Notice is hereby given that a Meeting of the Services and Assets Committee will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Wednesday, 11 November 2020

9am

Council Chamber
15 Forth Street
Invercargill

 

Services and Assets Committee Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Ebel Kremer

 

 

Mayor Gary Tong

 

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

 

Group Manager, Services and Assets

Matt Russell

Committee Advisor

Fiona Dunlop

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 


Terms of Reference – Services and Assets Committee

 

TYPE OF COMMITTEE

Council standing committee

RESPONSIBLE TO

Council

SUBCOMMITTEES

None

LEGISLATIVE BASIS

Committee constituted by Council as per schedule 7, clause 30 (1)(a), LGA 2002.

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

MEMBERSHIP

The Services and Assets Committee is a committee of the whole Council.  The mayor and all the councillors will be members of the Services and Assets Committee. 

FREQUENCY OF MEETINGS

Six weekly or as required

QUORUM

Not less than seven members.

SCOPE OF ACTIVITIES

The Services and Assets Committee is responsible for ensuring that Council delivers its infrastructural asset based services in an effective and efficient manner that meets the needs of its communities and protects the investment that Council has in these assets.

The committee is responsible for overseeing the following Council activities:

•      transport

•      property management including community facilities, acquisitions and disposals (including land dealings)

•      forestry

•      water supply, wastewater and stormwater

•      solid waste management

•      flood protection

•      waste management

•      Te Anau airport

•      Stewart Island Electrical Supply Authority

•      Stewart Island Jetties and Riverton Harbour

•      water supply schemes.

DELEGATIONS

The Services and Assets Committee shall have the following delegated powers and be accountable to Council for the exercising of these powers:

Power to Act

The committee has the delegated authority to:

a)     assess and provide advice to Council on the strategic issues relating to the delivery of infrastructural asset services

b)    reviewing and recommending to Council strategies on how it should go about managing the delivery of the infrastructural asset services that it provides

c)     monitor the condition and performance capability of the infrastructural assets owned by Council so as to ensure that it protects its investment in these assets in accordance with accepted professional standards

d)     monitor the delivery of capital works projects and the implementation of the capital works programme

e)     monitor the delivery of operations and maintenance contracts

f)     approve and/or assign all contracts for work, services or supplies where those contracts relate to work within approved estimates.  Where the value of the work, services, supplies or business case or the value over the term of the contract is estimated to exceed $2 million a prior review and recommendation of the business case by the Finance and Assurance Committee is required.  The business case shall include as a minimum; risk assessment, a procurement plan and financial costings.  If there is a different recommendation from the Finance and Assurance Committee the matter will be referred to Council for a decision

g)     monitor the return on all Council’s investments including forestry

h)     monitor and track Council contracts and compliance with contractual specifications.

Power to Recommend

The Services and Assets Committee is responsible for considering and making recommendations to Council regarding:

a)     policies relating to the scope of activities of the Services and Assets Committee

b)     changes to Council’s adopted levels of service

c)     the dividend from the forestry business unit

FINANCIAL DELEGATIONS

Council authorises the following delegated authority of financial powers to Council committees in regard to matters within each committee’s jurisdiction.

Contract Acceptance:

            accept or decline any contract for the purchase of goods, services, capital works or other assets where the total value of the lump sum contract does not exceed the sum allocated in the Long Term Plan/Annual Plan and the contract relates to an activity that is within the scope of activities relating to the work of the Services and Assets committee

            accept or decline any contract for the disposal of goods, plant or other assets other than property or land.

Budget Reallocation

Committee is authorised to reallocate funds from one existing budget item to another.  Reallocation of this kind must not impact on current or future levels of service and must be:

            funded by way of savings on existing budget items

            within the jurisdiction of the committee

            consistent with the Revenue and Financing Policy.

LIMITS TO DELEGATIONS

Matters that must be processed by way of recommendation to Council include:

•      amendment to fees and charges relating to all activities

•      powers that cannot be delegated to committees as per the Local Government Act 2002 and sections 2.4 and 2.5 of this manual.

Delegated authority is within the financial limits in section 9 of this manual.

STAKEHOLDER RELATIONSHIPS

This committee shall maintain relationships including, but not limited to the following organisations:

             Community Boards

             Regional Land Transport Committee

             WasteNet

             FENZ (Fire and Emergency New Zealand)

The committee will also hear and receive updates to Council from these organisations, as required. 

CONTACT WITH MEDIA

The committee chairperson is the authorised spokesperson for the committee in all matters where the committee has authority or a particular interest.

Committee members do not have delegated authority to speak to the media and/or outside agencies on behalf of Council on matters outside of the board’s delegations.

The group manager services and assets will manage the formal communications between the committee and the people of the Southland District and for the committee in the exercise of its business. 

Correspondence with central government, other local government agencies or official agencies will only take place through Council staff and will be undertaken under the name of Southland District Council.

 


Services and Assets Committee

11 November 2020

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                7

2             Leave of absence                                                                                                                                                7

3             Conflict of Interest                                                                                                                                             7

4             Public Forum                                                                                                                                                         7

5             Extraordinary/Urgent Items                                                                                                                        7

6             Confirmation of Minutes                                                                                                                               7

Reports

7.1         Road Operations - September 2020                                                                                                      15

7.2         Services and Assets Programme Report                                                                                           29

7.3         Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for September 2020                                                                                                                                                43

7.4         Te Anau Wastewater Scheme Update to Committee                                                                 63

Public Excluded

Procedural motion to exclude the public                                                                                                         71

C8.1      Otago and Southland Three Waters Reform Update                                                                 71  


1             Apologies

 

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

 

2             Leave of absence

 

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

 

3             Conflict of Interest

 

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

 

4             Public Forum

Notification to speak is required by 12noon at least one clear day before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.

 

5             Extraordinary/Urgent Items

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

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

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

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

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

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

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

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

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

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

 

6             Confirmation of Minutes

6.1             Meeting minutes of Services and Assets Committee, 07 October 2020


 

Services and Assets Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Services and Assets Committee held in the Council Chamber, 15 Forth Street, Invercargill on Wednesday, 7 October 2020 at 9am. (9am – 10.44am) (PE 11.06am – 11.33am).

present

Chairperson

Ebel Kremer

 

Mayor Gary Tong (9am – 10.44am)

Councillors

Don Byars (9.03am – 10.44am, 11.06am – 11.33am)

 

John Douglas

 

Paul Duffy

 

Bruce Ford

 

George Harpur

 

Julie Keast

 

Christine Menzies

 

Karyn Owen

 

Margie Ruddenklau

 

Rob Scott

 

 

APOLOGIES

Councillor Frazer

Mayor Tong (early departure)

Councillor Menzies (early departure)

 

 

IN ATTENDANCE

Projects Delivery Manager – Nick Hamlin

Committee Advisor - Fiona Dunlop

 


1             Apologies

 

There were apologies for absence from Councillor Frazer and apologies for an early departures from Mayor Tong and Councillor Menzies.

 

Moved Chairperson Kremer, seconded Cr Ruddenklau and resolved:

That the Services and Assets Committee accept the 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

 

1.             Hilary Kelso of the Ardlussa Community Board addressed the meeting in support of report 7.1 Waikaia Forest Mountain Bike Trail Access.

 

(During public forum Councillor Byars joined the meeting at 9.03am.)

 

2.             Sam Ruddenklau a keen mountain biker addressed the meeting (via Zoom) in support of report 7.1 Waikaia Forest Mountain Bike Trail Access.

 

3.             Colleen Morton from Waikawa addressed the meeting in support of report 7.1 Waikaia Forest Mountain Bike Trail Access.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Chairperson Kremer, seconded Mayor Tong and resolved:

That the Services and Assets Committee confirms the minutes of the meeting held on 9 September 2020 as a true and correct record of that meeting.

 

 

 

 

Reports for Recommendation

 

 

7.1

Waikaia Forest Mountain Bike Trail Access

Record No: R/20/9/52000

 

Commercial Infrastructure Manager – Ashby Brown was in attendance for this item.

 

Mr Brown advised that the Ardlussa Community Board have expressed a desire to establish mountain bike trails in Council owned commercial Waikaia Forest. This report requests that the Services and Assets Committee endorse a change in access permission to allow public access to the Waikaia Forest for this purpose.

 

 

Resolution

Moved Chairperson Kremer, seconded Mayor Tong recommendations a to c, d and e both with additions (as indicated) and resolved:

That the Services and Assets Committee:

a)            receives the report titled “Waikaia Forest Mountain Bike Trail Access” dated 30 September 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)           authorises a change in access permission to Waikaia Forest to allow for public access, development and operation of mountain bike trails, conditional on formalising a variation in the agreement between IFS and Council and delegates authority to the Chief Executive to sign the agreement

 

e)            notes that if the committee endorses recommendation (d), it is proposed that a trust will then be formed to be responsible for the mountain bike trail activity, and a memorandum of understanding entered between Council and the trust and delegates authority to the Chief Executive to sign the memorandum of understanding.

 

 


 

Reports

 

 

8.1

Services and Assets Programme Report

Record No: R/20/9/52616

 

Project Delivery Manager – Nick Hamlin was in attendance for this item.

 

 

Resolution

Moved Cr Menzies, seconded Cr Scott and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Services and Assets Programme Report” dated 30 September 2020.

 

 

8.2

Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for August 2020

Record No: R/20/9/51489

 

Manager Operations, Water and Waste – Bill Witham was in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded Cr Douglas and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for August 2020” dated 30 September 2020.

 

 

8.3

Road Operations - August 2020

Record No: R/20/9/50571

 

Roading Engineer – Rob Hayes and Strategic Manager Transport – Hartley Hare were in attendance for this item.

 

 

Resolution

Moved Cr Scott, seconded Cr Menzies and resolved:

That the Services and Assets Committee:

a)            receives the report titled “Road Operations - August 2020” dated 30 September 2020.

 


 

 

Public Excluded

 

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

Resolution

Moved Chairperson Kremer, seconded Cr Keast and resolved:

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

C9.1 Mclean Road, Garston - Post February 2020 flood options report

C9.2 Contract 20/33 Lakefront Drive Watermain Upgrade - Te Anau 2020/2021

C9.3 Te Anau Wastewater Scheme Update to Committee

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

 

Mclean Road, Garston - Post February 2020 flood options report

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

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.

 

Contract 20/33 Lakefront Drive Watermain Upgrade - Te Anau 2020/2021

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.

 

Te Anau Wastewater Scheme Update to Committee

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

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 Interim Chief Executive – Ross McNeil, People and Capability Manager – Janet Ellis, Projects Delivery Manager – Nick Hamlin, Publications Specialist – Chris Chilton and Committee Advisor – Fiona Dunlop be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items C9.1 Mclean Road, Garston - Post February 2020 flood options report, C9.2 Contract 20/33 Lakefront Drive Watermain Upgrade - Te Anau 2020/2021 and C9.3 Te Anau Wastewater Scheme Update to Committee. 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 Roading Engineer Rob Hayes and Strategic Manager Transport – Hartley Hare be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C9.1 Mclean Road, Garston - Post February 2020 flood options report. 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 Senior Project Manager – Geoff Grey be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the item C9.3 Te Anau Wastewater Scheme Update to Committee. 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 10.44am.

 

(Mayor Tong left the meeting at 10.44am.)

 

The meeting adjourned for morning tea at 10.44am.

 

The meeting reconvened at 11.06am.

 

Councillor Kremer (Chair), Byars, Douglas, Duffy, Ford, Harpur, Keast, Menzies, Owen, Ruddenklau and Scott 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 11.33am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Services and Assets Committee HELD ON WEDNESDAY 7 OCTOBER 2020.

 

 

 

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

 

 

 

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

 


Services and Assets Committee

11 November 2020

 

Road Operations - September 2020

Record No:             R/20/10/59334

Author:                      Rob Hayes, Roading Engineer

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

Purpose

1        The purpose of this report is to update the committee on the progress of the major roading contracts and provide some context to the 2020/21 budget.

Executive summary

2        Maintenance spend across the three contracts totalled $3.74M to the end of September.

3        Emergency flood repairs to the end of September have totalled $1.75M and we are forecasting a total spend of approximately $2.0M.

4        The Otautau Tuatapere Road slip has been completed.

5        Remaining flood repair works Mclean Road and the Ellis Road rehabilitation have commenced. However works on Ellis Road have been put on hold as Environment Southland are undertaking flood protection work. Following completion of the flood protection scope, works will recommence on the road.

6        Customer Satisfaction; 165 Requests for Service (RFS), across the three Alliance contracts were received in September, compared to 106 in 2019/20, an increase of 59 or 36%. The majority of the service requests are linked to the snow and rain event in late September.

7        In relation to health and safety; 28 contractor safety audits were completed during September and 22 near misses were reported.

8        Activity performance:

·        metalling, 22,887m3 (40%) has been placed by the end of September of a total 2020/21 budget of 55,967m3.

·        grading, 3,277km (25%) have been graded by the end of September of a total 2020/21 budget of 13,600 km for the year.

 

Pavement rehabilitations

9        Package 1: Balfour Ardlussa Road Rehabilitation has been awarded to SouthRoads.

10      Package 2: Central Area Rehabilitations with sections on Otautau Nightcaps road, Argyle Otahuti and Fairfax Isla Bank Roads. Tender closes 27 October.

11      Package 3:  Otapiri Gorge Road Rehabilitation has been awarded to The Roading Company.

12      Package 4: Tokanui Gorge Road Highway is under review ready to tender next financial year 2021/22.

13      Fortrose Otara Road seal widening has been awarded to The Roading Company with construction works to commence mid-October.

Resurfacing

14      No resealing work has commenced for the season. Sites are currently being inspected and released by the Alliance teams in preparation for resurfacing. Seal design meetings will be undertaken in early to mid-October with the respective contractors.

Pavement marking

15      Downer have commenced marking sites delayed during lock down. Follow this they are programmed to remark our primary and secondary collector roads this season.

Bridges

16      Downer have completed all nine bridge installations on the Southern design and build package with road approaches and minor work to complete. We have added a tenth bridge to this contract at Horton Road, Tussock Creek.

17      SouthRoads have completed three bridge installations on the Northern Southland design and build package. These are at Dunrobin, Biggar and Fortune Roads with road approaches and minor work to complete. Bruce Road is under construction leaving six bridges (including contingency sites) to complete. These are still on track to be completed this construction season.

The New Bridge under construction at Bruce Road

The New Bridge under construction at Bruce Road

 

18      The Lake Monowai Road bridge over Pioneer Energy’s hydro canal is open traffic. The Bailey bridge has been removed and the final road reinstatement work can commence.

 

Recommendation

That the Services and Assets Committee:

a)            receives the report titled “Road Operations - September 2020” dated 3 November 2020.

 

 

Attachments

a             Waimea Alliance September A3

b             Central Alliance September A3

c             Foveaux Alliance September A3

d            Fulton Hogan H&S Report

e             SouthRoads H&S Report    

 



Services and Assets Committee

11 November 2020

 

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Services and Assets Committee

11 November 2020

 

Services and Assets Programme Report

Record No:             R/20/10/61837

Author:                      Nick Hamlin, Project Delivery Manager

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Summary

1        The CAMMS project system tracks all services and assets projects. This report seeks to update the status of these projects to the committee.

2        Please see the attached report for your information.

 

Recommendation

That the Services and Assets Committee:

a)            Receives the report titled “Services and Assets Programme Report” dated 3 November 2020.

 

Attachments

a             Services and Assets Programme Report 27 October 2020    

 


Services and Assets Committee

11 November 2020

 

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Services and Assets Committee

11 November 2020

 

Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for September 2020

Record No:             R/20/10/62249

Author:                      Bill Witham, Manager Contracts - Water and Waste

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                 Information

 

 

 

Background

1        Downer was awarded Contract 10/01 for delivery of water and wastewater services to Council for the Southland District.  The contract was awarded in 2010 for a maximum period of 12 years.

Purpose

2        The purpose of this report is to update the committee on the progress of this contract. 

Summary

3        KPI scoring was 100% for September 2020 which is an increase of 8% on the previous month.

Compliance (Drinking-water)

4        All drinking water compliance testing was completed and carried out as per New Zealand Drinking-water Standards.  All samples were absent of Escherichia Coli, thus meeting the required bacteriological standards.

Compliance (Environmental)

5        There were no non-compliant tests during September.

Operations and Maintenance

6        57 service request calls were received for September including 42 water, 8 rural water, 4 sewer, 1 stormwater.

Financial

7        There are no outstanding variations. 

Customer Service

8        There were 57 service requests received and none recorded as resolution time exceeded.    

Health and Safety

There were no safety incidents in September.

Quality Assurance

9        No non-conformance/opportunity for improvement reports were issued and no instances of rework or product failure during the month.

 

 

Recommendation

That the Services and Assets Committee:

a)            Receives the report titled “Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for September 2020” dated 3 November 2020.

Attachments

a             Downer Monthly Summary Report September 2020

b             Downer Monthly Report September 2020    

 


Services and Assets Committee

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Services and Assets Committee

11 November 2020

 

Te Anau Wastewater Scheme Update to Committee

Record No:             R/20/10/61838

Author:                      Geoff Gray, Senior Projects Manager

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To update the Services and Assets Committee on progress of the Te Anau Wastewater scheme project.

Executive summary

2        This reporting period covers activities on the Te Anau Wastewater project from 12 August 2020 to 21 September 2020.

 

Recommendation

That the Services and Assets Committee:

a)            Receives the report titled “Te Anau Wastewater Scheme Update to Committee” dated 3 November 2020.

 

Attachments

a             Te Anau Wastewater Scheme Report to Services and Assets Committee 21 October 2020    

 


Services and Assets Committee

11 November 2020

 

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Services and Assets Committee

11 November 2020

 

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

 

Recommendation

 

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

C8.1 Otago and Southland Three Waters Reform Update

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

Otago and Southland Three Waters Reform Update

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

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.