Notice is hereby given that a Meeting of the Five Rivers Water Supply Subcommittee will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Monday, 9 December 2019

5pm

Mrs Joan Andrew's Residence
No 3 R D, Five Rivers, Lumsden

 

Five Rivers Water Supply Subcommittee Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Ross Andrews

 

 

 

 

Members

Joan Andrews

 

 

Allan Baird

 

 

Lindsay Baird

 

 

Matt Baldwin

 

 

David Dodunski

 

 

Barbara McNamee

 

 

Pat McNamee

 

 

David Nind

 

 

Councillor John Douglas

 

 

 

 

 

IN ATTENDANCE

 

Committee Advisor/Customer Support Partner

Manager Water and Waste Operations

Rose Knowles

 

Bill Witham

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


Terms of Reference – Water Supply Subcommittees– Te Anau Basin, Five Rivers, Matuku

 

TYPE OF COMMITTEE

Subcommittee

SUBORDINATE TO

Fiordland and Northern Community Board

LEGISLATIVE BASIS

Subcommittees delegated powers by Council as per schedule 7, clause 32, LGA 2002.

MEMBERSHIP

Te Anau Basin Water Supply Subcommittee (Fiordland Community Board)

The total membership of the Te Anau Basin Water Supply Subcommittee will be nine.  Membership of the subcommittee shall be determined by an election at a triennial public meeting.

The subcommittee representation shall comprise:

·           a water supply consumer from each of the following areas:

-  Duncraigen

-  Homestead

-  Kakapo

-  Mt York

-  Princhester

-  Ramparts

-  Takitimu

·           two representatives appointed by Landcorp.

Matuku Water Supply Subcommittee (Northern Community Board)

The total membership of the Matuku Water Supply Subcommittee will be six plus a councillor.

The chairperson shall be elected by the vote of the subcommittee.

Five Rivers Water Supply Subcommittee (Northern Community Board)

The total membership of the Five Rivers Water Supply Subcommittee will be six members plus a councillor.

The chairperson shall be elected by the vote of the subcommittee.

QUORUM

Te Anau Basin Water Supply Subcommittee – 5

Matuku Water Supply Subcommittee – 4

Five Rivers Water Supply Subcommittee – 4

FREQUENCY OF MEETINGS

Te Anau Basin Water Supply Subcommittee 

Three meetings per annum or as required.

Matuku Water Supply and Five Rivers Water Supply Subcommittee 

One meeting per annum or as required.

SCOPE OF ACTIVITIES

The activity of Southland District Council’s Water Supply Subcommittees is framed by Council policies and plans.  The responsibilities of these water supply subcommittees include: 

·           providing feedback to Council officers on relevant plans and strategies (including asset management plans)

·           receiving operational and financial reports

·           community engagement and representing community views to Council.

DELEGATIONS

Power to Act

The Te Anau Basin, Matuku and Five Rivers Water Supply Subcommittees shall have the following delegated powers and be accountable to the relevant community board  for the exercising of these powers:

(a)       power to recommend the annual budget relating to the relevant water supply scheme

(b)      power to approve expenditure outside Council's authorised officer levels but within the budget of the water supply schemes.  All decisions to approve expenditure outside Council’s authorised officer levels must be made by way of a resolution at a meeting of the water supply subcommittees.  Any such decisions must be reflected in the minutes of the meeting 

(c)       power to approve new connections to the relevant water supply scheme 

(d)      power to approve expenditure outside of the relevant annual budget for emergency works 

(e)       policies relating to water schemes.

In addition to the power to approve expenditure outside of the relevant annual budget for emergency works, this committee can also recommend unbudgeted expenditure to the relevant Community Board and Council for approval. 

 


Five Rivers Water Supply Subcommittee

09 December 2019

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                7

2             Leave of absence                                                                                                                                                7

3             Conflict of Interest                                                                                                                                             7

4             Public Forum                                                                                                                                                         7

5             Extraordinary/Urgent Items                                                                                                                        7

6             Confirmation of Minutes                                                                                                                               8

Reports

7.1         Direction-setting for Annual Plan 2020/2021                                                                                 13   


1             Apologies

 

At the close of the agenda no apologies had been received.

 

2             Leave of absence

 

At the close of the agenda no requests for leave of absence had been received.

 

3             Conflict of Interest

 

Committee Members are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a member and any private or other external interest they might have.

 

4             Public Forum

Notification to speak is required by 5pm at least two days before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.

 

5             Extraordinary/Urgent Items

To consider, and if thought fit, to pass a resolution to permit the committee to consider any further items which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded.

Such resolution is required to be made pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, and the Chairperson must advise:

(i)            the reason why the item was not on the Agenda, and

(ii)          the reason why the discussion of this item cannot be delayed until a subsequent meeting.

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a)           that item may be discussed at that meeting if-

(i)        that item is a minor matter relating to the general business of the local authority; and

(ii)       the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b)          no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

 

6             Confirmation of Minutes

6.1             Meeting minutes of Five Rivers Water Supply Subcommittee, 14 November 2018


 

Five Rivers Water Supply Subcommittee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Five Rivers Water Supply Subcommittee held in the Mrs J Andrews, 94 Andrews Road, Five Rivers,  on Wednesday, 14 November 2018 at 5pm.

 

present

 

Chairperson

Ross Andrews

 

 

 

 

Members

Joan Andrews

 

 

Matt Baldwin

 

 

Barbara McNamee

 

 

Pat McNamee

 

 

Councillor John Douglas

 

 

 

 

 

APOLOGIES

 

David Nind

 

 

 

 

 

IN ATTENDANCE

 

Committee Advisor/Customer Support Partner

Operations Manager-Water & Waste Services

Rose Knowles

Bill Witham

 


1             Apologies

 

Apologies for non-attendance were lodged by Member Nind.

 

Moved Member J Andrews, seconded Member B McNamee and resolved:

 

That the Five Rivers Water Supply Subcommittee accepts the apology lodged by Member Nind.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Member R Andrews, seconded Member P McNamee and resolved:

That the Five Rivers Water Supply Subcommittee confirms the minutes of the meeting held on 17 October 2017 as a true and correct record of the meeting.

 

Reports

 

 

7.1

Financial Report for the year ended 30 June 2018

Record No: R/18/8/20073

 

Operations Manager, Water & Waste Services Bill Witham was in attendance for this item.

 

Mr Witham advised that the financial report for the year ended 30 June 2018 were the

financial result for the Five Rivers business units for the 2017/2018 financial year.

 

 

Resolution

Moved Member P McNamee, seconded Member R Andrews and resolved:

That the Five Rivers Water Supply Subcommittee:

a)            Receives the report titled “Financial Report for the year ended 30 June 2018” dated 5 November 2018.

 

 

 

7.2

Direction-setting for Annual Plan 2019/2020

Record No: R/18/10/24745

 

Operation Manager Water & Waste Services – Bill Witham was in attendance for this item.

 

Mr Witham advised that the purpose of the report was to confirm the direction determined

for the 2nd year of the 2018/2028 Long Term Plan.

 

The report also provided an overview of the forecasted projects and services for the

Five Rivers Water Supply Subcommittee in 2019/2020.  It includes any variations from what was anticipated in year two of the Long Term Plan 2018-2028. 

 

The Five Rivers Water Supply Subcommittee have no variances identified for year two of the LTP.

 

Members discussed and agreed that Member Baldwin investigate obtaining a Sim Card to carry out the water usage readings every Monday.

 

 

 

Resolution

Moved Member R Andrews, seconded Member P McNamee and resolved:

That the Five Rivers Water Supply Subcommittee:

a)            Receives the report titled “Direction-setting for Annual Plan 2019/2020” dated 5 November 2018.

 

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 to the budgets for the year commencing 1 July 2019 be adopted for inclusion in the Council’s Draft 2019/2020 Annual Plan.

 

 

 

 

 

The meeting concluded at 5.30pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Five Rivers Water Supply Subcommittee HELD ON 14 NOVEMBER 2018.

 

 

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

 

 

 

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

 

 

 

CHIEF EXECUTIVE:..................................................................

 

 


Five Rivers Water Supply Subcommittee

9 December 2019

 

Direction-setting for Annual Plan 2020/2021

Record No:             R/19/11/26491

Author:                      Chantelle Subritzky, Corporate Performance Lead

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of this report is to confirm the direction determined for the third year of the Long Term Plan 2018-2028.

2        This report provides an overview of the forecasted projects and services for the Five Rivers Water Supply Subcommittee in 2020/2021.  It includes any variations from what was anticipated in year three of the Long Term Plan 2018-2028 (“LTP”).

Executive Summary

3        The purpose of Local Government is to enable local decision-making and to promote the social, economic, environmental and cultural well-being of communities in the present and in the future.

4        The Annual Plan process ensures that planned community initiatives, projects and rates align with the LTP overall strategic vision. Where extraordinary projects or changes to the level of service are needed outside of the LTP process, the Annual Plan provides an opportunity to raise these to ensure the on-going needs of the community are met.

5       The Five Rivers Water Supply Subcommittee has identified no variances from year three of the LTP 2018-2028.

6        The direction-setting provided by the Five Rivers Water Supply Subcommittee, including any variances, may be incorporated into Council’s draft Annual Plan for 2020/2021.  Where there are significant changes from the LTP, public consultation is proposed to take place in March/April 2020 so that the community and wider District stakeholders have an opportunity to give feedback on any changes proposed. 

7        The final Annual Plan, including changes made as a result of consultation, will be adopted by Council in June 2020 and will be used to set rates for the year beginning 1 July 2020.

8        This report outlines two options for consideration by the subcommittee; to accept the direction as proposed in the report, or to make amendments to the direction proposed.  

 

 

1                Recommendation

That the Five Rivers Water Supply Subcommittee:

a)        Receives the report titled “Direction-setting for Annual Plan 2020/2021”

 

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)        Recommends that the budgets for the year commencing 1 July 2020 be adopted for inclusion in Council’s Draft 2020/2021 Annual Plan (subject to any amendments made at this meeting).

 

               

Background

9        The Annual Plan process ensures that planned community initiatives, projects and rates align with the Long Term Plan 2018-2028 (LTP 2018-2028) strategic vision. The LTP 2018-2028 community outcomes for Southland District are:

·    proud, connected communities that have an attractive and affordable lifestyle

·    resilient communities that leave a legacy for tomorrow.

10      The purpose of this report is to confirm the direction determined for the third year of the LTP 2018-2028 

11      There are occasions where extraordinary projects or changes to the level of service may be needed outside of the LTP process.  The Annual Plan is an opportunity to raise these variances to ensure that the on-going needs of the community are being met.

12      The draft budgets for the Five Rivers Water Supply Subcommittee for 2020/2021 have been based on forecasted information from year three of the Long Term Plan 2018-2028, and updated for any known and anticipated changes.

Overview of the process:

 

Issues

13      There are no significant changes from what was originally included in year three of the LTP.

New Project Process

14      Council identified the need to improve the way that projects were delivered, which includes a more stringent requirement for scoping prior to project approval.

15      Subcommittees can recommend new projects in the December 2019 direction-setting meetings. The entire work programme for district and local projects will then be considered by staff and Council to ensure that there is adequate resource to deliver the work and that the projects are aligned with the strategic framework.

16      Subcommittees also have the opportunity to raise new projects at the LTP 2021-2031 direction-setting workshops from February to June 2020.  If these projects are approved by Council in June 2021, then they will be delivered in the following financial years.

17      There are no proposed changes to projects from what was planned for year three of the Long Term Plan.

Representation Review – New Structure and Community Board Coverage

18      Council has undertaken a community governance review project over the past four years. One of the outcomes of this community governance review culminated in the Local Government Commission providing a determination on the community board structure for 2019-2022 as part of the representation review process. There are now nine community boards across the District and they are responsible for all the townships, villages and rural areas within their boundaries. The change will mean that the community boards must now undertake direction-setting for larger geographic areas and wider community interests than previous Annual Plans.

Factors to Consider

Legal and Statutory Requirements

19      The Annual Plan 2020/2021 is a requirement of the Local Government Act 2002 and is also closely aligned with the Local Government (2002) Rating Act.

Community Views

20      Any significant issues affecting local communities may be included in the official consultation document which will be publicly available. This consultation is expected to occur in March/April 2020 and the public will have the opportunity to attend hearings if they wish to present their submission to Council.

 

Costs and Funding

21     There are no proposed changes from year three of the Long Term Plan.

Assumptions Made in Preparing the Budgets

22      All assumptions that were made when preparing the LTP 2018-2028 have been applied in these budgets including the interest rate on borrowings.  The interest rate applicable to community borrowings has been held consistent with the 2018-2028 LTP at 4.65%.  This interest rate is based on the average BNZ three year fixed interest rate at the time of setting the LTP 2018-2028 assumptions.   

23      Interest on community reserves (monies held on reserve by the community for various purposes) has been calculated at 3.29% on the average of these balances at year end, and is consistent with the LTP 2018-2028 

24      Inflation rates have also been kept consistent with BERL rates adopted in the LTP 2018-2028.

Policy Implications

25      There are no policy implications in the direction setting for the Annual Plan 2020/2021.

Analysis

Options Considered

26      There are two options to be considered in this report:

·    option 1 is to accept the direction as proposed in the report

·    option 2 is to make amendments to the direction proposed in the report.

Analysis of Options

Option 1 – Accept the direction as proposed in the report

Advantages

Disadvantages

·        ensures that Council has all recommendations from the subcommittee prior to determining whether formal consultation on the Annual Plan will be required. This decision needs to be made by February 2020

·        the cost and associated funding for preparing and consulting on the 2020/2021 Annual Plan are included in the organisation’s approved operational budgets.

·        any variations from the subcommittee regarding the Annual Plan will not be able to be incorporated. Subcommittees are still able to submit on the Annual Plan consultation.

 

Option 2 – Accept the direction as proposed in the report with minor variations recommended to the Annual Plan

Advantages

Disadvantages

·        allows for any further amendments that staff may not have factored in

·        initiatives or projects from the community that have been recommended in the report can be scoped by staff. These projects can be included in the Annual Plan, subject to approval by Council.

·        Council resourcing has been allocated based on the 2018-2028 LTP, and a prioritization of resourcing will be required if outside capacity

·        There may not be sufficient time for staff to adequately scope new initiatives and projects for inclusion in the Annual Plan.

 

Assessment of Significance

27      The contents of this report is not deemed significant under the Significance and Engagement Policy.

Recommended Option

28      Staff recommend Option 1, accept the direction as proposed in the report.

Next Steps

29      The recommendations passed in this report will be summarised in Council’s Draft 2020/2021 Annual Plan.  If there are significant or materially different variances from the LTP, these will be included in a consultation document and released for consultation in March/April 2020.

30      The final Annual Plan including changes made as a result of consultation, will be adopted by Council in June 2020.

31      This report has the following appendices:

·    Appendix 1: This section is a financial summary statement which shows the expenditure and income.

Appendix 1:

 

 

Attachments

There are no attachments for this report.