Minutes of Council - Wednesday, 20 May 2020

Resolution

Moved Cr Douglas, seconded Cr Scott and resolved:

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

C10.1 Risk management update - March 2020 quarter

C10.2 Report seeking a decision on enforcement for Te Anau Downs Station

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 - March 2020 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.

Report seeking a decision on enforcement for Te Anau Downs Station

s7(2)(g) - The withholding of the information is necessary to maintain legal professional privilege.

This report and attachments outline councils legal position on a matter that is about to be before the court. Our position needs to remain confidential..

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.

Council

20 May 2020

1 Apologies

There were apologies from Councillor Ruddenklau.

Moved Cr Frazer, seconded Cr Menzies and resolved:

That Council accept the apology.

2 Leave of absence

There were no requests for leave of absence.

3 Conflict of Interest

There were no conflicts of interest declared.

4 Public Forum

There was no public forum.

5 Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

6 Confirmation of Council Minutes

Resolution

Moved Mayor Tong, seconded Cr Kremer and resolved:

That the Council confirms the minutes of the meeting held on 7 May 2020 as a true and correct record of that meeting.

Reports - Policy and Strategy

7.1

Speed Limits Bylaw - Continued Deliberations

Record No: R/20/3/5764

Intermediate Policy Analyst – Carrie Adams (via Zoom), Roading Engineer – Ben Whelan and Strategic Manager Transport – Hartley Hare was in attendance for this item.

The officers advised that the purpose of this report is to provide further information and to present options to Council so that it can make all decisions on the draft Speed Limits Bylaw.

The Council noted that on 21 August 2019 that a statement of proposal which included the draft bylaw, for public consultation was endorsed. At the 18 December 2019 75 written submissions were received on the proposal, and oral submitters. Deliberations were commenced on 4 March 2020 Council which were adjourned in order for councillors to review roads in their respective wards with a view to whether there were any further comments regarding the submissions and changes proposed.

The officers further advised that there were three potential options on how Council could proceed which were as follows:

• option 1 – that Council proceed and make decisions now on all the issues identified for the draft bylaw

• option 2 – that Council make decisions on some of the issues identified for the draft Speed Limits Bylaw and conduct a separate review process to address the remaining issues

• option 3 – that Council propose a different way forward.

Moved Councillor Kremer, seconded Councillor Scott, recommendations a to e, g - i (with changes as indicated with ~~strikethrough~~ and underline), j, k (with changes as indicated with ~~strikethrough~~ and underline) and l.

That Council:

a) Receives the report titled “Speed Limits Bylaw - Continued Deliberations” dated 14 May 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 that on 21 August 2019 Council determined, pursuant to sections 155(1) and (2) of the Local Government Act 2002, that a bylaw is the most appropriate way of addressing speed limits in the District, that the draft Speed Limits Bylaw is the most appropriate form of bylaw, and does not give rise to any implications under the New Zealand Bill of Rights Act 1990.

e) Considers the feedback received through the formal consultation process on the draft Speed Limits Bylaw. Written feedback was received from 29 August to 10 October and 19 November to 3 December 2019. Oral submissions were made on 18 December 2019.

~~f) Considers the options on how it could proceed and endorses one of the following options:~~

i. ~~Option 1 – that Council proceed and make decisions now on all the issues identified for the~~ ~~draft Speed Limits Bylaw; or~~

~~ii. Option 2 – that Council make decisions on some of the issues identified for the draft Speed Limits Bylaw and conduct a separate review process to address the remaining issues; or~~

~~iii.~~ ~~Option 3 – that Council propose a different way forward.~~

g) Agrees to if Council ~~wishes to make decisions now on the issues identified for the draft Speed Limits Bylaw, endorses the following options~~:

i. Request staff to prepare a separate report for consideration by the Services and Assets Committee as soon as practical. The report would provide details about what a pro-active audit on road safety around the District’s schools would entail, as well as possible interim measures.

ii. Request staff to prepare a report that presents the proposal to reduce Stewart Island’s speed limit for consideration as part of Stewart Island long term planning to the Stewart Island/Rakiura Community Board ~~for feedback at its 8 June 2020 meeting~~ as soon as practicable.

h) ~~Agree that if Council wishes to make decisions now on the draft Speed Limits Bylaw,~~ Endorses the following changes to the draft bylaw as an outcome of feedback received through the public consultation process:

· changing the speed limit on Te Anau Terrace from the roundabout at Town Centre to the end of Te Anau Terrace from 50km/h to 30km/h

· changing the speed limit on Upukerora Road, Te Anau, from 80km/h to 60km/h

· modifying the speed limit change location between 50km/h and 70km/h on Main Street, Otautau

· modifying the speed limit change location between 100km/h and 60km/h on South Hillend Dipton Road, Dipton

· modifying the speed limit change location between 50km/h and 100km/h on Moore Road, Winton

· changing the speed limit from 100km/h to 60km/h on Smith Road, and 80km/h on Lochiel Branxholme Road and Lochiel Bridge Road

· minor wording changes to improve clarity and to ensure the document aligns with Council’s style guide.

i) Agrees on that if Council wishes to make decisions on the draft Speed Limits Bylaw now, deliberates on the speed limits for the following roads as an outcome of feedback received from councillors at the 4 March 2020 deliberations:

· changing the speed limit on Sandy Brown Road from 80km/h to 50km/h ~~(proposed speed limit 60km/h)~~

· ~~changing the speed limit on Turbine Drive in Monowai township from 50km/h to 30km/h (no change proposed for this road within township)~~.

j) Notes that Council has made the following determinations regarding the draft Speed Limits bylaw on 4 March 2020:

· endorsed an 80km/h speed limit for the following roads:

Centre Hill Road

Mavora Lakes Road

Mt Nicholas Road

Borland Road

Lake Monowai Road

Lillburn Valley Road

Tokanui Haldane Road

· endorsed a 60km/h speed limit for the following road:

Hollyford Road.

k) Agrees to that if Council wishes to make decisions on the draft Speed Limits Bylaw now, deliberates on the following change to determinations made on 4 March 2020 as an outcome of feedback received from councillors:

· changing the endorsement of 80km/h for Lillburn Valley Road so that the speed limit for the portion of this road from Thicketburn campground to Lake Hauroko is reduced to 60km/h, the remainder has a speed limit of 80km/h

· agrees that this change will supersede the recommendation passed at the 4 March 2020 Council meeting in relation to this section of Lillburn Valley Road.

l) Notes that the Local Government Act 2002 states that the Speed Limits Bylaw will be reviewed within five years of being made.

The recommendations were declared CARRIED.

NOTE that recommendation f of the officers report was deleted.

Final resolution.

That Council:

a) Receives the report titled “Speed Limits Bylaw - Continued Deliberations” dated 14 May 2020.

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

f) Deleted.

g) Agrees to:

h) Endorses the following changes to the draft bylaw as an outcome of feedback received through the public consultation process:

· changing the speed limit on Te Anau Terrace from the roundabout at Town Centre to the end of Te Anau Terrace from 50km/h to 30km/h

· changing the speed limit on Upukerora Road, Te Anau, from 80km/h to 60km/h

· modifying the speed limit change location between 50km/h and 70km/h on Main Street, Otautau

· modifying the speed limit change location between 100km/h and 60km/h on South Hillend Dipton Road, Dipton

· modifying the speed limit change location between 50km/h and 100km/h on Moore Road, Winton

· changing the speed limit from 100km/h to 60km/h on Smith Road, and 80km/h on Lochiel Branxholme Road and Lochiel Bridge Road

· minor wording changes to improve clarity and to ensure the document aligns with Council’s style guide.

i) Agrees on:

· changing the speed limit on Sandy Brown Road from 80km/h to 50km/h

j) Notes that Council has made the following determinations regarding the draft Speed Limits bylaw on 4 March 2020:

· endorsed an 80km/h speed limit for the following roads:

Centre Hill Road

Mavora Lakes Road

Mt Nicholas Road

Borland Road

Lake Monowai Road

Lillburn Valley Road

Tokanui Haldane Road

· endorsed a 60km/h speed limit for the following road:

Hollyford Road.

k) Agrees to:

· agrees that this change will supersede the recommendation passed at the 4 March 2020 Council meeting in relation to this section of Lillburn Valley Road.

l) Notes that the Local Government Act 2002 states that the Speed Limits Bylaw will be reviewed within five years of being made.

7.2

Draft Keeping of Animals, Poultry and Bees Bylaw - Amendment to Consultation Process

Record No: R/20/4/8488

Policy Analyst – Robyn Rout was in attendance for this item.

Mrs rout advised that the purpose of the report was to provide information and to present options so Council can consider if it should amend the statement of proposal on the draft Keeping of Animals, Poultry and Bees Bylaw to allow further consultation.

The Council noted that the draft bylaw was released for consultation post the 4 March 2020 Council meeting. The consultation period was from 8am on 12 March and 5pm on 13 April 2020. The last three weeks of the consultation period was when the government introduced significant measures to respond to the COVID-19 pandemic. Consequently, staff had concerns that people may not have had a reasonable opportunity to present their views on the draft bylaw.

During discussion on the draft bylaw it became apparent that Option 1 in the officers report to amend the statement of proposal to consult for three additional weeks, when New Zealand is in COVID-19 alert level two or lower was the way forward.

Moved Mayor Tong, seconded Councillor Keast, recommendations a to c, e(i), f and g (with changes as ~~indicated~~).

That Council:

a) Receives the report titled “Draft Keeping of Animals, Poultry and Bees Bylaw - Amendment to Consultation Process” dated 11 May 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) ~~Considers the options on how it could proceed.~~

e) Endorses ~~one of the following options~~:

I. Option 1 – amending the statement of proposal to consult on the draft Keeping of Animals, Poultry and Bees for three additional weeks, when New Zealand is in COVID-19 alert level two or lower.

~~II. Option 2 – retaining the original statement of proposal for the draft Keeping of Animals Poultry and Bees Bylaw.~~

f) ~~Agrees that If Council endorses Option 1,~~ Approves the following changes to the statement of proposal:

I. adding - ‘there will also be a subsequent consultation period for three weeks, when New Zealand is in COVID-19 alert level two or lower;

II. removing that Council intends to convene a hearing ‘on 7 May 2020’;

III. amending the proposed the ‘timeline for consultation’ in the statement of proposal so it reads -

DATE	ACTIVITY
4 March 2020	Council adopt the proposal for consultation
12 March 2020	Consultation period begins (8am)
13 April 2020	Consultation period ends (5pm)
date TBC	Subsequent three week consultation period
date TBC	Oral submissions heard by Council (at Council offices, 15 Forth St, Invercargill)
date TBC	Council deliberate on this matter and adopt the draft bylaw
date TBC	Keeping of Animals, Poultry and Bees Bylaw comes into force

g) ~~Agrees that if Council endorses Option 1,~~ Delegates to the chief executive the authority to approve the dates of the three-week consultation period.

The recommendations were put and declared CARRIED.

Note that recommendation d was deleted.

Final Resolution

That Council:

a) Receives the report titled “Draft Keeping of Animals, Poultry and Bees Bylaw - Amendment to Consultation Process” dated 11 May 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) ~~Considers the options on how it could proceed.~~

e) Endorses:

I. Option 1 – amending the statement of proposal to consult on the draft Keeping of Animals, Poultry and Bees for three additional weeks, when New Zealand is in COVID-19 alert level two or lower.

f) Approves the following changes to the statement of proposal:

I. adding - ‘there will also be a subsequent consultation period for three weeks, when New Zealand is in COVID-19 alert level two or lower;

II. removing that Council intends to convene a hearing ‘on 7 May 2020’;

III. amending the proposed the ‘timeline for consultation’ in the statement of proposal so it reads -

DATE	ACTIVITY
4 March 2020	Council adopt the proposal for consultation
12 March 2020	Consultation period begins (8am)
13 April 2020	Consultation period ends (5pm)
date TBC	Subsequent three week consultation period
date TBC	Oral submissions heard by Council (at Council offices, 15 Forth St, Invercargill)
date TBC	Council deliberate on this matter and adopt the draft bylaw
date TBC	Keeping of Animals, Poultry and Bees Bylaw comes into force

g) Delegates to the chief executive the authority to approve the dates of the three-week consultation period.

8.7

Management Report

Record No: R/20/4/10211

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

Mayor Tong thanked Mr Ruru and staff for the work that had gone on during the lockdown.

Resolution

Moved Mayor Tong, seconded Cr Kremer and resolved:

That the Council:

a) Receives the report titled “Management Report” dated 13 May 2020.

The meeting adjourned for morning tea at 10.29am and reconvened at 10.50am.

7.3

Reaffirmation and endorsement of the Draft Strategic Framework and Activities for the Long Term Plan 2021-2031

Record No: R/20/5/11079

Corporate Performance Lead – Jason Domigan was in attendance for this item.

Mr Domigan advised that the purpose of the report was for Council to reaffirm and endorse the proposed draft strategic framework, Council activities and groups of activities to be used for the Long Term Plan 2021-2031.

The Council noted that the meeting on 19 June 2019, a report was received to formally recognise and note the strategic framework that guides the development of the Long Term Plan, and the key strategies and policies as the next stages in the process. At that meeting, Council endorsed the proposed draft strategic framework to progress development of the Long Term Plan 2021-2031 encompassing the mission, vision, community outcomes and strategic priorities.

Resolution

Moved Cr Kremer, seconded Cr Duffy and resolved:

That Council:

a) Receives the report titled “Reaffirmation and endorsement of the Draft Strategic Framework and Activities for the Long Term Plan 2021-2031 ” dated 13 May 2020.

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

d) Notes that the Community and Strategy Committee at its 6 May meeting endorsed the key outcomes, big issues and future planning priorities identified at the big picture workshop on 31 January 2020.

e) Notes that the Community and Strategy Committee at its 6 May meeting endorsed the principles from the Strategic Workshop on 19-21 February 2020.

f) Notes that the Community and Strategy Committee at its 6 May meeting recommended Council support the integration and incorporation of the themes and principles of the big picture workshop 2020 and strategic workshop 2020 into the next stages of the Long Term Plan 2021-2031 process including reviewing and revising the draft strategic framework.

g) Supports the integration and incorporation of the themes and principles into the next stages of the Long Term Plan 2021-2031 process as part of reviewing and revising the draft strategic framework.

h) Affirms and endorses the draft strategic framework and Council activities for the Long Term Plan 2021-2031.

Councillor Byars requested that his dissenting vote be recorded.

7.4

Endorsement and Adoption of Big Picture Workshop and Strategic Workshop Summary

Record No: R/20/5/11098

Corporate Performance Lead – Jason Domigan was in attendance for this item.

Mr Domigan advised that the purpose of the report was for Council to endorse and adopt the big picture workshop and strategic workshop findings confirmed at the Community and Strategy Committee meeting on 6 May 2020.

The Council noted that the findings in the report will be used in the strategy development work programme to be undertaken to support the next stages of the longer term integrated planning approach for the district.

Resolution

Moved Mayor Tong, seconded Cr Frazer and resolved:

That Council:

a) Receives the report titled “Endorsement and Adoption of Big Picture Workshop and Strategic Workshop Summary” dated 13 May 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 that the Community and Strategy Committee at its 6 May meeting recommended Council endorses and adopts the key outcomes, big issues and future planning priorities identified at the big picture workshop on 31 January 2020 and the principals from the strategic workshop on 19-21 February 2020.

e) Endorses and adopts the key outcomes, big issues and future planning priorities identified at the big picture workshop on 31 January 2020 and the principals from the strategic workshop on 19-21 February 2020.

7.5

Long Term Plan - Impacts of Covid 19

Record No: R/20/5/10805

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

Mr Ruru advised that the purpose of the report was to seek endorsement of a framework within which Council might review its current spending priorities along with opportunities for identifying savings in the way in which it delivers its services as part of the development of the 2021 LTP.

(The meeting adjourned for lunch at 12.38pm and reconvened at 1.05pm.)

The Council noted that the economic recession that is being created as a result of Covid 19 will directly impact the incomes of a number of its ratepayers and other users of its services. As a result a number of them will have reduced ability to pay for the services they require as their income levels reduce.

Resolution

Moved Cr Kremer, seconded Cr Scott and resolved:

That the Council:

a) Receives the report titled “Long Term Plan - Impacts of Covid 19” dated 13 May 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) Determine that it should use a three year period through to the end of the
2023 – 2024 financial year as a basis for planning for the economic impacts of Covid 19 in developing the 2021 Long Term Plan

e) Agree that it should continue to actively monitor the impacts of Covid 19 on its communities

f) Note that it will be able to review its impacts on Southland and the services that Council might deliver as part of future annual plans

g) Determine that the issues that it wishes to address, in further progressing the development of the 2021 Long Term Plan in a way that recognises the impact of Covid 19, include considering whether it:

· is allocating its available resources to the provision of services that deliver best value to its communities or whether there is an allocation of resources that would give a better overall return

· can improve the effectiveness and/or efficiency of delivery of the range of services it provides

· should reduce the level of rating that it sets for the first three years of the 2021 LTP.

h) Ask staff to develop a number of options that could lead to implementation of an ‘austerity’ option for the 2021 – 2024 period

i) Determine that in addressing the above questions it will be guided by:

· Its Strategic Framework which is to be confirmed at its 20 May 2020 ordinary meeting

· Its agreed definition of financial sustainability

· The set of principles outlined in this decision.

j) Determine that the definition of financial sustainability to be used in progressing development of the 2021 LTP is:

· A continuation of the Council’s present spending and funding policies, combined with likely developments in the Council’s revenue-raising capacity and in the demand for and costs of its services and infrastructure and normal financial risks and financial shocks are unlikely to necessitate substantial increases in council rates (providing rates predictability) or, alternatively, disruptive service cuts (service stability).

k) Determine that it will use the following principles to guide the decisions it makes through this review process and in development of the 2021 LTP:

· Council is committed to achieving its primary purpose, as recognised in the Local Government Act 2002, which is to advance the social, economic, environmental and cultural well-being of its communities both now and into the future

· Council is committed to delivering on its vision, mission and strategic priorities and determines that the 2021 Long Term Plan must show that it is on track to deliver on these priorities over the ten years covered by this plan

· Council is committed to putting in place through its 2021 LTP a plan that reduces the top 10 strategic risks to a significantly lower level than that which exists currently

· Council acknowledges that it has an infrastructure deficit and that it is committed to including in its 2021 LTP a plan to progressively address this deficit, for assets that it decides are to be retained to assist with the delivery of services in the medium to long term

· In looking at prioritising its services between different communities and/or users Council is committed to the principle of an equitable level of access based on need

· Council accepts that it must meet legislative, resource consent and other professional standards in the delivery of all of its services and will not propose taking actions that are inconsistent with these requirements

· Council will review the value that is delivered by all activities/services and in this regard all services are to be treated equally albeit that there will likely be more discretion in relation to the delivery of discretionary services as opposed to essential and mandatory services

· Council will consider ratepayer and/or customer affordability issues at the community, rather than individual ratepayer level.

l) Determine that in considering how it might best take account of the effects of Covid 19 in development of its 2021 LTP it will not make decisions that:

· Might compromise the achievement of its Strategic Framework

· Are inconsistent with its definition of financial sustainability and/or the principles identified in this decision.

m) Note that it will be asked to confirm its Strategic Framework as part of a separate order paper item on the agenda for its 20 May 2020 ordinary meeting.

Reports - Operational Matters

8.1

Covid-19 Response and Recovery

Record No: R/20/5/10979

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

Mr Ruru advised that the purpose of the report was to update Council on the range of measures that were taken in response to the Covid-19 pandemic to date and to also identify areas in which further work is being considered.

Resolution

Moved Mayor Tong, seconded Cr Douglas and resolved:

That the Council:

a) Receives the report titled “Covid-19 Response and Recovery” dated 13 May 2020.

8.2

Unbudgeted Expenditure – Limehills Community Centre Kitchen and Supper Room Refurbishment

Record No: R/20/3/5434

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

Mr Day advised that that purpose of the report was to request unbudgeted expenditure of $10,241.78 to refurbish the Limehills Community Centre kitchen and supper room.

The Council noted that this a project is in the 2019/2020 annual plan to upgrade the kitchen at the Limehills hall with a budget of $10,220.

Resolution

Moved Cr Frazer, seconded Cr Menzies recommendations a to c and d with changes (as indicated with ~~strikethrough~~ and underline) and resolved:

That the Council:

a) Receives the report titled “Unbudgeted Expenditure – Limehills Community Centre Kitchen and Supper Room Refurbishment” dated 13 May 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 that at the Oreti Community Board meeting held on 6 April 2020 approved~~ Approves the unbudgeted expenditure of $7,378.22 to refurbish the kitchen and supper room at the Limehills Community Centre to be funded from the Limehills General Reserve and $6,380 from the Limehills Community Centre general maintenance budget ~~on the condition that Council~~ and approves the unbudgeted expenditure of $10,241.78 from the Winton Wallacetown Ward Reserve.

e) ~~Approves the unbudgeted expenditure of $10,241.78~~ ~~from the Winton Wallacetown Ward Reserve~~.

8.3

Mataura Island Hall Disposal

Record No: R/20/3/6492

Property Advisor – Theresa Cavanagh was in attendance for this item.

Ms Cavanagh advised that the purpose of the report was to seek resolution from Council to declare the Mataura Island Hall property surplus to requirements.

The Council noted that the Mataura Island Hall has fallen into disrepair and the funding required to bring the hall to a suitable standard for ongoing use would require a significant increase in the annual hall rate which is difficult to justify given the lack of demand for the facility.

Resolution

Moved Cr Keast, seconded Cr Scott recommendations a to g, h with changes (as indicated with ~~strikethrough~~ and underline) and i and resolved:

That the Council:

a) Receives the report titled “Mataura Island Hall Disposal” dated 13 May 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) Resolves that the Mataura Island Hall property being Sections 52 & 53, Block VIII, Wyndham Survey District held in Gazette Notice 077688.1 is surplus to requirements.

e) Resolves to make a request to the Minister of Conservation to revoke the ‘vesting in trust in the Southland District Council’ for Sections 52 & 53, Block VIII, Wyndham Survey District.

f) Resolves to make a request to the Minister of Conservation for a percentage of the sale proceeds after Sections 52 & 53, Block VIII, Wyndham Survey District is sold.

g) Acknowledges that the Mataura Island Hall rating boundary be split between the Glenham Hall rating boundary and the Seaward Downs Hall rating boundary.

h) Resolves that the proposed split of the hall rating boundaries be addressed in the ~~next Annual Plan~~ 2021-2031 Long term plan.

i) Acknowledges that the hall’s existing funds, and this year’s hall rates, will be held by Council until disposal is complete. The hall funds would then be split between the two adjoining hall rating boundaries. Sale proceeds from the hall (if any) would be split between the two adjoining hall rating boundaries unless directed by the Department of Conservation to spend otherwise.

8.4

Monthly Financial Report - March 2020

Record No: R/20/5/10522

Project Accountant – Dee Patel (via Zoom) was in attendance for this item.

Resolution

Moved Cr Kremer, seconded Cr Douglas and resolved:

That the Council:

a) Receives the report titled “Monthly Financial Report - March 2020” dated 13 May 2020.

8.5

Unbudgeted Expenditure - Eftpos Machines

Record No: R/20/5/10949

Business Solutions Manager – Jock Hale was in attendance for this item.

Mr Hale advised that the purpose of the report was to seek approval from Council for the unbudgeted expenditure required to purchase 10 new Eftpos machines to replace the current 12 machines that have reached the end of their lease.

Resolution

Moved Cr Douglas, seconded Cr Frazer and resolved:

That the Council:

a) Receives the report titled “Unbudgeted Expenditure - Eftpos Machines” dated 13 May 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 the unbudgeted expenditure amount of $14,750 excluding GST, for the purchase of 10 Eftpos machines, to be funded by a three-year loan, with repayments from existing lease operational budgets.

8.6

Shovel Ready Projects

Record No: R/20/5/11180

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

Mr Ruru advised that the purpose of the report was to brief Council on the list of projects that were submitted to Crown Infrastructure Partners as part of the Shovel Ready projects initiative.

The Council noted that the one of its proposed Covid-19 recovery initiatives the government formed an Industry Reference Group and tasked them with identifying a range of ‘shovel ready’ infrastructure projects from across the public and private sectors, where these could be repurposed to have a level of public benefit and that a request for Council to submit a list of projects was received within a very tight timeframe over the Easter period.

Resolution

Moved Cr Duffy, seconded Cr Menzies and resolved:

That the Council:

a) Receives the report titled “Shovel Ready Projects” dated 14 May 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) Endorse the list of projects submitted for consideration as Shovel Ready projects as outlined in attachment A of the officers report.

Public Excluded

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

That the Chief Executive, Group Manager, Environmental Services, Group Manager, Services and Assets, Group Manager, Community and Futures, Chief Financial Officer, People and Capability Manager, Group Manager, Customer Delivery, Communications Manager and Committee Advisor be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the itemsC10.1 Risk management update - March 2020 quarter and C10.2 Report seeking a decision on enforcement for Te Anau Downs Station. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

That the Policy Analyst – Jane Edwards be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C10.1 Risk management update - March 2020 quarter. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed.

That the Team Leader Resource Manager – Marcus Roy be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C10.2 Report seeking a decision on enforcement for Te Anau Downs Station. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed.

The public were excluded at 2.03pm.

(Councillor Douglas left the meeting at 3.30pm.)

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available unless released here.

The meeting concluded at 3.35pm. CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON WEDNESDAY 20 MAY 2020

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

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

Mayor	Mayor Gary Tong
Deputy Mayor	Ebel Kremer
Councillors	Don Byars (via Zoom)
	John Douglas (9.05am – 10.29am, 10.50am – 12.38pm, 1.05pm – 3.30pm)
	Paul Duffy
	Bruce Ford (via Zoom)
	Darren Frazer
	George Harpur (via Zoom)
	Julie Keast
	Christine Menzies
	Karyn Owen (via Zoom)
	Rob Scott