Notice of the ordinary meeting of the
Regional Sewerage Business Unit
Tira ā-Rohe mō te Parakaingaki o Whakatū,
o Te Tai o Aorere
Agenda
Rārangi take
Chair Tasman District Cr Kit Maling
Deputy Chair Nelson City Cr Tim Skinner
Members Tasman District Cr Trevor Tuffnell
Nelson City Cr Brian McGurk
Brendon Silcock (Independent Member)
Frank Hippolite (Iwi Representative)
Philip Wilson (Industry Representative)
Pat Dougherty
Quorum: 3 Chief Executive
Nelson City Council Disclaimer
Please note that the contents of these Council and Committee Agendas have yet to be considered by Council and officer recommendations may be altered or changed by the Council in the process of making the formal Council decision.
The Nelson Regional Sewerage Business Unit (NRSBU) is a joint committee of Nelson City and Tasman District Councils. Operation of the NRSBU is governed by a Board, as established by a Memorandum of Understanding (A1983271).
· To manage and operate the wastewater treatment facilities at Bells Island and the associated reticulation network efficiently and in accordance with resource consent conditions to meet the needs of its customers.
· The Councils are agreed that the responsibility for all management and administrative matters associated with the NRSBU operation shall be with the Board, and in particular the Board shall without the need to seek any further authority from the Councils:
o Operate a bank account for the Business Unit;
o Comply with the Procurement Policy of the Administering Council;
o Enter into all contracts necessary for the operation and management of the Business Unit in accordance with the approved budgets and intent of the Business Plan;
o Authorise all payments necessary for the operation and management of the Business Unit within the approved budgets and intent of the Business Plan;
o Do all other things, other than those things explicitly prohibited by this Memorandum of Understanding or relevant statutes, that are necessary to achieve the objectives as stated in the Strategic Plan, Asset Management Plan or Business Plan approved by the Councils;
o Comply with the Health and Safety Policy and requirements of the administering Council
· Contribute to the sanitary services assessment process of the Councils
· Contribute to and comply with the waste management plans of the Councils
· Contribute to the development of the Councils’ Development and Financial Contribution policies
· Contribute to the Councils’ Regional Policy Statement and Regional Plan Reviews
· Develop and keep under review an appropriate contract for the delivery of waste collection and disposal services with each of its customers
· Follow generally accepted accounting practices
· Follow good employment practices
· Any other matters under the areas of responsibility of the Business Unit and detailed in the Memorandum of Understanding.
· All recommendations to Council will be subject to adoption of an equivalent resolution by the other Council, unless it is a matter specific to one Council only.
· The Memorandum of Understanding governing the NRSBU allows for either six or seven members to be appointed. The quorum at a meeting is either three (if six members are appointed), or four (if seven members are appointed), including at least one from each local authority.
· The Standing Orders of the Council providing administration to the committee will be applied at each meeting.
· The Chairperson will not have a casting vote.
· Copies of minutes of meetings of the Joint Committee will be retained by each Council for record keeping purposes
Nelson Regional Sewerage Business Unit
13 December 2019
1. Apologies
2. Confirmation of Order of Business
3.1 Updates to the Interests Register
3.2 Identify any conflicts of interest in the agenda
Document number M6606
Recommendation
That the Nelson Regional Sewerage Business Unit 1. Confirms the minutes of the meeting of the Nelson Regional Sewerage Business Unit, held on 4 December 2019, as a true and correct record. |
6. Chairperson's Report
7. Nelson Regional Sewerage Business Quarterly Report 9 - 42
Document number R13692
Recommendation
That the Nelson Regional Sewerage Business Unit 1. Receives the Nelson Regional Sewerage Business Quarterly Report R13692; and its attachments (A2313564 and A2314624); and 2. Notes that there was no feedback from Nelson City Council regarding the draft Nelson Regional Sewerage Business Unit Business Plan 2020/21. That the Nelson City Council and Tasman District Councils 1. Approve the Nelson Regional Sewerage Business Unit Business Plan 2020/21 (A2314624).
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CONFIDENTIAL Business
Recommendation
That the Nelson Regional Sewerage Business Unit
1. Excludes the public from the following parts of the proceedings of this meeting.
2. 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:
3.
Item |
General subject of each matter to be considered |
Reason for passing this resolution in relation to each matter |
Particular interests protected (where applicable) |
1 |
Nelson Regional Sewerage Business Unit Meeting - Confidential Minutes - 4 December 2019 |
Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7. |
The withholding of the information is necessary: · Section 7(2)(h) To enable the local authority to carry out, without prejudice or disadvantage, commercial activities
· Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) |
Nelson Regional Sewerage Business Unit Minutes - 4 December 2019
Minutes of a meeting of the Nelson Regional Sewerage Business Unit
Held in Rūma Waimārama, Floor 2A, Civic House, 110 Trafalgar Street, Nelson
On Wednesday 4 December 2019, commencing at 11.00a.m.
Present: Tasman District Councillors K Maling and T Tuffnell, Nelson City Councillors B McGurk and T Skinner, Mr B Silcock (Independent Member) and Mr P Wilson (Industry Representative)
Apology: F Hippolite (Iwi Representative)
1 Appointment of Chairperson and Deputy Chairperson (agenda item 4)
The Nelson City Council Group Manager Infrastructure welcomed those present to the first Nelson Regional Sewerage Business Unit (NRSBU) meeting of the triennium and called for nominations for the two vacancies. |
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Resolved NRSBU/2019/001 |
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That the Nelson Regional Sewerage Business Unit 1. Appoints Tasman District Councillor Kit Maling as Chairperson of the Nelson Regional Sewerage Business Unit for the triennium 2019-2022; and |
Tuffnell/McGurk Carried |
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Tasman District Cr Maling assumed the Chair for the rest of the meeting. |
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Resolved NRSBU/2019/002 |
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2. Appoints Nelson City Councillor Tim Skinner as Deputy Chairperson of the Nelson Regional Sewerage Business Unit for the triennium 2019-2022. |
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Maling/Tuffnell Carried |
2. Apologies |
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Resolved NRSBU/2019/003 |
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That the Nelson Regional Sewerage Business Unit 1. Receives and accepts the apology from Mr F Hippolite. |
Maling/McGurk Carried |
3. Confirmation of Order of Business (agenda item 1)
There was no change to the order of business for the remaining items on the agenda.
4. Interests (agenda item 2)
There were no updates to the Interests Register, and no interests with items on the agenda were declared. However, Tasman District Councillor Maling noted that a beneficiary of the piece of land to be discussed in the confidential part of the meeting was known to him.
5. Public Forum (agenda item 3)
There was no public forum.
6. Exclusion of the Public (agenda item 4)
Resolved NRSBU/2019/004 |
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That the Nelson Regional Sewerage Business Unit 1. Excludes the public from the following parts of the proceedings of this meeting. 2. 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: |
McGurk/Tuffnell Carried |
Item |
General subject of each matter to be considered |
Reason for passing this resolution in relation to each matter |
Particular interests protected (where applicable) |
1 |
Land Purchase report
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Section 48(1)(a) The public conduct of this matter would be likely to result in disclosure of information for which good reason exists under section 7 |
The withholding of the information is necessary: · Section 7(2)(h) To enable the local authority to carry out, without prejudice or disadvantage, commercial activities · Section 7(2)(i) To enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) |
The meeting went into confidential session at 11.06a.m. and resumed in public session at 12.22p.m.
There being no further business the meeting ended at 12.22p.m.
Confirmed as a correct record of proceedings:
Chairperson
Date
Item 7: Nelson Regional Sewerage Business Quarterly Report
Nelson Regional Sewerage Business Unit Joint Committee 13 December 2019 |
Report Title: NRSBU Quarterly Report
Report Author: Don Clifford, Acting General Manager
Report Number: R13692
1. Purpose of Report
1.1 This report provides the three-monthly update on activity for the Nelson Regional Sewerage Business Unit (NRSBU).
2. Report Summary
2.1 Operations are generally running well.
2.2 The Resource Consent Hearing for Bell Island ran smoothly; we expect a decision in March 2020.
2.3 Good progress is being made with Maintenance, Renewals and new Capital projects.
3. Recommendations
That the 1. Receives the NRSBU Quarterly Report R13692; and its attachments (A2313564 and A2314624); and 2. Notes that there was no feedback from Nelson City Council regarding the draft Nelson Regional Sewerage Business Unit Business Plan 2020/21. That the Nelson City Council and Tasman District Council 1. Approve the Nelson Regional Sewerage Business Unit Business Plan 2020/21 (A2314624). |
4. Background and Discussion
5. Health and Safety
5.1 A comprehensive review of health and safety risks was undertaken earlier this year. The implementation of the identified improvement works is ongoing.
5.2 No serious incidents have been reported.
6. Contract 3458 – Operations and Maintenance
6.1 The current contract expires June 2020.
6.2 A consultant has been engaged to prepare and tender a new contract.
6.3 Operations are generally running well.
6.4 The contractor’s team has issued the updated Odour Management Plan and the updated Pond Management Plan.
7. Odour Management
7.1 We have achieved some good improvements at Bell Island; however, odour management will require ongoing vigilance.
7.2 Odour from biosolids disposal at Moturoa (Rabbit Island) has been reported by members of the public. We are investigating methods to mitigate this issue.
7.3 Our odour monitoring person will be unavailable for a few months, so we need to find a replacement.
8. Biosolids Operation
8.1 The biosolids operation on Moturoa (Rabbit Island) continues to perform well (other than odour issues).
8.2 The Bell Island contractor has expressed some concern about the capacity of the sludge systems. The acting Operations Manager will advise the Board about this at the meeting.
9. Bell Island Land Irrigation
9.1 The lease to Raine farms has been extended to mid-2020. Staff have been considering whether there are better uses of the land for NRSBU e.g. direct irrigation to land by NRSBU.
10. Regional Pipeline
10.1 Works are ongoing to comply with some of the conditions of the aberrational discharge consent at pump stations.
10.2 Initial studies have been commenced to assess flow capacity for the concept design for extra pipe capacity downstream of the Beach Road pump station.
10.3 Higher power output back-up generators are being procured for the pump stations. The existing generators will be relocated to Bell Island; and installed there.
11. Trade Waste Agreements
11.1 Nothing new to report.
12. Trade Waste Management:
12.1 The Nelson City Council Trade Waste officer has reported improvements to identification of significant sources of grease; and has advised that this should lead to an improved quality of discharge to the NRSBU system.
13. Bell Island Resource Consent Application
13.1 The Hearing was held in mid-November.
13.2 The Acting General Manager and the Chair were in attendance for the entire Hearing.
13.3 It was felt that we received a fair hearing; and that the submitters presented reasonable points-of-view.
13.4 Through the course of the Hearing it was decided to modify some of our proposed consent conditions.
13.5 Those changes have been circulated to submitters and to the consent authority for feedback.
13.6 We have received positive feedback from the Waimea Inlet Forum.
13.7 The NRSBU legal counsel will submit a final submission on 20 December 2019.
13.8 We anticipate receiving a decision from the Commissioners in March 2020.
14. Treated Wastewater Re-use Trial
14.1 The order has been placed for the equipment to house the membrane filters.
14.2 Arrangements are underway for the civil works and other ancillary equipment.
15.1 Nothing new to report.
16. Business Plan
16.1 At the 16 July 2019 meeting the Board approved the Business Plan 2019/20.
16.2 We have now received approval from each Council for the Business Plan 2019/20.
16.3 The Memorandum of Understanding requires a draft Business Plan for 2020/2021 to be issued to both councils for comment by 31 December 2019.
16.4 The draft Business Plan 2020/2021 was approved by the Board at the September 2019 meeting, subject to minor text changes to be approved by the Chair, and has been submitted to both councils.
16.5 NCC officers presented the 2020/21 draft Business Plan to their Infrastructure Committee in November 2019. No changes were requested by the NCC Infrastructure Committee.
16.6 TDC will be considering the draft Business Plan 2020/21 at its Council meeting 12 December 2019.
16.7 The NRSBU Business Plan 2020/21 final draft (Rev1) is attached to this report for receipt by the Board.
16.8 The Acting GM NRSBU recommends that the Board recommends to both Councils to approve the revised Business Plan 2020/21.
17. Annual Report
17.1 The Annual report (2018/2019 year) has been submitted to both councils.
18. Finance
18.1 Attachment 1 includes three financial reports up to the end of October 2019:
· Income Account for the period to 31 October 2019.
· Balance Sheet as at 31 October 2019.
· Detailed Budget – Capital Expenditure.
18.2 Total income was 101% of YTD budget.
18.3 Total O&M Expenses were 104% of YTD budget.
18.4 Total expenses were 98% of YTD budget.
18.5 Net income was 114% of YTD budget.
18.6 Renewals and Capital Expenditure was $474k vs annual budget of $5m.
18.7 Management costs were up (133%) against budget due to the extra activity and external pricing of the acting General Manager and the acting Operations Manager.
18.8 Maintenance costs are over budget (110%) due to numerous items at Rabbit Island, the pump stations and at Bell Island.
19. Asset Management Plan
19.1 The Asset Management Plan (AMP) 2017 is due for review.
19.2 A consultant has been engaged to undertake a review in conjunction with the Acting General Manager and the Acting Operations Manager.
19.3 It is proposed that following these initial reviews a workshop is held with the Board and key staff from both Councils.
19.4 The outcome of that workshop would be the finalised content of the AMP.
20. General Management
20.1 In the past the quarterly reports have contained considerable operational detail.
20.2 It is considered that the level of information that the Board primarily needs to address is at a higher level of overview and governance.
20.3 Therefore, this report does not include the typical technical details of past reports.
20.4 The responsibilities of the NRSBU are described in the Governance Charter and the Memorandum of Understanding.
20.5 Those documents list the next tier of management plans including the Asset Management Plan, Strategic Plan, and Business Plan.
20.6 Within each of the Plans there are many activities and targets that the Board has agreed to undertake and achieve.
20.7 To measure the overall performance of the board against these undertakings, some tracking lists have been created.
20.8 Samples of these tracking lists are shown below:
20.9 Feedback from the Board is sought on the preferred format and content of the quarterly report.
Attachments
A2313564 – Financial reports up to the end of October 2019
A2314624 – Nelson Regional Sewerage Business Unit Business Plan 2020/21