Minutes of a meeting of the

Nelson Tasman Regional Landfill Business Unit

Te Rōpū ā-Rohe Ruapara, Whakatū / Te Tai o Aorere

Held in the Council Chamber, Floor 2A, Civic House, 110 Trafalgar Street, Nelson on Friday 10 December 2021, commencing at 9.37a.m.

Present:              Nelson City Councillor J Edgar (Chairperson), Tasman District Councillors S Bryant and T Walker (Deputy Chairperson) and Mr A Stephens (Iwi Representative)

In Attendance:    Nelson City Council Group Manager Infrastructure (A Louverdis), General Manager Regional Sewerage and Landfill (N Clarke), Tasman District Council Team Leader Stormwater, Rivers and Waste Management (D Stephenson), Nelson City Council Governance Adviser (J Brandt) and Governance Support Officer (A Bryce-Neumann)

Apology:             Nelson City Councillor M Courtney

Karakia Timatanga

1. Apologies

Resolved RLBU/2021/033
	That the Nelson Tasman Regional Landfill Business Unit 1. Receives and accepts the apology from Councillor Courtney.
Edgar/Bryant Carried

2. Confirmation of Order of Business

There was no change to the order of business.

3.       Interests

There were no updates to the Interests Register, and no interests with items on the agenda were declared.

4.       Public Forum

There was no public forum.

5.       Confirmation of Minutes

8 October 2021

Document number M18985, agenda pages 6 - 12 refer.

Resolved RLBU/2021/034
	That the Nelson Tasman Regional Landfill Business Unit 1.    Confirms the minutes of the meeting of the Nelson Tasman Regional Landfill Business Unit, held on 8 October 2021, as a true and correct record.
Bryant/Walker Carried

6.       Chairperson's Report

Document number R26468

Councillor Edgar gave a verbal report. She thanked all Regional Services staff, as well as Accountant Andrew Bishop, and commended them for their proactive management and future proofing of the landfill.

Cr Edgar noted that the review of the Business Unit’s terms of reference and deed of agreement had commenced.

7.       Nelson Tasman Regional Landfill Business Unit - 2020/21 Capital/Renewals Expenditure and Carryover Report

Document number R26456, agenda pages 13 - 19 refer.

Operations Manager Regional Services, Brad Nixon, presented the report.

Resolved RLBU/2021/035
	That the Nelson Tasman Regional Landfill Business Unit 1.    Receives the report Nelson Tasman Regional Landfill Business Unit - 2020/21 Capital/Renewals Expenditure and Carryover Report (R26456); and 2.    Approves the carryover of capital ($0.946M) and renewals budgets ($0.441M) from the 2020/21 financial year to the 2021/22 financial year for inclusion in the Nelson Tasman Regional Landfill Business Unit Business Plan 2022/23, to ensure continuation of urgent and planned works.
Walker/Bryant Carried

8.       Nelson Tasman Regional Landfill Business Unit Airspace, Leachate System Resilience and Stability Report

Document number R26466, agenda pages 20 - 56 refer.

General Manager Regional Sewerage and Landfill, Nathan Clarke, presented the report.

Resolved RLBU/2021/036
	That the Nelson Tasman Regional Landfill Business Unit 1.    Receives the report Nelson Tasman Regional Landfill Business Unit Airspace, Leachate System Resilience and Stability Report (R26466) and its attachment York Valley Landfill Stability, Resilience, and Airspace Options Assessment (A2796478); and 2.    Approves in principle Combined Option 7 from the recommendations from the Tonkin and Taylor Report York Valley Landfill Stability, Resilience, and Airspace Options Assessment (A2796478) for mitigating stability, leachate and airspace issues at York Valley landfill as the technical solution to the issues outlined; and 3.    Approves for inclusion in the Nelson Tasman Regional Landfill Business Unit Business Plan 2022/23 capital funding, the allocation of $3.9M in the 2022/2023 financial year and $2.0M in the 2023/24 financial year to implement leachate resilience, landfill stability, and airspace optimisation options
Walker/Edgar Carried

9.       Nelson Tasman Regional Landfill Business Unit 2022/23 Business Plan Report

Document number R26183, agenda pages 57 - 82 refer.

General Manager Regional Sewerage and Landfill, Nathan Clarke, presented the report.

Mr Clarke answered questions about the reduced Unique Emissions Factor (UEF), and implications if reductions were not achieved. It was agreed to amend the UEF in the Business Plan to reduce the financial risk associated with not achieving emission reductions.

In discussions, it was agreed to change the introductory sentence to section 5 of the Business Plan, entitled Strategic Goals, to read: ‘The NTRLBU aspires to achieve the following goals over the whole-of-life of the landfill’ (additional words in Italics).

It was noted that the Business Plan proposed a 12% increase in landfill charges and that consultation had been on a 17% fee increase.

It was agreed that it would be prudent to remain with what had been advised to stakeholders and consulted on as part of the Long Term Plan to mitigate the risks associated with the possibility of not meeting UEF reductions. It was noted that the financials of the Business Plan would need to be updated to reflect the fee changes.

Officers were requested to expand the section on Emissions Management Improvements in the Business Plan to highlight work under way as described in the quarterly report.

The meeting was adjourned from 10.39a.m. until 10.53a.m.

It was noted that the reference to the review of the Business Unit’s Terms of Reference and Deed of Agreement on page 3 of the Business Plan needed to explain the reasons for the review.

Amendments to the resolution wording were made to reflect the discussions held and the motion was put.

Resolved RLBU/2021/037
	That the Nelson Tasman Regional Landfill Business Unit 1.    Receives the report Nelson Tasman Regional Landfill Business Unit 2022/23 Business Plan Report  (R26183) and its attachment (A2796488); and 2.    Approves the Nelson Tasman Regional Landfill Business Unit Business Plan 2022/23 (A2796488) for presentation to the Nelson City Council and Tasman District Council with the following amendments as agreed by the Nelson Tasman Regional Landfill Business Unit on 10 December 2021: · a 17% increase in landfill charges from 2021/22 to 2022/23 · amended financials to reflect fee changes · amended Unique Emissions Factor · expanded Emissions Management Improvements section · amended Strategic Goals section to reflect whole-of-life management approach · Clarification of Deed of Agreement and Terms of Reference review. 3.    Delegates all further minor amendments to the Business Plan 2022/23 to the Nelson Tasman Regional Landfill Business Unit Chairperson and General Manager.
Bryant/Walker Carried

Recommendation to Nelson City and Tasman District Councils
Resolved RLBU/2021/038
	That the Nelson City Council and Tasman District Councils 1. Receive the amended Nelson Tasman Regional Landfill Business Unit Business Plan 2022/23 (A2796488) for review and provide feedback to the Nelson Tasman Regional Landfill Business Unit, if required.
Bryant/Walker Carried

10.     Nelson Tasman Regional Landfill Business Unit Quarterly Update Report

Document number R26377, agenda pages 83 - 94 refer.

General Manager Regional Sewerage and Landfill, Nathan Clarke, presented the report and noted audit results had been received from the Ministry for the Environment since the report was written.

Resolved RLBU/2021/039
	That the Nelson Tasman Regional Landfill Business Unit 1.    Receives the report Nelson Tasman Regional Landfill Business Unit Quarterly Update Report (R26377).
Bryant/Stephens Carried

There being no further business the meeting ended at 11.15a.m.

Karakia Whakamutunga

Confirmed as a correct record of proceedings by resolution on 25 March 2022.

Resolved RLBU/2022/001
	That the Nelson Tasman Regional Landfill Business Unit 1.     Confirms the minutes of the meeting of the Nelson Tasman Regional Landfill Business Unit, held on 10 December 2021, as a true and correct record.