Council

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Council held in the Council Chamber, 15 Forth Street, Invercargill on Wednesday, 18 November 2020 at 9am. (9am – 10.17am, 10.32am – 11.43am).

 

present

 

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

Cameron McIntosh

Committee Advisor

Fiona Dunlop

 


Council

18 November 2020

 

1             Apologies

 

There were no apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

Councillor Kremer declared a conflict of interest in relation to item 9.2 – Appointments to Milford Community Trust.  He advised that he will not take part in discussion or vote on the matter.

 

 

4             Public Forum

 

Jon Spraggon addressed the meeting in relation to item 7.3 Charging Option for Non-Recreational Jetty use on Stewart Island/Rakiura.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Council Minutes

 

Resolution

Moved Mayor Tong, seconded Cr Keast and resolved:

That Council confirms the minutes of the meeting held on 21 October 2020 as a true and correct record of that meeting.

 

Reports - Policy and Strategy

 

 

7.1

Adoption of Annual Report 2019/2020

Record No: R/20/11/65098

 

Corporate Performance Lead – Jason Domigan (via Zoom (digital technology) and Financial Accountant – Sheree Marrah were in attendance for this item.

 

Mr Domigan and Mrs Marrah presented the draft Annual Report 2019/2020 to the committee for adoption.

 

Finance and Assurance Committee Chair – Mr Bruce Robertson and Audit NZ Audit Director – Dereck Ollsson were present via Zoom (digital technology).

 

Mayor Tong and Councillor expressed their thanks to the officers involved with getting the Annual Report together and before the meeting for approval.

 

 

Resolution

Moved Cr Owen, seconded Cr Scott and resolved:

That the Council:

a)            Receives the report titled “Adoption of Annual Report 2019/2020” dated 12 November 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)           Endorses the recommendation from the Finance and Assurance committee that Council adopt the Annual Report for the year ended 30 June 2020.

 

e)            Adopts the Annual Report for year ended 30 June 2020.

 

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

 

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

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

i)             Agrees to delegate authority to the chief executive and mayor to sign the Summary Annual Report letter of representation to Audit New Zealand on behalf of Council. 

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

 

 

7.2

Plan Change 1 - Dark Skies

Record No: R/20/10/59834

 

Resource Management Planner – Margaret Ferguson and Environmental Policy Lead – Rebecca Blyth were in attendance for this item.

 

Miss Ferguson advised that the purpose of the report was to obtain approval to make Plan Change 1 – Dark Skies operative.

 

 

Resolution

Moved Cr Ford, seconded Cr Ruddenklau and resolved:

That the Council:

a)            Receives the report titled “Plan Change 1 - Dark Skies ” dated 12 November 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 Plan Change 1 – Dark Skies (attachment A of the officers report) to be made operative.

e)            Agrees to affix the Common Seal to the Southland District Plan 2018 to effect its approval of the plan change and His Worship the Mayor, and the Chief Executive sign the Plan.

f)             Approves that 18 December 2020 as the operative date for the Plan Change.

 

 

7.3

Charging Option for Non-Recreational Jetty use on Stewart Island/Rakiura

Record No: R/20/8/31572

 

Chief Financial Officer – Anne Robson and Community Partnership Leader – Karen Purdue were in attendance for this item.

 

Miss Robson advised that the report was to advised Council of the work and feedback that has been undertaken and received for methods for charging jetty use.

 

 

Resolution

Moved Cr Ford, seconded Cr Kremer  recommendations a to g, new h (as indicated), I and a new j (as indicated) and resolved:

That Council:

a)            Receives the report titled “Charging Option for Non-Recreational Jetty use on Stewart Island/Rakiura” dated 11 November 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 Council needs to ensure the coastal permits for the jetties allow for a charging regime.

e)            Notes, that on 5 August 2020, the Services and Assets Committee recommended Council endorse a base fee amount with an additional charge based on vessel tonnage (option B) to be included in the draft Long Term Plan 2031, subject to hearing further feedback from the Stewart Island Community Board.

f)             Notes that staff have discussed the charging options and sought feedback from the Stewart Island Community Board, since the Services and Assets Committee meeting on 5 August 2020.

g)           Notes that on 5 August 2020 the Stewart Island Community Board endorsed a base fee amount (for each vessel) with an additional charge based on the number of passengers carried.

New h) Endorses the charging method of a base fee amount (for each vessel) with an additional charge based on usage to be applied from 1 July 2023 for the setting of Stewart Island Wharf user fees following consultation with the Stewart Island/Rakiura Community Board and operators.

h)           Endorses one of the following charging options, to be used as the basis for the proposed fees and charges for 2021/22 (related to the draft Long Term Plan 2031):

i.       a base fee amount (for each vessel) with an additional charge based on the number of passengers carried

ii.     a base fee amount with an additional charge based on vessel tonnage (for each vessel)

iii.    a licence fee charged annually for each vessel.

i)             Notes that the Consultation Document for the Long Term Plan 2031 (and supporting documents that will include a schedule of fees and charges) will be consulted on in March 2021.

New j)  Requests that the Stewart Island/Rakiura Community Board take resolution (h) into account in recommending the wharf user fees to Council for inclusion in the Long Term Plan 2031.

 

(The meeting adjourned for morning tea at 10.17am and reconvened at 10.32am.)

 

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


 

 

Reports - Operational Matters

 

 

8.1

Winton Burner Incentive Programme

Record No: R/20/9/51068

 

Environmental Health Manager – Michael Sarfaiti and Environment Southland Team Leader - Ecosystem Drivers – Owen West were in attendance for this item.

 

Mr Sarfaiti advised that the purpose of the report was to agree to extend the free building consent incentives programme for burners in Winton.

 

 

Resolution

Moved Cr Frazer, seconded Cr Owen and resolved:

That the Council:

a)            Receives the report titled “Winton Burner Incentive Programme” dated 12 November 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 fund applications for building consents for domestic solid-fuel burners that meet the operative National Environmental Standards for air quality, to be installed in the Winton Urban Resource Area, until 31 December 2022; and this funding will not be renewed after this date.

 

e)            Agrees that the end date in (d) above is subject to no further exceedances of the National Environmental Standards for Air Quality being recorded in Winton.

 

 

8.2

Otautau Community Pool - Unbudgeted Expenditure

Record No: R/20/11/65309

 

Community Liaison Officer – Kathryn Cowie was in attendance for this item.

 

Mrs Cowie advised that the purpose of the report was for Council to approve an unbudgeted expenditure request for the Otautau Community Pool Incorporated to uplift funds currently sitting in the Otautau baths reserve.

 

 

Resolution

Moved Cr Menzies, seconded Cr Keast and resolved:

That Council:

a)            Receives the report titled “Otautau Community Pool - Unbudgeted Expenditure” dated 12 November 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 request for the Otautau Community Pool Inc. to uplift the $23,015 in the Otautau baths reserve.

 

 

8.3

Monthly Financial Report - September 2020

Record No: R/20/11/64864

 

Management Accountant – Lesley Smith was in attendance for this item.

 

Mrs Smith advised that the purpose of the report was to provide Council with an overview of the financial results for the three months to 30th September 2020 by the nine activity groups of Council, as well as the financial position, and the statement of cash flows as at the 30th September 2020.

 

 

Resolution

Moved Cr Kremer, seconded Cr Menzies and resolved:

That the Council:

a)            Receives the report titled “Monthly Financial Report - September 2020” dated 12 November 2020.

 

8.4

Management Report

Record No: R/20/10/64046

 

Chief Executive – Cameron McIntosh was in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Cr Menzies and resolved:

That the Council:

a)            Receives the report titled “Management Report” dated 12 November 2020.

 

 

Reports - Governance

 

 

9.1

Predator Free Southland - Request for Southland District Council Involvement

Record No: R/20/10/63276

 

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

 

Mr Roy advised that the purpose of the report was to obtain Council endorsement of the Predator Free Southland Memorandum of Understanding and to agree to a delegation to the chief executive to sign the document on behalf of Council.

 

Councillors were concerned that the issue is significant under Section 76 of the Local Government Act 2002 but it is not significant in terms of the Southland District Council significance and engagement policy.

 

 

Resolution

Moved Cr Keast, seconded Cr Ford and resolved:

That the Council:

a)            Receives the report titled “Predator Free Southland - Request for Southland District Council Involvement” dated 12 November 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 Predator Free Southland Memorandum of Understanding and delegates authority to the chief executive to sign the document on behalf of the Southland District Council.

 

 

(Councillor Kremer withdrew from the table due to a conflict of interest.

 

 

9.2

Appointments to the Milford Community Trust

Record No: R/20/11/65318

 

Community Partnership Leader – Simon Moran was in attendance for this item.

 

Mr Moran advised that the purpose of the report was for Council to approve the appointment of Brad Johnstone and Tim Holland as trustees to the Milford Community Trust.

 

 

Resolution

Moved Cr Menzies, seconded Cr Scott and resolved:

That Council:

a)            Receives the report titled “Appointments to the Milford Community Trust” dated 12 November 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 appoint Brad Johnstone and Tim Holland as Trustees of the Milford Community Trust.

 

 

(Councillor Kremer returned to the table).

 

 

The meeting concluded at 11.43am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Council HELD ON WEDNESDAY 18 NOVEMBER 2020.

 

 

 

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

 

 

 

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