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).
Areas of
Responsibility
·
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.
Powers to
Decide:
·
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
Powers to
Recommend to Councils:
·
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.
Quorum:
·
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.
Procedure:
·
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 Minutes - 4 December 2019
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)
In
Attendance: Nelson City Council Group
Manager Infrastructure (A Louverdis), Tasman District Council Engineering Services
Manager (R Kirby), Acting General Manager NRSBU (D Clifford), Acting NRSBU
Operations Manager (N Clarke), and Nelson City Council Governance Adviser (J
Brandt)
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
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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
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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.
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Maling/McGurk Carried
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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)
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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:
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McGurk/Tuffnell Carried
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Item
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General subject of each matter to be
considered
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Reason for passing this resolution in
relation to each matter
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Particular interests protected (where
applicable)
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1
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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
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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
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. Emissions
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
