Policy Review Committee

OPEN MINUTES

Minutes of a meeting of Policy Review Committee held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 9 March 2016 at 9.02am.

present

Chairperson	Rodney Dobson
	Mayor Gary Tong
Councillors	Lyall Bailey
	Stuart Baird
	Brian Dillon
	John Douglas
	Paul Duffy
	Bruce Ford
	George Harpur
	Julie Keast
	Ebel Kremer
	Gavin Macpherson
	Neil Paterson

IN ATTENDANCE

Chief Executive Steve Ruru, GM Community and Futures Rex Capil, Communications Manager Louise Pagan, Team Leader Governance Chris Dolan and Committee Advisor Fiona Dunlop.

Policy Review Committee 09 March 2016

1          Apologies

There were no apologies.

2          Leave of absence

There were no requests for leave.

3          Conflict of Interest

There were no conflicts of interest declared.

4          Public Forum

There was no public forum.

5          Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

6          Confirmation of Minutes

Resolution

Moved Cr Keast, seconded Cr Bailey and resolved:

That the Policy Review Committee confirms the minutes of Policy Review Committee, held on 18 November 2015 as a true and correct record of that meeting.

Reports

7.1	Venture Southland Projects and Activities Report September - October 2015 Record No:         R/15/11/20747
	Paul Casson Chief Executive of Venture Southland was in attendance for this item.
	Resolution Moved Cr Paterson, seconded Cr Dillon and resolved: That the Policy Review Committee: a)         Receives the report titled “Venture Southland Projects and Activities Report September - October 2015” dated 22 February 2016.

7.2	Venture Southland Project and Activities Report November and December 2015 and January 2016 Record No:         R/16/2/2423
	Paul Casson Chief Executive of Venture Southland was in attendance for this item. Mr Casson advised that the purpose of the report was to update the Council on Venture Southland projects and activities for November and December 2015 and January 2016. Council noted that there were many projects and activities covered in the report. Mr Casson highlighted the progress with the work at the Awarua Satellite Ground Station.  Venture Southland had project managed the installation of Spire-Global’s new satellite ground station at Lochiel.  This was commissioned on 11 December 2015.  An arrangement with existing satellite operators that will allow for fibre-optic connectivity to the Awarua Satellite Ground Station was negotiated by Venture Southland. Mr Casson also advised that the Aeromagnetic Survey of Southland began in Southland and Otago in January 2016.  The data gathered will be available free to industry and investors.  The survey is to continue over the 2016/2016 summer and expected to end in March 2017.  To date a fixed wing aircraft has surveyed 4,536 km, which is 6% of the total survey area of Southland Region. Council noted that Venture Southland has been successful in being awarded the Regional Business Partner Programme. This programme was retendered in mid-2015, with Venture Southland being notified of the appointment in late 2015. The new contract began in January 2016 with the migration of the Business Mentors programme into the formal Regional Business Partner Programme. Also noted was that the successful bid allows Venture Southland to continue the partnership with New Zealand Trade and Enterprise and Callaghan Innovation to ensure local businesses are able to access support services including research and development, and innovation support, management training, business mentor and business referral and support services.  To date, Venture Southland has seen a significant increase in uptake of services in 2016.  Venture Southland will continue to work with New Zealand Trade and Enterprise to ensure the available funding matches demand as closely as possible. Mr Casson further advised that the Southland Dairy Lean programme has been formally recognised and endorsed by DairyNZ. It will be progressively rolled out throughout New Zealand and will be rebranded as the ‘Farm Tune’ Programme.  Southland delivery of Farm Tune began in mid-January 2016, with 12 farms as part of the programme. Feedback on the initial sessions has been very positive. The formal training programme will continue until the end of April, with follow-up and on-farm session continuing throughout the year.
	Resolution Moved Cr Harpur, seconded Cr Dillon and resolved: That the Policy Review Committee: a)         Receives the report titled “Venture Southland Project and Activities Report November and December 2015 and January 2016” dated 19 February 2016.

7.3	2016 Southland District Council Holiday Programme Report Record No:         R/16/1/1257
	Paul Casson, Chief Executive of Venture Southland and Sally Hayes, Invercargill Licensing Trust Kidzone Trust Festival Director were in attendance for this item. 1 Miss Hayes advised that the report provided an evaluation of the 2016 Southland District Council Holiday Programme and identified areas to consider for the 2017 programme. 2 3 The Committee noted that the programme attendance numbers far exceeded those in any other year that the programme has been delivered. Feedback on programme was that it continues to be very popular with families in the district with 50% of them having never attended one before. 4 5 Miss Hayes also advised that going forward the programme will aim to maintain and in some areas grow attendance numbers and that feedback, both positive and constructive will continue to be sought for this programme with the aim to continue delivering a programme that is best suited to the communities that use it.  6 7 The Committee also noted that online registration was available this.  Parents advised that it was convenient rather than wait for an Area Office to be open to register. Miss Hayes commented that for the delivery of the 2017 Holiday Programme that a few more resources on the team to assist with the delivery and a uniform specific to the programme would be helpful.
	Resolution Moved Cr Bailey, seconded Cr Keast and resolved: That the Policy Review Committee: a)         Receives the report titled “2016 Southland District Council Holiday Programme Report” dated 26 February 2016.

7.4	Draft Use of Unmanned Aerial Vehicles Policy Record No:         R/16/1/739
	Tamara Dytor, Policy Analyst was in attendance for this item.
	Ms Dytor advised that the report presents a draft of the Unmanned Aerial Vehicles (UAVs) Policy to allow the Southland District Council to determine its approach to the use of UAVs, such as drones above Council owned or controlled land or property. She also advised that under new rules introduced by the Civil Aviation Authority (CAA), Council can grant or decline consent for the use of UAVs on or above property that it owns or controls.  This report seeks guidance from the Policy Review Committee regarding the management and regulation of UAVs in Southland District. The Committee were advised of an addition to the policy that would include the reporting of near misses with unmanned aerial vehicles.
	Resolution Moved Cr Kremer, seconded Cr Macpherson  recommendations a – c, d with an addition (as indicated) and e: That the Policy Review Committee: a)         Receives the report titled “Draft Use of Unmanned Aerial Vehicles Policy” dated 26 February 2016. 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)         Endorses this policy for consultation with Community Boards and Community Development Area Subcommittees on prohibited locations in local areas with the delegation to the Chief Executive Officer to include conditions for reporting of near misses with Unmanned Aerial Vehicles. e)         Recommends the draft policy for consideration by Council following feedback from Community Boards and Community Development Area Subcommittees.

7.5	Community Futures Project Record No:         R/15/12/22429
	Tamara Dytor, Policy Analyst was in attendance for this item. Ms Dytor advised that the report provides the Policy Review Committee with an update on the Community Futures Project as well as recent and upcoming engagements with community stakeholders. The Committee noted that the  Community Futures Project was developed to inform elected members about the impacts of demographic change on communities and to date, the Project has focused on demographic projections for Ohai and Nightcaps.  The Project focuses on the implications of projected demographic change for Ohai and Nightcaps, both of which are likely to decline in population over the next 30 years.  Demographic change has implications across a range of Council activities.  Changes in demographics will impact on the demand for services, township viability and vibrancy, rates affordability and funding equity. The Committee also noted that there was a workshop for elected members and staff were held on 18 and 19 November 2015, with presentations by demographers Dr Natalie Jackson, Rachael McMillan and Dr Peter Matanle.  A forum for community stakeholders was held in the Southland District Council Otautau office on 24 February 2016 and a further forum for all residents is scheduled for 10 March 2016 in the Nightcaps Community Hall. Ms Dytor further advised that Officers will continue with community engagement and use feedback and research to identify key issues and priorities.  These will be communicated to Elected members, who may wish to direct Officers to develop potential options for infrastructure, services and projects.  An analysis of options will be used inform the content of Asset Management Plans and the Long Term Plan 2018-2028.
	Resolution Moved Cr Baird, seconded Cr Harpur and resolved: That the Policy Review Committee: a)         Receives the report titled “Community Futures Project” dated 2 March 2016.

The meeting concluded at 10.01am.             CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Policy Review Committee HELD ON WEDNESDAY 9 MARCH 2016.

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