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

 

Date:

Time:

Meeting Room:

Venue:

 

Thursday, 30 January 2020

9am

Council Chamber
15 Forth Street
Invercargill

 

Council Agenda

OPEN

 

MEMBERSHIP

 

Mayor

Mayor Gary Tong

 

Deputy Mayor

Ebel Kremer

 

Councillors

Don Byars

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Christine Menzies

 

 

Karyn Owen

 

 

Margie Ruddenklau

 

 

Rob Scott

 

 

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

30 January 2020

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                5

2             Leave of absence                                                                                                                                                5

3             Conflict of Interest                                                                                                                                             5

4             Public Forum                                                                                                                                                         5

5             Extraordinary/Urgent Items                                                                                                                        5

6             Confirmation of Council Minutes                                                                                                             5

Reports - Policy and Strategy

7.1         Project Plan for the Annual Plan 2020/2021                                                                                       7

Reports - Operational Matters

8.1         Toilet Projects - Thornbury and Weirs Beach and Athol and Wyndham                         17

8.2         Unbudgeted Expenditure - Oraka Aparima Community Board Projects                       21

8.3         Monthly Financial Report - November 2019                                                                                    25

8.4         Waste Advisory Group - Draft Landfill Submission                                                                     41

8.5         Southland Regional Development Agency Transition - Extension of Venture Southland                                                                                                                                                                                    63

Reports - Governance

Nil  

Public Excluded

Procedural motion to exclude the public                                                                                                         67

C10.1    Risk management update - December 2019 quarter

C10.2    Confirmation of guidance provided to assist activity managers with the development of the next stages for the Long Term Plan 2031

 


Council

30 January 2020

 

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, 18 December 2019

 


Council

30 January 2020

 

Project Plan for the Annual Plan 2020/2021

Record No:             R/20/1/34

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 to seek the approval of Council for the Annual Plan 2020/2021 project plan.

2        This report reflects the guidance provided by Councillors regarding a community information approach.

Executive Summary

3        The Annual Plan process ensures that planned community initiatives, projects, revenue and financing for the upcoming financial year align with the LTP overall strategic vision. Where extraordinary projects or changes to the level of service are needed outside of the Long Term Plan (LTP) process, the Annual Plan provides an opportunity to consider these to ensure the on-going needs of the community are met.

4        The 2020/2021 Annual Plan is for year three of the LTP 2018-2028, and the  project plan provides a clear timetable of key tasks and milestones to ensure that the Annual Plan is ready for approval by 30 June 2020.

5        Staff have discussed with Councillors the potential Annual Plan changes and whether formal consultation should be undertaken. As a result, councillors suggested that it was important to share information with the community regarding the Annual Plan 2020/2021 in early 2020, but the general view is that it would not be necessary for formal consultation to be undertaken.

6        This report outlines two options for consideration by Council; to accept the project plan and note the provision of a community information approach for the Annual Plan, or to make amendments to the proposed project plan. 

7        Staff recommend that Council approves the project plan and that information to the community be provided as detailed.  On this basis, formal consultation for the Annual Plan 2020/2021 will not be undertaken.

 

Recommendation

That the Council:

a)            Receives the report titled “Project Plan for the Annual Plan 2020/2021” dated 16 January 2020.

 

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)           Approve the Annual Plan 2020/2021 project plan.

 

e)            Notes that information to the community will be provided and formal consultation for the Annual Plan 2020/21 will not be undertaken.

 

 

Background

8        The Annual Plan process ensures that planned community initiatives, projects and revenue and financing 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.

9        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.

10      The key changes to be considered in the Annual Plan 2020/2021 process were discussed with the Councillors and it was suggested that a community information sharing approach should be undertaken for the Annual Plan 2020/2021.

Annual Plan Consultation

11      Local authorities need to consult with the public during the Annual Plan process only if the Annual Plan includes significant or material differences from the content of the LTP for the financial year to which the proposed Annual Plan relates (see section 95A).


 

12      The Local Government Act provides guidance on the types of differences and variations that will require consultation. This includes:

·    significant or material variations or departures from the financial statements or funding impact statement,

·    significant new spending proposals; and

·    a decision to delay or not proceed with a significant project.

13      The Annual Plan 2020/2021 variations were assessed against the measurements for consultation and it was agreed that there are no significant variations that would result in formal consultation.

Significance and Engagement policy

14      The Council’s significance and engagement policy also provides guidance on when consultation should occur. The purpose of the policy is:

·   to enable the local authority and its communities to identify the degree of significance attached to particular issues, proposals, decisions or matters; and

·   to provide clarity about how and when communities can expect to be engaged in decisions about different issues, proposals, decisions or matters; and

·   to inform Council, from the beginning of a decision-making process about

- the extent of any public engagement that is expected before a particular decision is made; and

- the form or type of engagement required.

15      The policy states the general approach of following a three step process to inform decision making

Step 1 - Determine significance - Council will use particular factors to decide if a matter is of higher or lower significance. This part of the policy also gives guidance on what to do if a matter is of high significance.

Step 2 - Identify community views - Council will determine what it knows about community views and identify if there is a need for more information.

Step 3 - Deciding on an approach to community engagement - the level of significance and what the Council wants to know about community views will guide Council on an appropriate level of engagement, and how and when to engage. This part of the Policy provides clarity on how and when communities can expect to be engaged in different issues. It also identifies how Council will respond to community preferences about engagement.

 

16      The Annual Plan 2020/2021 variations were assessed against the measurements for consultation within the significance and engagement policy and it was agreed that there are no significant variations that would result in formal consultation being undertaken.

Annual Plan consultation issues

17      Staff have examined the proposed variations from the Long Term Plan 2018 – 2028 that were potential consultation items and detail of the assessment is provided in Table 1.

Table 1

Potential Consultation Item

What is the issue?

Staff recommendation

Legislative and Significance and Engagement Policy detail

Has this already been consulted on?

Te Anau Wastewater

The increased cost of the project from the LTP 2018-2028.

No - This issue has been consulted on with the public and decided by Council already. S82(4)(b) of the LGA 2002 supports no consultation. 

This is a strategic asset under Section 76AA(3) of the LGA.

Council already has a sound understanding of the views and preferences s82(4)(b) LGA 2002.

Yes

Waste Net

The contract tender for recycling services.

No – The contract tender for WasteNet is still commercially sensitive and therefore s82(4)(d) of the LGA could support no consultation.  This could be consulted on outside of Annual Plan as a pre-LTP issue/separate consultation issue. 

Not a strategic asset. There is a need for confidentiality and commercial sensitivity. s82(4)(d) LGA 2002.

No

Bridges

The increased cost of the repair/replacement of bridges.

No – 19 bridges have been included as unbudgeted expenditure already with Council and authorised. The future of the activity and delivery of the service will be examined through the LTP process.

This is a strategic asset under Section 76AA(3) of the LGA.

Works are required unexpectedly or following further investigations on projects, already approved by Council.

The unbudgeted items have be raised with the Council and authorised through unbudgeted expenditure reports in 2019/20  

Three Waters

The recent legislative changes which will result in a regulatory body.

No – There are no options for delivering this and therefore consultation would not be beneficial. Rather than consultation, the public could be informed about the changes and a wider discussion about the future management of the activity discussed in the LTP 2031. 

This is a strategic asset under Section 76AA(3) of the LGA.

Engagement will not be beneficial as it will not influence the decision as there is only one viable option.

No

Stewart Island Jetties

The increased cost of funding and maintenance.

No – information is not ready for the Annual Plan 2020/2021. Consultation on the management of this activity may be undertaken through the LTP process.

This is a strategic asset under Section 76AA(3) of the LGA, unless we consider jetties to be part of the roading network.

No

SIESA

The increased cost of operations

No - Consultation on the management of this activity may be undertaken through the LTP process.

This is a strategic asset under Section 76AA(3) of the LGA.

The future of the asset will be determined through the LTP process.

No

Community Facilities

A potential change in the management of the activity

No – Consultation on the management of this activity may be undertaken through the LTP process.

Community housing is the only strategic asset for Community Facilities.

The future of the activity will be determined through the LTP process.

No

Employee related costs

Increased costs of employees

No – It is not an expectation under the LGA, but consultation may be required if costs result in a substantial rates increase. It is uncertain how options would be provide though.

Not a strategic asset.

Not an expectation under the LGA to consult, but a high level of engagement may be required if costs result in a substantial rates increase.

No

18      Council did not consult on the Annual Plan 2019/2020 as there was not significant variance from the Long Term Plan 2018-2028. There were no issues raised by the public regarding the absence of consultation.  The items listed in table one do not currently have options to be considered or will be consulted on in the future LTP process.

Community Information Approach – Annual Plan Updates

19      In the absence of formal consultation, it was discussed with councillors to take a community information approach.  An update document will be used as an effective means to communicate with the community about any changes since the LTP 2018-2028 was adopted. 

20      A number of the issues listed in the table above will result in an increase to the proposed rate compared to what was planned in the LTP.  These changes are necessary, but it is important to communicate to the public why things have changed from what was anticipated.  The proposed Annual Plan update document will explain what the issues or changes are and why they were necessary to interested parties.


 

Annual Plan project plan (including communications approach for updates) key dates

Table 2

Annual Plan key date (indicative)

Date

Council approval of project plan & community information approach

Thursday 30 January 2020

Annual Plan update document written and designed

By 5 February 2020

Update document to be available at Southern Field Days

12 -14 February 2020

Update document on website

February 2020

Update document to available in area offices

February 2020

Email sent to key stakeholders with copy of the Update document

February 2020

Update document to be highlighted on Facebook

February – April 2020

Postcard on update document to be sent to households

February 2020

Full story on Annual Plan in First Edition

Late March 2020

ELT subcommittee to approval final project list

Early April 2020

Finance and Assurance approval of Annual Plan

Monday 22 June, 2020 (tentative)

Adoption of Annual Plan

Tuesday, 23 June 2020

 

Factors to Consider

Legal and Statutory Requirements

21      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.

22      The requirements for consultation on the Annual Plan 2020/2021 are outlined in the Local Government Act 2002 section 95. Staff have examined these requirements against the changes identified for the Annual Plan 2020/2021 and recommended that no formal consultation is required.

23      The section 82 principles of consultation in LGA 2002 have also been considered in table one of this report.

24      Staff have also reviewed the significance and material thresholds of the Annual Plan variances in relation to the Council’s Significance and Engagement policy

Community Views

25      The issues identified in the above variations/issues table have either been consulted on (e.g. Te Anau wastewater project) or will be part of the LTP engagement and consultation through this year and into 2021. Community and Council’s stakeholders will be informed about the plan variances and the reasons for them through an update document which will be available online and in the area offices, as well as at the Southern Field Days in Waimumu early 2020.

26      The LTP consultation will seek community and stakeholders’ opinions on the identified issues.

Costs and Funding

27      All costs associated with the Annual Plan 2020/2021 are factored into existing budgets.  It is not anticipated that any unbudgeted expenditure will be required.

Policy Implications

28      The Annual Plan 2020/2021 project plan is consistent with Council’s current Financial Strategy, Infrastructure Strategy and policies.  At this stage it is not anticipated that any policies will be amended as part of the Annual Plan planning process.

Analysis

Options Considered

29      There are two options considered in this report:

30      Option one: To accept the project plan and note the community information approach for the Annual Plan

33      Option two: to make amendments to the proposed community information approach and project plan

Analysis of Options

Option one – To accept the project plan and note the community information approach for the Annual Plan

Advantages

Disadvantages

·        staff can proceed with the work required for the document as planned and begin producing the Annual Plan update document.

·        provides a streamlined Annual Plan process.

·        complies with statutory requirements for Council to complete an Annual Plan

·        once Council has accepted the project plan there will be no time to make further changes to the project plan and undertake formal consultation at a later date, without compromising Council’s ability to meet legislative timeframes.

 

Option two – to make amendments to the proposed community information approach and project plan

Advantages

Disadvantages

·        staff could incorporate the changes into the project plan and community information approach

·        any changes could result in greater administrative complexity and a potential delay with the approval of the Annual Plan

 

Assessment of Significance

34      This report is not considered significant under Council’s Significance and Engagement policy.

Recommended Option

35      The recommended option is option one: to accept the project plan and note the community engagement approach for the Annual Plan. 

Next Steps

36      Staff will prepare a draft Annual Plan updates document for information purposes and follow the proposed project plan timeframes.

 

Attachments

There are no attachments for this report.  

  


Council

30 January 2020

 

Toilet Projects - Thornbury and Weirs Beach and Athol and Wyndham

Record No:             R/19/12/30532

Author:                      Mark Day, Community Facilities Manager

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of the report is to seek the Council’s approval to cancel the project at Weirs Beach (P-10304) and re-scope the project at the Thornbury bridge toilet (P-10303). The residual funding from these two projects is planned to be redirected to support two new projects. This first involves installing a new septic disposal system at the Athol toilet and the second involves replacing the existing toilet at the Wyndham camping ground.

Executive Summary

2        At the start of the financial year, Council staff identified that the two projects listed below needed to be re-scoped. Both toilets were deemed to be in good condition and are still considered fit for purpose.

3        The Thornbury toilet had some signs of external vandalism so this project has been re-scoped to remedy this and also improve the landscaping at the site.

4        In relation to Weirs Beach, a recent project to upgrade the toilets at Waikawa has been undertaken, further to this, the freedom camping and visitor numbers in this area are under review considering wider implications for the visitor sites along the southern scenic route between Waikawa and Fortrose and at this stage it is not considered prudent to proceed with the programmed renewal at Weirs Beach.

Project

Description

Amount

Funding

P-10303

Upgrade toilets at Thornbury Bridge

$63,211

Loan

P-10304

Upgrade toilets at Weirs Beach Camping Area

$61,320

Loan

5       The concrete block toilets throughout the district have been assessed by WSP and a number of them have being identified as being in poor condition. The findings of this assessment have been integrated into the upcoming works programme as well as the pending activity management planning process.

6       The remaining budget from the Thornbury project (approx. $40,000) and the budget from the Weirs Beach project ($61,320) is proposed to be redirected to replace the toilet at Wyndham and install a new septic disposal field at Athol.

 

 

Recommendation

That the Council:

a)            Receives the report titled “Toilet Projects - Thornbury and Weirs Beach and Athol and Wyndham” dated 23 January 2020.

 

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 that the project P-10304 outlined below is to be cancelled:

 

Project

Description

P-10304

Upgrade toilets at Weirs Beach Camping Area

 

e)           Approves that the remaining funding identified for project P-10303 (upgrade toilets at Thornbury Bridge) be reallocated to two new projects at Athol and Wyndham.

 

f)             Approves that the remaining funding identified for project P-10304 (upgrade toilets at Weirs Beach Camping Area) be reallocated to two new projects at Athol and Wyndham.

 

 

Background

7       Council staff have identified that the scheduled renewals for Thornbury and Weirs Beach toilets do not need to be completed at this stage. Based on deterioration and usage rates it has been determined that a portion of the funding set aside for Thornbury would be better utilised elsewhere.

8       In relation to Weirs Beach, a recent project to upgrade the toilets at Waikawa has been undertaken, further to this, the freedom camping and visitor numbers in this area are under review considering wider implications for the visitor sites along the southern scenic route between Waikawa and Fortrose and at this stage it is not considered prudent to proceed with the programmed renewal at Weirs Beach until this work is completed.

9       Council staff have taken the opportunity to review the projects and propose two alternative projects that are considered a higher priority.

10     These are, the installation of a new septic disposal system at the Athol toilet and the replacement of the existing Wyndham camping ground toilet.

11     The project at Thornbury has been re-scoped to allow for remedial work on the exterior of the toilet and landscaping at the site to extend the lifespan of the facility.

12     The remaining budget (approx. $40,000) after this work is completed will be allocated to two new projects.

13     The Weirs Beach project will be cancelled and the budget ($61,320) from this project will also be allocated to the two new projects.

14     There will be approximately $100,000 funding available and this will be split between the Athol project ($40,000) and the Wyndham project ($60,000).

15     Recent assessments of the ablutions network have assisted to inform these proposed changes. For example, Council staff commissioned WSP to undertake a condition assessment of all of Council’s toilets (17) that are of concrete block construction.

Issues

16     One of the toilets identified as part of the WSP was considered to be in particularly poor condition. This is the facility at the Wyndham camping ground. In discussions with the Community Board this facility it is considered to be a priority for replacement.

17     It is important to note that the remainder of the toilets that were identified in the report as requiring further work will be programmed into the next LTP.

18     Council staff have also identified an issue with the existing septic disposal system at the Athol toilet. When the new toilet was installed it was plumbed into the existing septic tank that serviced the hall. The system only has a capacity of approximately 2500 litres and with the increase in traffic through the town it is not coping.

19     Subsequently Council staff have had to close the toilet and install portaloos until a new septic system can be installed.

20     A new septic system will be designed so that it will cater for future growth in numbers and enable Council to reopen the existing toilet.

21      This will give Council the time to consider the wider conversation around the requirements of providing facilities along the northern tourist route from Garston to Te Anau.

Factors to Consider

Legal and Statutory Requirements

22      A resource consent will be required for the new septic disposal system.

Community Views

23      The Thornbury community was consulted on the proposed re-scoping of the project and the wrap for the exterior of the toilet.

24      The former Edendale-Wyndham Community Board were consulted on the proposed replacement toilets within their area.

25      Council staff have communicated with elected members from the Mararoa Waimea ward and the community to inform them of the issue with the Athol toilet and the need to commence the wider discussion around the provision of facilities along this critical tourist route.

Costs and Funding

26      There is no change in the overall value associated with the proposed works for this financial year.

Policy Implications

27      There are no policy implications.

Analysis

Options Considered

28      The options for consideration are either to approve the project and financial changes or not.

 

Analysis of Options

Option 1 – Agree to the proposed project and financial changes

Advantages

Disadvantages

·        proposed projects can be completed within the current financial year.

·      allows time to scope the deferred project so that they can be completed next financial year.

·        some of the original projects will be deferred

Option 2 – Proceed with the projects in their original state

Advantages

Disadvantages

·      current LTP works programme is achieved

·      some of the projects will not be completed.

·      other projects considered priorities will not be delivered

·      Athol’s capacity issues will not be resolved for next year’s tourist season

Recommended Option

29      It is recommended that the Board proceed with Option 1 – Agree to the proposed project and financial changes. This will ensure that the work that has been identified as a priority will be completed by the end of the financial year.

Next Steps

30      Council staff to proceed to finalise scoping and pricing followed by delivery within the current financial year.

 

Attachments

There are no attachments for this report.  

 


Council

30 January 2020

 

Unbudgeted Expenditure - Oraka Aparima Community Board Projects

Record No:             R/20/1/72

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 Council’s approval to defer the Project P-10306 towards the installation of Frisbee Golf in Riverton to the 20/21 financial year, and seek approval of additional unbudgeted expenditure of $25,000 to support the completion of the Bath Road beautification project.  Both projects are to be funded from the Riverton General Reserve.

Executive Summary

2       In progressing the scoping and project development with the former Riverton/Aparima Community Board it was identified that the current budget for the Bath Road project of $25,000 may be insufficient to complete the project. The Community Board noted this at their meeting on 5 August 2019 and resolved to:

·        Agree that the Frisbee relocation project be deferred to 2020/2021 and the existing budget supports the Bath Road beautification project.

Project

Description

Funding

Code

P-10306

Ground works and install Frisbee Golf at Riverton

$25,000.00

26337 (Reserves)

P-10307

Beautification at Railway Esplanade Riverton (Bath Road)

$25,000.00

26332 (Reserves)

3       The Bath Road beautification project has been identified as the priority project by the Board.

 

Recommendation

That the Council:

a)            Receives the report titled “Unbudgeted Expenditure - Oraka Aparima Community Board Projects” dated 23 January 2020.

 

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 that project P-10306 be deferred until the 2020/2021 financial year:

 

Project

Description

Funding from General Reserves

P-10306

Ground works and install Frisbee Golf at Riverton

$25,000

 

e)            Agrees to the additional unbudgeted expenditure of $25,000 to support the completion of the Bath Road beautification project to be funded from the Riverton General Reserves and that the total for this project will now be $50,000.

 

 

Background

4        There are currently two separate projects in the 2019/2020 financial year associated with parks and reserves in Riverton/Aparima township which are as follows:

Project

Description

Funding

Code

P-10306

Ground works and install Frisbee Golf at Riverton

$25,000.00

26337 (Taramea Bay/Rocks Development Reserves)

P-10307

Beautification at Railway Esplanade Riverton (Bath Road)

$25,000.00

26332 (Riverton General Reserves)

5       In progressing the scoping and project development with the former Riverton/Aparima Community Board it was identified that the current budget for the Bath Road project of $25,000 may be insufficient to complete the project. The Community Board noted this at their meeting on 5 August 2019.

6        The former Riverton/Aparima Community Board agreed that the Frisbee golf relocation project be deferred to 2020/2021 and the existing budget supports the Bath Road beautification project to allow sufficient funding to complete the project.

7        The former Riverton/Aparima Community Board agreed that the Bath Road beautification project is the priority.

8        The Frisbee golf relocation project will be re-scoped and included in the redevelopment of the playground at the Pilot Station reserve at which point the Oraka Aparima Community Board will identify the funding source for the project.

Issues

9        It is important to note that this project has been on the radar for the Riverton Community Board for some time and pre-dates the updated project scoping, approval and workflow procedures introduced last year.

Factors to Consider

Legal and Statutory Requirements

10      There are no legal or statutory requirements.

Community Views

11      The position of the Board will be taken to represent the community.

Costs and Funding

12      There is no change in the overall value associated with the financial changes that are being proposed for this financial year.

13      The project for the Beautification is set to increase from $25,000 to $50,000 for the current financial year, the additional unbudgeted expenditure will be funded from the Riverton General Reserve.

Policy Implications

14      The Frisbee golf project (P-10306) of $25,000 (funded from the Riverton General reserve) is to be deferred to the 20/21 financial year.

Analysis

Options Considered

15      The options for consideration are either approve or not the project changes.


 

Analysis of Options

Option 1 – Agree to defer the Frisbee golf project and allow additional unbudgeted expenditure towards the Beautification project

Advantages

Disadvantages

·        the proposed beautification project can be completed within the current financial year.

 

·        a project will be deferred until next financial year.

Option 2 – Disagree to defer the Frisbee golf project and allow additional unbudgeted expenditure towards the Beautification project

Advantages

Disadvantages

·      none identified

·      one of the projects will not be completed.

 

Recommended Option

16      It is recommended that the Board proceed with Option 1 – Agree to defer the Frisbee golf project and allow additional unbudgeted expenditure towards the Beautification project.

Next Steps

17      Council staff to proceed with the Bath Road project delivery.

 

Attachments

There are no attachments for this report.  

 


Council

30 January 2020

 

Monthly Financial Report - November 2019

Record No:             R/20/1/1736

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 five months to 30 November 2019.

 

Recommendation

That the Council:

a)            Receives the report titled “Monthly Financial Report - November 2019” dated 23 January 2020.

 

Attachments

a             Monthly Financial Report - November 2019    

 


Council

30 January 2020

 

Monthly Financial Report

November 2019

 

 

 

 

 

 

                                                                                                                                         

 


Council

30 January 2020

 

Table of Contents

Executive Summary. 3

A.    Council Monthly Summary. 5

1.    Income. 5

2.    Expenditure. 6

4.    Capital Expenditure (CAPEX) 7

B.    Council Summary Report 8

C.    Statement of Comprehensive Income. 10

D.    Statement of Financial Position. 11

F.     Statement of Cash Flows. 12

 

                                                                                                           


Council

30 January 2020

 

Executive Summary

1.   This Monthly Financial Report summarises Council’s financial results for the five months to
30 November 2019.

2.   The Monthly Financial Report Summary consolidates the business units within each of Council’s Groups of Activities.

3.   The Monthly Financial Report includes:

·      Year to Date (YTD) Actuals, which are the actual costs incurred,

·      Year to Date (YTD) Projection, which is based on the full year projection and is a combination of the Annual Plan and carry forwards,

·      Year to Date (YTD) Budget, which is based on the full year Annual Plan budget with adjustments for phasing of budgets,

·      Full Year (FY) Budget, which is the Annual Plan budget figures,

·      Full Year (FY) Projection, which is the Annual Plan Budget figures plus the carry forward, and forecast adjustments.

·      Please note this report does not include the first round of forecasting, as it was approved in December after budget managers has commented on the November result.

4.   Phasing of budgets occurs in the first two months of the financial year, at forecasting and when one-off costs have actually occurred. This should reduce the number of variance explanations due to timing.

5.   Where phasing of budgets has not occurred, one twelfth of annual budgeted cost is used to calculate the monthly budget.

6.   Southland District Council Summary Reports use a materiality threshold to measure, monitor and report on financial performance and position of the Council.  The materiality threshold adopted by Council, together with annual budget for 2018/2019 is variances more or less than 10% of the original adopted budget and greater than $10,000 in value.

7.   Report Contents:

A.  Council Monthly Summary

B.   Council Summary Report - Income and Expenditure and Commentary

C.   Statement of Comprehensive Income

D.  Statement of Financial Position and Movement Commentary

E.  Statement of Cash Flows.


 

Abbreviation Explanation

Abbreviation

Description

AP

Annual Plan

CAPEX

Capital Expenditure

ELT

Executive Leadership Team

FYB

Full Year Budget

GDC

Gore District Council

GIS

Geographic Information System

GMSE

GeoMedia Smart Client

GST

Goods and Services Tax

ICC

Invercargill City Council

LED

Light Emitting Diode

LTP

Long Term Plan

ME

Month End

NZTA

New Zealand Transport Authority

SDC

Southland District Council

SIESA

Stewart Island Electricity Supply Authority

YE

Year End

YTD

Year To Date

YTD Variance

Comparison of actual results compared to YTD budget

$M

Millions of dollars

 


 

A.   Council Monthly Summary

1.      Income

Operating Income is $177K (0%) over projection for YTD ($40M actual vs $39.8M projected).

The main contributors to operating income being over projection in totality is due to the following variances:

Community Services operating income is $255,235 (6%) under YTD projection.

·    Water Structures is $168,112 (83%) under projection mainly due to expected grants of $150,599 for Stewart Island Jetties not yet applied for. The proposed TIFF application for Golden Bay and Ulva Island have been put on hold. This is due to unresolved issues with access onto Ulva Island, the ownership of the Golden Bay wharf and the ability of the island community to fund 50% of the project that is a requirement of the TIF funding.

·    Work Schemes is $83,317 (64%) under projection as there is a significant amount of work waiting to be charged out from the cycle trail work that is currently being completed. Once invoices are received and finalised this will be charged out.

District Leadership is over projection by $736,889 (5%), the key component is:

·    Forestry is $402,106 (16%) over projection.  Harvesting has now been completed. 28,162 tonnes was harvested which exceeded the projection of 24,971 tonnes that was undertaken in.  We have made increases in the budget during the October forecasting round to reflect this which was approved by Council on the 18th of December, and will subsequently be reflected in the next monthly report.

Roading and Footpaths is $496,261 (5%) under projection due to the timing of works occurred, therefore NZTA income being $420K under projection. Of this, transit recoveries is $70K under projection due to the timing of work in relation to invoicing.

2.      Expenditure

Operating Expenditure is $1.3M (3%) under projection for the YTD ($40.3M actual vs $39.8M projection).

 

Community Services operating expenditure is $480,942 (9%) over YTD projection.

·    Cemeteries  is $57,583 (41%) under projection, whilst most budgets are under spent within this activity the largest items are interment costs at $22,500, however maintenance is also underspent due to the time of the year and the prolonged wet period.

·    Community Centres is $95,678 (30%) under projection. This is spread across the majority of the halls and is due to the non-Council owned halls who have not uplifted their rates.

·    Grants and Donations is $88,407 (13%) under projection, many of the grants are paid out at the beginning of the year and then the others in February in the next year, so there are always variances in the YTD. $41,000 worth of grants not yet paid out relates to iwi funding to Environment Southland the rest is spread across various grants.

·    Parks and Reserves is $147,543 (16%) under projection. We should a see a change in this with our contractors coming into the busy season. Some of the work is being affected by the changeable weather, especially mowing ($40K), gardening ($51K) and other maintenance ($52K).

·    Water Structures is $81,134 (168%) under projection with the majority of this $61,218, being maintenance work at Riverton harbour and $8,898 for general projects. This is due to a reclassification of costs ($72,468) from maintenance to capital.  This has been forecasted (forecasting was approved by Council on 18 December) and will be reflected in the next financial report.           

Roading and Footpaths operating expenditure is $406,125 (3%) under YTD projection, due to:

®  Roading –Administration is $257,802 (61%) under projection, if which $113K relates to higher level recoverable work and Pyramid Bridge expenditure making up $90K. This is due to the timing of billing between Contractor, Gore and SDC.

4.      Capital Expenditure (CAPEX)

Capital Expenditure is $6.2M (43%) under projection year to date ($8.2M actual vs $14.4M projection).

 

Regulatory Services is $74,416 (100%) over projection due to the building solutions team purchasing new office furniture ($15K) for the newly created Code of Compliance Certificate Project Team. Council approved unbudgeted expenditure towards the above costs on the 2nd of September.  The budget has been updated to include the costs during the October forecasting round approved by Council on the 18th of December.  The building solutions team also renewed one of their vehicles ($37K). Software renewals of $17K was spent on costs towards to the new Go Get electronic service delivery project.

 

Community Services is $549,343 (54%) under projection due to:

·    Council Facilities is $189,358 (93%) under projection due to the Holt Park Camping ground being the major contributor to this. The Holt Park upgrade project has been terminated and any additional expenditure will be for the demolition work. This is expected to be approximately $45,000 and included in forecasting. The work budgeted for the renewals of the Invercargill office have been put on hold pending the outcome of the business case that is being prepared for Council.

·    Public Conveniences is $172,369 (46%) under projection due to projects continuing at Monkey Island, Clifden Bridge and Waikawa from the previous financial year. The Monkey Island project is currently on hold with the expectation that it will be completed in the last quarter of the year.

·    SIESA $161,234 (78%) under projection.  The capital projects are currently being reviewed and with discussions underway between Council staff and Powernet to discuss project scope and potential cost.

Roading and Footpaths is $771,985 (17%) under YTD projection.

®  Roading - District Wide is $464,956 (12%) under projection largely due to a slower start with the pavement rehabilitation as physical works are not being able to be carried out due to weather conditions.

®  Streetworks is $222,783 (51%) under projection which is made up of various community projects that are behind project schedule. Riverton, Te Anau, Lumsden, Stewart Island and Thornbury are behind projected spend as we are confirming the scope of projects with communities as well as waiting on condition assessments on the footpaths to confirm the works.

Wastewater is $3,853,751 (64%) under YTD projection, this is largely due to the delay in construction associated with the Te Anau wastewater project and the regional desludging work. Whilst the desludging work is likely to be recovered this financial year, Te Anau wastewater delays are unlikely to be recovered. This project was not forecasted in round one due to uncertainty with the consent process. This will be forecast in round 2.

Water Supply is $931,189 (71%) under projection due to Otautau water renewal works and Te Anau water main renewal work not being started yet. The tender for this work is closing in December. It is anticipated that this will be resolved as the year progresses

B.      Council Summary Report                                                                                    

Activities reporting under Groups listed:

Community Services

District Leadership

Regulatory Services

Community Assistance

Representation and Advocacy

Building Control

Parks and Reserves

Community Development

Resource Management

Cemeteries

District Support

Animal Control

Community Facilities

Corporate Support

Environmental Health

Community Groups

Forestry

 

Library Services

 

 

Public Toilets

 

 

Airports

 

 

Electricity Supply

 

 


 

C.      Statement of Comprehensive Income

Note:  The presentation of the statement of comprehensive income aligns with Council’s annual report. The annual report is based on national approved accounting standards. These standards require us to eliminate internal transactions. Council is also required to report by activities. A number of Council functions relate to a number of activities, eg, finance. To share these costs, an internal transaction is generated between the finance business unit and the activity business units. Within the annual report, Council also prepare Activity Funding Impact Statements. These statements are prepared under the Financial Reporting and Prudence Regulations 2014. This regulation requires internal charges and overheads recovered be disclosed separately. The Council Summary report is a summary of what these Activity Funding Impact Statements will disclose for income and expenditure at year end.

The result of this is that the revenue and expenditure in the Comprehensive Income Statement does not reconcile to the total income and total expenditure reported in the Council Summary Report on page 13 due to the elimination of the internal transactions. However, the net surplus/deficit (as per the Council Summary Report) matches the total comprehensive income (as per the Statement of Comprehensive Income). 

 


 

D.   Statement of Financial Position

Council’s financial position as at 30 November 2019 is detailed below.  The balance sheet below only includes Southland District Council and SIESA financials. This means that the balance sheet for 30 June 2019 differs from the published annual report which includes Venture Southland financials.

F.         Statement of Cash Flows

 

 


 

Cash and Cash Equivalents and Other Financial Assets

1.   At 30 November 2019, Council had $14M invested in four term deposits ranging from two to four month maturities as follows:

At 30 November 2019, SIESA had $1.57M invested in five six month term deposits as follows:

2.   Funds on Call at 30 November 2019:

 

Council’s Investment and Liability Policy states that Council can invest no more than $10M with one bank. Investments and Funds on Call, comply with the SDC Investment Policy.


Council

30 January 2020

 

Waste Advisory Group - Draft Landfill Submission

Record No:             R/20/1/1859

Author:                      Ian Evans, Strategic Manager Water and Waste

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To inform Council of proposed changes to the landfill levy and the proposed submission from WasteNet Southland on behalf of the Waste Advisory Group to the proposed amendments.

Executive Summary

2        The Ministry for the Environment (MfE) is seeking feedback on its proposal to amend the national landfill levy in both cost and range. MfE have indicated that the key driver for these changes is to encourage further recycling and reuse practices to divert waste from landfill.  The purpose of this brief report is to present the draft WasteNet Southland Landfill Levy submission for context.

3        At the time of writing, the attached submission had yet to be reviewed by the Waste Advisory Group (WAG). This is an agenda item for the WAG meeting to be held on 27 January. Any amendments to the WasteNet submission will be sent out prior to the meeting or tabled on the day. 

 

Recommendation

That the Council:

a)            Receives the report titled “Waste Advisory Group - Draft Landfill Submission” dated 23 January 2020.

 

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Agrees to endorse the Waste Advisory Group submission to the Ministry for the Environment; or 

 

e)            Proposes any amendments to the submission and submit separately on behalf of Southland District Council.

 


 

Background

4        The Waste Minimisation Act 2008 introduced a national landfill levy for the purpose of (a) raising revenue for promoting and achieving waste minimisation and (b) increasing the cost of waste disposal to recognise that disposal imposes costs on the environment, society and the economy.

5        The landfill levy is payable on the amount of waste disposed of at a municipal (class 1) landfill at the rate of $10 per tonne (excluding GST). This is significantly lower than other similar levy schemes introduced further internationally, with the proposed new rate bringing it closer into line with these.

6        The levy money raised is then shared across territorial authorities (approximately 50%) on a population basis, a national Waste Minimisation Fund (approximately 45%) and MfE administration costs (approximately 5%). Council typically receives up to $120K per year returned from the Ministry to be used for funding waste minimisation initiatives.

7        Previous funding has paid for the cost of purchase of the recycling bins as well as helping fund our current recycling operations.  

8        On 27 November 2019, the Associate Minister for the Environment announced the government’s proposal to tackle New Zealand’s waste issues by increasing the country’s national landfill levy in both cost and range, to encourage further recycling and reuse practices to divert waste from landfill.  The summary consultation document is attached (refer to Attachment 1).

Issues

Consultation Process

9        Submissions opened on 27 November 2019 and will close at 5.00 pm on Monday, 3 February 2020.  The MfE will review the submissions and prepare a report (March 2020) for the Associate Minister for the Environment.  If Ministerial and Cabinet approval is given, the proposed changes will be made mid-2020 and progressively implemented from 1 July 2020 to 1 July 2023 (depending on final policy decisions).

10      The nine week consultation period has been hindered by the holiday period shut-down, resulting in this draft submission only being able to be reviewed by the Waste Advisory Group on
27 January, prior to the closing of submissions on 3 February 2020. 

11      With Council’s meeting before the closing date there is an opportunity to review the submission and either endorse or amend and submit as a separate submission.

Submission Preparation

12      The government’s proposed landfill levy changes will have an impact on the activities of the WasteNet Council’s.   The proposal is to expand and increase the national Landfill Levy rate. A key benefit of the landfill levy changes is the increased levy funding allocation to TAs to support waste minimisation activities.

13      WasteNet participated on the National Landfill Levy Submission Working Group for the Territorial Authority Officers Forum (WasteMINZ).  This working group included representatives from Auckland Council, Wellington City Council, Timaru District Council,
New Plymouth District Council, Tasman District Council and Waikato Regional Council. 

 

14      The WasteNet Southland submission has been prepared, taking into consideration the:

·      WasteMINZ Territorial Authority Officers Forum draft landfill levy submission

·      results of the TA landfill levy survey

·      draft Auckland Council landfill levy submission

·      draft Wellington City Council landfill levy submission

·      discussion with the Waste Management Group.

 

15      The draft WasteNet Southland submission is attached (refer to Attachment 2). As previously outlined the draft submission has yet to be presented to the WAG and may be amended following the WAG meeting on 27 January.

16      Staff will also provide a verbal summary of the discussion from the WasteNet meeting on 27 January.

17      As the closing date for submissions to the Ministry is 3 February, Council has the opportunity to endorse the WasteNet submission, or suggest any amendments which would then be received and included as a separate Council submission.

18      Council staff have also provided information to Local Government New Zealand which is also intended to help shape their response to the Ministry.

Factors to Consider

Legal and Statutory Requirements

19      None considered.

Community Views

20      None considered.

Costs and Funding

21      The proposals suggest a staged increase from the current rate of $10 per tonne to a rate of $50 - $60 per tonne by 1 July 2023. This is a direct operational cost to Council that would typically be funded through rates.

22      On average, Council sends between 5,500 – 5,900 tonnes to landfill each year (though the trend is currently reducing) so the increased levy rate would result in an increase in costs of approximately $300K per year to be funded through rates.

23      It is further noted that the proposal still intends to return 50% of levy money to Local Authorities so the revenue received will also increase accordingly.

Policy Implications

24      None considered.

Analysis

Options Considered

25      Given the potential impact on rates it is viewed as important that Council note the WasteNet submission and either endorse that, or amend and submit as a separate Council submission.

Analysis of Options

Option 1 – Council Endorse Waste Submission

Advantages

Disadvantages

·        avoids having to prepare a separate submission

·        shows alignment between the three WasteNet councils

·        none.

 

Option 2 – Council Amend WasteNet Submission and Forward as a Separate Submission

Advantages

Disadvantages

·        provides an opportunity for a separate Council submission provided tangible differences in position are evident between the three WasteNet Council’s.

·        potential to portray misalignment between regional waste partners

 

Option 3 – Do Nothing

Advantages

Disadvantages

·        none.

·        gives limited (if any) opportunity for future participation in the process.

 

Assessment of Significance

26      This project is not deemed significant as per Council’s current significance policy or in terms of Section 76 of the Local Government Act 2002.

Recommended Option

27      Provided Council are generally comfortable with the submission, option one is considered the most efficient use of staff time and presents a unified regional approach to Waste Management. However, if the WasteNet submission raises concerns option two may present a more suitable alternative.

Next Steps

28      The WasteNet submission and any potential amended Council submission will be forwarded to the Ministry by the due date of 3 February.

 

Attachments

a             Waste Advisory Group - Draft Landfill Levy Submission

b             Submission Reducing Waste - a more effective landfill levy - WasteNet Southland - DRAFT    

 


Council

30 January 2020

 


 


 


 


 


 


Council

30 January 2020

 


 


 


 


 


 


 


 


 


 


Council

30 January 2020

 

Southland Regional Development Agency Transition - Extension of Venture Southland

Record No:             R/20/1/175

Author:                      Steve Ruru, Chief Executive

Approved by:         Steve Ruru, Chief Executive

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To seek Council approval to extend Venture Southland to 31 December 2020 to enable remaining external contracts to be transferred to Great South and to also allow for a review of the future of the Venture Southland Trust and in particular the ability of Venture Southland to appoint trustees.

Executive Summary

2        The four Southland councils have now formed the Southland Regional Development Agency (Great South) as a company and also agreed to transfer the assets and liabilities of Venture Southland into the new entity.

3        While this work is well advanced with a formal sale and purchase agreement having been drafted based on the approval of the Council shareholders to the assets of Venture Southland being transferred there are some remaining ‘tidy-up’ issues to be completed. These include the formal transfer of a number of former Venture Southland contracts and for a decision to be made about the future of the Venture Southland Trust and in particular the ability of Venture Southland to appoint two of the trustees. There is also a need for the final sale and purchase agreement to be formally executed.

4        To enable this work to be completed it is proposed that Council agree to formally extend the existence of Venture Southland through until 31 December 2020. This approval should be subject to the continuation also being agreed by the Invercargill City Council and Gore District Council.

 

 

Recommendation

That the Council:

a)            Receives the report titled “Southland Regional Development Agency Transition - Extension of Venture Southland” dated 23 January 2020.

 

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)           Notes the progress that has been made with the transfer of Venture Southland assets to Great South and that there is a need to extend the operation of Venture Southland to enable the remaining contracts to be transferred and for a decision to be made on the future of the Venture Southland Trust.

 

e)            Subject to an agreement being reached with Invercargill City Council and Gore District Council agrees to formally extend the Venture Southland Joint Venture until 31 December 2020 subject to no funding being required to be paid.

 

f)             Delegate authority to the Chief Executive to agree any terms and conditions on which the extension of the Venture Southland Joint Committee might need to be agreed between the 3 councils should that prove necessary.

 

Background

5        The four Southland councils have now formed the Southland Regional Development Agency (Great South) as a company and also agreed to transfer the assets and liabilities of Venture Southland into the new entity.

6        While this work is well advanced with agreement to the transfer of the a assets of Venture Southland having been approved there are some remaining ‘tidy-up’ issues to be completed. These include the formal transfer of a number of Venture Southland contracts, which require the formal agreement of the other contracting party as part of the assignment process. This work is being managed by Great South staff.

7        In addition there remains an issue relating to the future of the Venture Southland Trust, which owns the land on which the satellite station has been developed and two subsidiary companies (NZ Functional Foods and NZ Functional Space) that were formed to potentially accept the transfer of some activities that were undertaken by Venture Southland.

8        Venture Southland also has, under the Venture Southland Trust Deed, the ability to appoint two of the five trustees. The other three trustees are required to be independent appointments. 

9        As the Venture Southland Trust is an independent trust, albeit supported by Venture Southland, there is a need for formal discussion with the trustees about the future of the trust and the way in which trustee appointments are made. These discussions should be progressed once Great South has formed a view on what it believes should happen to the Trust and its subsidiary entities moving forward.

Issues

10      Given that there are still some transitional issues to be completed there is a need to formally confirm the continuation of Venture Southland as a joint venture arrangement between the Invercargill City Council, Gore District Council and Southland District Council.

11      Given the tasks that remain there is no need to form a joint committee as such at this stage.

Factors to Consider

Legal and Statutory Requirements

12      Venture Southland effectively operated as a joint venture in accordance with a Heads of Agreement that had been agreed between the three partner councils. Now that Great South has been formed and agreement reached about the transfer of the assets and liabilities a number of the original contractual provisions are no longer relevant. Despite this it is the agreement under which the Venture Southland ‘entity’ was created and hence it remains relevant to this proposed extension.

Community Views

13      There was significant community and stakeholder input into the development of the Southland Regional Development Strategy and the decision to proceed with the formation of the new Southland Regional Development Agency (SRDA).

14      The decisions which Council are being asked to make through this paper represent a continuation of that process.

Costs and Funding

15      There are no additional costs or funding requirements associated with this extension.

Policy Implications

16      Council has previously resolved to support the formation of Great South and the transfer of the Venture Southland assets to Great South. Hence, a decision to support this extension is consistent with its existing policy position.

Analysis

Options Considered

17      The options considered are for Council to approve the extension of Venture Southland (option 1) or do nothing (option 2).

18      Under the first option, Council would agree to extend Venture Southland so that the transfer of the remaining contracts can be completed and decisions made about the future of the Venture Southland Trust.

Analysis of Options

Option 1 – Approve extension of Venture Southland

Advantages

Disadvantages

·        Allows the remaining Venture Southland contracts to be formally transferred to Great South and decisions to be made about the future of the Venture Southland Trust.

·        There are no disadvantages identified

Option 2 – Do not extend Venture Southland to 31 December 2020

Advantages

Disadvantages

·        There are no advantages achieved by not extending the life of Venture Southland

·        Great South would not be able to complete transfer of the remaining contracts.

·        The councils and Great South are likely to have limited influence over the future of the Venture Southland Trust.

Assessment of Significance

19      A decision in accordance with the recommendation is not considered to be significant. It will allow for an orderly completion of the transfer of the remaining Venture Southland contracts and for discussions to be had with the Venture Southland Trust trustees about the future of the Trust.

Recommended Option

20      It is recommended that Council approve option 1 and agree to extend Venture Southland through to 31 December 2020.

Next Steps

21      Staff will advise Great South of Council’s decision to extend Venture Southland to enable completion of the tasks that still to be completed including transfer of external contracts and the initiation of discussions with the Venture Southland Trust trustees.

 

Attachments

There are no attachments for this report. 

    

 


Council

30 January 2020

 

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 Risk management update - December 2019 quarter

C10.2 Confirmation of guidance provided to assist activity managers with the development of the next stages for the Long Term Plan 2031

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

Risk management update - December 2019 quarter

s7(2)(e) - The withholding of the information is necessary to avoid prejudice to measures that prevent or mitigate material loss to members of the public.

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.

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

Confirmation of guidance provided to assist activity managers with the development of the next stages for the Long Term Plan 2031

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.