paterson (as Council appointees) may have additional comments which they wish to make when this matter is considered.

 

Recommendation

That the Council:

a)            Receives the report titled “Southland Museum and Art Gallery 2018/2019 Annual Report” dated 20 September 2019.

 

 

Attachments

a             SMAG Annual Report to June 2019    

 


Council

27 September 2019

 

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Council

27 September 2019

 

Valedictories

Record No:             R/19/8/20102

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Valedictories

1        Valedictories enable elected members to reflect on their time on Council.

 

 

Recommendation

That the Council:

a)            Receives the report titled “Valedictories” dated 5 September 2019.

 

b)           Expresses its thanks to the Councillors who are not standing for election in the 2019 Local Authority elections for their service to Southland District Council.

 

 

Attachments

There are no attachments for this report. 

 


Council

27 September 2019

 

Minutes of the Community and Policy Committee Meeting dated 7 August 2019

Record No:             R/19/9/20843

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Community and Policy Committee meeting held 7 August 2019 as information.

 

 

Attachments

a             Minutes of Community and Policy Committee Meeting dated 7 August 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Finance and Audit Committee Meeting dated 18 June 2019

Record No:             R/19/7/13049

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Finance and Audit Committee meeting held 18 June 2019 as information.

 

 

Attachments

a             Minutes of Finance and Audit Committee Meeting dated 18 June 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Finance and Audit Committee Meeting dated 29 August 2019

Record No:             R/19/9/20754

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Finance and Audit Committee meeting held 29 August 2019 as information.

 

 

Attachments

a             Minutes of Finance and Audit Committee Meeting dated 29 August 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Regulatory and Consents Committee Meeting dated 11 July 2019

Record No:             R/19/9/20844

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Regulatory and Consents Committee meeting held 11 July 2019 as information.

 

 

Attachments

a             Minutes of Regulatory and Consents Committee Meeting dated 11 July 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Services and Assets Committee Meeting dated 7 August 2019

Record No:             R/19/9/20317

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Services and Assets Committee meeting held 7 August 2019 as information.

 

 

Attachments

a             Minutes of Services and Assets Committee Meeting dated 7 August 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Services and Assets Committee Meeting dated 4 September 2019

Record No:             R/19/9/20752

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Services and Assets Committee meeting held 4 September 2019 as information.

 

 

Attachments

a             Minutes of Services and Assets Committee Meeting dated 4 September 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Riverton Harbour Subcommittee Meeting dated 17 June 2019

Record No:             R/19/9/20330

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Riverton Harbour Subcommittee meeting held 17 June 2019 as information.

 

 

Attachments

a             Minutes of Riverton Harbour Subcommittee Meeting dated 17 June 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Edendale-Wyndham Community Board Meeting dated 25 June 2019

Record No:             R/19/8/19883

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Edendale-Wyndham Community Board meeting held 25 June 2019 as information.

 

 

Attachments

a             Minutes of Edendale-Wyndham Community Board Meeting dated 25 June 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Edendale-Wyndham Community Board Meeting dated 27 August 2019

Record No:             R/19/9/20742

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Edendale-Wyndham Community Board meeting held 27 August 2019 as information.

 

 

Attachments

a             Minutes of Edendale-Wyndham Community Board Meeting dated 27 August 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Stewart Island/Rakiura Community Board Meeting dated 10 June 2019

Record No:             R/19/8/19495

Author:                      Kirsten Hicks, Committee Advisor/Customer Support Partner

Approved by:         Kirsten Hicks, Committee Advisor/Customer Support Partner

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Stewart Island/Rakiura Community Board meeting held 10 June 2019 as information.

 

 

Attachments

a             Minutes of Stewart Island/Rakiura Community Board Meeting dated 10 June 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Stewart Island/Rakiura Community Board Meeting dated 12 August 2019

Record No:             R/19/9/21320

Author:                      Kirsten Hicks, Committee Advisor/Customer Support Partner

Approved by:         Kirsten Hicks, Committee Advisor/Customer Support Partner

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Stewart Island/Rakiura Community Board meeting held 12 August 2019 as information.

 

 

Attachments

a             Minutes of Stewart Island/Rakiura Community Board Meeting dated 12 August 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Wallacetown Community Board Meeting dated 2 May 2019

Record No:             R/19/9/20328

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Wallacetown Community Board meeting held 2 May 2019 as information.

 

 

Attachments

a             Minutes of Wallacetown Community Board Meeting dated 2 May 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Wallacetown Community Board Meeting dated 20 June 2019

Record No:             R/19/9/20327

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Wallacetown Community Board meeting held 20 June 2019 as information.

 

 

Attachments

a             Minutes of Wallacetown Community Board Meeting dated 20 June 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Wallacetown Community Board Meeting dated 22 August 2019

Record No:             R/19/9/20743

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Wallacetown Community Board meeting held 22 August 2019 as information.

 

 

Attachments

a             Minutes of Wallacetown Community Board Meeting dated 22 August 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Winton Community Board Meeting dated 10 June 2019

Record No:             R/19/9/20923

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Winton Community Board meeting held 10 June 2019 as information.

 

 

Attachments

a             Minutes of Winton Community Board Meeting dated 10 June 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Balfour Community Development Area Subcommittee Meeting dated 24 June 2019

Record No:             R/19/9/21077

Author:                      Rose Knowles, Committee Advisor/Customer Support Partner

Approved by:         Rose Knowles, Committee Advisor/Customer Support Partner

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Balfour Community Development Area Subcommittee meeting held 24 June 2019 as information.

 

 

Attachments

a             Minutes of Balfour Community Development Area Subcommittee Meeting dated 24 June 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Browns Community Development Area Subcommittee Meeting dated 16 May 2019

Record No:             R/19/9/20745

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Browns Community Development Area Subcommittee meeting held 16 May 2019 as information.

 

 

Attachments

a             Minutes of Browns Community Development Area Subcommittee Meeting dated 16 May 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Browns Community Development Area Subcommittee Meeting dated 29 August 2019

Record No:             R/19/9/20757

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Browns Community Development Area Subcommittee meeting held 29 August 2019 as information.

 

 

Attachments

a             Minutes of Browns Community Development Area Subcommittee Meeting dated 29 August 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Dipton Community Development Area Subcommittee Meeting dated 20 March 2019

Record No:             R/19/9/20323

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Dipton Community Development Area Subcommittee meeting held 20 March 2019 as information.

 

 

Attachments

a             Minutes of Dipton Community Development Area Subcommittee Meeting dated 20 March 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Dipton Community Development Area Subcommittee Meeting dated 21 August 2019

Record No:             R/19/9/20744

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Dipton Community Development Area Subcommittee meeting held 21 August 2019 as information.

 

 

Attachments

a             Minutes of Dipton Community Development Area Subcommittee Meeting dated 21 August 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Gorge Road and Districts Community Development Area Subcommittee Meeting dated 11 March 2019

Record No:             R/19/9/20326

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Gorge Road and Districts Community Development Area Subcommittee meeting held 11 March 2019 as information.

 

 

Attachments

a             Minutes of Gorge Road and Districts Community Development Area Subcommittee Meeting dated 11 March 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Gorge Road and Districts Community Development Area Subcommittee Meeting dated 1 July 2019

Record No:             R/19/9/20325

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Gorge Road and Districts Community Development Area Subcommittee meeting held 1 July 2019 as information.

 

 

Attachments

a             Minutes of Gorge Road and Districts Community Development Area Subcommittee Meeting dated 1 July 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Gorge Road and Districts Community Development Area Subcommittee Meeting dated 2 September 2019

Record No:             R/19/9/20749

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Gorge Road and Districts Community Development Area Subcommittee meeting held 2 September 2019 as information.

 

 

Attachments

a             Minutes of Gorge Road and Districts Community Development Area Subcommittee Meeting dated 2 September 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Limehills/Centre Bush Community Development Area Subcommittee Meeting dated 16 May 2019

Record No:             R/19/9/20322

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Limehills/Centre Bush Community Development Area Subcommittee meeting held 16 May 2019 as information.

 

 

Attachments

a             Minutes of Limehills/Centre Bush Community Development Area Subcommittee Meeting dated 16 May 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Limehills/Centre Bush Community Development Area Subcommittee Meeting dated 29 August 2019

Record No:             R/19/9/20747

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Limehills/Centre Bush Community Development Area Subcommittee meeting held 29 August 2019 as information.

 

 

Attachments

a             Minutes of Limehills/Centre Bush Community Development Area Subcommittee Meeting dated 29 August 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Lumsden Community Development Area Subcommittee Meeting dated 17 June 2019

Record No:             R/19/8/19376

Author:                      Rose Knowles, Committee Advisor/Customer Support Partner

Approved by:         Rose Knowles, Committee Advisor/Customer Support Partner

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Lumsden Community Development Area Subcommittee meeting held 17 June 2019 as information.

 

 

Attachments

a             Minutes of Lumsden Community Development Area Subcommittee Meeting dated 17 June 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Manapouri Community Development Area Subcommittee Meeting dated 23 July 2019

Record No:             R/19/8/19962

Author:                      Jenny Labruyère, Committee Advisor/Customer Support Partner

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Manapouri Community Development Area Subcommittee meeting held 23 July 2019 as information.

 

 

Attachments

a             Minutes of Manapouri Community Development Area Subcommittee Meeting dated 23 July 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Mossburn Community Development Area Subcommittee Meeting dated 11 March 2019

Record No:             R/19/7/14576

Author:                      Rose Knowles, Committee Advisor/Customer Support Partner

Approved by:         Rose Knowles, Committee Advisor/Customer Support Partner

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Mossburn Community Development Area Subcommittee meeting held 11 March 2019 as information.

 

 

Attachments

a             Minutes of Mossburn Community Development Area Subcommittee Meeting dated 11 March 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 25 June 2019

Record No:             R/19/9/21152

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Nightcaps Community Development Area Subcommittee meeting held 25 June 2019 as information.

 

 

Attachments

a             Minutes of Nightcaps Community Development Area Subcommittee Meeting dated 25 June 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Orepuki Community Development Area Subcommittee Meeting dated 18 June 2019

Record No:             R/19/9/21018

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Orepuki Community Development Area Subcommittee meeting held 18 June 2019 as information.

 

 

Attachments

a             Minutes of Orepuki Community Development Area Subcommittee Meeting dated 18 June 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Riversdale Community Development Area Subcommittee Meeting dated 24 June 2019

Record No:             R/19/9/21078

Author:                      Rose Knowles, Committee Advisor/Customer Support Partner

Approved by:         Rose Knowles, Committee Advisor/Customer Support Partner

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Riversdale Community Development Area Subcommittee meeting held 24 June 2019 as information.

 

 

Attachments

a             Minutes of Riversdale Community Development Area Subcommittee Meeting dated 24 June 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Thornbury Community Development Area Subcommittee Meeting dated 7 March 2019

Record No:             R/19/8/19969

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Alyson Hamilton, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Thornbury Community Development Area Subcommittee meeting held 7 March 2019 as information.

 

 

Attachments

a             Minutes of Thornbury Community Development Area Subcommittee Meeting dated 7 March 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Tokanui Community Development Area Subcommittee Meeting dated 15 April 2019

Record No:             R/19/9/20324

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Tokanui Community Development Area Subcommittee meeting held 15 April 2019 as information.

 

 

Attachments

a             Minutes of Tokanui Community Development Area Subcommittee Meeting dated 15 April 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Tokanui Community Development Area Subcommittee Meeting dated 2 September 2019

Record No:             R/19/9/20750

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Tokanui Community Development Area Subcommittee meeting held 2 September 2019 as information.

 

 

Attachments

a             Minutes of Tokanui Community Development Area Subcommittee Meeting dated 2 September 2019 (separately enclosed)

 


Council

27 September 2019

 

Minutes of the Woodlands Community Development Area Subcommittee Meeting dated 29 July 2019

Record No:             R/19/9/20751

Author:                      Fiona Dunlop, Committee Advisor

Approved by:         Fiona Dunlop, Committee Advisor

 

  Decision                                        Recommendation                                  Information

 

 

 

Recommendation

That Council receives the minutes of the Woodlands Community Development Area Subcommittee meeting held 29 July 2019 as information.

 

 

Attachments

a             Minutes of Woodlands Community Development Area Subcommittee Meeting dated 29 July 2019 (separately enclosed)

   

 


Council

27 September 2019

 

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 Forestry Investment

C10.2 Section 17A - Community Facilities Service Delivery Review

C10.3 Review of Resourcing within the Strategic Water and Waste Team

C10.4 Request for Council Approval of Unbudgeted Expenditure - Code Compliance Certificate Project Team

C10.5 Core Systems Review Project - Work Programme Update

C10.6 Great South - Draft Statement of Intent

C10.7 Milford Sound Tourism Limited - 2019 Annual Report

C10.8 Southland Regional Development Agency Board Appointments

C10.9 Southland Regional Development Agency - Asset Transfer

C10.10 Public Excluded Minutes of the Finance and Audit Committee Meeting dated 18 June 2019

C10.11 Public Excluded Minutes of the Finance and Audit Committee Meeting dated 29 August 2019

C10.12 Public Excluded Minutes of the Services and Assets Committee Meeting dated 4 September 2019

C10.13 Public Excluded Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 25 June 2019

C10.14 Chief Executive's Performance Review 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

Forestry Investment

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.

Section 17A - Community Facilities Service Delivery Review

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.

Review of Resourcing within the Strategic Water and Waste Team

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.

Request for Council Approval of Unbudgeted Expenditure - Code Compliance Certificate Project Team

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.

Core Systems Review Project - Work Programme Update

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.

Great South - Draft Statement of Intent

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

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.

Milford Sound Tourism Limited - 2019 Annual Report

s7(2)(c)(i) - The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

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.

Southland Regional Development Agency Board Appointments

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

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.

Southland Regional Development Agency - Asset Transfer

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.

Public Excluded Minutes of the Finance and Audit Committee Meeting dated 18 June 2019

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)(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)(c)(i) - The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

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.

Public Excluded Minutes of the Finance and Audit Committee Meeting dated 29 August 2019

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)(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)(c)(i) - The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

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.

Public Excluded Minutes of the Services and Assets Committee Meeting dated 4 September 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.

Public Excluded Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 25 June 2019

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)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

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.

Chief Executive's Performance Review 2018/2019

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)(c)(i) - The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied.

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.