Minutes of Council - Tuesday, 23 June 2020

Council

23 June 2020

1 Apologies

There were no apologies.

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

Mayor Tong advised that there was a late item to add to the agenda. The item is Provision of Recycling Services and would be public excluded.

Mayor Tong advised that the item was not included with the agenda as there had been delays in getting the negotiations with Invercargill City Council underway and it was unclear as to whether Southland District Council were going to be able to resolve the negotiation process ahead of 30 June 2020. Some good progress was made last week and as a result staff are now in a position to better understand the timeframe and approximate budget for the revised contract with Invercargill City Council.

The reason that the discussion of this item cannot be delayed until a subsequent meeting is that staff are now in a better position to complete the process by the end of the financial year and ensure continuity of recycling services.

Moved Mayor Tong, seconded Councillor Ruddenklau that the late item “Provision of Recycling Services” be included as a late item to the agenda for the Council meeting..

The motion was put and declared CARRIED.

6 Confirmation of Council Minutes

Resolution

Moved Mayor Tong, seconded Cr Harpur and resolved:

That Council confirms the minutes of the meeting held on 20 May 2020 as a true and correct record of that meeting.

Reports - Policy and Strategy

7.1

Adoption of the Annual Plan 2020/2021

Record No: R/20/6/14185

Corporate Performance Lead – Jason Domigan, Financial Accountant – Sheree Marrah and Publications Specialist – Chris Chilton will be in attendance for this item.

Resolution

Moved Cr Kremer, seconded Cr Ruddenklau recommendations a to c, d (with changes as indicated with ~~strikethrough~~ and underline) and e to j and resolved:

That the Council:

a) Receives the report titled “Adoption of the Annual Plan 2020/2021” dated 18 June 2020.

b) Determines that this matter or decision be recognised as significant in terms of Section 76 of the Local Government Act 2002.

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

d) Confirms in accordance with Section 100 of the Local Government Act 2002 that the Annual Plan 2020/2021 has been prepared based on reasonable judgement and assumptions and that it Council considers the projected financial results, including the projected operating deficit for 2020/2021, to be financially prudent given ~~its~~ Councils financial position.

e) Confirms the reduction of the Te Anau Airport Manapouri rate from $128.00 (incl GST) to $67.69 (incl GST). Noting this reduction is being done by extending the airport loan by one year and deferring the 2020/2021 airport loan repayment and by funding the interest charge by adding it to the airport loan balance to be repaid over the life of the loan.

f) Acknowledges that resolution (e) above, is inconsistent with Council’s Revenue and Financing policy as it is funding an operational cost from a loan. Accordingly, Council recognise that this as an inconsistent decision made in accordance with section 80 of the Local Government Act 2002.

g) Notes that resolution (e) above is in response to the potential financial impact of Covid-19 on affordability of rates, particularly in the Fiordland rating area. A review of the Revenue and Financing policy will be undertaken as part of Council’s 2021-2031 Long Term Plan, but at this stage there are no plans to alter the policy to generally allow the funding of operational costs from loans.

h) Adopts the Annual Plan 2020/2021, including the Funding Impact Statement (Rates section) for the 2020/2021 financial year (attachment a of the officer’s report).

i) Agrees that a copy of the finalised fees and charges booklet be made available on Council’s website and be distributed to relevant stakeholders, Hall Committees and Community Boards for their information.

j) Delegates authority to the Chief Executive to approve any final edits required to the Annual Plan in order to finalise the document for distribution

7.2

Rates Resolution - Setting of Rates for the Financial Year 1 July 2020 to 30 June 2021

Record No: R/19/12/30096

Accountant – Shelley Dela Llana was in attendance for this item.

Mrs Dela Llana advised that the purpose of the report was for Council to adopt by resolution the rates it intends to set for the 2020/2021 financial year. This can only occur once the Council has adopted the Annual plan for the 2020/2021 financial year and also including the Funding Impact Statement (Rates Section) for 2020/2021

Resolution

Moved Cr Ford, seconded Cr Harpur recommendations a to I, j (with a ~~deletion~~) and k and l and resolved:

That the Council:

a) Receives the report titled “Rates Resolution - Setting of Rates for the Financial Year 1 July 2020 to 30 June 2021” dated 18 June 2020.

b) Determines that this matter or decision be recognised as significant in terms of Section 76 of the Local Government Act 2002.

d) Sets the rates detailed below for the financial year commencing 1 July 2020 and ending on 30 June 2021. All rates and amounts are GST inclusive.

Uniform Annual General Charge

Pursuant to Section 15(1)(a) of the Local Government (Rating) Act 2002, a uniform annual general charge of $548.38 per rating unit on every rateable rating unit within the Southland District.

General Rate

Pursuant to Section 13(2)(a) of the Local Government (Rating) Act 2002, a general rate of $0.00063183 in the dollar on the capital value of all rateable rating units within the Southland District.

Targeted Rates

Community Facilities Rates

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, the following uniform targeted rates set per separately used or inhabited part of a rateable rating unit situated in the following Community Facility Areas:

Community Facility Areas	Charge	Community Facility Areas	Charge
Aparima Hall	$46.39	Mossburn Hall	$66.40
Athol Memorial Hall	$80.57	Myross Bush Hall	$29.88
Balfour Hall	$38.87	Nightcaps Hall	$96.24
Blackmount Hall	$51.20	Ohai Hall	$76.15
Browns Hall	$36.76	Orawia Hall	$58.77
Brydone Hall	$50.93	Orepuki Hall	$92.05
Clifden Hall	$55.00	Oreti Plains Hall	$72.00
Colac Bay Hall	$76.92	Otahuti Hall	$40.94
Dacre Hall	$43.00	Otapiri-Lora Gorge Hall	$155.25
Dipton Hall	$65.19	Riversdale Hall	$55.15
Eastern Bush Hall	$78.89	Ryal Bush Hall	$40.91
Edendale-Wyndham Hall	$20.54	Seaward Downs Hall	$43.30
Fiordland Community Event Centre	$37.62	Stewart Island Hall	$69.08
Five Rivers Hall	$68.48	Thornbury Hall	$96.45
Fortrose Domain	$28.75	Tokanui-Quarry Hills Hall	$73.98
Glenham Hall	$48.38	Tuatapere Hall	$49.55
Gorge Road Hall	$49.14	Tussock Creek Hall	$73.01
Heddon Bush Hall	$69.00	Tuturau Hall	$47.37
Hedgehope-Glencoe Hall	$75.00	Waianiwa Hall	$69.00
Limehills Hall	$80.68	Waikaia Recreation Hall	$54.44
Lochiel Hall	$36.07	Waikawa Community Centre	$52.88
Lumsden Hall	$42.99	Waimahaka Hall	$69.00
Mabel Bush Hall	$50.15	Waimatuku Hall	$36.58
Manapouri Hall	$40.88	Wairio Community Centre	$40.13
Mandeville Hall	$45.00	Wallacetown Hall	$50.00
Mataura Island Hall	$24.15	Winton Hall	$22.69
Mimihau Hall	$55.00	Wreys Bush Hall	$81.35
Mokoreta-Redan Hall	$82.78	Wrights Bush Hall	$31.71

Roading Targeted Rates

Pursuant to Sections 16(3)(a) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $92.00 per rateable rating unit within the Southland District; and

Pursuant to Sections 16(3)(a) and 16(4)(b) of the Local Government (Rating) Act 2002, a differential rate in the dollar of capital value for all rateable rating units:

Roading Differentials	Rate in the dollar on capital value
Commercial	$0.00123377
Dairy	$0.00087195
Farming non-dairy	$0.00047624
Forestry	$0.00643630
Industrial	$0.00122527
Lifestyle	$0.00040425
Mining	$0.02096318
Other	$0.00012128
Residential	$0.00040425

Regional Heritage Targeted Rate

Pursuant to Sections 16(3)(a) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $44.15 set per separately used or inhabited part of a rateable rating unit within the Southland District.

Waste Management Targeted Rates

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $83.21 per rating unit on every rating unit within the Southland District excluding Stewart Island; and

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a rate of $0.00003403 in the dollar of capital value across all rating units within the Southland District excluding Stewart Island.

Local Targeted Rates (Ward, Community Board, Community Development Area, Town)

Pursuant to Sections 16(3)(b), 16(4)(a) or 16(4)(b) of the Local Government (Rating) Act 2002, the following rates per rateable rating unit/rate in the dollar on the land value of all rateable rating units within the below areas:

Local Targeted Rates	Differential Targeted Rate per rating unit	Targeted Rate per rating unit	Rate in the dollar on land value
Mararoa Waimea Ward			$0.00002047
Waiau Aparima Ward			$0.00005006
Waihopai Toetoes Ward			$0.00004142
Winton Wallacetown Ward			$0.00001545
Edendale-Wyndham Community Board		$187.77
Otautau Community Board		$340.35
Riverton/Aparima Community Board		$333.26
Stewart Island/Rakiura Community Board		$266.14
Te Anau Community Board Residential	$289.66
Te Anau Community Board Commercial	$579.33
Te Anau Community Board Rural	$72.42
Tuatapere Community Board Residential/Commercial	$242.47
Tuatapere Community Board Rural	$48.49
Wallacetown Community Board		$163.29
Winton Community Board		$255.36
Athol Community Development Area		$62.79
Balfour Community Development Area		$249.55
Browns Community Development Area		$238.79
Colac Bay Community Development Area		$100.47
Dipton Community Development Area		$119.63
Garston Community Development Area		$57.43
Gorge Road Community Development Area		$31.02
Limehills Community Development Area		$94.34
Lumsden Community Development Area		$348.36
Manapouri Community Development Area		$338.00
Mossburn Community Development Area		$375.98
Nightcaps Community Development Area		$220.63
Ohai Community Development Area		$293.13
Orepuki Community Development Area		$114.47
Riversdale Community Development Area		$187.01
Thornbury Community Development Area		$214.44
Tokanui Community Development Area		$246.96
Waikaia Community Development Area		$168.38
Woodlands Community Development Area		$210.69
Drummond Village Local		$55.90

Swimming Pool Targeted Rates

Swimming Pool Area	Charge	Swimming Pool Area	Charge
Fiordland	$15.53	Takitimu	$23.15
Otautau	$23.00	Tuatapere Ward	$7.52
Riverton/Aparima	$22.00	Winton	$13.16

Te Anau Airport Manapouri Targeted Rate

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $67.69 per rateable rating unit within the Te Anau Manapouri Airport Area.

Stewart Island Waste Management Targeted Rate

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $360.12 per unit of service situated in the Stewart Island Waste Management Area.

Rubbish Bin Collection Targeted Rate

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $172.84 per unit of service where the collection service is actually provided.

Recycling Bin Collection Targeted Rate

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $172.84 per unit of service where the collection service is actually provided.

Te Anau Rural Water Scheme Targeted Rates

Pursuant to Sections 16(3)(b) and 16(4)(a) and (b) of the Local Government (Rating) Act 2002, the rates as outlined below:

An annual charge by way of a uniform targeted rate of $504.20 per restricted connection.

In regards to the supply of water, the following rates or combination of below will apply to each rating unit pursuant to Section 19(2)(b) of Local Government (Rating) Act 2002:

• A rate of $336.13 for each unit supplied to the rating unit.

• For rating units with an allocation of multiples of 7.7 units, a rate of $2,588.23 for every 7.7 units allocated.

• For rating units allocated half a unit, a rate of 50% of a unit being $168.07.

Matuku Rural Water Scheme Targeted Rate

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $314.86 for each unit made available to the rating unit.

Metered Property Water Supply Targeted Rate

Pursuant to Section 19 of the Act Local Government (Rating) Act 2002, a rate for actual water consumption of $1.10 per cubic metre.

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a fixed charge of $196.00 per meter.

District Water Targeted Rate

Pursuant to Sections 16(3)(b) and 16(4)(b) of the Local Government (Rating) Act 2002, the rates are assessed on a differential basis (These exclude rural water schemes):

• For all rating units without meters that are connected to a water supply scheme or are within the scheme rating boundary but are not connected, a uniform targeted rate of $484.54 for each separately used or inhabited part of the rating unit.

• For rating units with water troughs with direct feed from Council’s water mains, a uniform targeted rate of $96.91 per trough.

• For non-contiguous vacant rating units within the scheme rating boundary, a uniform targeted rate of $242.27 being half of one unit rate for the provision of the service due to the ability to connect to the scheme.

District Wastewater Targeted Rates

Pursuant to Sections 16(3)(b) and 16(4)(b) of the Local Government (Rating) Act 2002, the following rates:

• For all residential rating units within the scheme rating boundary, a uniform targeted rate of $437.64 for each separately used or inhabited part of the rating unit.

• For non-contiguous vacant rating units within the scheme rating boundary, a uniform targeted rate of $218.82 being half of one unit rate for the provision of the service due to the ability to connect to the scheme.

• All other properties either connected or able to be connected, a uniform targeted rate of $437.64 for each pan/urinal.

Woodlands Septic Tank Cleaning Targeted Rate

Pursuant to Sections 16(3)(b) and 16(4)(a) of the Local Government (Rating) Act 2002, a uniform targeted rate of $54.71 in respect of each separately used or inhabited part of a rating unit within the Woodlands Septic Tank Cleaning Area.

Water Supply Loan Targeted Rates

Pursuant to Sections 16(3)(b) and 16(4)(b) of the Local Government (Rating) Act 2002, a uniform targeted rate per rating unit on the option that the ratepayer has previously chosen to pay either a one-off capital contribution for a new scheme or pay it over a selected period as below:

Water Supply Loan Rates	Charge
Edendale Water Loan Charge - 15 years	$225.98
Edendale Water Loan Charge - 25 years	$149.24
Wyndham Water Loan Charge - 15 years	$198.00
Wyndham Water Loan Charge - 25 years	$143.33

Sewerage Supply Loan Targeted Rates

Pursuant to Sections 16(3)(b) and 16(4)(a) and (b) of the Local Government (Rating) Act 2002, a uniform targeted rate per rating unit on the option that the ratepayer has previously chosen to pay either a one-off capital contribution for a new scheme or pay it over a selected period as below:

Sewerage Supply Loan Rates	Charge
Edendale Sewerage Loan - 15 years (incl connection cost)	$871.32
Edendale Sewerage Loan - 25 years (incl connection cost)	$628.99
Edendale Sewerage Loan - 25 years (excl connection cost)	$520.56
Tuatapere Sewerage Loan Charge - 15 years	$399.23
Tuatapere Sewerage Loan Charge - 25 years	$360.90
Wallacetown Sewerage Loan Charge - 15 years	$461.12
Wallacetown Sewerage Loan Charge - 25 years	$331.16
Wyndham Sewerage Loan - 15 years (incl connection cost)	$791.89
Wyndham Sewerage Loan - 25 years (incl connection cost)	$573.23
Wyndham Sewerage Loan - 15 years (excl connection cost)	$643.45
Wyndham Sewerage Loan - 25 years (excl connection cost)	$465.78

e) Resolves under Section 24 of the Local Government (Rating) Act 2002 that all rates (including metered water targeted rates) will be payable in four equal instalments with the due dates for payment being:

• Instalment One - 28 August 2020

• Instalment Two - 27 November 2020

• Instalment Three - 26 February 2021

• Instalment Four – 28 May 2021.

f) Resolves under Sections 57 and 58 of the Local Government (Rating) Act 2002to apply penalties to unpaid rates (including metered water targeted rates) as follows:

• A penalty of 10% will be added to the amount of any instalment of rates (including metered water targeted rates) remaining unpaid after the relevant due date in recommendation (e) above, as shown in the table below:

Instalment	Date Penalty Added
1	31 August 2020
2	30 November 2020
3	1 March 2021
4	31 May 2021

• A further penalty of 10% will be added to any amount of rates (excluding metered water targeted rates) that are unpaid from previous years and remains unpaid at 1 July 2020. The penalty will be added on 1 July 2020.

g) Resolves that under Section 88 of the Local Government (Rating) Act 2002 to set a postponement fee at $200 GST inclusive for the administration costs of registering a Notice of Charge plus an annual interest charge calculate at Council’s internal borrowing interest rate as prescribed in the Long Term Plan 2018-2028.

h) Resolves that under Section 54 of the Local Government (Rating) Act 2002, where rates charged on a rating unit are less than or equal to $10 (GST incl), Council will not collect these as it believes it to be uneconomic.

i) Agrees where any payment is made by a ratepayer that is less than the amount now payable, the Council will apply the payment firstly to any rates outstanding from previous rating years and then proportionately across all current year rates due.

j) Agrees that valuation roll and rate records for the District of Southland are open for inspection by ratepayers at all District offices (as listed below), during normal office hours:

- Invercargill Office

15 Forth Street,
Invercargill 9810

- Oban Office

10 Ayr Street, Oban,
Stewart Island 9846

- Lumsden Office

18 Diana Street,
Lumsden 9730

- ~~Te Anau Office~~

116 Town Centre,
Te Anau 9600

- Te Anau Library

24 Milford Crescent,
Te Anau 9600

- Otautau Office

176 Main Street,
Otautau 9610

- Winton Office

184 Great North Road,
Winton 9720

- Riverton Office

117 Palmerston Street,
Riverton 9822

- Wyndham Library

41 Balaclava Street,
Wyndham 9831

k) Agrees the following options be available for payment of rates:

• Direct Debit.

• Credit card (Visa or Mastercard).

• Internet banking.

• By cash, cheque or Eftpos.

l) Agrees an intention to apply a further 10% penalty on metered water targeted rate for next financial year.

7.3

Speed Limits Bylaw, for adoption

Record No: R/20/5/12207

Intermediate Policy Analyst – Carrie Adams, Roading Engineer – Ben Whelan and Strategic Transport Manager – Hartley Hare were in attendance for this item.

Mrs Adams advised that the purpose of the report was to to present the draft Speed Limits Bylaw for adoption by Council.

Resolution

Moved Cr Duffy, seconded Cr Douglas and resolved:

That Council:

a) Receives the report titled “Speed Limits Bylaw, for adoption ” dated 18 June 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 section 155(1) of the Local Government Act 2002, that a bylaw is the most appropriate way of addressing speed limits in the District.

e) Determines prior to making the bylaw, pursuant to section 155(2)(a) of the Local Government Act 2002, that the draft Speed Limits Bylaw is the most appropriate form of bylaw.

f) Determines prior to making the bylaw, pursuant to section 155(2)(b) of the Local Government Act 2002, that the draft Speed Limits Bylaw does not give rise to any implications under the New Zealand Bill of Rights Act 1990.

g) Adopts the amended Speed Limits Bylaw attached to the minutes as appendix 1.

h) Resolves that the amended Speed Limits Bylaw will come into effect and supersede the existing SDC Speed Limits Bylaw 2015 on 12 August 2020.

i) Ensures that in accordance with Section 157 of the Local Government Act 2002, public notice be given of the making of the Speed Limits Bylaw, advising:

• that the bylaw will come into force on 12 August 2020

• that copies of the bylaw may be inspected, without fee, at all Council offices

• that copies of the bylaw can be obtained upon payment of a reasonable charge.

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

7.4

Risk management - adoption of revised risk register

Record No: R/20/5/12039

Strategy and Policy Manager – Michelle Stevenson was in attendance for this item.

Miss Stevenson advised that the purpose of the report was to inform Council of the significant strategic and corporate risks for the June 2020 quarter and to seek adoption of Council’s revised top strategic risks with a proposed operational date of 1 July 2020.

The Council noted that they would be adopting the following as the top strategic risks:

1. Inaccurate data leads to bad decisions/asset failure

2. Underinvestment in infrastructure

3. Infrastructure not fit for purpose to withstand climate change

4. Inadequate, incomplete or lack of strategy/policy impacts the wellbeing of the District

5. Natural or biosecurity event impacts the wellbeing of the District

6. Health and safety controls fail to protect staff and contractor safety

7. Financial conservatism constrains progress towards strategic objectives

8. Difficulty retaining or recruiting staff affects service levels

9. Over-commitment leads to inability to deliver agreed work programme

10. Growth and demand dependent model makes it hard to fund new infrastructure

Resolution

Moved Mayor Tong, seconded Cr Keast and resolved:

That the Council:

a) Receives the report titled “Risk management - adoption of revised risk register” dated 18 June 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) Adopt the revised top strategic risks as follows to become effective 1 July 2020:

1. Inaccurate data leads to bad decisions/asset failure

2. Underinvestment in infrastructure

3. Infrastructure not fit for purpose to withstand climate change

4. Inadequate, incomplete or lack of strategy/policy impacts the wellbeing of the District

5. Natural or biosecurity event impacts the wellbeing of the District

6. Health and safety controls fail to protect staff and contractor safety

7. Financial conservatism constrains progress towards strategic objectives

8. Difficulty retaining or recruiting staff affects service levels

9. Over-commitment leads to inability to deliver agreed work programme

10. Growth and demand dependent model makes it hard to fund new infrastructure.

7.5

Review of Section 2.3 Natural Features and Landscapes

Record No: R/20/6/13623

Team Leader Resource Management – Marcus Roy was in attendance for this item.

Mr Roy advised that the purpose of the report was to seek endorsement from Council to review the Natural Features and Landscapes section of the Southland District Plan 2018 with a view to compile and notify a Plan Change to the Natural Features and Landscapes section.

Resolution

Moved Cr Duffy, seconded Cr Frazer and resolved:

That the Council:

a) Receives the report titled “Review of Section 2.3 Natural Features and Landscapes” dated 18 June 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 a review and subsequent Plan Change to Section 2.3 Natural Features and Landscapes of the Southland District Plan 2018.

Reports - Operational Matters

8.1

Reserve Classification Change to enable FENZ to Expand Fire Depot at Drummond

Record No: R/20/3/6493

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

Ms Cavanagh advised that the purpose of the report was to undertake classification changes of Reserves to facilitate the expansion of the Fire Depot at 11 Hamilton Street, Drummond which enable Fire Emergency New Zealand to enter into a lease agreement with Council.

Resolution

Moved Mayor Tong, seconded Cr Scott and resolved:

That the Council:

a) Receives the report titled “Reserve Classification Change to enable FENZ to Expand Fire Depot at Drummond” dated 18 June 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 Reserve classification of Lot 33 DP 276 is changed from Recreation Reserve to Local Purpose Reserve (Community Building).

e) Resolves that Lot 32 DP 276 is classified as a Local Purpose Reserve (Community Building) under the Reserves Act.

8.2

Around the mountains cycle trail - February flooding repairs - Unbudgeted expenditure

Record No: R/20/5/12568

Group Manager Services and Assets – Matt Russell and Commercial Infrastructure Manager – Ashby Brown were in attendance for this item.

Mr Russell advised that the purpose of the report is to seek approval from Council in support of the unbudgeted expenditure for flooding repairs and improvements to Around the Mountains Cycle Trail.

The Council noted that there had been an unprecedented flooding event on 4 and 5 February 2020 and this resulted in scouring and surface material loss on the trail rendering several areas as unpassable and other areas difficult to ride.

Resolution

Moved Cr Kremer, seconded Cr Douglas and resolved:

That Council:

a) Receives the report titled “Around the mountains cycle trail - February flooding repairs - Unbudgeted expenditure” dated 18 June 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 to repair and improve the Around the Mountains Cycle Trail for a total cost of $379,793 plus GST to be fully funded by a grant to be received from the Ministry of Business Innovation and Employment.

8.3

Monthly Financial Report - April 2020

Record No: R/20/6/12833

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

Mrs Patel advised that the purpose of the report was 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.

The Council noted that this report is a summary of Council financial results for the ten months to 30 April 2020.

Resolution

Moved Mayor Tong, seconded Cr Ruddenklau and resolved:

That the Council:

a) Receives the report titled “Monthly Financial Report - April 2020” dated 18 June 2020.

8.4

Bridge Weight Restriction Postings 2019/2020

Record No: R/20/6/15278

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

Mr Hare advised that the purpose of the report was for Council to confirm as the road controlling authority any weight limit postings necessary for bridges on the roading network and to revoke any restrictions which no longer apply.

The Council noted that the report provided the information to be able to fulfil requirement to confirm bridge postings and that was last done on 19 June 2019.

Resolution

Moved Cr Keast, seconded Cr Harpur and resolved:

That the Council:

a) Receives the report titled “Bridge Weight Restriction Postings 2019/2020” dated 18 June 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 confirm that in accordance with the Transport Act 1962 and Heavy Motor Vehicle Regulations 1974, the maximum weight and speed limits for heavy motor vehicles on bridges as listed on the attached schedule (Attachment A of the officer’s report) be imposed.

e) Agrees to continue to rely on the Central on Bridge restriction to limit posting restrictions and continues to mitigate this risk through ongoing promotion of posting compliance, particularly in the following areas:

· for those restrictions which have curved approaches; and

· where the posting restriction difference between the central on bridge and eccentrically loaded calculation exceeds 20% and the bridge carries more than two heavy vehicles a day.

f) Agrees to confirm there is a commitment to further mitigate the risk associated with the inspection process by continuing to incorporate invasive annual testing across all posted bridges which have areas of concern.

g) Agrees to notify the weight limits to the New Zealand Police, New Zealand Transport Agency, Road Transport Forum New Zealand (Inc) and by public notice in daily newspapers.

h) Agrees to confirm the current closure of the following bridges:

· McLeish Road

· Thomsons Crossing Road West

· Scott Road

· Off Hall Road

8.5

Approval to Submit Funding Application to the Provincial Growth Fund for Observation Rock Upgrade Project and Unbudgeted Revenue and Expenditure Request.

Record No: R/20/6/22255

Community Partnership Leader – Karen Purdue was in attendance for this item.

Mrs Purdue advised that the purpose of the report was seek approval from Council for unbudgeted expenditure relating to the Observation Rock project on Stewart Island/Rakiura and to seek approval to submit an application for funding to the Provincial Growth Fund.

Resolution

Moved Mayor Tong, seconded Cr Scott and resolved:

That Council:

a) Receives the report titled “Approval to Submit Funding Application to the Provincial Growth Fund for Observation Rock Upgrade Project and Unbudgeted Revenue and Expenditure Request.” dated 18 June 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 submit the application for unbudgeted revenue for the amount of $113,500 for funding to the Provincial Growth Fund for the Observation Rock upgrade project.

e) Approves the request for unbudgeted expenditure for the “Observation Rock” project in the amount of $193,500, subject to the application to the Provincial Growth Fund being approved.

8.6

Revoke delegations and dissolution of emergency committee for the Covid-19 response

Record No: R/20/6/12986

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

Mr Ruru advised that the purpose of the report was to revoke the delegations put in place for the Services and Assets Committee to make decisions during the Covid-19 pandemic, it also recommends that Council dissolve the Emergency Committee and further revokes the powers given to the Chief Executive in the event that Council could not meet during that time.

Resolution

Moved Mayor Tong, seconded Cr Owen and resolved:

That the Council:

a) Receives the report titled “Revoke delegations and dissolution of emergency committee for the Covid-19 response” dated 18 June 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) Revokes on 24 June 2020 the revised delegations to the Services and Assets Committee agreed in resolution (d) of the report dated 24 March 2020.

e) Dissolves the Emergency Committee that comprised of three Councillors being Mayor, Tong, Deputy Mayor Kremer and Cr Douglas, agreed in resolution (e) of the report dated 24 March 2020

f) Revokes the delegations to the Chief Executive to exercise the responsibilities, duties and power of Council in the event that Council, its committees or community boards could not meet, resolution (j) of the report dated 24 March 2020.

8.7

Management Report

Record No: R/20/6/13233

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

Resolution

Moved Cr Kremer, seconded Cr Frazer

That the Council:

a) Receives the report titled “Management Report” dated 14 June 2020.

(Councillor Byars left the meeting at 10.37am.)

Public Excluded

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. C1.1 Provision of Recycling Services 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
	Provision of Recycling Services	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.

That the Chief Executive, Group Manager - Environmental Services, Group Manager - Services and Assets (via zoom), Group Manager - Community and Futures, Chief Financial Officer, Group Manager - Customer Delivery, Communications Manager, Strategic Manager Water and Waste and Committee Advisor be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C1.1 Provision of Recycling Services. This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

The public were excluded at 10.38am.

The meeting adjourned at 10.38am for morning tea. Following morning tea, the Services and Assets Committee met and considered the business on their agenda.

The meeting reconvened at 12.02pm in public excluded.

Mayor Tong and all Councillors were present when the meeting reconvened.

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 12.23pm. CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON TUESDAY 23 JUNE 2020.

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

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

Mayor	Mayor Gary Tong
Deputy Mayor	Ebel Kremer
Councillors	Don Byars (9am – 10.37am, 12.02pm – 12.23pm)
	John Douglas
	Paul Duffy
	Bruce Ford
	Darren Frazer
	George Harpur
	Julie Keast
	Christine Menzies
	Karyn Owen
	Margie Ruddenklau
	Rob Scott

Chief Executive	Steve Ruru
Committee Advisor	Fiona Dunlop