Agenda of Riverton Harbour Subcommittee

Riverton Harbour Subcommittee

01 March 2016

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TABLE OF CONTENTS

ITEM PAGE

Procedural

1 Apologies 4

2 Leave of absence 4

3 Conflict of Interest 4

4 Public Forum 4

5 Extraordinary/Urgent Items 4

6 Confirmation of Minutes 4

Reports

7.1 Action Sheet 13

7.2 Works and Finance Report to Riverton Harbour Subcommittee for the period ended 31 January 2016 17

UPDATES

8.1 Chairperson’s Report

The Chairperson, Member White, to report on activities with which he has been involved since the Subcommittee’s last meeting.

1 Apologies

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

2 Leave of absence

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

3 Conflict of Interest

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

4 Public Forum

Notification to speak is required by 5pm at least two days before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.

5 Extraordinary/Urgent Items

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

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

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

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

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

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

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

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

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

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

6 Confirmation of Minutes

6.1 Minutes of Riverton Harbour Subcommittee meeting dated 09 November 2015 to be confirmed.

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Riverton Harbour Subcommittee

OPEN MINUTES

Minutes of a meeting of Riverton Harbour Subcommittee held in the SDC Office, Riverton on Monday, 9 November 2015 at 4.30pm.

present

Acting Chairperson	Blair Stewart	Riverton/Aparima Community Board
Members	Timothy Anderson	Riverton/Aparima Community Board
	Neil Linscott	Riverton/Aparima Community Board
	Ian Coard	Riverton Harbourmaster
Councillor	Rodney Dobson

IN ATTENDANCE

Strategic Manager, Property	Kevin McNaught
Environment Southland	Kevin O'Sullivan
Environment Southland	Lyndon Cleaver
Committee Advisor/ Customer Support	Alyson Hamilton

1 Apologies

Apologies for non-attendance were lodged by Members Nick White and Muriel Johnstone.

Moved Member Coard, seconded Member Linscott and resolved:

That the apologies for non-attendance lodged by Members White and Johnstone be sustained.

2 Leave of absence

There were no requests for leave of absence.

3 Conflict of Interest

There were no conflicts of interest declared.

4 Public Forum

There were no members of the public seeking speaking rights in the Public Forum section of the meeting.

5 Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

6 Confirmation of Minutes

Resolution

Moved Cr Dobson, seconded Member Linscott and resolved:

That the minutes of Riverton Harbour Subcommittee, held on 10 August 2015 be confirmed as a true and correct record.

7 Reports

7.1

Action Sheet

Record No: R/15/11/19688

The Action Sheet from the Subcommittee’s previous meetings was circulated for Members’ information.

Issues arising included the following;

Electricity Account

The Meeting was advised that the Harbour Subcommittee is being charged for an account that does not exist. The Area Engineer to investigate this matter further and report back to the next meeting of the Subcommittee.

Harbour Master Liability Insurance

The Committee noted that as Council has harbour master responsibilities in Riverton it is essential that Council has the appropriate insurance cover for the risks associated with any claim it may receive as a result of the harbour master giving advice, directions etc.

The cover of $10 million was Council staff estimating the worst case claim that it may face, in order to obtain insurance cover.

Mr Cleaver confirmed that Environment Southlands insurance cover is not available as the Harbour Master is employed by the Southland District Council.

Resolution

Moved Member Anderson, seconded Member Linscott and resolved:

That the Riverton Harbour Subcommittee:

a) Receives the report titled “Action Sheet” dated 3 November 2015.

b) Notes the responses from staff on the action sheet.

7.2

Works and Finance Report to Riverton Harbour Subcommittee for the period ended 30 September 2015

Record No: R/15/10/19141

The Works and Finance Report for the period ended 30 September 2015, was tabled.

The subcommittee was informed as follows;

§ Work has commenced on the replacement of timber planks at the T-Wharf. Work on some of the private wharves is also underway to meet the requirements of the Emtech report.

§ The application for the harbour consent has been lodged with Environment Southland and feedback for further information has been requested.

Resolution

Moved Cr Dobson, seconded Member Coard and resolved:

That the Riverton Harbour Subcommittee:

a) Receives the report titled “Works and Finance Report to Riverton Harbour Subcommittee for the period ended 30 September 2015” dated 29 October 2015.

7.3

Unaudited Annual Accounts Report to Riverton Harbour Subcommittee for the year ended 30 June 2015

Record No: R/15/8/15116

The Unaudited Annual Accounts Report for the year ended 30 June 2015, was tabled.

The subcommittee noted a deficit of $4,507 was transferred from reserves, bringing the total funds held in reserves at 30 June 2015 to $88,407.

Resolution

Moved Cr Dobson, seconded Member Stewart and resolved:

That the Riverton Harbour Subcommittee:

a) Receives the report titled “Unaudited Annual Accounts Report to Riverton Harbour Subcommittee for the year ended 30 June 2015” dated 15 September 2015.

7.4	Disposal Process For Council Owned, Riverton Harbour Structures Record No: R/15/9/16568
	Report by Mr Kevin McNaught, Strategic Manager Property regarding the Disposal Process for Council Owned, Riverton Harbour Structures, was tabled. Mr McNaught advised the purpose of the report is to review a previous Subcommittee recommendation on the disposal of wharf L35 and walkway at Riverton Harbour. 2 Mr McNaught reported the Subcommittee previously resolved to recommend to Council that wharf L35 in Riverton Harbour be disposed of by public tender. There was an expectation by the subcommittee that the sale would take place sooner rather than later. 3 The Subcommittee also requested the associated walkway servicing L35 and L36 retained in Council ownership, to provide access to potential wharves that may in the future be built onto the end of wharf L35. 4 Mr McNaught explained these matters must be dealt with sequentially, with each being dependent on conditions imposed and/or agreed to by the previous action. The Meeting noted that consequently retention of the walkway in Council ownership cannot be guaranteed, thus the requirement for the Subcommittee to review that previously made recommendation. Mr McNaught informed staff are working towards disposal of wharf L35, however Council will not publically dispose of an asset until it’s in a position to provide all the relevant information, so that any purchaser is fully informed of what they are acquiring. Mr McNaught advised the main issue is that terms and conditions to be applied at each step cannot be predetermined. For this reason the future ownership of wharf L35 the walkway and conditions to be applied to all the necessary licence documents, cannot start to be considered until the Resource Consent has been granted. In discussion this issue Members agreed to review the previous recommendation of the Subcommittee which will allow the sale process to proceed , remove potential for legal action, however Members noted that it will lengthen the sale process timeframe.

	Resolution Moved Member Stewart, seconded Cr Dobson and resolved: That the Riverton Harbour Subcommittee: a) Receives the report titled “Disposal Process For Council Owned, Riverton Harbour Structures” dated 2 November 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) Agrees that the walkway to wharves L35 and L36 be sold to the purchaser(s) of those two wharves, with ongoing maintenance and repairs being set out in the relevant licences to occupy. e) Request that officers undertake the sale process of the walkway to achieve the best possible return to Council, in conjunction with the sale of wharf L35.

7.5

Annual Plan 2016/2017 - Draft Estimates Report

Record No: R/15/10/17977

Report by Mr Greg Erskine (Area Engineer) regarding the Annual Plan 2016/2017 Draft Estimates Report, was tabled.

Tabled before the Subcommittee was a report which provided an overview of the forecasted services for the Riverton Harbour Subcommittee in 2016/17.

Staff advised that;

§ Council has streamlined its 2016/17 Annual Plan process and as a result the subcommittee is only required to review its significant changes .In addition any significant changes are to be funded from reserves where appropriate.

§ The draft estimates will be incorporated into the Council’s Draft Annual Plan which will be released for public consultation in February 2016.Once the Plan is finalised (subject to any changes resulting from submissions lodged) the estimates shown for 2016/17 will be used to set the rates for the year beginning 1 July 2016.

The Subcommittee was advised there are no key variances from what was originally included in Year Two of the Long Term Plan and what is planned now.

Following discussion it was agreed that the following amendments be included in Councils Draft annual plan. These being;

§ $20,000 to be provided for wharf repairs and upgrade as a result of the Emtech Engineering report to be funded from reserves.

§ $2,000 to be provided for Harbour Master Liability Insurance.

Resolution

Moved Member Coard, seconded Member Linscott and resolved:

That the Riverton Harbour Subcommittee:

a) Receives the report titled “Annual Plan 2016/2017 - Draft Estimates Report” dated 3 November 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 variations in the Riverton Harbour Subcommittee estimates from year two of the Long Term Plan.

e) Estimates for the year commencing 1 July 2016 be adopted for inclusion in the Council’s Draft Annual Plan subject to the following amendments;

$20,000 to be provided for wharf repairs and upgrade as a result of the Emtech Engineering report to be funded from reserves.

$2,000 to be provided for Harbour Master Liability Insurance.

f) Requests the setting of the following fee and charges (including GST) for the year commencing 1 July 2016 based on the approved estimates in (e) above.

Fee Description Fee (GST Incl)

Transfer Fee $154.34

Wharf Licence Fee $14.96 (per metre)

g) Identifies the key highlights for the Riverton Harbour. These being;

Emtech Engineering Report

Resource Consent application to Environment Southland

Repair work to existing wharves as a result of the Emtech report

The meeting concluded at 5.10pm CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Riverton Harbour Subcommittee HELD ON 9 NOVEMBER 2015.

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

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

Riverton Harbour Subcommittee

01 March 2016

Riverton Harbour Subcommittee Action Sheet - Excluding Public Excluded

Open Action Items

Author	Due Date	Subject	Notes
Greg Erskine	23/02/2015	Bay Road Embankment	Contact has been made with local Bricklayer who is prepared to undertake minor maintenance work.
Greg Erskine	05/05/2015	Removal of Sycamore Trees - Towack Street	Topping of the trees will be incorporated with two other projects around the township.
Kevin McNaught	22/02/2016	Disposal Process For Wharf L35	Sale will be actioned following issuing of resource consent for structures
Colin Pemberton	09/11/2015	Future Ownership of Wharf L35 and Walkway - Riverton Harbour	The ownership of the wharf and walkway will be dealt with as part of the resource consent process.

Recently Closed Action Items

Author

Completion Date

Subject

Notes

Kevin McNaught

20/01/2016

Recommends to Council that it dispose of wharf L35 by way of public tender.

•Action completed by: Kevin McNaught superseded by subsequent decision.

Kevin McNaught

20/01/2016

Requests staff respond to Mr Hishon and Mr Coull advising the Harbour Subcommittee has recommended to dispose of wharf L35.

•Action completed by: Kevin McNaught

Letters have been forwarded to Mr Hishon and Mr Coull advising of the Harbour Subcommittee decision on Berth L35 and adjoining walkway.

Riverton Harbour Subcommittee 13 May 2013	Name	Response Date
13.2.7.0 – Riverton Causeway	Kevin McNaught	1 March 2016
Mr McNaught reported prior to a letter being forwarded to LINZ, David Hamilton, Consultants of Natural Engineering, has undertaken an inspection of the causeway on behalf of LINZ. A report is to be presented to the Subcommittee in due course. Officer’s Comment No response has been received from LINZ todate.
Riverton Harbour Subcommittee 27 January 2014
14.1.4.0 – T-Wharf issues	Greg Erskine	1 March 2016
The Area Engineer reported minor repair work has been undertaken around the crane area – further repair work is on hold until the review of the wharves is completed. Officer’s Comment Several poor deck planks have been replaced with new timbers, bracing renewal is next on the list.
Riverton Harbour Subcommittee 4 August 2014
14.2.6.1 – Electricity Account	Greg Erskine	1 March 2016
Area Engineer to confirm location of power connections with Trust Power due to some confusion with the account. Updated 20 February 2015 Request that some of the power boxes be renamed and that a plan be left at the Riverton office for information purposes. Updated 22 April 2015 Area Engineer advised power boxes located at the following areas; · T-Wharf - crane, lights · Adventure Playground - navigational aid · Princess Street – navigational aid · Howells Point – navigational aid · Shed at 1 Princess Street – to be confirmed Updated 9 November 2015 The Area Engineer advised the Harbour Subcommittee has been charged for an account that does not exist. Further investigation work is to be undertaken. Updated 15 February 2016 Mr Erskine advised the reading at shed 1 was based on some historical information that no longer applies. This has been removed from the invoicing.

Chairperson	Nick White
Members	Timothy Anderson
	Ian Coard
	Neil Linscott
	Blair Stewart
Councillor	Rodney Dobson

Oraka Aparima Runaka	Muriel Johnstone
Environment Southland	Kevin O'Sullivan
Area Engineer	Greg Erskine
Area Officer	Alyson Hamilton