Date:                      

Time:

Meeting Room:

Venue:

Wednesday 24 June 2015

1pm

Council Chambers
15 Forth Street
Invercargill

Council

OPEN MINUTES FOR CONFIRMATION

Council

OPEN MINUTES

Mayor

Mayor Gary Tong

Deputy Mayor

Paul Duffy

Councillors

Lyall Bailey

Stuart Baird

Brian Dillon

Rodney Dobson

George Harpur

Julie Keast

Ebel Kremer

Gavin Macpherson

Neil Paterson

Moved Cr Keast, seconded Cr Macpherson and resolved that Council accept the apologies.

Moved Cr Keast, seconded Cr Kremer and resolved that Council granted a leave of absence to Cr Dobson from 3 June 2015 to 12 July 2015.

9.5

Minutes of the Browns Community Development Area Subcommittee Meeting dated 26 November 2014

Record No:    R/15/5/8770

Resolution

Moved Cr Dobson, seconded Cr Kremer 

and resolved that the Council receives the Minutes of the Browns Community Development Area Subcommittee Meeting dated 26 November 2014 as information.

9.6

Minutes of the Colac Bay Community Development Area Subcommittee Meeting dated 20 November 2014

Record No:    R/15/5/8765

Resolution

Moved Cr Dobson, seconded Cr Kremer 

and resolved that the Council receives the Minutes of the Colac Bay Community Development Area Subcommittee Meeting dated 20 November 2014 as information.

9.7

Minutes of the Limehills/Centre Bush Community Development Area Subcommittee Meeting dated 27 November 2014

Record No:    R/15/5/8801

Resolution

Moved Cr Dobson, seconded Cr Kremer 

and resolved that the Council receives the Minutes of the Limehills/Centre Bush Community Development Area Subcommittee Meeting dated 27 November 2014 as information.

9.8

Minutes of the Riverton/Aparima Community Board Meeting dated 2 February 2015

Record No:    R/15/5/8738

Resolution

Moved Cr Dobson, seconded Cr Kremer 

and resolved that the Council receives the Minutes of the Riverton/Aparima Community Board Meeting dated 2 February 2015 as information.

9.9

Minutes of the Riverton/Aparima Community Board Meeting dated 16 March 2015

Record No:    R/15/5/8730

Resolution

Moved Cr Dobson, seconded Cr Kremer 

and resolved that the Council receives the Minutes of the Riverton/Aparima Community Board Meeting dated 16 March 2015 as information.

9.10

Minutes of the Riverton Harbour Subcommittee Meeting dated 9 February 2015

Record No:    R/15/5/8725

Resolution

Moved Cr Dobson, seconded Cr Kremer 

and resolved that the Council receives the Minutes of the Riverton Harbour Subcommittee Meeting dated 9 February 2015 as information.

9.11

Minutes of the Thornbury Community Development Area Subcommittee Meeting dated 18 November 2014

Record No:    R/15/5/8747

Resolution

Moved Cr Dobson, seconded Cr Kremer 

and resolved that the Council receives the Minutes of the Thornbury Community Development Area Subcommittee Meeting dated 18 November 2014 as information.

9.12

Minutes of the Orepuki Community Development Area Subcommittee Meeting dated 25 November 2014

Record No:    R/15/5/8804

Resolution

Moved Cr Dobson, seconded Cr Kremer 

and resolved that the Council receives the Minutes of the Orepuki Community Development Area Subcommittee Meeting dated 25 November 2014 as information.

9.13

Minutes of the Eastern Bush/Otahu Flat Water Supply Subcommittee Meeting dated 20 June 2014

Record No:    R/15/5/8741

Resolution

Moved Cr Harpur, seconded Cr Baird 

and resolved that the Council receives the Minutes of the Eastern Bush/Otahu Flat Water Supply Subcommittee Meeting dated 20 June 2014 as information.

9.14

Minutes of the Eastern Bush/Otahu Flat Water Supply Subcommittee Meeting dated 21 November 2014

Record No:    R/15/5/8748

Resolution

Moved Cr Harpur, seconded Cr Baird 

and resolved that the Council receives the Minutes of the Eastern Bush/Otahu Flat Water Supply Subcommittee Meeting dated 21 November 2014 as information.

9.15

Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 11 November 2014

Record No:    R/15/5/8742

Resolution

Moved Cr Baird, seconded Cr Dobson 

and resolved that the Council receives the Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 11 November 2014 as information.

9.16

Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 14 August 2014

Record No:    R/15/5/8753

Resolution

Moved Cr Baird, seconded Cr Dobson 

and resolved that the Council receives the Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 14 August 2014 as information.

9.17

Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 17 February 2015

Record No:    R/15/5/8711

Resolution

Moved Cr Baird, seconded Cr Dobson 

and resolved that the Council receives the Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 17 February 2015 as information.

9.18

Minutes of the Ohai Community Development Area Subcommittee Meeting dated 17 February 2015

Record No:    R/15/5/8710

Resolution

Moved Cr Baird, seconded Cr Dobson 

and resolved that the Council receives the Minutes of the Ohai Community Development Area Subcommittee Meeting dated 17 February 2015 as information.

9.19

Minutes of the Ohai Community Development Area Subcommittee Meeting dated 18 November 2014

Record No:    R/15/5/8745

Resolution

Moved Cr Baird, seconded Cr Dobson 

and resolved that the Council receives the Minutes of the Ohai Community Development Area Subcommittee Meeting dated 18 November 2014 as information.

9.20

Minutes of the Ohai Community Development Area Subcommittee Meeting dated 21 August 2014

Record No:    R/15/5/8752

Resolution

Moved Cr Baird, seconded Cr Dobson 

and resolved that the Council receives the Minutes of the Ohai Community Development Area Subcommittee Meeting dated 21 August 2014 as information.

9.21

Minutes of the Ohai-Nightcaps-Wairio Water Supply Subcommittee Meeting dated 17 February 2015

Record No:    R/15/5/8704

Resolution

Moved Cr Baird, seconded Cr Dobson 

and resolved that the Council receives the Minutes of the Ohai-Nightcaps-Wairio Water Supply Subcommittee Meeting dated 17 February 2015 as information.

9.22

Minutes of the Ohai-Nightcaps-Wairio Water Supply Subcommittee Meeting dated 11 November 2014

Record No:    R/15/5/8744

Resolution

Moved Cr Baird, seconded Cr Dobson 

and resolved that the Council receives the Minutes of the Ohai-Nightcaps-Wairio Water Supply Subcommittee Meeting dated 11 November 2014 as information.

9.23

Minutes of the Otautau Community Board Meeting dated 29 January 2015

Record No:    R/15/5/8715

Resolution

Moved Cr Baird, seconded Cr Dobson 

and resolved that the Council receives the Minutes of the Otautau Community Board Meeting dated 29 January 2015 as information.

9.24

Minutes of the Otautau Community Board Meeting dated 5 March 2015

Record No:    R/15/5/8728

Resolution

Moved Cr Baird, seconded Cr Dobson 

and resolved that the Council receives the Minutes of the Otautau Community Board Meeting dated 5 March 2015 as information.

9.25

Minutes of the Otautau Community Board Meeting dated 11 December 2014

Record No:    R/15/5/8749

Resolution

Moved Cr Baird, seconded Cr Dobson 

and resolved that the Council receives the Minutes of the Otautau Community Board Meeting dated 11 December 2014 as information.

9.26

Minutes of the Tuatapere Community Board Meeting dated 27 January 2015

Record No:    R/15/5/8713

Resolution

Moved Cr Harpur, seconded Cr Baird 

and resolved that the Council receives the Minutes of the Tuatapere Community Board Meeting dated 27 January 2015 as information.

9.27

Minutes of the Tuatapere Community Board Meeting dated 3 March 2015

Record No:    R/15/5/8716

Resolution

Moved Cr Harpur, seconded Cr Baird 

and resolved that the Council receives the Minutes of the Tuatapere Community Board Meeting dated 3 March 2015 as information.

9.28

Minutes of the Winton Community Board Meeting dated 2 February 2015

Record No:    R/15/5/8717

Resolution

Moved Cr Bailey, seconded Cr Paterson 

and resolved that the Council receives the Minutes of the Winton Community Board Meeting dated 2 February 2015 as information.

9.29

Minutes of the Winton Community Board Meeting dated 16 March 2015

Record No:    R/15/5/8719

Resolution

Moved Cr Bailey, seconded Cr Paterson 

and resolved that the Council receives the Minutes of the Winton Community Board Meeting dated 16 March 2015 as information.

9.30

Minutes of the Winton Community Board Meeting dated 15 December 2014

Record No:    R/15/5/8768

Resolution

Moved Cr Bailey, seconded Cr Paterson 

and resolved that the Council receives the Minutes of the Winton Community Board Meeting dated 15 December 2014 as information.

9.31

Minutes of the Manapouri Community Development Area Subcommittee Meeting dated 17 February 2015

Record No:    R/15/5/8566

Resolution

Moved Cr Kremer, seconded Cr Keast 

and resolved that the Council receives the Minutes of the Manapouri Community Development Area Subcommittee Meeting dated 17 February 2015 as information.

9.32

Minutes for Confirmation by Council

Record No:    R/15/5/8527

Moved Cr Macpherson, seconded Cr Kremer

Recommendation

and resolved that the Council receives the Minutes of the Lumsden Community Development Area Subcommittee dated 16 February 2015 as information.

7.1

Alfresco Dining Policy

Record No:    R/15/5/8698

1        This reports requested Council approve the draft Alfresco Dining Policy.  The policy would supersede Council’s current Alfresco Type Dining Policy (2003) and would enable Council to regulate this activity and apply appropriate charges to businesses which offered alfresco dining. 

2        The Alfresco Dining Policy would allow Council to regulate alfresco dining and charge fees in relation to this activity.  Approving the policy would enable Council to implement the fees and charges included in the draft Schedule of Fees and Charges. 

3        The adoption of the draft Schedule of Fees and Charges would occur separately, as part of the Long Term Plan 2015-2025 process.  If the draft Schedule of Fees and Charges was adopted it would take effect from 1 July 2015. 

4        Ms Dytor advised the draft Alfresco Dining Policy was considered by the Policy Review Committee at its meeting on 1 April 2015.  At this meeting, the Policy Review Committee recommended that the policy apply throughout the District and that Community Boards and Community Development Area Subcommittees had discretion in choosing whether or not to apply fees.

Ms Dytor outlined an amendment raising the issue of whether or not Community Boards and Community Development Area Subcommittees should be consulted for every license application.  Council agreed to this amendment.

Resolution

Moved Cr Dobson, seconded Cr Dillon 

and resolved that the Council:

a)         Receives the report titled “Alfresco Dining Policy” dated 18 May 2015.

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)         Adopts the draft Alfresco Dining Policy.

8.1

Dog Control - Extension of Consultation Period

Record No:    R/15/5/8212

The purpose of this report was to ask Council to authorise the extension of the consultation period on the draft Dog Control Policy 2015 and draft Dog Control Bylaw 2015.

2        On 18 March 2015 Council adopted the draft Dog Control Policy 2015 and draft Dog Control Bylaw 2015, and publicly notified and invited submissions on the proposal.

Some Community Board submissions proposed significant changes to their local dog access rules.  Council’s solicitor had recommended that the period of consultation was extended to allow the opportunity for submissions to be made on the significant changes to the dog access rules.

Resolution

Moved Cr Kremer, seconded Cr Paterson  

and resolved that the Council:

a)         Receives the report titled “Dog Control - Extension of Consultation Period” dated 27 May 2015.

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 it considers that issues raised by Community Boards and Community Development Area Subcommittees and other submitters during the initial consultation process are of a nature and scale that further consultation is appropriate and necessary , although this does not mean that the Council has necessarily agreed to adopt all or any of these changes at this stage.

e)         Adopts the updated statement of proposal and summary of information concerning the draft Dog Control Policy and Bylaw - Attachment A.

f)          Directs that the updated statement of proposal, summary of information and a description of how persons interested in the proposal can present their views to Council be publicly available at all Council offices libraries and on the Council’s website for a period of not less than one month.

g)         Publicly notifies and invites submissions on the proposal commencing Saturday, 6 June 2015 and closing at 5.00 pm on Monday, 6 July 2015.

h)         Sets the period of Monday and Tuesday, 3 and 4 August 2015, to hear any person who wishes to present his or her views to Council.

8.2

Road Stopping - Factory Road Thornbury

Record No:    R/15/4/7685

The purpose of this report was to ask Council to authorise the issue a final notice to stop a portion of road.

At Councils meeting on 6 August 2014 it agreed to stop a portion of Factory Road at Thornbury.  This had gone through the relevant processes and Council was now required to issue a final public notice that the road was stopped.

Resolution

Moved Cr Dobson, seconded Cr Dillon  

and resolved that the Council:

a)         Receives the report titled “Road Stopping - Factory Road Thornbury” dated 11 May 2015.

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 pursuant to Section 4 of the Tenth Schedule to the Local Government Act 1974 resolves to publish a notice that Sections 1 and 2 SO 480871 are stopped and shall thereafter cease to be road.

e)         Resolves that Section 1 SO 480871 be sold to the adjoining owner, Slinkskins Limited and be amalgamated with CFR 6B/259.

f)          Resolves that Section 2 SO 480871 be reserved as a Local Purpose Reserve and be held together with the adjoining existing reserve being Lot 3 DP 10413.

8.3

Management Report

Record No:    R/15/5/8813

Mr Ruru outlined the following main points from his report:

Regional Development Strategy

Work was continuing with the Regional Development Strategy Project.

The Steering Committee had now met on a number of occasions with the main focus being on developing an overall framework for the strategy document itself and agreeing on the priorities which should be included in the strategy.

The contractor assisting with development of the Strategy was undertaking a number of stakeholder interviews. This process was being undertaken to test the Steering Group thinking to date and to ensure that it received input from a wide cross section of the community.

At this stage the Steering Group remained on target to have a draft strategy produced by the end of June.

Haast Hollyford Road

At its meeting on 22 April 2015, Council passed resolutions acknowledging that the development of the proposed Haast Hollyford Road was a project that potentially had merit.  Council also identified that it wanted to undertake a community consultation process to enable it to develop an understanding of the range of views that might exist on the project.

In accordance with the resolutions passed at that meeting, officers had written to
Haast Hollyford Highway Ltd (HHHL) seeking clarification as to the range of information, relative to the April 2013 Activities Performance Audit Committee (APAC) resolutions, that they were able to provide and the timeframes within which the information might be able to be provided.  The letter also made it clear that officers were happy to meet with HHHL to discuss the process that they envisaged being followed to consider and subsequently make decisions on the project.  Mr Ruru advised he had not yet received a response from HHHL.

Earthquake-prone Buildings

The Minister for Building and Housing had recently outlined a number of changes to the previously announced Earthquake-prone Buildings Regime.

The timeframes for assessing and then upgrading earthquake-prone buildings was to be changed to reflect the level of risk in different localities.

Different localities were to be categorised into low, medium and high seismic risk areas.  For much of Southland, it appeared that most of our communities would be categorised into either the low or medium risk zones.  The timeframes for assessment of buildings in the medium zone will be 10 years and 15 years for low risk zones. 
The timeframe within which the upgrading of buildings would need to be completed was lengthened to 25 and 35 years for the medium and low risk zones respectively.  Education and emergency management buildings would need to be upgraded within half the timeframes for the zone within which they were located.

The range of buildings which would need to be assessed under the regime was also to be reduced so as to exclude farm buildings, retaining walls, fences, monuments, wharves, bridges, tunnels and storage tanks.

The Select Committee was expected to report back to Parliament on the Bill by July with passage of the Act expected to be completed later this calendar year. 
Officers would continue to monitor the passage of the legislative amendments through Parliament.

Southern NZ Cruise Strategy

Work was underway to develop a Southern NZ Cruise Strategy.  The strategy would identify the opportunities which might exist to maximise the benefits of visiting cruise ships for Southland’s communities and economy.  As part of this process, the strategy would look at the current and future challenges which act as barriers to maximising the benefit of the industry including an assessment of the costs and levies associated with visiting Southland now.

A request for proposals for development of the strategy had been released and it was hoped that much of the work would be able to be completed by the end of June.

Te Anau Wastewater

The first meeting of the Te Anau Wastewater Discharge Project Committee would be held on 17 June 2015.

Resolution

Moved Cr Kremer, seconded Cr Dillon 

and resolved that the Council:

a)         Receives the report titled “Management Report” dated 22 May 2015.

8.4

Building Consents and Values for April 2015

Record No:    R/15/5/7755

Resolution

Moved Cr Paterson, seconded Cr Keast 

and resolved that the Council:

a)         Receives the report titled “Building Consents and Values for April 2015” dated 03 June 2015.

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.

8.5

Council Action Sheet

Record No:    R/15/5/8750

Council reviewed the items on the action sheet, highlighting several items to be deleted.

Resolution

Moved Deputy Mayor Duffy, seconded Cr Macpherson 

and resolved that the Council:

a)         Receives the report titled “Council Action Sheet” dated 03 June 2015.

b)         Determines that this matter or decision be recognised not 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.

9.1

Adoption of Southland District Council Speed Limits Bylaw 2015

Record No:    R/15/4/7502

1        The purpose of this report was to adopt the Southland District Council Speed Limits Bylaw 2015.

The Speed Limits Bylaw was to put into effect a legal means of controlling vehicle speeds within the roading environment.

3        The Speed Limits Bylaw focused solely on regulatory speed limits within the townships of the district, but it also covered all roads within the Southland District Council region.

Resolution

Moved Deputy Mayor Duffy, seconded Cr Kremer 

and resolved that the Council:

a)         Receives the report titled “Adoption of Southland District Council Speed Limits Bylaw 2015” dated 26 May 2015.

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)         That the submissions on the Southland District Council Speed Limits Bylaw 2015 be received and that action should be taken as recommended in the submission summary detailed within this report that forms part of the agenda.

e)         That Council adopts the Southland District Council Speed Limits Bylaw 2015 in line with (b) above.

f)          That as many copies of the Bylaw as so made and confirmed be executed under seal by the Council as required from time to time.

g)         That in accordance with Section 157 of the Local Government Act 2002 public notice be given of adoption of the Bylaw advising:

            (i)         That the Bylaw will come into force on 1 July 2015.

(ii)    That copies of the Bylaw may be inspected without fees at all Council offices.

            (iii)       That copies of the Bylaw may be obtained upon payment of a                      reasonable charge.

9.2

Remits to LGNZ Annual General Meeting 2015

Record No:    R/15/5/8106

The purpose of this report was to consider two remits proposed by Palmerston North City Council to the LGNZ Annual General Meeting to be held in July 2015.  Council needed to consider whether it would support these remits or not.

Council determined it did not support the proposed remits.

Crs Duffy and Macpherson noted they were not in favour of the first remit on the Plastic Shopping Bags Levy; and were against the second remit of prohibition on smoking outside cafes, restaurants and bars.

Resolution

Moved Cr Baird, seconded Cr Kremer 

and resolved that the Council:

a)         Receives the report titled “Remits to LGNZ Annual General Meeting 2015” dated 26 May 2015.

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)         Determines to not support the proposed remits by Palmerston North City Council.

9.3

Confirmation of Membership of Te Anau Wastewater Discharge Project Committee

Record No:    R/15/5/8318

1        This report outlined that at its meeting on 18 March 2015 that the Council resolved:

d)         Adopt the Terms of Reference (r/15/2/3989) for the formation of a
Te Anau Wastewater Discharge Project Committee.

e)         Appoint Cr Ebel Kremer from the Mararoa Waimea Ward as a member of the Te Anau Wastewater Discharge Project Committee.

f)          Appoint Cr Lyall Bailey as the Councillor from outside the Mararoa Waimea Ward as a member of the Te Anau Wastewater Discharge Project Committee.

g)         Appoint Mayor Gary Tong as Chairman of the Te Anau Wastewater Discharge Project Committee.

2        Subsequent to the Council meeting, reports were prepared for the Te Anau Community Board and for the Manapouri Community Development Subcommittee recommending they nominate two members each to serve on the Project Committee.

3        The reports considered at the respective meetings included commentary on conflicts of interest.  The report pointed out that “In identifying potential representatives for the Te Anau Wastewater Project Committee it is appropriate that the (Community Board or Subcommittee) give consideration to potential conflicts of interest that individual members might have.”

Cr Macpherson asked if there would be a conflict of interest with any of the new members.  Mr Ruru advised he had received an assurance from Mr Youldon that he would approach the matter with an open mind and without bias.

Cr Duffy asked whether the same assurance had been received from Mrs Mouat, the answer was no.

Council confirmed the additional members of the Te Anau Wastewater Project Committee be members Rachel Cockburn and Mark Deaker, Te Anau Community Board and members, Shirley Mouat and Allan Youldon, Manapouri Community Development Subcommittee and Don Mowat representing Te Ao Mārama Incorporated.

Resolution

Moved Cr Baird, seconded Cr Dobson 

and resolved that the Council:

a)         Receives the report titled “Confirmation of Membership of Te Anau Wastewater Discharge Project Committee” dated 22 May 2015.

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)         Confirms the additional members of the Te Anau Wastewater Project Committee be members Rachel Cockburn and Mark Deaker, Te Anau Community Board and members, Shirley Mouat and Allan Youldon, Manapouri Community Development Subcommittee and Don Mowat representing Te Ao Mārama Incorporated.

9.4

Amendment to Standing Orders

Record No:    R/15/5/8617

1        The purpose of this report was to ask Council to consider an amendment to its Standing Orders to allow for the attendance by audio or audio-visual link of elected members and members of the public, following changes to the Local Government Act 2002 Amendment Act 2014.

2        Mrs Pagan explained the Local Government Act 2002 (LGA) Amendment Act 2014 introduced a new Clause 25A: Attendance at meetings by audio link or audio-visual link, to Schedule 7, thus allowing for the use of such technology in Council and committee meetings.

3        The technology must be of good quality so all those participating can be heard. 
The chair must be satisfied all other conditions of the Standing Orders are met, including quorums.

4        Adopting the proposed clause allows for remote access to meetings, which would be valuable for Council considering the size of the District and distribution of councillors.

Mrs Pagan advised one important point of the changes to note was that elected members were not counted in the quorum as they were not present in the room, but could still vote.

Resolution

Moved Deputy Mayor Duffy, seconded Cr Kremer 

and resolved that the Council:

a)         Receives the report titled “Amendment to Standing Orders” dated
18 May 2015.

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 inclusions of Sections 2.19 and 2.20 in Southland District Council’s Standing Orders (Attachment A that formed part of the agenda).

e)         Notes the consequential amendment to Section 3.17.2 (Attachment A that formed part of the agenda).

f)          Adopts the amended Southland District Council Standing Orders.

Resolution

Moved Cr Dillon, seconded Cr Paterson 

and resolved that the public be excluded from the following part(s) of the proceedings of this meeting.

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:

Appointment of non-elected member for Venture Southland Joint Committee

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

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.

Public Excluded Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 17 February 2015

s48(1)(d) - Check to make report confidential.

That the exclusion of the public from the part of the meeting is necessary to enable the local authority to deliberate in private on its decision or recommendation.

Public Excluded Minutes of the Nightcaps Community Development Area Subcommittee Meeting dated 14 August 2014

s48(1)(d) - Check to make report confidential.

That the exclusion of the public from the part of the meeting is necessary to enable the local authority to deliberate in private on its decision or recommendation.

Public Excluded Minutes of the Winton Community Board Meeting dated 2 February 2015

s48(1)(d) - Check to make report confidential.

That the exclusion of the public from the part of the meeting is necessary to enable the local authority to deliberate in private on its decision or recommendation.

Public Excluded Minutes of the Winton Community Board Meeting dated 16 March 2015

s48(1)(d) - Check to make report confidential.

That the exclusion of the public from the part of the meeting is necessary to enable the local authority to deliberate in private on its decision or recommendation.

Public Excluded Minutes of the Winton Community Board Meeting dated 15 December 2014

s48(1)(d) - Check to make report confidential.

That the exclusion of the public from the part of the meeting is necessary to enable the local authority to deliberate in private on its decision or recommendation.

Te Anau Basin Water Supply Subcommittee

OPEN MINUTES

Chairperson

Keith Thompson

Ramparts Scheme

Deputy Chairperson

Murray Hagen

Mt York Scheme

Members

Henry Douglas

Takitimu Scheme

Bill Hunter

Homestead Scheme

Graham Johnston

Kakapo Scheme

Rex Millar

Princhester Scheme

Graeme Mulligan

Landcorp

Ray Tibbles

Landcorp Representative

Area Officer,

Te Anau

Jenny Labruyère

Operations Manager, Water & Waste Services

Bill Witham

Operations Technician, Water & Waste Services

Matthew Keil

Contracts Administrator, Water & Waste Services

Joe Findley

Resolution

Moved by G Johnston, seconded by H Douglas  

That the minutes of Te Anau Basin Water Supply Subcommittee meeting held on, 25 November 2014 be confirmed.

7.1

Transfer of Action Sheet to InfoCouncil

Record No:    R/15/2/3852

Items arising from the Action Sheet included;

1.0       Newsletter:

Members were advised the newsletter was distributed within the Council’s December “First Edition”.  Member Tibbles agreed to forward by email a copy of the newsletter to all Landcorp Managers within the Te Anau Basin Water Supplies.

Members requested a newsletter be distributed annually in November to all rural mail delivery recipients in the Te Anau Basin.

2.0       Takitimu Scheme – Gillespie Rd:

Mr Keil advised the contractor has conceded repair work carried out last year  has been unsuccessful, on  a section along Gillespie Road.  The contractor has taken the responsibility to revisit the work before the end of March 2015 at no further cost to Council.

3.0       Electrical Variances:

Staff advised these investigations will be carried out once the LTP is released for public consultation and will report back to the subcommittee.

Resolution

Moved by H Douglas, seconded by W Hunter 

That the Te Anau Basin Water Supply Subcommittee:

a)         Receives the report titled “Transfer of Action Sheet to Infocouncil” dated 25 February 2015.

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

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

d)         Notes the comments from staff on matters relating to the action points presented at the meeting.

7.2

Works and Finance Report to Te Anau Basin Water Supply Subcommittee for the period ended 31 December 2014

Record No:    R/15/1/1843

The Works and Finance for the report ended 31 December 2014 for the Te Anau Basin Water Supply Subcommittee, was tabled.

Issues noted by the subcommittee included;

• The Homestead contract is almost completed with tank installation on this scheme to be completed by Downers within a timely manner.  The Operations  Manager advised the overspend on the Homestead Scheme was due to tree issues which have been identified and corrected.

• The Mount York project has been deferred as Downers has given assurance tanks are in good order and are not requiring work in the meantime.

Resolution

Moved by G Johnston, seconded by R Millar 

That the Te Anau Basin Water Supply Subcommittee:

a)    Receives the report titled “Works and Finance Report to Te Anau Basin Water Supply Subcommittee for the period ended 31 December 2014” dated 03 March 2015.

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.

Resolution

Moved by H Douglas, seconded by M Hagen 

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

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

Contract 15/01 - Takitimu Rising Watermain Renewal

s7(2)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Public Excluded Minutes of the Te Anau Basin Water Supply Subcommittee Meeting dated 25 November 2014

s7(2)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

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

OPEN MINUTES

Mayor

Mayor Gary Tong

Deputy Mayor

Paul Duffy

Councillors

Lyall Bailey

Stuart Baird

Brian Dillon

Rodney Dobson

Bruce Ford

George Harpur

Julie Keast

Ebel Kremer

Gavin Macpherson

Neil Paterson

Moved Cr Kremer, seconded Cr Macpherson

and resolved that Council accept the apology.

Moved Cr Paterson, seconded Cr Bailey

and resolved that Council approve the application for leave of absence from
Cr Douglas to 8 June 2015.

7.2

Draft Submission to Rules Reduction Taskforce

Record No:    R/15/4/6996

1        Mr Halligan advised a draft submission had been prepared to the Government’s Rules Reduction Taskforce.  Council was being asked to consider this draft submission and whether it was comfortable with this submission, subject to any amendments which it may require, before this was sent to the Taskforce.

Mr Halligan explained the Government had initiated the Rules Reduction Taskforce, with a key aim being to seek to focus on regulatory requirements which may impose additional costs and delays to development activities for little or no added value. 
This work stream had arisen from the Government’s initiatives to seek to manage housing affordability and assist with increasing the supply of housing.

3        An opportunity existed for the Southland District Council to lodge a submission to the Taskforce until 1 June 2015.

Mr Halligan advised he would amend the submission to reflect recent Building Act announcements.

Mayor Tong remarked that he understood there had been quite a few submissions put forward by builders.

Councillors expressed concerns about the costs and process relating to health and safety compliance.  Mr Halligan expressed discomfort with any Council submission content opposing health and safety being on the national stage and particularly so in his capacity as chair of the Council's health and safety committee.  He queried whether it was appropriate that Council be advocating at a national level against health and safety compliance; and suggested alternative content whereby Council strongly supports the principles of health and safety but suggests that the regulatory regime should reflect relative levels of risk.  Councillors agreed with this approach, asking Mr Halligan make the necessary changes to its submission. 

Mr Halligan advised he would email the amended draft to Crs asking for further feedback.

Resolution

Moved Cr Bailey, seconded Deputy Mayor Duffy 

and that the Council:

a)         Receives the report titled “Draft Submission to Rules Reduction Taskforce” dated 8 May 2015.

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 the Group Manager - Environment and Community to forward the submission to the Taskforce before the closing date of 1 June 2015. 

Recommendation

Moved Cr Ford, seconded Cr Dillon

and resolved that the Meeting minutes of Council, 22 April 2015 be confirmed as true and correct record.

7.1

Disqualification from owning a dog - Objection from Frederick John McCullough

Record No:    R/15/4/6825

The purpose of this report was to ask Council to determine Mr F J McCullough’s objection to disqualification from owning a dog. 

2        On 23 March 2015, the Group Manager Environment and Community disqualified
Mr McCullough, of 5 Bolton Street, Orepuki, from owning a dog until 23 March 2018, in accordance with Section 25 of the Dog Control Act 1996. 

3        Mr McCullough had objected to the disqualification, and was entitled to appear before the Council and speak in support of the objection.

At the time of the hearing, Mr McCullough had not made an appearance.

Mr Sarfaiti outlined the incident and repeat offending.  Council was advised that
Mr McCullough had shown considerable irresponsibility in dog ownership in repeatedly offending under the Act.  Despite a number of visits from Animal Control staff encouraging Mr McCullough to be responsible, he had failed to do so. 
In upholding the disqualification, the Orepuki community would be protected.

Council supported the report’s recommendations, agreeing to uphold the disqualification.   

Resolution

Moved Deputy Mayor Duffy, seconded Cr Kremer 

and resolved that the Council:

a)         Receives the report titled “Disqualification from owning a dog - Objection from Frederick John McCullough” dated 12 May 2015.

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)         Upholds the decision to disqualify Mr Frederick John McCullough and gives notice of this decision to Mr McCullough in accordance with Section 26(4) of the Dog Control Act 1996. 

7.3

Long Term Plan 2015-2025 - Public Consultation and Feedback

Record No:    R/15/4/7409

1          The purpose of this report was to set out the public submissions and informal feedback received during Council’s Long Term Plan public consultation period
21 March - 21 April 2015. 

2          Council adopted the consultation document for Southland District Council’s
10 Year Plan “Working together for Southland’s future” on 18 March 2015 and public consultation on the consultation document and supporting information occurred from 21 March to 21 April 2015.  120 submissions were received which had been compiled into a separate submissions booklet and made publicly available.  As part of the public consultation process, Council also ran six drop in sessions whereby elected members received informal feedback, as well as receiving feedback via social media.

Resolution

Moved Cr Dillon, seconded Cr Dobson 

and resolved that the Council:

a)         Receives the report titled “Long Term Plan 2015-2025 - Public Consultation and Feedback” dated 12 May 2015.

b)         Receives the public submissions received on the Long Term Plan
2015-2025 including the four late submissions. 

c)         Receives the informal feedback received at the six drop-in sessions held throughout the District and received via social media during the Long Term Plan 2015-2025 consultation period. 

7.4

Council Officers' Amendments to the Long Term Plan 2015-2025 and Supporting Information Documents

Record No:    R/15/4/7408

1       This report proposed changes to the draft Long Term Plan 2015-2025 (LTP) and/or supporting information as requested by Council officers for the purposes of accuracy or clarification.  It also provided an update around New Zealand Transport Authority (NZTA) funding. 

The recommended amendments had been incorporated into the key issues papers under cover of a separate Council report. 

Resolution

Moved Cr Baird, seconded Cr Keast  

and resolved that the Council:

a)         Receives the report titled “Council Officers' Amendments to the Long Term Plan 2015-2025 and Supporting Information Documents” dated
12 May 2015.

7.5

Long Term Plan 2015-2025 - Key Issues and Funding Requests

Record No:    R/15/4/7096

This report provided for decisions on key issues and funding requests. 

Council officers had prepared a draft Long Term Plan along with other information to support the development of a consultation document “Working together for Southland’s Future” that was adopted by Council on 18 March 2015. 
Public consultation on the consultation document and supporting information occurred from 21 March to 21 April 2015 and 120 submissions were received.  In addition, comments were received via informal feedback at the drop in sessions and through social media.

Resolution

Moved Cr Kremer, seconded Cr Ford 

and resolved that the Council:

a)         Receives the report titled “Long Term Plan 2015-2025 - Key Issues and Funding Requests” dated 12 May 2015.

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)         Notes the recommendations in the following appendices:

i)       Appendix 1:  Strategies, Financial Issues and Rating

ii)      Appendix 2:  NZTA Investment Programme

iii)     Appendix 3:  Maintaining Roads and Levels of Service

iv)     Appendix 4:  Roading Rate Model

v)      Appendix 5:  Sealing the Catlins Road

vi)     Appendix 6:  Funding Infrastructure and Depreciation

vii)    Appendix 7:  Rating Differential

viii)   Appendix 8:  Fees and Charges

ix)     Appendix 9:  Funding and Grant Requests

x)      Appendix 10:  Around the Mountains Cycle Trail

xi)     Appendix 11:  Curio Bay Wastewater Project

xii)    Appendix 12:  Manapouri Wastewater Disposal

xiii)   Appendix 13: District and Local issues and comments

xiv)   Appendix 14:  Operational Matters

xv)    Appendix 15:  Performance Measures

e)         Notes that submissions that relate to operational matters such as maintenance or renewal works, requests for more information, for reviews and changes to programmes or projects, have been provided to relevant officers and will be considered alongside existing work programmes and actioned as appropriate. 

f)          Indicates any other amendments it wishes to make to the draft Long Term Plan 2015-2025.

7.6

Appendix 1:  Strategies, Financial Issues and Rating

Record No:    R/15/4/6296

A number of submissions were received in relation to Council’s Financial Strategies and Policies and on Council’s Infrastructure Strategy. 

Both Council’s Infrastructure Strategy and Council’s Financial Strategy were adopted by Council on 18 March 2015.  These documents provided a broad overview of how Council would manage its finances and infrastructure.  They provided the overarching framework for Council’s Asset Management Plans, Activity Profiles and financial policies including the Revenue and Financing Policy. 

The Revenue and Financing Policy stated Council’s policies on funding operating and capital expenditure.  Council consulted on its Revenue and Financing Policy as part of a separate consultation process which ran in parallel with the Long Term Plan
2015-2025 consultation. 

The draft Revenue and Financing Policy summarised Council’s intended funding sources and explained operating expenses and capital expenditure for each activity.  The draft policy covered all intended sources of funding including rates, lump sum contributions, fees and charges, financial contributions and grants and subsidies. 

Other submissions received in relation to strategies and rating included concerns around rates affordability and the allocation of funding to specific projects and activities.

Community Views

1          A total of 23 submitters commented on the Revenue and Financing Policy, strategies and rating. 

2          Submissions that set out requests were summarised below.  All other comments made by submitters were noted:

• While some submissions (11, 114) commended Council for maintaining rates as low as possible, others indicated that rates were too high and should be kept in line with inflation and the Local Government Cost Index (25,86).  Overall, there was support for being innovative and achieving cost savings to reduce rates. 
• Several submissions were received regarding the rating and financial information released during consultation.  One submitter (18) suggested that the rates calculator tool should provide indicative outcomes over a longer period since funding depreciation has long term impacts.  One submitter stated that funding and rating information released for consultation was misleading (89), while several other submissions requested that Council consider the impact that rate increases have on all individual properties when setting rates. 
• Two submissions opposed the level of funding given to Venture Southland
  (86, 89) while another submission opposed the level of funding directed towards community development and corporate support activities (107). 
• Alternatives to the current funding structures were proposed including:

o        an increase in rating  through UTR (107);

o        a focus on shared services and economies of scale (114); and

o        not acquiring future debt (71). 

·                      One submission made on the Infrastructure Strategy stated that local knowledge needed to be incorporated in road design, signage and other improvements.  This submission also queried whether Council was involved in investigating options for passenger rail services and low carbon safe roads. 

·                      Eight submissions (30, 36, 47, 60, 61, 65, 96, 97) had been received in support of the proposed Blackmount Community Hall rate.  Submitters saw rating as an affordable and effective way of supporting a valuable community facility.

·                      Three submissions were received regarding the Edendale Pool rating boundary (37, 48, 49).  Two submissions were in support and one submission
(Edendale-Wyndham Community Board) opposed the change to rating boundaries.  Submitters in support stated that it was equitable for the rate to be spread across a wider boundary, while the opposing submission
(Edendale Wyndham Community Board) noted that although there was a need to adjust the boundary, the boundary should not include rating units in the Fortification district which contribute to the Tokanui Pool.  Submitter 49 (Wyndham District Community Pool Inc) suggested the rate be split between the two pools. 

Options

Rates increases

3          Option 1:  Maintain rates increase cap at a maximum of Local Government Cost Index + 2% as proposed in the 2015-2025 consultation document.

Financial information available during consultation

4          Option 1:  Acknowledge the submitters’ comments and consider providing additional financial information for the entire associated period in future consultation processes. 

Community development funding

5          Option 1: Confirm the level of funding provided to Venture Southland as proposed in the draft Long Term Plan.

Funding approach

6          Option 1: Confirm the funding approaches as proposed in the draft Long Term Plan.

Blackmount Community Hall

7          Option 1:  Confirm the Blackmount community hall rate as proposed in the 2015-2025 draft Long Term Plan. 

Edendale Pool Boundary

8          Option 1:  Amend the draft Long Term Plan and other relevant documents for the boundary as per the Edendale-Wyndham Community Board submission.

Edendale Pool Rate Allocation

9          Option 1:  Instruct Council and Venture Southland staff to progress discussions with the Edendale/Wyndham Community Board on the policy and process required to be established to allow the rate funds to be shared amongst the two community pools and possibly the amount of the rate collected increased.

Depreciation Reserves

10       Option 1:  Amend the draft Long Term Plan, Revenue and Financing Policy and other relevant documents to incorporate funding of capital projects from depreciation reserves rather than loans where funds were forecast to be available.

Venture Southland Forecasts

11       Option 1:  Amend the draft Long Term Plan, and other relevant documents to consolidate Venture Southland’s budgets for the 10 years of the plan.

Makarewa Hall Rate

12       Option 1:  Remove the proposed Makarewa hall rate from the draft Long Term Plan. 

Budget Reallocation

13       Option 1:  Amend the draft Long Term Plan and other relevant documents for suggested budget reallocations (being internal income and expenditure for
Work Schemes, depreciation reserve balances for Matuku water supply and
GM costs).

Hall Rates

14       Option 1:  Amend the draft Long Term Plan and other relevant documents to collect the correct amount of rates for each hall in accordance with the most recent rating information database.

15        

16       Establishment of the District General Rate

17       Option 1:  Amend the draft Long Term Plan and other relevant documents to collect the rates required for the following activities via a district general rate, and disestablish the associate district-wide targeted rates:  representation rate, strategy, policy and planning rate, development and promotions rate, district heritage rate, library service rate, regional initiative rate, council office and district support rate,
Building regulation rate, public health service rate, and civil defence and
rural fire rate.

18         

Resolution

Moved Cr Dillon, seconded Cr Paterson 

and resolved that the Council:

a)         Receives the report titled “Appendix 1:  Strategies, Financial Issues and Rating ” dated 12 May 2015.

b)         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.

c)         Confirms, as proposed in the draft Long Term Plan and associated documents, the following:

i)          Rates increase cap at Local Government Cost Index + 2%.

ii)         Funding approaches applied to Council’s activities.

Resolution

Moved Cr Dobson, seconded Cr Keast

and resolved that the Council:

c) continued

iv)        The Blackmount community hall rate.

d)         Agrees to amend the draft Long Term Plan and associated documents to include the following:

i)          Updated Edendale pool boundary as set out in the attached map. 

ii)         Consolidation of Venture Southland’s budgets into Council’s financial statements. 

iii)        Removal of the proposed Makarewa hall rate.

iv)        Reallocation of budgets associated with internal income and expenditure, depreciation reserves and GM costs as required.

v)         Updated hall rates in accordance with the current rating information database.

e)         Agrees to Council and Venture Southland staff progressing discussions with the Edendale-Wyndham Community Board in relation to the allocation of the funds from the Edendale pool rate.

f)          Agrees to amend the draft Long Term Plan, the Revenue and Financing Policy and relevant Asset Management Plans/Activity to use district sewerage, district water and Te Anau rural water supply depreciation reserves to fund capital works being completed.

Resolution

Moved Cr Kremer, seconded Cr Ford 

and resolved that the Council:

g)         Confirms the establishment of the proposed District General Rate to fund various district activities, and the disestablishment of the following rate types:

i)          Representation rate

ii)         Strategy, policy and planning rate

iii)        Development and promotions rate

iv)        District heritage rate

v)         Library service rate

vi)        Regional initiative rate

vii)       Council office and district support rate

viii)      Building regulation rate

ix)        Public health service rate

x)         Civil defence and rural fire rate

Resolution

Moved Deputy Mayor Duffy, seconded Cr Dillon 

and resolved that the Council:

h)         Confirms that the overall uniform fix charges be set at 25.5%.

7.7

Appendix 2:  NZTA Investment Programme

Record No:    R/15/5/8390

This report provided an update around the indicative investment levels that the
New Zealand Transport Authority (NZTA) had allocated to the Southland District. 
As a result of changes to NZTA indicative levels of investment, it was recommended that changes were made to the roading programme.

Council agreed to amend the roading budget to reflect the changes outlined in the report under Option 1 that formed part of the agenda.

Resolution

Moved Cr Dobson, seconded Cr Bailey 

and resolved that the Council:

a)         Receives the report titled “Appendix 2:  NZTA Investment Programme” dated 12 May 2015.

b)         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.

c)         Agrees to review the reseal programme in light of NZTA’s indicative investment programme. 

d)         Agrees with amending the draft roading budgets and draft Long Term Plan to align with the indicative investment from NZTA.

7.8

Appendix 3:  Maintaining Roads and Levels of Service

Record No:    R/15/4/6290

1          Council spends around $27 million per annum on its roading network.  As a result of a recent review of the Funding Assistance Rates (FAR) by the New Zealand Transport Authority (NZTA), Southland District Council received less road funding from central government than in the past.  A reduction from 55% to 51% FAR over the next four years meant that Council would face a shortfall of $230,000 in 2015/2016. 
This shortfall would increase, even if Council only continued to provide the current level of service. 

2          An increasing number of heavy vehicles were also using Southland District
roads, exacerbating damage and the demand for repairs and renewals. 
Customer expectations for roading levels of service had not adjusted to correspond with the environment of lower levels of central government funding and higher heavy vehicle use.  This meant that Council would need to do more with less to meet customer expectations. 

3          Modelling had shown that 20% of Southland District roads carry most of the vehicles (67% of all vehicle kilometres travelled).  The remaining 80% had a much lower usage rate.  Council was proposing to focus its resources on the roads which experience the highest amount of use.  This was referred to as the 80-20 principle. 

4          This proposal was part of a broader review being undertaken to prioritise Council expenditure and asset development in all activity areas.  Council intended to prioritise expenditure and the development and maintenance of assets to ensure that investment was proportionate to asset/service use and the benefits they offered to the community.

5           

Resolution

Moved Cr Paterson, seconded Cr Baird 

and resolved that the Council:

a)         Receives the report titled “Appendix 3:  Maintaining Roads and Levels of Service” dated 12 May 2015.

b)         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.

c)         Adopts the proposed 80-20 principle approach to funding the roading network (Option 1) as set out in the draft Long Term Plan and agrees to the final Long Term Plan 2015-2025 being prepared on this basis.

7.9

Appendix 4:  Roading Rate Model

Record No:    R/15/4/6158

Ms Dytor spoke to the report.

6          In 2014, Council reviewed its Roading Rate Model.  The review was intended to simplify the methodology, increase transparency and address some concerns expressed in previous submissions. 

7          A consultant, Anthony Byett, was contracted to review the existing Roading Rate Model, other models which had previously been proposed and viable alternatives. 

8          Ms Dytor advised as a result of this review, Council proposed a model based on a fixed charge of $1.20 per tonne.  Tonnage included in the model was primary output tonnage only. 

9          The proposal applied a 1.1 multiplier to the dairy and forestry sectors to reflect road use behaviours and un-quantified tonnage. 

10       A minimum tonnage threshold of 200,000 tonnes was applied where data was not readily available and figures across a three year rolling average were used.

11       As with previous years, tonnage data had been sought from Infometrics Ltd.

Council agreed to the proposed model based on a fixed charge per tonne as outlined in Option 1.

Resolution

Moved Cr Bailey, seconded Cr Baird 

and resolved that the Council:

a)         Receives the report titled “Appendix 4:  Roading Rate Model” dated
13 May 2015.

b)         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.

c)         Agrees to rate for roading using the fixed charge per tonne model (Option 1).

7.10

Appendix 5:  Sealing the Catlins Road

Record No:    R/15/4/6293

12       The tourist route along the Catlins Road from Nugget Point through Curio Bay and along the alternative Coastal Route was gravel and had a high number of crashes, particularly amongst tourists.  Over the past five years there had been 47 crashes recorded (4 serious injury, 10 minor injury, 33 non-injury crashes) and it was likely that there had been additional crashes which had not been reported. 

13       The Council had not undertaken any seal extensions for several years and had been very clear in saying it would not do any unless it received a subsidy from the NZTA.

14       The Regional Land Transport Committee had now agreed to place this project in the Priority Band 1 (highest priority) for funding the seal extension and safety improvements to provide visitors with a safe, consistent experience for this tourist route.  Hence, it was very likely to attract NZTA funding.

15       At the moment, the subsidy was for 54% of the cost of the work, but the Council was working hard to get the subsidy increased.  The Council’s share of the cost was currently $1.87 million.  Under the Council’s proposal, the local share would be funded via a loan over 20 years.

Council agreed to seal the Catlins Road as outlined in Option 1, subject to the confirmation of a favourable funding contribution of NZTA and fund this activity as proposed in the LTP.

Resolution

Moved Cr Dillon, seconded Cr Keast 

and resolved that the Council:

a)         Receives the report titled “Appendix 5:  Sealing the Catlins Road” dated
12 May 2015.

b)         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.

c)         Agrees to seal the Catlins Road (Option 1) the basis (subject to the confirmation of favourable funding contribution of NZTA and fund this activity as proposed in the draft Long Term Plan. 

7.11

Appendix 6:  Funding Infrastructure and Depreciation

Record No:    R/15/4/6294

Ms Robson spoke to the report.

The Southland District had a large amount of ageing infrastructure which would require renewal or replacement in the future.  To plan for this, the Council had included a proposal in the Consultation Document to fund depreciation. 
Funding depreciation was consistent with good practice for the local government sector.  In the past, the Council had funded asset renewals through either reserves, rates, subsidies or internal loads.  Ms Robson advised the basic philosophy was that the people of today paid the cost at the time.

The Council agreed to fund depreciation as outlined in Option 1.

Resolution

Moved Cr Keast, seconded Deputy Mayor Duffy 

and resolved that the Council:

a)         Receives the report titled “Appendix 6:  Funding Infrastructure and Depreciation” dated 12 May 2015.

b)         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.

c)         Agrees to use a phased approach to funding depreciation as set out in the consultation document (Option 1) for the preparation of the Long Term Plan 2015-2025.

7.12

Appendix 7:  Rating Differential

Record No:    R/15/4/6299

Ms Robson spoke to the report that outlined the long history of rating ECNZ/Meridian. The report noted that Meridian contend that the activities that would be rated in
2015-16 based on capital values bear no relationship to the costs related to their activity and cannot be considered fair and reasonable by comparison with other ratepayers.

The Officer comments noted Council applied a fee or charge where appropriate.  Given that a number of activities could be about the ability to access a service, rather than whether an individual directly used that service there was not always a direct correlation to the rates paid.  It was important to recognise there was a good level of wider ‘public benefit’ associated with a number of activities funding via the general rate.  Hence, it was the ‘community as a whole’ which benefited rather than one individual ratepayer as such.  Meridian was a ratepayer within the wider district community and given the significance of its activities it was of benefit to Meridian that the district had thriving healthy communities.  While noting the intangible nature of these benefits Council should consider, whether there was a relationship between the demands created and benefits received by Meridian relative to the rates they paid and satisfy itself that the relationship between demands/benefits and rates assessed was not significantly disproportionate or “overwhelmingly unreasonable”.

Ms Robson advised in Council’s decision it must demonstrate it had fully considered the factors as outlined in Section 101(3) of the Local Government Act.

Mr Ruru referred Councillors to the legal advice that Meridian shared with Council as part of its 2012 LTP submission.  In discussing this, Mr Ruru quoted from the McKenzie District Council case and summarised it by saying there needed to be some relationship between services and benefits they receive and what you were asking them to pay.  Mr Ruru added that the McKenzie case went on to say that rating was essentially a matter for decision by elected representatives following the statutory processes and exercising the choices available to them.  Mr Ruru continued that it was not necessarily a direct relationship but that Council was satisfied of a reasonable relationship.  He explained that point 9 on page 152 was trying to show that relationship by identifying the benefits that Meridian gets for each of the activities and then went on to discuss this table in more detail.  In assessing the situation for Meridian, Council needed to be satisfied that there was not a significant injustice occurring and therefore an overwhelming unreasonable decision that no other reasonable Council in its shoes would not come too. 

Council had a considerable discussion around the ways in which Meridian interacted with itself and the community, whether there was a significant injustice occurring here for the services it was asking to be paid, and whether the fees were fair and reasonable.

Upon asking if the Chief Executive was confident that the Council had followed due process, Cr Baird advised he was prepared to move this resolution as outlined in Option 1.

Resolution

Moved Cr Baird, seconded Cr Ford 

and resolved that the Council:

a)      Receives the report titled “Appendix 7:  Rating Differential” dated
13 May 2015.

b)      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.

c)      Make no change to the way it currently rates Meridian.

7.13

Appendix 8:  Fees and Charges

Record No:    R/15/4/6156

This report outlined the Schedule of Fees and Charges accounts for all the fees and charges that the Council applied to customers for the specific services it provided outside of rates and/or the Funding Impact Statement.

The Council was currently consulting, through a separate consultation process, on a proposed Dog Control Policy and Bylaw 2015 which proposed a new fees regime aimed to promote responsible ownership by providing discounts for actions such as neutering and microchipping.

Mr Halligan advised there were no significant changes proposed in the draft 2015/2016 Schedule of Fees and Charges from the previous year.  There were a couple of minor changes and these were:

·                      Updating fees in line with inflation increase

·                      Inclusion of alfresco dining licence fees

·                      Inclusion of under veranda lighting fees

·                      Removal of development contribution charges due to the proposal for development contributions to be put into remission.

Mr Halligan outlined a key point that the default fees of the Sale of Liquor and Alcohol Policy had been imposed, Council had agreed that this would be self-funded and not paid by ratepayer.  That those that benefited from it should pay.

Councillors had a long discussion around the fees categories for on/off licences and whether it should lower them all by one risk category; whether these could be looked at on a case by case basis; the effects this would have on rates and the financial impacts; as well as getting some sound legal advice to ensure it was not breaching the Sale of Alcohol regulations.

Following these discussions, Council determined it wished to amend the revenue and financing policy to provide for general rate funding of 10% of the alcohol activity cost. 

Council also agreed that it wanted to staff to proceed with the development of an alcohol fees bylaw and report back by 24 June 2015.  Staff were also asked to develop a criteria for assessing the risk of premises and report back to the Council meeting on 16 September 2015.

Resolution 

Moved Cr Kremer, seconded Deputy Mayor Duffy 

and resolved that the Council:

a)         Receives the report titled “Appendix 8:  Fees and Charges” dated
12 May 2015.

b)         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.

c)         Recommends that the draft Schedule of Fees and Charges is amended to remove the fee for under verandah lighting in Winton.

d)         Asks staff to proceed with the development of a alcohol fees bylaw and report back by 24 June 2015.

e)         Asks staff to develop a criteria for assessing the risk of premises and report back to Council meeting in 16 September 2015.

Resolution 

Moved Deputy Mayor Duffy, seconded Cr Bailey 

and resolved that the Council:

f)          Determines that it wishes to amend the revenue and financing policy to provide for general rate funding of 10% of the alcohol activity cost.

7.14

Appendix 9:  Funding and Grant Requests

Record No:    R/15/4/6302

Southland District Council provided financial assistance to community organisations and individuals through a variety of mechanisms, including, but not limited to, one-off grants, scholarships, bursaries, ongoing grants, discretionary grants and donations.  The majority of this was managed by Venture Southland on behalf of Council, with the allocation process being decided on by the Allocations Committee. 

Council also maintained a fund provide for various community organisations, such as St John, Citizens Advice Bureau, Gore Counselling Service, Life Education Trust, Southland Indoor Leisure Centre Trust, EnviroSchools and SPCA.

Some grants to community organisations were also requested and consulted on through the Long Term Plan/Annual Plan process.

Council agreed to the following:

-           to decline the request for $50,000 a year for the Lakes Air Rescue Trust.

-           approved to grant $10,000 a year for a co-ordinator role for Southland Safe Community Group.

-           approved a $250,000 one-off grant to Stadium Southland rebuild.

-           approved $75,000 a year (increased from $50,000) for Stadium Southland maintenance.

-           Declined an adjustment to funding for Destination Fiordland.

-           Declined inflation adjusting funding for Venture Southland.

Resolution

Moved Cr Dillon, seconded Cr Ford 

and resolved that the Council:

a)         Receives the report titled “Appendix 9:  Funding and Grant Requests” dated 12 May 2015.

b)         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.

c)         Determines which grants it will approve or decline as follows:

-           $50,000 a year for the Lakes Air Rescue Trust - declined

-           $10,000 a year for a co-ordinator role for Southland Safe Community Group - approved

-           $250,000 one-off grant to Stadium Southland rebuild - approved

-           $75,000 a year (increased from $50,000) for Stadium Southland maintenance - approved

-           An adjustment to funding for Destination Fiordland - declined

-           Inflation adjusting funding for Venture Southland - declined.

7.15

Appendix 10:  Around the Mountains Cycle Trail

Record No:    R/15/4/6292

The Around the Mountains Cycle Trail (AMCT) was being built by the Southland District Council, in partnership with the Government’s New Zealand Cycle Project.  Most of the trail would be in the Southland District and the Government had approved $4 million to Council for the first stage of the trail from King Kingston to Mossburn.  The opening of this stage was held in November 2014.

Consent applications had been approved for a section beside the Oreti River which formed part of Stage two of the trail.  These consents had been appealed by
Fish & Game New Zealand and would be decided on by the Environment Court.

Council agreed to engage with Sport Southland regarding the scope of a project to develop a Regional Sport and Recreation Strategy and a Regional Cycleway Strategy.  It also agreed to engage with Sport Southland regarding partnership opportunities for the Around the Mountains Cycle Trail.

Resolution

Moved Cr Dillon, seconded Cr Paterson 

and resolved that the Council:

a)         Receives the report titled “Appendix 10:  Around the Mountains Cycle Trail” dated 12 May 2015.

b)         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.

c)         Agrees to engage with Sport Southland regarding the scope of a project to develop a Regional Sport and Recreation Strategy and a Regional Cycleway Strategy.

d)         Agrees to engage with Sport Southland regarding partnership opportunities for the Around the Mountains Cycle Trail. 

7.16

Appendix 11:  Curio Bay Wastewater Project

Record No:    R/15/4/6298

Council was currently working with Department of Conservation and the South Catlins Development and Environmental Charitable Trust to implement a sustainable long term wastewater treatment solution for the Curio Bay reserve.  This was part of a wider project to help improve the overall visitor experience at the reserve.

Resource consent had been granted for the discharge of treated sewage.

This allowed for the construction and operation of wastewater treatment facilities for the reserve with the long term goal of also connecting the wider community.

The treatment solution based on membrane technology would treat the effluent to an extremely high standard which was in keeping with the unique status of the area. 
The plant was identical to one operated by the Department of Conservation at its Papatowai campsite further up the Catlins coast.

Council agreed to confirm the Curio Bay Wastewater Project proceeded as it was set out in the draft Long Term Plan 2015-2025.

Resolution

Moved Cr Keast, seconded Cr Dobson 

and resolved that the Council:

a)         Receives the report titled “Appendix 11:  Curio Bay Wastewater Project” dated 12 May 2015.

b)         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.

c)         Confirms the Curio Bay Wastewater Project proceeds as set out in the draft Long Term Plan 2015-2015.

7.17

Appendix 12:  Manapouri Wastewater Disposal

Record No:    R/15/4/6303

Wastewater projects were district funded.  In November local estimates, the Manapouri Community Development Area Subcommittee (CDA) included two high value projects.  The first of these projects was the planned upgrade project associated with the application for a new resource consent for the Manapouri wastewater scheme.  The current resource consent expired in September 2024.  The current project was indicated to involve construction of a pipeline between the oxidation ponds and the Council owned land at Kepler.  This was based on indications provided by Council in the past in relation to the acquisition of the Kepler block and the need to base an initial budget estimate on a potential option.  The value of this project was approximately $1.55M.  The second project had been included in the project schedule for the first time as part of the draft Long Term Plan 2015-2025.  It was an continuation of work to desludge all of Council’s oxidation ponds.  The value of this project was around $880,000.

Council agreed to amend the current wording in the draft Long Term Plan 2015-2025 and supporting documents to make it clear that further detail on the scope of the Manapouri wastewater discharge project would be determined closer to the expiration of the current resource consent for the Manapouri treatment site.

Resolution 

Moved Cr Kremer, seconded Cr Baird 

and resolved that the Council:

a)         Receives the report titled “Appendix 12:  Manapouri Wastewater Disposal” dated 12 May 2015.

b)         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.

c)         Amends the current wording in the draft Long Term Plan 2015-2025 and supporting documents to make it clear that further detail on the scope of the Manapouri wastewater discharge project will be determined closer to the expiration of the current resource consent for the Manapouri treatment site.

7.18

Appendix 13:  District and Local Issues and Comments

Record No:    R/15/4/6420

Ms Cuthbert spoke to the report and outlined various comments relating to local  district issues contained in the table from pages 197 to 208 to ensure that Council agreed with its draft recommendations before submitters were notified as part of the LTP process.

As part of discussions, Council further agreed to the amendment to the draft Long Term Plan to add the two wastewater projects in Riverton.

Resolution

Moved Cr Dobson, seconded Cr Harpur 

and resolved that the Council:

a)         Receives the report titled “Appendix 13:  District and Local Issues and Comments ” dated 12 May 2015.

b)         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. 

c)         Agrees to refer submission 1 on the Otautau Camping Ground to the Otautau Community Board.

d)         Agrees to an amendment to the draft Long Term Plan and associated budgets and documents to replace the “Grandstand Work” project with the specified  “Replacement Grandstand Facility” project.

e)         Agrees to an amendment to the draft Long Term Plan and associated budgets and documents to add the specified Tokanui renewal stormwater projects.

f)          Agrees to an amendment to the draft Long Term Plan and associated budgets and documents to remove the Winton Heavy Traffic Bypass feasibility study. 

g)         Agrees to an amendment to the draft Long Term Plan and associated budgets and documents to remove the Woodlands South Road project and add the specified walking track project. 

h)         Requests Council Officers to investigate the protocol of changing the name of a town and report back if Council is interested in pursuing a possible name change.

i)          Agrees to amendment to the draft Long Term Plan to add the two wastewater projects in Riverton.

7.19

Appendix 14:  Operational Matters

Record No:    R/15/4/6301

This report included submissions where submitters requests had made requests relating to specific operational matters which would not impact on proposed levels of service.  The relevant Council business units would review the submissions received and consider steps that could be taken in response.

With regards to the sealing of Roslyn Road, an email from Mr Roy Clearwater was distributed advising the data collected had confirmed that remedial action was required.

Cr Paterson added that a copy of this information should be forwarded to the residents of Roslyn Bush, to keep them informed.

Resolution

Moved Cr Dillon, seconded Cr Keast 

and resolved that the Council:

a)         Receives the report titled “Appendix 14:  Operational Matters” dated
12 May 2015.

7.20

Appendix 15:  Performance Measures

Record No:    R/15/4/6295

The Council’s performance management framework included a number of components.  It showed how each of Council’s activities contributed to achieving it outcomes (through its aim and rationale), the levels of service it would provide and then how it would monitor performance (through Key Performance Indicators (KPI) and associated targets for each activity).

Council confirmed its performance management framework that was adopted on
18 March 2015 with no further amendments.

Resolution

Moved Cr Harpur, seconded Cr Ford 

and resolved that the Council:

a)         Receives the report titled “Appendix 15:  Performance Measures” dated 12 May 2015.

b)         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.

c)         Confirms the performance management framework that was adopted by Council on 18 March 2015 with no further amendments.

7.21

Development and Financial Contributions Policy

Record No:    R/15/4/7220

1        This report presented feedback received during consultation on the draft Development and Financial Contributions Policy.  It also requested that Council adopt the draft Development and Financial Contributions Policy.

2       The policy covered both development contributions and financial contributions and put the development contributions only into remission until there was sufficient evidence of population growth.

Council adopted the Development and Financial Contributions Policy.

Resolution

Moved Cr Dobson, seconded Cr Baird 

and resolved that the Council:

a)         Receives the report titled “Development and Financial Contributions Policy” dated 12 May 2015.

b)         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.

c)         Adopts the Development and Financial Contributions Policy. 

7.22

Remission and Postponement of Rates Policy

Record No:    R/15/4/7145

1        The purpose of this report was to ask Council to review the public submissions on the Remission and Postponement of Rates Policy and for Council to adopt the policy. 

2        In order to remit or postpone rates, local authorities required an appropriate policy. 
Southland District Council currently remits and postpones rates under the Relief, Remission and Postponement of Rates Policy.  While this policy sets out the categories of relief and postponement, it does not clearly establish the criteria which need to be met for Council to remit or postpone rates. 

3        The draft Remission and Postponement of Rates Policy had been developed to address the need for clear conditions and criteria to be established.  The draft policy was released for public consultation as part of a parallel process that ran concurrently with the Long Term Plan 2015-2025 consultation process.  Council received four submissions in relation to this policy. 

4        In developing the Remission and Postponement of Rates Policy, Council officers had also identified additional categories or relief or postponement. 

5        The Remission and Postponement of Rates Policy was intended to provide clarity to the public for when Council considered applications for remission or postponement of rates.

Council agreed to adopt the Remission and Postponement of Rates Policy.

Resolution

Moved Cr Harpur, seconded Cr Macpherson 

and resolved that the Council:

a)         Receives the report titled “Remission and Postponement of Rates Policy” dated 13 May 2015.

b)         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.

c)         Adopts the Remission and Postponement of Rates Policy. 

7.23

Remission and Postponement of Rates on
Māori Freehold Land Policy

Record No:    R/15/4/7155

1        This report presented a summary of feedback received on the draft Remission and Postponement of Rates on Māori Freehold Land Policy.

2        Council had recently reviewed its Remission and Postponement of Rates on Māori Freehold Land Policy, consistent with the requirements of Section 108 of the Local Government Act 2002. 

3       Council proposed an option in which the policy would apply to all land within the
Southland District that had been deemed Māori Freehold Land by the Māori Land Court, except for land which contained a dwelling or was used for economic benefit.  The proposal would also require land owners of Māori Freehold Land to apply to the Southland District Council for rates remission or postponement. 

Council adopted the Remission and Postponement of Rates on Māori Freehold Land Policy.

Resolution

Moved Deputy Mayor Duffy, seconded Cr Kremer 

and resolved that the Council:

a)         Receives the report titled “Remission and Postponement of Rates on
Māori Freehold Land Policy” dated 12 May 2015.

b)         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.

c)         Adopts the Remission and Postponement of Rates on Māori Freehold Land Policy. 

7.24

Early Payment of Rates Policy

Record No:    R/15/4/7162

1       The purpose of this report was to summarise community views on the draft Early Payment of Rates Policy and request that Council approve the policy with minor amendments as recommended by Council officers. 

2        This report summarised feedback received on the draft Early Payment of Rates Policy.  The proposed policy sets interest for water and sewerage loan repayments for a three year period. 

The advantages of adopting this policy was it provided flexibility for ratepayers to make payments in an appropriate manner.  It reduced overall cost to ratepayers as a result of saving of interest.  It also allowed Council to continue receiving early payment of rates in compliance with legislation.

Council adopted the Early Payment of Rates Policy with minor amendments recommended in the report.

Resolution

Moved Cr Ford, seconded Cr Bailey 

and resolved that the Council:

a)         Receives the report titled “Early Payment of Rates Policy” dated
12 May 2015.

b)         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.

c)         Adopts the Early Payment of Rates Policy with amendments recommended in this report.

Resolution

Moved Cr Macpherson, seconded Cr Dillon 

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

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:

Public Excluded Minutes of the Council Meeting dated 22 April 2015

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)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

s7(2)(f)(ii) - The withholding of the information is necessary to maintain the effective conduct of public affairs through the protection of such members, officers, employees and persons from improper pressure or harassment.

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

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

s7(2)(j) - The withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage.

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..

Edendale-Wyndham Community Board

OPEN MINUTES

Chairperson

Pam Yorke

Members

Lindsay Donald

Paul Duffy

Dean Rabbidge

Andrew Roy

Nathan Stewart

Resolution

Moved by Member Roy, seconded by Member Rabbidge  and resolved that the apologies be accepted.

4.1

Mr David Diprose (ratepayer/leasee) and Mr David Moate of Environment Southland spoke regarding a proposed environmental project they were keen to carry out on leased farmland adjacent to the Wyndham Wildlife Refuge, with the full support of the Board.

Mr Diprose spoke about his own farming practice and briefly outlined how farming had evolved, what was now possible using practises involving planting to soil types. 
Mr Diprose went onto say it provided shelter and shade to stock, increased pasture and crop yields.  The waterways also benefited from the shading, adding to its health and reduction in weed growth and provided protection to stream banks from erosion. 
Mr Diprose was keen to see the existing wetlands enhanced further by developing a management plan with the assistance of Environment Southland who had the time, knowledge and expertise but with consultation and the full support of the Edendale-Wyndham Community Board.

Mr Diprose advised the proposed management plan would complement the wetlands at the Wildlife Refuge and this was merely an introduction and a formal request to the Board if it was supportive of such a plan being implemented which Mr Moate would prepare the initial draft.

A copy of Mr Moate’s short assessment of the current wetlands was distributed amongst members (refer Appendix 1).

The Edendale-Wyndham Community Board gave its support, agreeing it was a good concept, mooting it was “a win, win situation” and would bring the wetlands up to reasonable standard for all to enjoy.  The Board agreed that Mr Moate should proceed in its first stage of producing a draft management report and bring this back to the Board for its feedback at its next meeting.

The Chair thanked Messrs Diprose and Moate for their time and invited them to stay for the remainder of the meeting.

Attachments

a          Appendix 1 - Public Forum - Edendale-Wyndham Community Board dated
24 March 2015                       

Resolution

Moved by Chairperson Yorke, seconded by Member Roy  

and resolved that the Edendale-Wyndham Community Board agreed to
Mr David Moate of Environment Southland in its first stage of producing a detailed management plan on the wetlands of the Wyndham Wildlife Refuge and bring this back to the Board for its feedback.

Resolution

Moved by Member Roy, seconded by Cr Duffy 

That the Meeting minutes of Edendale-Wyndham Community Board,
27 January 2015 be confirmed subject to the following amendment:

That the resolution 7.3 be amended to - and resolved: that the
Edendale-Wyndham Community Board agreed that the Pool rate boundary be adjusted to exclude properties with the Gorge Road Community Development Area Subcommittee.

As time had evolved since the Boards last meeting, the change had meant that the Edendale-Wyndham Community Board would now need to make a submission to Councils Long Term Plan on the basis that a modification to the Gorge Road CDA now be excluded from the Community Boards pool rate boundary.

Cr Duffy advised the Chair he was able to assist her in making a submission to Council on the Boards behalf.

A.1

Dog Control Review

Record No:    R/15/3/5002

1        Council was consulting on the draft Dog Control Bylaw 2015 and Dog Control Policy 2015. This report was to give the Community Board an opportunity to discuss and make a submission to Council on the dog control review.

Mr Sarfaiti spoke to the report giving a short overview of what Council proposed to adopt for the purposes of encouraging responsible ownership, preventing attacks and to have less wandering and unwanted dogs.

Mr Sarfaiti outlined the following five key changes and these were:

·                      Updating the dog access rules.  This included designating roads and roadsides as leash only; currently dogs were permitted to be walked off a leash.

·                      Discounts in the dog registration fees for fencing, good history, microchipping, and de-sexing.

·                      Multiple dogs licensing for more than two (non-working) dogs.

·                      Mandatory neutering of dogs classified as menacing.

·                      The discretion to require neutering of dogs that wander.

Mr Sarfaiti explained that now was the time for the local community to discuss its local dog access rules and whether any changes were needed, taking into account the following:  

(a)        the need to minimise danger, distress, and nuisance to the community generally; and

(b)        the need to avoid the inherent danger in allowing dogs to have uncontrolled access to public places that are frequented by children, whether or not the children were accompanied by adults; and

(c)        the importance of enabling, to the extent that was practicable, the public (including families) to use streets and public amenities without fear of attack or intimidation by dogs; and

(d)        the exercise and recreational needs of dogs and its owners.

There were four types of dog access rules that may apply to a township:

1.         Prohibited - eg playgrounds, sports grounds, and some main streets.

2.         On-leash only - eg urban zones, roads and road margins, popular beaches.

3.         Dog exercise area - these were designated locally and should be areas that of low intensity public use, significant size with clearly marked boundaries and good sight lanes.

4.         Default access rule.  It was proposed to continue with the default access rule of effective control which permits a dog to be off-leash.

·                      Member Donald entered the meeting at 8.10pm.

Mr Sarfaiti noted the current dog exercise area in Wyndham was very large.  Dogs were the priority user in dog exercise areas.  If the Board believed that dogs should not be the priority user of all of this land, then the Board could request that parts of the land were designated leash-only, or be subject to the default access rule of under control with off-leash permitted.

·                      There may be some areas beside the river that were frequented by children or families. If the Board believed that there may be a community demand, it could submit that some areas should be designated leash-only.

·                       

·                      Mr Sarfaiti advised it was now over the Board if it wished to make a submission and these closed on 30 April 2015.

·                       

·                      The Board gave an initial indication that it did intend to make a submission.

·                       

·                      Messrs Diprose and Moate left the meeting at 8.16am.

·                       

Resolution

Moved by Chairperson Yorke, seconded by Member Roy 

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Dog Control Review” dated 16 March 2015.

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)         Makes a submission on the dog control review using the submission form in Attachment 1.

7.1

Works and Finance Report to Edendale-Wyndham Community Board for the period ended 31 January 2015

Record No:    R/15/3/4237

The Area Engineer spoke to her report, giving a further update.

·                      Page 21 - Highlighted that the Wildlife Refuge wild willows had been ‘cut and paste’ by the Taskforce.

·                      Page 22 - the Board had a general discussion around the spraying of the grave tops.  Although it was not Council’s responsibility to maintain, this work could still be included in the general maintenance clean up if the Board chose to, and this way would keep the Cemetery tidy.

·                      The drinking fountain in Edendale did not work and needed to undergo repairs before it was painted.

·                      The Board discussed kerb crossing outside 17 Brydone Street, Edendale. 
It agreed to go with Option 1, with a note to reuse the concrete where possible.

·                      A request had been received from the Menzies Rugby Club who were wishing to increase their grounds further.  All work to fencing etc would be undertaken by the Menzies Rugby Club.  The Chair advised a formal lease would need to be drawn up and some additional information provided would most likely be needed in order to work in with the Property Department.

·                      The Area Engineer advised she needed to speak with Member Fodie regarding the picnic benches around the rotunda in the Edendale Town Square and whether the garden group might be interested in stripping and repainting these.

·                      The Board discussed the Seaward Road car park.  The Area Engineer advised in the past it had been a sealed surface but was steadily deteriorating. 
The Board needed to decide if it wished to keep the area sealed, or let it revert to gravel.  The estimated costs to seal this was $20K + GST, and if chosen, would need to be included as a project in the LTP with an effect on rates. 
The Edendale-Wyndham Community Board agreed this was a not a priority to fix and that when it became uneconomical, to let it return to gravel.

·                      It was noted that Member Donald was against the decision to let this section of the Seaward Road car park return to gravel.

·                      Highlighted some playground works to replace a swing seat and chain at the Edendale Recreation.

·                      Highlighted the WW1 Commemorative banners on page 23 of the agenda.  These were due to be delivered to Venture Southland on 4 April 2015 and Juanita Thornton would follow these up to ensure they were delivered to the Area Engineer for location in the town.

·                      A request had been raised by Mr Alan Leitch regarding Nightingale Street and mud on the roadside.  The Area Engineer had arranged a fix to occur shortly.  Cr Duffy suggested a small culvert and gravel over the top to provide a pedestrian access point from the parking area might assist the users of the area.  The Area Engineer advised she would look into this further.

·                      Works to the War Memorial had finished.  The Community Board would like to replace the existing lights with vandal proof lighting and would apply for external funding to help pay for them.  The next proposal was a descriptive panel that would complement the memorial nicely.  Funds for the panel were available, left over from the Glenham Boardwalk panel grants. 
Venture Southland would provide the design and content for the panel.
A similar panel had been placed in Riversdale.

Resolution

Moved by Chairperson Yorke, seconded by Member Roy 

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Works and Finance Report to Edendale-Wyndham Community Board for the period ended 31 January 2015” dated 24 March 2015.

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.

7.2

Venture Southland Report - Wyndham Pool Rating Request and Process Forward

Record No:    R/15/3/4764

A copy of the letter (r/14/4/4906) was distributed amongst members for its information.

This report provided information on pools in Edendale and Wyndham and was in response to the recent request from the Wyndham District Community Pool Incorporated for rating assistance.  This report outlined the process undertaken by the Edendale Community Pool Society Incorporated to secure a rate, and a proposed process moving forward for the Edendale-Wyndham Community Board to consider Wyndham Pool’s request.

The Board agreed that the process should be the exactly the same and that this kept things fair and consistent.

Mrs Thornton advised Venture Southland would help communicate this to the Wyndham District Community Pool Incorporated by way of a letter on the process and would prepare a draft and circulate to the Chair.

The Board agreed it should write to the Edendale Community Pool Society advising it had been approached by  the Wyndham District Community Pool Incorporated to request a possible rate for its pool from Wyndham residents.  The letter would ask if they could provide a report to the Board outlining the current status/usage of its pool, how the rate had been of benefit to date and how a potential rates decrease could affect its operations.

Resolution

Moved by Cr Duffy, seconded by Chairperson Yorke   

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Venture Southland Report - Wyndham Pool Rating Request and Process Forward” dated 13 March 2015.

b)         Determines that this matter or decision be recognised as both 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 a process and timeframe forward as outlined in this report (in Sections 5 and 6 of the report that formed part of the agenda.)

7.3

Venture Southland Community Development Update

Record No:    R/15/3/4977

Mrs Thornton gave a verbal update on local projects and initiatives as follows:

• Rex Capil had left Venture Southland to take up a new position of General Manager Policy and Community with the Southland District Council.
• Bobbi Brown has been appointed the new Group Manager of Tourism, Events And Community.
• Tina Harvey had been promoted to Team Leader.
• There had been a small reshuffle of staff and workloads and Juanita looked after the Waihopai/Toetoes ward.
• The Brydone Community Centre had been upgraded to include a disabled entrance and toilet. A launch function was planned for mid-July.
• The next project was to look at re-erecting the flag pole and install an interpretation panel at the Brydone War Memorial.
• The  Edendale School requested the use of the Burt Munro image on its fence.  Venture Southland had helped facilitate this by liaising with the Burt Munro Committee to get an approval letter.
• The boardwalk at Glenham had been completed and Venture Southland was currently drawing up the content for the panel.
• The Southern Southland Plan was in the process of being written up.

·                       

Resolution

Moved by Member Rabbidge, seconded by Member Donald 

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Venture Southland Community Development Update” dated 24 March 2015.

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

b)         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.

7.4

Edendale Community Pool Society

Record No:    R/15/1/2015

Mr Brent Shepherd had forwarded a copy of its AGM Report for 2014 and asked if this could be put to the next meeting for the Board’s information.

Recommendation

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Edendale Community Pool Society” dated
24 March 2015.

b)         Determines that this matter or decision be recognised not 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)         That the AGM Report 2014 for the Edendale Community Pool Society be received as information.

7.5

Edendale-Wyndham Community Board Member/s Attendance at the 2015
New Zealand Community Boards' Conference - Thursday, 14 May - Saturday
16 May 2015, Bay of Islands (Paihia)

Record No:    R/15/3/4457

The Area Engineer advised that although this was not something the Board had budgeted for, but that the Board could pay for a member from the Board to attend if they were interested.  In addition to that, Council also had a ballot system in which you could nominate a member and it paid for two nominees to attend.

Cr Duffy recommended the conference, adding it was worthwhile attending.

The Chair advised if anyone was interested in attending and wanted to enter into the ballot, to contact Maree.  The Board also agreed that the attendance at future conferences be budgeted out of reserves rather than setting specific budgets for them.

Resolution

Moved by Member Donald, seconded by Member Roy 

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Edendale-Wyndham Community Board Member/s Attendance at the 2015 New Zealand Community Boards' Conference - Thursday, 14 May - Saturday 16 May 2015, Bay of Islands (Paihia)” dated 13 March 2015.

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

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

d)         Approve the attendance of one member of the Edendale-Wyndham Community Board at the 2015 New Zealand Community Boards’ Conference, Thursday 14 - Saturday 16 May 2015 to be held in the Bay of Islands (Paihia) and that the cost of attendance be covered by Edendale-Wyndham Community Board budget.

7.6

Edendale-Wyndham Community Board Action Sheet

Record No:    R/15/3/4992

The Board were still adjusting the new layout of the Action Sheet report.

The first item related to Kevin McNaught who was to prepare a report on the feasibility of subdividing sections on Baltic Street once legal and planning issues had been checked.

The other item on the Action Sheet was the Transfer Station.  The Chair advised she and Cr Duffy had gone back to Mr Ian Evans with various issues.  The Chair reported grass and noxious weeds sprayed today.  The extension of hours might be considered over summer.  The Chair advised she would continue to be on the case with regards to the hours in the coming summer months.  With no further comments, the Board agreed that this item could be closed.  Word would be passed onto Ian Evans to now close this action item.

The Chair had received several requests regarding the reserve area on Raglin Street (the area that the Menzies College Rugby club lease) and whether it could be made available to build and subdivide on and what were the implications.

Resolution

Moved by Chairperson Yorke, seconded by Cr Duffy 

That the Edendale-Wyndham Community Board:

a)         Receives the report titled “Edendale-Wyndham Community Board Action Sheet” dated 24 March 2015.

b)         Determines that this matter or decision be recognised not 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)         The Chair had received several requests regarding the reserve area on Raglin Street (the area that the Menzies College Rugby club lease) and whether it could be made available to build and subdivide on and what were the implications.

7.0

Portfolios

Record No:    R/15/3/4980

Hall

The Chair advised that had been some issues around recent bookings made.  It was clarified that both the Lions Club and Pipe Band needed to book with Jacqui, suggesting they should book-out the remainder of the year’s requirements in advance.

A short discussion was had around the what rules applied in charging for the facility.  The general consensus from the Board was that both groups should pay an Annual fee, rather than individual fees, to help keep charges down.  It was also mentioned that there should be some rationalisation on who should have keys to the hall.

Mrs Thornton gave the Board a short update on the Edendale Community Centre proposal advising the subcommittee had met with the architects who were in the process of putting some design plans together.  These plans would be circulated in
4-5 weeks time.  It was remarked it had been a positive meeting.

Resource Management

There was nothing further to report.

Factory Liaison

The Chair had attended the last Factory Liaison meeting and gave a short update on a consent for Fonterra for its water containment which was project of $2.2M. 
The Chair remarked the new manager was good to speak with.  There were no formal plans on the proposal road alignment and NZTA was still working on this.

Civil Defence

There was nothing further to report.

Reporting to the Ensign/Informer/Messenger

There was nothing further to add.

Chairperson's Update

Record No:    R/15/3/4981

The Chair advised she would like the Area Engineer to revisit the possibility of leasing the camping ground.

8.0

Council Report

Record No:    R/15/3/4982

Cr Duffy reported on the following matters that had been addressed at Council’s last meeting, attendance at various meetings and upcoming events:

·                      The Long Term Plan had been adopted and would head out for public consultation.  Council’s proposed rate increase for the 2015/2016 year was 3.44%.  It had incorporated a proposal to partially fund depreciation.  Cr Duffy reported there had been some debate around the 2% buffer.  Cr Duffy advised this was not a target and that Council had been prudent and any business had to have a worst-case scenario.

·                      The new Councillor of the Mararoa Waimea Ward - Mr Ebel Kremer had been “sworn in” by the Mayor, Chief Executive and Councillors.

·                      Had attended a book launch in Edendale just before Crank up day.

·                      Was in the process of preparing to give another Community Services Award.

·                      Attended the opening of the Mataura Museum and remarked it was a great result and showed what could be done in a smaller space.

·                      Made an open-ended statement to the Board, regarding the LTP - was there anything that the Community Board should be submitting upon?

·                      Had recently met with the Principal of Menzies College who was keen to see some works occur to the footpath on Florence Street, plantings around Wyndham and was positive about the possibility of a cycleway.

Forestry Committee

OPEN MINUTES

Chairperson

Brian Dillon

Councillors

Lyall Bailey

Stuart Baird

Mayor Gary Tong

Resolution

Moved by Cr Bailey, seconded by Mayor Tong  and resolved that the apologies be accepted.

Resolution

Moved by Cr Bailey, seconded by Cr Baird 

That the Meeting minutes of Forestry Operations Committee, 19 November 2014 be confirmed.

7.1

Forestry Operations Committee - Financial Report for the period ended 31 December 2014

Record No:    R/15/2/2638

Mr Redpath reported the forestry business maintained strong performance through the second quarter of 2014/2015 and was largely due to harvesting operations at Dipton and Waikaia.  Total income for the year was $1.87M and comprised of $976K from Dipton and $892K from Waikaia.  This figure exceeded the annual budgeted income of $1.85M and did not include income received in January 2015. 

There was some variance between actual and budgeted income at the forest level, due to alteration of harvest plans following preparation of original budgets.  Harvesting operations were now completed for the 2014/2015 year.  A small amount of additional income was expected from the remainder of Waikaia and clean-up of a small area of wind-throw at Dipton.

Expenditure for the year was $569K and compared favourably with annually budgeted expenditure of $995K.  Major areas of expenditure revolved mainly around harvesting operations at Dipton and Waikaia.  Harvest commission was reported at $113K for Dipton and $50K for Waikaia.  To date, roading costs for Dipton reflected maintenance requirements during winter harvest operations.  Additional roading construction costs were expected to be incurred this financial year in preparation for the 2015/2016 harvesting programme. 

Progress and completion of a number of tending operations through spring were the other major contributor to expenditure during the last quarter.  This included the extensive pruning programme at Ohai, as well as first and second year releasing operations of young tree-crops at Waikaia and Ohai.  Maintenance costs for forests had been increased slightly through the purchase of security cameras being installed.

Mr Redpath reported the net position was $1.3M surplus and was well ahead of the budgeted position of $854K.  While there were still some substantial costs to be incurred for the year, as tending operations were completed and preparations for next year’s harvesting undertaken, it was anticipated that the business unit should continue to perform well relative to budget.

Some variances remained between reported and invoiced expenditure, identification and reconciliation of these was ongoing with the Finance Team.  Mr Marshall explained that this was due to Councils Purchase Order system.  It showed the commitment of the funds when in fact, IFS may have only spent half of the funding.  This was more a timing issue. 

Resolution

Moved by Mayor Tong, seconded by Cr Baird 

That the Forestry Operations Committee:

a)         Receives the report titled “Forestry Operations Committee - Financial Report for the period ended 31 December 2014” dated 5 February 2015.

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.

7.2

Forest Manager's Report for Period to 31 December 2014

Record No:    R/15/2/2677

This memorandum covered activity over the period to 31 December 2014 since the last meeting on 19 November 2014.

Mr Redpath reported on the Health and Safety advising there had been three near miss incidents and one lost time injury in SDC forests during the last quarter.  Two of these near misses were relatively minor. A more significant near miss occurred at Ohai in November relating to a contractor narrowly avoided falling down a mineshaft which was covered by slash and debris on the forest floor. IFS Growth were working through the site cautiously and these areas were being identified and marked as it worked through the forest.

There was a lost time incident involving a crew member receiving a fractured toe injury.  The Committee raised concerns that if he was wearing steel capped boots how this injury could occur.  The Committee asked IFS Growth to make some more enquiries into the incident.

All re-establishment for last season was completed, with release spraying on the newly planted crop at Waikaia.  An aerial release was also carried out at Ohai on the one year old crop, over 47 hectares.

Land preparation of harvested areas had been carried out at Dipton and was on-going at Waikaia ahead of the 2015/2016 planting season.

The quarter to 31 December 2014 saw the effective completion of harvesting within SDC forests for the 2014/2015 year.  As of October, the 39 hectare Dipton operation had been completed.  This harvesting operation went well, slightly lower than expected volume (-4%), was countered by the strong price obtained for the wood.  The project achieved just over 100% of budgeted revenue.  The final result for this harvest was $976,000.

At Waikaia, harvest progress was completed in early January.  Combined with the strong stumpage price received, this saw the Waikaia harvesting operation perform ahead of its operational budget, despite a small area not being harvested.  This small area of older trees on the on a bank above Dome Burn was too steep to safely harvest and would be left and mapped out of the future crop.  Overall, the Waikaia harvest for 2014/2015 had been a successful operation with a good outcome for SDC.  In response to Cr Baileys question around stumpage prices, Mr Minehan advised the prices were similar to this time last year.

Mr Redpath advised planning around roading infrastructure for 2015/2016 harvesting operations was underway with a view to have roading requirements in place prior to the end of the current financial year, allowing a prompt start to harvesting in
July 2015. 

Mr Redpath gave a short update on Silviculture. Approximately 20 ha of the pruning programme had been completed by 31 December 2014.  There was no thinning scheduled for SDC forests.  Mr Redpath reported all SDC forests were insured for fire.

Mr Redpath reported on security and trespassing.  No hunting permits were being issued for SDC forests.  Firewood permits for Ohai had been quiet over the last quarter.  IFS Growth had arranged for the purchase and installation of security cameras in SDC forests.  Cameras were a powerful tool both as a deterrent to poachers/trespassers and enabled successful prosecutions.  Mr Redpath gave the Committee a short update on the successful prosecution of a hunter in Gowan Hill.

Mr Minehan reported on the log prices, advising domestic log prices continued to remain relatively steady, with some small increases seen across some grades and markets in the last couple of months.  Mr Minehan explained the changes to Rayonier’s, and that as a result of this IFS Growth was setting itself up to harvest and it would work through the process with Mr Marshall.

Resolution

Moved by Cr Dillon, seconded by Cr Bailey 

That the Forestry Operations Committee:

a)         Receives the report titled “Forest Manager's Report for Period to
31 December 2014” dated 9 February 2015.

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.

Resolution

Moved by Cr Bailey, seconded by Cr Baird 

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

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

Confirmation of Confidential Minutes dated 19 November 2014

s7(2)(f)(ii) - The withholding of the information is necessary to maintain the effective conduct of public affairs through the protection of such members, officers, employees and persons from improper pressure or harassment.

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

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.