Local Governance Statement

Council Functions, Responsibilities and Activities
Legislation Relevant to the Council
Local Legislation
The Electoral System and the Opportunity to Change It 
Representation Arrangements 
Roles and Conduct of Elected Members and Chief Executive 
Governance, Membership and Delegation 
Meeting Requirements and Processes 
Consultation Policy 
Liaising with Maori
Management Structures and Relationships
Equal Employment Opportunities Policy
Approved Planning and Policy Documents
Systems for Public Access
Request for Official Information

Approved at a meeting of the Southland District Council held on 6 April 2011.

INTRODUCTION

A requirement exists under Section 40 of the Local Government Act 2002 for the Southland District Council to prepare and make publicly available a local governance statement.

This document contains information about the governance arrangements of the Council to enable the public to participate fully in local governance.

A local governance statement is to be prepared and made publicly available within six months after each triennial general election of the Council and the statement can be updated from time to time by the Council as necessary.

COUNCIL FUNCTIONS, RESPONSIBILITIES AND ACTIVITIES

The purpose of the Southland District Council is to enable democratic decision-making to promote the social, economic, environmental and cultural well being of communities within the District in the present and for the future.

To give effect to that stated purpose the Council has overall responsibility and accountability in a variety of roles including –

• Planning the District’s strategic direction alongside local communities within the District as part of developing the Long-Term Council Community Plan (LTCCP) to promote the social, economic, environmental and cultural wellbeing of communities.
• Facilitating solutions to local issues and needs.
• Advocacy on behalf of the local community with central government, other local authorities and other agencies.
• Providing prudent stewardship and the efficient and effective use of resources within the District in a sustainable way.
• Risk management.
• Management of local infrastructure including network infrastructure (eg roads, sewage disposal, water, stormwater) and community infrastructure (eg libraries, reserves and recreational facilities).
• Administering various legal and regulatory requirements.
• Ensuring the integrity of management control systems.
• Informing and reporting to communities, ratepayers and residents.

LEGISLATION RELEVANT TO THE COUNCIL

The Southland District Council exercises powers and fulfils responsibilities conferred upon it by various statutes. Important among these are the Local Government Acts of 1974 and 2002, the Local Government (Rating) Act 2002, the Resource Management Act 1991, the Building Act 1991, the Building Act 2004, the Local Government Official Information and Meetings Act 1987 and the Local Electoral Act 2001.  Other legislation which confers powers, obligations or responsibilities on the Southland District Council and otherwise regulates the functions and operations of the Council includes –

Airport Authorities Act 1966
Animals Welfare Act 1999
Arts Council of New Zealand Toi Aotearoa Act 1994
Auctioneers Act 1928
Bill of Rights Act 1990
Biosecurity Act 1993
Building Act 2004
Building Research Levy Act 1969
Burial and Cremation Act 1964
Bylaws Act 1910
Cadastral Survey Act 2002
Citizenship Act 1977
Civil Aviation Act 1990
Civil Defence Emergency Management Act 2002
Civil List Act 1979
Climate Change Response Act 2002
Commerce Act 1986
Companies Act 1993
Conservation Act 1987
Consumer Guarantees Act 1993
Copyright Act 1994
Counties Insurance Empowering Act 1941
Crimes Act 1961
Disabled Persons Community Welfare Act 1975
District Courts Act 1947
Dog Control Act 1996
Earthquake Commissions Act 1993
Electricity Act 1992
Employment Relations Act 2000
Energy Companies Act 1992
Environment Act 1986
Fair Trading Act 1986
Fees and Travelling Allowances Act 1951
Fencing Act 1978
Fencing of Swimming Pools Act 1987
Finance Act (No. 2) 1941
Financial Reporting Act 1993
Fire Services Act 1975
Food Act 1981
Foreshore and Seabed Act 2004
Forest and Rural Fires Act 1977
Gambling Act 2003
Gas Act 1992
Goods and Services Tax Act 1985
Hazardous Substances and New Organisms Act 1996
Health Act 1956
Health and Safety in Employment Act 1992
Historic Places Act 1993
Holidays Act 2003
Housing Act 1955
Housing Corporation Act 1974
Human Rights Act 1993
Impounding Act 1955
Income Tax Act 2007
Insolvency Act 2006
Interpretation Act 1999
Land Act 1948
Land Drainage Act 1908
Land Transfer Act 1952
Land Transport Act 1998
Libraries and Mechanics’ Institute Act 1908
Limitation Act 2010
Litter Act 1979
Local Authorities (Members’ Interests) Act 1968
Machinery Act 1950
*Meat Act 1981
Minimum Wage Act 1983
Municipal Insurance Act 1960
National Provident Fund Restructuring Act 1990
New Zealand Bill of Rights Act 1990
New Zealand Geographic Board Act 2004 (Nga Pou Taunaha o Aotearoa) 
New Zealand Library Association Act 1939
New Zealand Public Health and Disability Act 2000
**New Zealand Walkways Act 1990 - repealed 2004
Ngāi Tahu Claims Settlement Act 1998
Oaths and Declarations Act 1957
Occupiers Liability Act 1962
Ombudsmen Act 1975
Parental Leave and Protection Act 1987
Plumbers and Gasfitters and Drainlayers Act 2006
Privacy Act 1993
Property Law Act 2007
Prostitution Reform Act 2003
Protected Disclosures Act 2000
Public Bodies Contracts Act 1959
Public Bodies Leases Act 1969
Public Works Act 1981
Queen Elizabeth the Second National Trust Act 1977
Railway Safety and Corridor Management Act 1992
Rating Valuations Act 1998
Rates Rebate Act 1973
Reserves Act 1977
Residential Tenancies Act 1986
Resource Management Act 1991
Sale of Liquor Act 1989
Secondhand Dealers and Pawnbrokers Act 2004 
Secret Commissions Act 1910
Securities Act 1978
Securities Transfer Act 1991
Smoke-free Environments Act 1990
Soil; Conservation and Rivers Control Act 1941
Sovereign’s Birthday Observance Act 1952
Standards Act 1988
Statutes Amendment Acts 1936-1951
Statutory Land Charges Registration Act 1928
Summary Offences Act 1981
Te Ture Whenua Māori Act 1993
Telecommunications Act 2001
Transit New Zealand Act 1989
Transport Act 1962
Treaty of Waitangi Act 1975
Trespass Act 1980
Trustees Act 1956
Unit Titles Act 1972
Walking Access Act 2008 
Wild Animal Control Act 1977
Wildlife Act 1953

*Repealed 2006 by Animal Products (Ancillary and Transitional Provisions Act 1999.

**Repealed 2004.

LOCAL LEGISLATION

In addition to the statutes referred to in Part 3 above the Southland District Council is also bound by local legislation that apply specifically to it.  In some cases the former local authorities no longer exist but the Local Acts continue to apply to Southland District Council as successor.  These Acts are:

Local Acts

Southland Land Drainage Act 1935
Authorised the former Wallace and Southland Counties to make better provision for land drainage within the District.

Private Acts

Otago-Southland Flood Relief Committee Empowering Act 1980
Provides for the administration of funds held in trust for the relief of persons suffering loss or damage from floods in Otago and Southland in 1980.

Southland Flood Relief Committee Empowering Act 1992
Provides for the administration of moneys held in trust for the relief of persons suffering loss or damage from floods occurring in Southland in January 1984.

Bylaws

The following bylaws have been made by the Council and apply within the District –

• Southland District Council Control of Advertising Signs Bylaw 2008.
• Southland District Council Camping Control Bylaw 2007.
• Southland District Council Cemetery Bylaw 2006.
• Southland District Council Dog Control Bylaw 2009.
• Southland District Council Fire Prevention (Vegetation) Bylaw 2010.
• Southland District Council Keeping of Animals, Poultry and Bees Bylaw 2005.
• Southland District Council Public Places Liquor Control Bylaw 2005.
• Southland District Council Roading Bylaw 2008.
• Southland District Council Solid Waste Bylaw 2008.
• Southland District Council Stormwater and Drainage Bylaw 2008.
• Southland District Council Trade Waste Bylaw 2008.
• Southland District Council Trading in Public Places Bylaw 2008.
• Southland District Council Trenching Bylaw 2002.
• Southland District Council Speed Limit Bylaw 2005 and Amendment No. 1. 
• Southland District Council Subdivision and Land Development Standards Bylaw 2005.
• Southland District Council Wastewater Drainage Bylaw 2008.
• Southland District Council Water Supply Bylaw 2008.

THE ELECTORAL SYSTEM AND THE OPPORTUNITY TO CHANGE IT

First Past the Post (FPP)

Elections of the Southland District Council are currently conducted using the First Past the Post electoral system.  Under this system the electors vote for their preferred candidate(s), and those receiving the most votes, win.

Single Transferable Vote (STV)

The other option available under the Local Electoral Act 2001 is the Single Transferable Vote electoral system (STV).  This system is used in District Health Board (DHB) elections.

Electors rank candidates in order of preference eg Jim Brown 1, Jeff Smith 2, Bill Jones 3 and so on.  The number of votes required for a candidate to be elected (called the quota) depends on the number of positions to be filled and the number of valid votes.

The number of candidates required to fill all vacancies is achieved:

• First by the counting of first preferences.
• Then by a transfer of a proportion of votes received by any candidate where the number of votes for that candidate is in excess of the quota.
• Then by the exclusion of the lowest polling candidate and the transfer of these votes in accordance with the voters second preferences.

Changing Electoral Systems

Under the Local Electoral Act 2001 there are three ways in which the Council’s electoral system can be changed.  They are:

• Council can resolve to change the electoral system to be used at the next two elections or
• Council can conduct a binding poll of electors or
• Electors can demand that a binding poll be undertaken. That demand requires 5% or more of the electors to sign a petition demanding that a poll be held.

Once changed, an electoral system must be used for at least the next two triennial Council elections.

The Southland District Council resolved, in August 2008, to retain the First Past the Post (FPP) electoral system for the 2010 triennial elections.

If the present FPP electoral system is to change for the 2013 triennial elections then the following deadlines apply:

The Council must make that decision by 12 September 2011 to use STV in 2013 without a binding poll.
A demand for a poll on STV in 2013 by way of a petition must be received by 28 February 2012.
Where the Council decides to conduct a poll on STV/FPP for the 2013 election or a valid poll demand has been received that poll must be held by 21 May 2012.

REPRESENTATION ARRANGEMENTS

Mayoral Office

A Mayor is elected at large within the District by all electors.

Wards

The Southland District Council is divided into 12 Wards.  These are from the 2006 Census data. 

Five Rivers Ward  (population 1,677)
Riverton Ward  (population 2,550)
Stewart Island Ward (population 399)
Te Anau Ward  (population 3,252)
Te Tipua Ward  (population 1,656)
Toetoes Ward  (population 2,127)
Tuatapere Ward (population 1,479)
Waihopai Ward  (population 2,658)
Waikaia Ward  (population 1,902)
Wallace Ward  (population 3,498)
Wallacetown Ward (population 2,418)
Winton Ward  (population 4,821)

The next Census was to have been held in 2011 but the Christchurch Earthquake delayed the collection of data.  The document will be updated when new figures are available.

Each Ward elects one Councillor to the Council.

The existing ward representation structure of the Council recognises the need to provide fair and effective representation of communities of interest within the District. 

A plan identifying each Ward is attached as Appendix 1 to this statement. 

Community Boards

The Southland District Council has 12 Community Boards.  Five of the Community Boards have boundaries identical with the Ward in which they are situated.*  The other seven Community Boards have boundaries around the township only.

The 12 Community Boards are as follows -

• Balfour Community Board.
• Edendale Community Board.
• Lumsden Community Board.
• Riversdale Community Board.
• Riverton/Aparima Community Board.
• Stewart Island Community Board.*
• Te Anau Community Board.*
• Tuatapere Community Board.*
• Wallace Community Board.*
• Wallacetown Community Board.
• Winton Community Board.*
• Wyndham Community Board. 

NOTE: Asterix (*) indicates Community Boards with boundaries identical to Ward boundary.

All 12 Community Boards are comprised of six members elected by the community plus one Councillor appointed by the Council.

The Councillor representing the Ward in which the community is situated is appointed to that respective Community Board.

In terms of Section 52 of the LGA 2002 these Community Boards:

• Represent and act as an advocate for the interests of their community.
• Consider and report on any matter referred to it by the Council and any issues of interest or concern to the Community Board.
• Make an annual submission to the Council on expenditure in the community.
• Maintain an overview of services provided by the Council within the community.
• Communicate with community organisations and special interest groups in the community.
• Undertake any other responsibilities delegated by the Council.

The Council has a policy of decentralising responsibilities as necessary to provide an effective means of ensuring local input into decision-making. An extensive range of delegated powers given to the Community Boards within the District by the Council allows for and encourages decision-making at the local level.

Each Community Board elects its own chairperson at its first meeting after the triennial election.

The Council last reviewed the Community Board representation arrangements in June 2006.  The next representation review will be undertaken in 2012 for the 2013 triennial elections.  The process and requirements for the constitution of any new community within the District is prescribed in Schedule 6 to the Local Government Act 2002. 

Community Development Area Subcommittees (CDAs)

Throughout the District 16 Community Development Areas have been identified and established.  The purpose of CDAs is to further encourage local input in addressing the needs of local communities and assessing priorities.  The Council has established CDA Committees as Subcommittees of the Council. 

Community Development Area Subcommittees have been established at Athol, Limehills/Centre Bush, Browns, Nightcaps,  Woodlands, Tokanui, Thornbury, Ohai, Mossburn, Gorge Road and Districts, Waikaia, Manapouri, Dipton, Garston, Orepuki and Colac Bay.

A CDA Subcommittee comprises six members plus the Councillor of the Ward in which the CDA is established. The Subcommittee is elected and appointed via a public meeting called every three years in May, June or July in the year following the triennial elections.

Maori Wards

The Local Electoral Act 2001 also gives the Council the ability to establish separate Wards for Māori electors.  The Council may resolve to create separate Māori Wards or conduct a poll on the matter or the community may demand a poll.  The demand for a poll can be initiated by a petition signed by 5% of electors within the District.  The earliest that any Māori Ward/s could be in place, would be the 2013 elections.

Changing Representation Arrangements

The Council is required to review its representation arrangements at least once every six years.  This review must include the following:

• The number of elected members (within the legal requirement to have a minimum of six and a maximum of 30 members, including the Mayor).
• Whether the elected members (other than the Mayor) shall be elected by the entire District, or whether the District will be divided into Wards for electoral purposes, or whether there will be a mix of ‘at large’ and ‘Ward’ representation.
• If election by Wards is preferred, then the boundaries and names of those Wards and the number of members that will represent each Ward.
• Whether or not to have separate Wards for electors on the Māori roll.
• Whether to have Community Boards and if so how many, their boundaries and membership and whether to subdivide a community for electoral purposes.

The Council must follow the procedure set out in the Local Electoral Act 2001 when conducting this review, and should also follow guidelines published by the Local Government Commission. The Act gives you the right to make a written submission to the Council, and the right to be heard if you wish.

You also have the right to appeal any decisions on the above to the Local Government Commission which will make a binding decision on the appeal. Further details on the matters that the Council must consider in reviewing its membership and basis of election can be found in the Local Electoral Act 2001.

The Council will undertake a review of its representation arrangements in 2012 for the 2013 triennial elections.  This review will take place by 31 August 2012.

The Reorganisation Process

The Local Government Act 2002 sets out procedures which must be followed during proposals to:

• Make changes to the boundaries of the District.
• Create a new District.
• Create a Unitary Authority, a territorial authority which also has the responsibilities, duties and powers of a regional council.
• Transfer a particular function or functions to another Council.

The procedures for resolving each type of proposal are slightly different. In general they begin with a proposal either from the local authority, the Minister of Local Government, or by a petition signed by 10% of electors.

Proposals for a boundary alteration or transfer of functions from one local authority to another will be considered by a joint committee of the affected local authorities, or by an agreed appointed local authority, or by the Local Government Commission if the local authorities refer the proposal to the Commission or if they cannot agree on which of them should deal with the matter. 

The Local Government Commission will deal with proposals for the establishment of a new District or for the creation of a Unitary Authority and these proposals cannot be implemented without a poll of electors.

Further information on these requirements can be found in the Local Government Act 2002 (in particular Schedule 3). The Local Government Commission has also prepared guidelines on procedures for local government reorganisation.

ROLES AND CONDUCT OF ELECTED MEMBERS AND CHIEF EXECUTIVE

The Mayor and the Councillors of the Southland District Council have the following roles:

• Setting the policy direction of the Council.
• Monitoring the performance of the Council.
• Give effect to the purpose of the Local Government Act 2002 which is: (a) to enable democratic local decision making and action by, and on behalf of, communities, and (b) to promote the social, economic, environmental and cultural well-being of communities, in the present and for the future.
• Representing the interests of the District (on election all members must make a declaration that they will perform their duties faithfully and impartially, and according to their best skill and judgement in the best interests of the District).
• Employing the Chief Executive (under the Local Government Act the local authority employs the Chief Executive, who in turn employs all other staff on its behalf).

Mayor

The Mayor is elected by the District as a whole and as one of the elected members shares the same responsibilities as other members of the Council.  In addition the Mayor has the following roles:

• Ensuring the Council is effective in its governance role and provision of leadership and vision to the whole organisation.
• Presiding member at Council meetings. The Mayor is responsible for ensuring the orderly conduct of business during meetings (as determined in the Standing Orders).
• Advocate on behalf of the community.  This role may involve promoting the community and representing its interests.  Such advocacy will be most effective where it is carried out with the knowledge and support of the Council.
• Ceremonial head of the Council.
• Providing leadership and feedback to other elected members on teamwork and chairing committees.

Deputy Mayor

The Deputy Mayor is elected by the members of Council at the first meeting of the Council.  The Deputy Mayor exercises the same roles as other elected members.  In addition, if the Mayor is absent or incapacitated, or if the office of Mayor is vacant, then the Deputy Mayor must perform all of the responsibilities and duties, and may exercise the powers of the Mayor (as summarised above).  The Deputy Mayor may be removed from office by resolution of the Council.

Chief Executive

The Chief Executive is appointed by the Council in accordance with Section 42 and Clauses 33 and 34 of Schedule 7 of the Local Government Act 2002.  The Chief Executive implements and manages the Council’s policies and objectives within the budgetary constraints established by the Council.  Under Section 42 of the Local Government Act 2002, the responsibilities of the Chief Executive are:

• Implementing the decisions of the Council.
• Providing advice to the Council and Community Boards.
• Ensuring that all responsibilities, duties and powers delegated to the Chief Executive or to any person employed by the Chief Executive, or imposed or conferred by any Act, regulation or bylaw are properly performed or exercised.
• Managing the activities of the Council effectively and efficiently.
• Maintaining systems to enable effective planning and accurate reporting of the financial and service performance of the Council.
• Providing leadership for the staff of the Council.
• Employing staff (including negotiation of the terms of employment for the staff).

Elected Members

Elected members have specific obligations as to their conduct in the following legislation:

• Schedule 7 of the Local Government Act 2002, which includes obligations to act as a good employer and to abide by the current Code of Conduct and Standing Orders.
• The Local Authorities (Members’ Interests) Act 1968 which regulates the conduct of elected members in situations where there is, or could be, a conflict of interest between their duties as an elected member and their financial interests (either direct or indirect).
• The Secret Commissions Act 1910, which prohibits elected members from accepting gifts or rewards which could be seen to sway them to perform their duties in a particular way.
• The Crimes Act 1961 regarding the acceptance of gifts for acting in a certain way and the use of official information for private profit.

The Local Government Official Information and Meetings Act 1987 is of importance for the roles and conduct of elected members where a Chair has the responsibility to maintain order at meetings.  All elected members should accept a personal responsibility to maintain acceptable standards of address and debate.

Code of Conduct

All elected members are required to adhere to a Code of Conduct.  Adopting such a Code is a requirement of the Local Government Act 2002.  The Council adopted its first Code in August 2003.  Once adopted such a Code may only be amended by a 75% or more vote of the Council.  The Code sets out the Council’s understanding and expectations of how the Mayor and Councillors will relate to one another, to staff, to the media and to the general public in the course of their duties.  It also covers disclosure of information that is received by or is in the possession of elected members, and contains details of the sanctions that the Council may impose if an individual breaches the code.

The current Code of Conduct was passed by Council on 27 October 2010. 

GOVERNANCE, MEMBERSHIP AND DELEGATIONS

The Council

The Southland District Council has 12 Councillors elected by 12 Wards and a Mayor who is elected by the District at large.

Mayor:  Frana G Cardno QSO JP
  Mayoral:  03 249 8378
  Personal:  03 249 7106
  Fax:  03 249 8293
  Mobile:  0274 434 6773
  Email:  frana.cardno@southlanddc.govt.nz

Deputy Mayor: J D (Jim) Copland JP
  Private:  03 208 9033
  Mobile:  027 495 4784
  Email:  copland@woosh.co.nz

Councillors –

Five Rivers Ward: J R (John) Douglas
  Private: 03 248 6110
  Fax: 03 248 6110
  Mobile: 027 493 0633
  Email: jrdouglas.westridge@woosh.co.nz

Riverton Ward:  R A (Rodney) Dobson
   Private: 03 224 6135
   Fax: 03 224 6134 Mobile: 027 288 6737
   Email: rodandjos@woosh.co.nz

Stewart Island Ward: B J (Bruce) Ford
   Private: 03 219 1282
   Fax: 03 219 1382 Mobile: 027 231 7815 
   Email: brucef@southnet.co.nz

Te Anau Ward:  A D (Diane) Ridley JP
   Private: 03 249 7368
   Business Fax:  03 249 7007
   Mobile:   027 433 2267
   Email:   ridleyd@woosh.co.nz

Te Tipua Ward:   J D (Jim) Copland JP
    Private:  03 208 9033
    Mobile:  027 495 4784
    Email:  copland@woosh.co.nz

Toetoes Ward:   P (Paul) Duffy
   Private:  03 206 6491
    Fax:  03 206 6495
    Mobile:  027 288 5865
    Email:  paul_alison.duffy@woosh.co.nz

Tuatapere Ward  GEJ (George) Harpur
    Private:  03 226 6040
    Fax:  03 226 6037
    Mobile:  027 652 6728
    Email:  jg2003@xtra.co.nz

Waihopai Ward   W C (Wallace) Jack
    Private:  03 216 9968
    Fax:  03 216 9968
    Mobile:  027 216 9968
    Email:  thejacks@xtra.co.nz

Waikaia Ward   B J (Brian) Dillon
    Private:  03 201 6166
    Fax:  03 201 6168
    Mobile:  0274 578 186
    Email:  bdillon@woosh.co.nz

Wallace Ward   S A (Stuart) Baird
    Private:  03 225 8372
    Mobile:  027 650 9721
    Email:  sbaird@woosh.co.nz

Wallacetown Ward G J (Gavin) Macpherson
    Private:  03 235 2789
    Fax:  03 235 2786
    Email:  macsoe@woosh.co.nz

Winton Ward   L A (Lyall) Bailey
    Private:  03 2360 960
    Fax:  03 2360 965 Mobile: 027 437 5362
    Email:  lyall.lenore@woosh.co.nz

The Council is responsible for:

• Developing and approving Council policy.
• Determining the expenditure and funding requirements of the Council through the planning process.
• Monitoring the performance of the Council against its stated objectives and policies.
• Employing, overseeing and monitoring the Chief Executive’s performance.

Council Committees

A number of Committees have been established by the Council to assist with the conduct of the business of the Council.  A Committee Chairperson is responsible for presiding over meetings of the Committee and ensuring that the Committee acts within the delegated jurisdiction conferred by the Council and set out in the Council’s Policy Manual.

Southland District Activities Audit Performance Committee

Chairperson - Cr L A Bailey
All Councillors

The purpose of the Activities Performance Audit Committee is to oversee the performance of the Council’s activities both in non-financial and financial terms. The Committee also has the role of Audit Committee, to assure contractors in terms of risk management and compliance to effectively fulfil their fiduciary and statutory responsibilities.

Southland District Policy Review Committee -

Chairperson -    Cr P Duffy
All Councillors

Responsible for reviewing existing Council policy and initiating new Council policy; reviewing and commenting on proposed legislation, Asset Management Plans and Long Term Plans.  Also delegated responsibility to over view the Contract of Service with outside organisations such as Venture Southland, Emergency Management Southland and the Southern Rural Fire Authority. 

Southland District Allocations Committee

Chairperson - Cr R A Dobson
Crs L A Bailey,  J R Douglas, P Duffy,  GEJ Harpur and W C Jack.

Responsible for approving grants or loans within the Policy Guidelines from Council funds and also for approving scholarships and bursaries with the Scholarship and Bursaries Subcommittee.

Southland District Executive Committee

Chairperson - Mayor Cardno
Crs J D Copland (Deputy Mayor), L A Bailey, B J Dillon,  P Duffy and A D Ridley.

Responsible for reviewing the performance of the Chief Executive and recommending remuneration levels.  To review any indiscretions by Councillors under the Southland District Council Code of Conduct.  To deal with matters of an emergency nature that cannot wait until the next Council meeting.

Southland District Forestry Committee

Chairperson - Cr B J Dillon
Crs L A Bailey, S Baird,  R A Dobson and GEJ Harpur.

Responsible for overseeing the operations of the Forestry Business Unit in relation to the Council’s Forest estate and making recommendations to Council regarding dividends.

Southland District Resource Management Committee

Chairperson - Cr A D Ridley
Crs R A Dobson (Deputy Chairman), L A Bailey,  J D Copland, J R Douglas, P Duffy and G J Macpherson.

Responsible for overseeing the role of the Council under the Resource Management Act 1991 including deliberation on matters that are publicly notified and where a hearing is required but excludes the approval of plan changes or new plans.

Ohai Railway Fund Committee

Chairperson - Mr W S Mather
Ward Representative Cr S Baird 
Cr L A Bailey and R Dobson as the Council Appointees.
Susan Adams, Donna Booth and Ivan Smith as Community Appointees.

Responsible for making all grants or loans or both from the Ohai Railway Fund for the benefit of the residents of the District of the former board or to any resident of the District of the former board.

Riverton Harbour Committee

Chairperson -  Mr N White
Cr R A Dobson (as Ward Member), Messrs S Bull (Iwi), plus two members of the Riverton Community Board (any two of the following - Messrs B Stewart, B Shields or N Linscott), two representatives of the Riverton Fishermen’s Association (N White and I Coad) (Harbour Master as alternative)

Responsible for the overall management and control of the Riverton Harbour and associated assets.

Stewart Island Jetties Committee

Chairperson - Cr B Ford
Mr C Hopkins (Stewart Island Fishermans' Assn), Mr K Swinney (Environment Southland), Mr J Spraggon (Stewart Island Community Board), Mr P Smith (Local Iwi), Messrs D Chittenden and I Munro.

To oversee the development and maintenance of jetties located at Fred's Camp, Millars Beach, Ulva Island, Port William and Little Glory Cove, taking into account Council's goals and objectives and policies.

Southland District Council Friendship Committee

Chairperson - Cr P Duffy
Mayor Cardno, Cr B Ford, Mrs N Dixon, Mrs E Clark, Mrs J Lowry, Mr E Cocker, Mr W Moss, Mrs G Neave and Mrs I Barnes.

Responsible for the coordination of Sister City activities between Southland District Council and other Councils/organisations as established by Council, currently consisting of Wyong Shire Council NSW, Australia (currently on hold) and Cinque Terre in Italy.

The Council may also, from time to time establish ad hoc committees to consider particular issues.

Joint Committees of the Council

Venture Southland

Mayor Cardno, Crs J Douglas and Cr P Duffy (Council representatives).
Cr J Douglas to be Mayors appointment to the Directorate.
Mr R Campbell and Ms M MacPherson  (Council Appointees)

Responsible for the advancement and coordination of activities within the Southland region including, tourism, economic and business development, promotion and marketing of the region, community development and events management.

Shared Services Forum

Crs B W Drummond, L A Bailey and B J Dillon (Council representatives)

Responsible for investigating ways for participating local authorities to provide shared services to assist in avoiding duplication and minimising the cost of services.

Emergency Management Group -

Mayor Cardno with Deputy Mayor J Copland as Alternate.

Purpose of the Group is to identify the hazards and risks to be managed by the group and the Civil Defence Emergency Management measures deemed necessary to manage those hazards and risks.

Southland Lifelines Group -

Subcommittee of the Emergency Management Group.

WasteNet (Waste Management Advisory Group) -

Cr J D Copland and Cr R Dobson

WasteNet has been developed to encompass waste management issues in Southland.

Te Roopu Taiao -

Crs J D Copland and P Duffy (as alternate) (Council representatives).

Responsible for serving as a forum for the exchange of views between the tangata whenua and the participating local authorities, for the coordination of consultation between the parties and the development of the capacity of tangata whenua to participate in local authority decision-making.

Our Way - Southland

Now a function of the Shared Services Forum.

Southland Regional Heritage Committee 

The purpose of the Committee is to establish and preserve the regional heritage of Murihiku/Southland.

The Council has two representatives on the Trust.  Representation is by a Council appointment.

For more information about the Committee,  contact Rex Capil, Venture Southland, 211 1406.

Other Committees:

Water Supply Committees

The Council has constituted seven Water Supply Subcommittees within the District which are each responsible for the overall governance of the respective water supply scheme in accordance with the policies of the Council.  These Subcommittees are:

Eastern Bush/Otahu Flat (3 each): Six members plus Ward Councillor
Five Rivers:  Six members plus Ward Councillor
Lumsden/Balfour: Four members plus two Ward Councillors plus one Lumsden Community Board member and one Balfour Community Board member
Matuku:  Six members plus Ward Councillor
Te Anau Basin:  One member each from Ramparts, Mt York, Takitimu, Kakapo, Homestead, Princhester plus two appointed by Landcorp and the Ward Councillor
Orawia:  Four members plus Ward Councillor
Ohai/Nightcaps/Wairio: Two representatives from both Ohai and Nightcaps, one representative from Wairio and the Ward Councillor.

Village Committee

Monowai Village Committee meet once a year to set sewerage rate. Open to all ratepayers of Monowai Village to attend.

Council Organisations

Council Organisations (COs) are those organisations in which the Council is involved by itself or with other local authorities and controls any proportion of voting rights or rights to appoint directors etc.

The Council Organisations in which the Council is involved are:

Road Safety Southland Charitable Trust

The purpose of the Trust is to promote the education, planning, establishment and facilitating of road safety initiatives and programmes in Southland with appropriate agencies and community interests within the Southland region.

The Council has one representative on the 10 member Trust Board.  Representation is by a Council appointment.

For more information on the Road Safety Southland Charitable Trust contact the Road Safety Southland Coordinator Jane Ballantyne - phone 0800 732 732; cellphone 025 512 483 or email jane.Ballantyne@southlanddc.govt.nz

Southland Museum and Trust Board

The purpose of the Trust Board is to maintain, manage and operate a museum and art gallery.

The Council has three members on a potential eight member Trust Board as permitted by the constitution. Representation is by a Council appointment.

For more information please contact the Director, Southland Museum and Art Gallery, P O Box 1012, Invercargill - phone 03 218 9753; fax 03 218 3872; email office@southlandmuseum.co.nz

Southern Rural Fire Authority -

The Southern Rural Fire Committee has been constituted as a Rural Fire Authority to administer the Southern Rural Fire District for the purposes of the Forest and Rural Fires Act 1977.

The Council has two representatives on an eight member Committee.  The Gore District Council and the Invercargill City Council each have one representative on the Committee.

For more information contact Mike Grant, Principal Rural Fire Officer, Southern Rural Fire District - phone 0800 732 732; fax 0800 732 329.

Southland Community Youth Trust – No longer exists. 

Southland Community Wastebusters Trust

The Southland Community Wastebusters Trust was established to administer the trust funds to “encourage the sustainable management of natural and physical resources” by way of education, promotion, monitoring performance and advancing research of initiatives.

The Council has one representative on the 19 member Trust Board.  Representation is by a Council appointment.

For more information on the Southland Community Wastebusters Trust contact  Southland District Council, P O Box 903, 15 Forth Street, Invercargill 9840 - phone 0800 732 732; fax 0800 732 329.

Council Controlled Organisations

Council Controlled Organisations (CCOs) are those organisations in which the Council is involved by itself or with other local authorities and controls 50% or more of the voting rights or appoints 50% or more of the directors.

The Council Controlled organisations in which the Council is involved are:

Milford Community Trust

The purpose of the Milford Community Trust is to manage and carry out services and undertake leadership, planning and advocacy for the general benefit of the Milford Community.

The Council has one representative on a Board of seven trustees.  Representation is by Council appointment.

For more information contact Michael Schuck, Chairperson, Milford Community Trust, Te Anau.

Southern Flood Relief Fund

The Southland Flood Relief Fund is a CCO that holds money left over from the donations and grants received to provide financial relief for the people of Southland who suffered financial hardship due to loss or damage as a result of the extensive and severe flooding that occurred in the Southland province in January 1984.  Committee comprised of the three Southland Territorial Authority Mayors. 

The Southland Flood Relief Committee Empowering Act 1992 (establishing the fund) will expire on 23 March 2012 at which time the funds may be applied to any charitable purpose in Southland as the then trustees think fit.

The fund was exempted from reporting requirements under the Local Government Act 2002 on 28 january 2009 until 28 January 2012.

For further information contact Phil Culling, Group Manager Financial and Corporate Services, Southland District Council - phone 0800 732 732 or fax 0800 732 329.

External Organisations

Discover Fiordland Heritage Trust (formerly Fiordland Museum Trust) -

The purpose of the Fiordland Museum Trust is to administer the Trust fund for the purpose of establishing a museum at or in the vicinity of Te Anau, Southland, New Zealand and the development and maintenance of the Fiordland Museum's collection.

The Council has one representative on the six member Trust Board.  Representation is by a Council appointment upon the recommendation of the Te Anau Community Board.

For more information on the Fiordland Museum Trust contact the Secretary, Fiordland Museum Trust,
PO Box 29, Te Anau.

Gore and Districts Community Counselling Centre Inc -

The purpose of the Centre is to provide a community service for the Eastern Southland/West Otago areas involving counselling, psychotherapy, educational programmes, clinical supervision, information and listening service.

The Council has one representative on the Executive body.  Representation is by a Council appointment.

For more information on the Centre contact the Office Administrator, PO Box 157, 17 Traford Street, Gore - phone 03 208 5366; fax 03 208 5366.

Invercargill and Districts Citizens Advice Bureau Inc -

The purpose of the Bureau is to provide a free, confidential, non-judgemental referral and information service.

The Council has one representative on a 13 member Management Committee.  Representation is by a Council appointment.

For more information on the Invercargill and District Citizens Advice Bureau Inc contact the Coordinator, PO Box 1222, Invercargill - phone 03 218 6648; fax 03 218 2714; email cab.invercargill@xtra.co.nz

Milford Sound Development Authority Ltd -

The Milford Sound Development Authority Ltd was formed for the purpose of undertaking the significant redevelopment of the tourism facilities and amenities at Freshwater Basin, Milford Sound including ongoing development, management and operation of the tourism facilities and amenities at Milford Sound.

The Council has two Directors on a six member Board.  Representation is by a Council appointment.

For more information on the Milford Sound Development Authority Ltd contact Roger Wilson, Secretary Milford Sound Development Authority, WHK, Private Bag 90106, Invercargill - phone 03 211 0103; fax 03 218 3623.

Monowai Working Party -

The purpose of the Monowai Working Party is to monitor and assist with the investigation and management of issues associated with Lake Monowai and the Monowai Hydro Electric Power Scheme.

The Council has two representatives on the Monowai Working Party.  Representation is by a Council appointment.

For more information on the Monowai Working Party contact Mr Chris Dolan, Manager, Area Offices, Southland District Council, PO Box 903, Invercargill.

New Zealand Historic Places Trust (Southland Branch) -

The purpose of the Southland Branch of the Trust is to promote the identification, protection, preservation and conservation of the historical and cultural heritage in Southland. 

The Council has one representative on the Committee of the Trust.  Representation is by a Council appointment.

For more information on the Southland Branch contact Mr M Hesselin, 167 Queens Drive, Invercargill.

Ohai/Nightcaps and Districts Doctors House and Surgery Committee -

The Ohai/Nightcaps and Districts Doctors House and Surgery Committee was established for the purpose of  distributing funds from the net proceeds of the sale of the former Nightcaps Doctors house and surgery, for medical purposes.

The Council has one representative on the Committee.  Representation is by a Council appointment.

For more information on the Committee contact Chris Dolan, Southland District Council Office, Winton, phone 0800 732 732.

Pioneer Women's Memorial Trust (Gore) -

The purpose of the Trust is to provide a military scholarship for students of the Gore District for Tertiary Education.

The Council has one representative on the Trust.  Representation is by a Council appointment.

For more information about the Trust contact Susan Jones, Gore District Council, Gore, 03 209 0330.

Rakiura Information and Heritage Centre Trust -

The purpose of the Trust is to establish, operate and maintain an information and heritage centre for providing public information for Stewart Island.

The Council has one representative on the Trust Representation is by a Council appointment.

For more information about the Trust contact Venture Southland, Invercargill, phone 211 1400.

Regional Community Road Safety Network Group - formerly the Regional Land Transport Committee -

The Community Road Safety Network Group was established for the purpose of community liaison.

The Council has one representative on the Committee.  Representation is by a Council appointment.

For more information on the Group contact Jane Ballantyne, Phone 0800 732 732.

Southland Community Broadcaster's Charitable Trust -

The Southland Community Broadcaster's Charitable Trust assists with the operation of a community based radio station in the Southland region.

The Council has one representative on an eight member Trust Board.  Representation is by a Council appointment.

For more information on the Southland Community Broadcaster's Charitable Trust contact Radio Southland, PO Box 1, Invercargill - phone 03 218 9891; fax 03 214 1425.

Southland Indoor Leisure Centre Charitable Trust -

The Southland Indoor Leisure Centre Charitable Trust was established for the purpose of planning and raising funds to build a community leisure centre at Surrey Park in Invercargill for use as a sporting, art, cultural and educational venue.

The Council has one representative on a nine member Trust Board.  Representation is by a Council appointment.

For more information on the Southland Indoor Leisure Centre Charitable Trust contact the Trust Office, PO Box 208, Invercargill.

Southland Heritage Building Preservation Trust -

The purpose of this Trust was to provide a vehicle for funding loans to assist the owners of registered and listed historic buildings throughout Southland with preserving and/or maintaining such building.

The Council has one representative on a Board of nine members.  Representation is by a Council appointment.

For more information on this Trust contact Jan Brown, Secretary of the Trust at Environment Southland, Private Bag 90116, Invercargill - phone 03 215 6197; freephone for Southland residents 0800 768 845; or email jan.brown@es.govt.nz

Southland Medical Foundation Inc -

The purpose of the Foundation is to use the funds of the Foundation to best advantage in encouraging the advancement of medical knowledge and services in Southland.

The Council has one representative on the Foundation.  Representation is by a Council appointment.

For more information about the Foundation contact the Secretary, Southland Medical Foundation, PO Box 5083, Waikiwi, Invercargill - phone 03 215 7800; email southlandmedicalfoundation@xtra.co.nz

Southland Regional Identity Inc Society -

Currently being "wound up" by Venture Southland.

Southland Rural Heritage Trust -

The purpose of the Trust is to bring together a spectrum of rural heritage interests and initiatives and to safeguard and celebrate Southland's Rural Heritage.

Environment Southland and Southland District Council take turns in providing the representative on the Trust.  Representation is by a Council appointment.

For further information contact Southland Rural Heritage Trust, PO Box 1012, Invercargill or phone 213 1267.

Tuatapere Amenities Trust -

The Tuatapere Amenities Trust is required to administer the Trust Fund to mitigate the loss of general amenity values resulting from the reduction in flows of the Waiau River and create, maintain and enhance such amenities that are of benefit and advantage to the Tuatapere community. 

The Council has one representative on a seven member Trust Board.  Representation is by a Council appointment.

For more information on the Tuatapere Amenities Trust contact the Secretary, Tuatapere Amenities Trust, C/- McCulloch and Partners, Chartered Accountants, PO Box 844, Invercargill - 03 218 6179; fax 03 218 2238; email mcp@mcp.co.nz

Waiau River Working Party -

The purpose of the Waiau River Working Party as a broadly based community group is to facilitate the ongoing management of the Waiau River, consider the effects of hydro-electric power generation on the environment and opportunities of the Waiau River resource for recreational, social, cultural and economic values.

The Council has one representative on the Working Party.  Representation is by a Council appointment.

For more information on the Waiau River Working Party contact Jan Brown at Environment Southland, Private Bag 90116, Invercargill - phone 03 215 6197; fax 03 215 8081; email service@envirosouth.govt.nz

MEETING REQUIREMENTS AND PROCESSES

The legal requirements for conducting Council, Community Board and Committee meetings are provided for in the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987 (LGOIMA).

Scheduled meetings are publicly notified not more than 14 days and not less than 5 days before the end of each month for the following month.  Where this requirement cannot be satisfied (eg in the case of extraordinary meetings) then the Council shall cause such public notice as is reasonable in the circumstances to be given.  The place, dates and times of meetings are advertised in the Southland Times newspaper circulating within the District.  

All Council, Community Boards and Committee meetings must be open to the public unless there is reason to consider some item ‘in Committee’ (ie these items are considered to be confidential and members of the public will be asked to leave the room until discussion on the item has been completed).  Although meetings are open to the public, members of the public do not have speaking rights unless prior arrangements are made with the Council, Community Board or Committee.

The LGOIMA specifies those circumstances where a Council, Community Board or Committee may consider items with the public excluded.  These circumstances generally relate to protection of personal privacy, professionally privileged or commercially sensitive information, and the maintenance of public health, safety and order.  The Council agenda is a public document, although parts may be withheld if the above circumstances apply.  Minutes of all meetings must be kept as evidence of the proceedings of the meeting.  These must be made publicly available subject to the provisions of the LGOIMA.

During meetings the Mayor, Councillors and Community Board members must follow Standing Orders which are a set of procedures for conducting meetings agreed upon by the Council.  The application of Standing Orders can be suspended at any meeting by a vote of 75% of the members present.  A copy of the Standing Orders can be obtained by contacting the Council.

CONSULTATION POLICY

The Local Government Act 2002 establishes certain principles and requirements for consultation as part of the planning, decision-making and accountability role of the Council.

In the course of making any decision the Council is required to:

• Consider those options available to achieve the objective of a decision by assessing the costs, benefits and impact of those options.
• Consider the views of the community at the various stages of the decision-making process and the views of Māori (especially where land or water are involved).
• Have regard to the present and future social, economic, environmental and cultural wellbeing of communities.
• Identify the reasons for a decision also for any decision which is inconsistent with any other Council policies or plans.

Special Consultative Procedure

When making certain types of decision the Local Government Act 2002 requires the Council to use the ‘special consultative procedure’.  The special consultative procedure is regarded as a minimum process that the Council must use when making certain decisions under the Local Government Act 2002 or addressed in the Council’s Policy on Significance.  The purpose of the Policy on Significance is to ensure that communities within the Southland District are fully consulted and encouraged to participate in the consideration of issues, proposals or decisions deemed to be significant and/or involve dealing with the strategic assets of the Council.

The special consultative procedure comprises the following steps:

STEP ONE: Preparation of a statement of proposal and a summary.  The Council must prepare a description of the proposed decision or course of action. The statement must be available for distribution throughout the community and must be available for inspection at the Council office and may be made available elsewhere.  The Council also has to prepare a full and fair summary of the proposal which must be distributed as widely as the Council considers to be reasonably practicable.  That statement must be included on an agenda for a Council meeting.

STEP TWO: Public notice. The Council must publish a notice in one or more daily newspapers, or in other newspapers of equivalent circulation, of the proposal and of the consultation being undertaken.

STEP THREE: Receive submissions. The Council must acknowledge all written submissions and offer submitters a reasonable opportunity to make an oral submission. The Council must allow at least one month (from the date of the notice) for submissions.

STEP FOUR: Deliberate in public. All meetings where the Council deliberates on the proposal or hears submissions must be open to the public (unless there is some reason to exclude the public under the LGOIMA).  All submissions must be made available unless there is reason to withhold them under LGOIMA.

STEP FIVE: Follow up. A copy of the decision and a summary of the reasons must be provided to submitters. There is no prescribed format for such a summary.

The Council must follow the special consultative procedure before it

• Adopts a Long-Term Council Community Plan (LTCCP) or Annual Plan.
• Amends the LTCCP.
• Adopts, revokes, reviews or amends a bylaw.

The Council may be required to use the special consultative procedure under other legislation, and it may use this procedure in other circumstances if it wishes to do so.

Other Consultation Processes

In addition to the statutory requirements the Council has long been committed to public involvement and consultation in the administration of the District. An extensive network of representation exists.  The administration and provision of services and responsibilities has been decentralised as necessary thereby allowing an effective means of ensuring local input into decision-making. The range of delegations to Community Boards, Community Development Area Sub Committees and Water Supply Committees contributes to local decisions being made on local issues.

Consultation is often required on issues for which there are no statutory processes or timeframes in legislation. For consultation on these issues/decisions, guidelines are provided in the Consultation Policy and a separate document ‘Procedural Guidelines for Planning Consultation’ offers further advice.  A key point in the policy is that consultation should be tailored to the complexity of an issue and its potential for controversy. In exercising its discretion, the Council should have regard to the nature and significance of the decision and the extent to which the Council is already aware of the views of the affected public.

A consultation plan must be prepared for all decisions/issues that are likely to be of particular interest to a community. This plan guides project leaders through eight steps in planning consultation and ensures all affected residents or interested parties are consulted sufficiently over a specified timeframe with a specifically targeted strategy.  The Council’s Corporate Planner and Communications Manager are available for advice in the development of consultation plans.

LIAISING WITH MĀORI

The Southland District Council recognises Ngāi Tahu as the tāngata whenua within the Murihiku/Southland District. 

The Council values highly its relationship with Ngāi Tahu within Murihiku/Southland.  To help promote and develop this relationship, the Council (together with the other three local authorities in the Southland region namely Environment Southland, Invercargill City Council and the Gore District Council) is an active participant and signatory to the ‘Charter of Understanding’ between the four Councils and Te Ao Mārama Incorporated.

The ‘Charter of Understanding’ has been revised following discussions at Te Roopu Taiao (the Councils/Tāngata Whenua Joint Management Committee) to incorporate the wider responsibilities under the Local Government Act 2002.

The ‘Charter of Understanding’ provides:

• The basis for an ongoing relationship between the four Councils and the tāngata whenua of Murihiku to assist in developing the capacity of Māori to contribute to the decision-making processes.
• A foundation for consultation on a wide range of local government issues.
• For the recognition and willingness of Te Ao Mārama Inc to assist all Councils in consultation with all ‘ngā matawaka’ living in Murihiku (ngā matawaka being Māori living in Murihiku/Southland who are not Ngāi Tahu).

Te Roopu Taiao: Meets four times a year.  Deals with the higher level political interface, budget setting, accessing resources, commitments from members.  Councillor representatives from each Council plus officers, and representatives from each of the four Papatipu Rūnanga in Murihiku/Southland.

Te Ao Mārama Inc: The day-to-day management structure that is run and operated directly by tāngata whenua.  Consists of representatives from each of the four Papatipu Rūnanga in Murihiku/Southland, and some representation from Te Rūnanga o Ngāi Tahu as and when required. 

Kaupapa Taiao Manager: (currently Mr Michael Skerett) - Effectively is the Iwi Liaison Officer role.  Has direct contact with the Councils on an almost daily basis.  Deals directly with applicants for resource consents for affected party sign offs.  Responsible for the daily running of the Te Ao Mārama Inc office and supported by a Resource Management Officer, Mr Dean Whaanga.

MANAGEMENT STRUCTURES AND RELATIONSHIPS

The Chief Executive is responsible to the Council for

• Ensuring the management team provides the Council with policy advice and
• Implementing the Council’s policies to achieve the required results.

The management of the Council is structured under four groups.  Each group is led by a Group Manager.  They are:

• Services and Asset Management.
• Customer and Financial Services.
• Environment and Community.
• Chief Executive's Department.

The Senior Management Team comprising the three Group Managers, the Human Resources Manager  and the Chief Executive reviews all general organisation issues providing a link between the Council and the staff.  A number of Council staff work directly under the ‘umbrella’ of the Venture Southland organisation which operates as a joint committee with the other local authorities.

Chief Executive

The Local Government Act 2002 requires the Council to employ a Chief Executive whose responsibilities are to employ other staff on behalf of the Council, implement Council decisions and provide advice to the Council.  Under the Local Government Act the Chief Executive is the only person who may lawfully give instructions to a staff member.  Any complaint about individual staff members should therefore be directed to the Chief Executive, rather than the Mayor or Councillors.

The Chief Executive is: David Adamson
His contact details are: David Adamson
   Chief Executive
   Southland District Council
   P O Box 903
   Invercargill
   Phone:  0800 732 732
   Fax: 0800 732 329
   Email: david.adamson@southlanddc.govt.nz

Management Groups

The details of the groups are:

Services and Assets
Contact:   Erik Barnes
     Group Manager - Services and Assets
     Phone: 0800 732 732
     Fax: 0800 732 329
     Email: cameron.mcintosh@southlanddc.govt.nz

Responsible for: Roading, Bridging, Water Supply, Sewerage Schemes, Property Management, Reserves Management, Urban Services, Waste Management, Roadside Noxious Plants Control, Forestry, Stewart Island Electrical Supply Authority.

Customer and Financial Services
Contact:   Phil Culling
     Group Manager - Customer and Financial Services
     Phone: 0800 732 732
     Fax: 0800 732 329
     Email: phil.culling@southlanddc.govt.nz

Responsible for:  Finance, Accounting Services, Rates, Computer Services, Purchasing, Stock Control, Administration, Records, Archives, Word Processing, Reception and Corporate Planning.

Environment and Community
Contact:   Bruce Halligan
    Group Manager - Environment and Community
    Phone: 0800 732 732
    Fax: 0800 732 329
    Email: lindsay.mckenzie@southlanddc.govt.nz

Responsible for:  Resource Management, Building/Regulations, Environmental Health, Liquor Licensing, Dangerous Goods, Animal Control, Area Officers, Library Services, Rural Fire and Civil Defence.

Chief Executives Department
Contact:   David Adamson
    Chief Executive
    Phone: 0800 732 732
    Fax: 0800 732 329
    Email: lindsay.mckenzie@southlanddc.govt.nz

 Responsible for:  Human Resources, Communications and Policy Analysis.

EQUAL EMPLOYMENT OPPORTUNITIES POLICY

One of the responsibilities of the Chief Executive, upon appointment, is the promotion of equal employment opportunities within the Council.  There is also a requirement upon the Council to act as a good employer by operating a personnel policy which includes having an equal employment opportunities policy.

The Council has a policy of Equal Employment Opportunity for all staff where: –

The elimination of any discrimination and the provision of equal opportunities are regarded as essential in the management of staff resources

 AND

No employee or potential employee shall gain advantage or suffer disadvantage by reason of race, colour, gender, employment status, marital status, personal disability, religion, sexual orientation, age or political beliefs.

The aim of the Council is to incorporate the principles of equal employment opportunities as part of its human resources strategy. The Council is committed to the principle of equal employment opportunities in recruiting, employing, training and promoting its staff.

APPROVED PLANNING AND POLICY DOCUMENTS

The Council has adopted and approved a number of key planning and policy documents to assist it in fulfilling the purpose of local government, performing its role as a local authority and exercising the powers, responsibilities and duties conferred on it.

The Long-Term Council Community Plan (LTCCP)

The LTP is the Council's primary organisational planning document, covering a period of ten years and is reviewed every three years.  It also forms the Annual Plan for the first year.  The intent of the LTP is that it provides a vision and strategic framework within which the Council operates. 

The LTP sets out the Council's priorities over the medium to long-term.  Under the Local Government Act 2002, the purpose of the LTP is to: describe the activities of Council, describe the community outcomes of the District (or region), provide integrated decision making and coordination of resources, provide a long-term focus for Council's decisions and activities, provide accountability and also participation by the public in the decision-making processes on activities to be undertaken by Council.

Information to be included in the LTP is set out in Schedule 10 of the Local Government Act 2002, and includes: community outcomes; groups of activities; capital expenditure for groups of activities; statements of service provision; funding impact statement for groups of activities; details of variations between the LTP and assessment of water and sanitary services and waste management plans; information about council-controlled organisations; policy on development of Māori capacity to contribute to decision-making processes; financial strategy; revenue and financing policy; policy for determining significance; financial statements (forecast and previous year); statement concerning balancing of budget; funding impact statement; information about reserve funds and significant forecasting assumptions.

The Council's LTP: 

• Describes the type of District the community wants (community outcomes).Facilitating solutions to local issues and needs.
• Outlines the role the Council will play in working towards achieving that vision.
• Identifies some of the key challenges facing the Council over the next ten years.
• Provides an overview of each activity the Council will carry out and the services it will provide for the next ten years.
• Determines how much the business of the Council will cost, and how it will be funded.

 In addition to the full LTP, Council must also prepare a summary.  The summary must be a fair and consistent representation of the major matters in the LTP.

Planning Process Overview -

The Council uses a variety of information to prepare the LTP, including information from surveys, other district, regional and national strategies as well as Activity Management Plan (described below).  In addition, Council's various local committees and sub-committees (Community Boards, Community Development Areas, Water Supplies, Halls, Reserves, Village, Harbours and Jetties) provide input into plans regarding township/area services and are involved in the preparation of local budgets.  For an LTP the preparation work will start at least one year ahead of the adoption date.  For both the LTP and the Annual Plan, the intensive preparation work (include budget preparation and review by local committees and Council) generally occurs from November - March prior to adoption.

The Council must follow the special consultative process in preparing and adoption the LTP.  Once the preparatory work is complete, the Council's adopts the draft LTP or draft Annual Plan and this is advertised for public comment.  This is usually in April each year.  A summary document is also prepared and is distributed to all households in the District as well as non-residential ratepayers.

The public have a period of at least one month to make a written submission.  As well as making a written submission, submitters have the opportunity to address the Council in person at its submission hearing.  Once all submissions have been considered, the Council then considers any changes it wishes to make to the LTP or Annual Plan before finally adopting the amended document.  This is usually in June, prior to the plan becoming operational on 1 July.

The Annual Plan

The Council is required to produce an Annual Plan in each of the two years when an LTP is not produced.  The purpose of the Annual Plan is to support the LTP, extend the opportunity for public participation, contribute to Council's accountability to its community, detail the annual budget and identify any variances from the LTP funding and financial information for that year.

The Annual Plan has an operational function to implement the strategy, which has been developed and adopted through the LTP.  The Annual Plan's primary purpose is to provide the accountability base for the setting and assessing of rates, which cannot be set until Council adopts the Annual Plan.

The process used by Council in preparing, consulting on and adopting the Annual Plan is similar to that described above for the LTP. 

The Annual Report

At the end of each financial year (July 1 – June 30) the Council publishes an Annual Report, which contains audited accounts for the previous financial year.  Each annual report must be completed and adopted by resolution, within four months after the end of the financial year to which it relates.

The purposes of the annual report are:

To promote the Council’s accountability to the community for the decisions made throughout the year by the Council

 AND

To compare the annual activities and performance with the intended activities and performance set out in the plan.

In addition to the full Annual Report Council must also prepare a summary of the Report.  The summary must be a fair and consistent representation of the major matters in the Annual Report.

The District Plan

The Southland District Plan was prepared pursuant to the requirements of the Resource Management Act 1991.  The District Plan was approved by the Council on 8 June 2001 and became operative on 27 June 2001.  The District Plan establishes objectives, policies and rules for the management of the physical and natural resources of the Southland District.

Preparation of the Southland District Plan followed extensive consultation with individual organisations and the general public at large.  Various discussion papers were prepared to identify the resource management issues facing the Southland District and the best options for dealing with those issues.

The Southland District Plan is legally required to be reviewed no later than 10 years after it was made operative ( i.e. by 26 June 2011).

However in the Southland District LTCCP 2006-2016, the Council has decided to move this time frame forward due to the extent of development pressure being experienced in Southland District and the fact that the bulk of the provisions of the existing District Plan were drafted in the mid-1990s and there have been numerous environmental issues emerge since then and also numerous relevant legislative changes.

Hence, the Council has commenced preparation of a new District Plan now in order to seek to address these matters; and has budgeted for this Long Term Plan process.

As part of this review process, the Council will be working collaboratively with Environment Southland, which is also reviewing its Regional Policy Statement.  A District Plan must give effect to a Regional Policy Statement; and both agencies consider that there are potential major efficiencies and cost savings which can be achieved by such collaboration.

The review process involves an extensive new consultation process with stakeholders and the community.  It is hoped to have a new Draft Second Generation District Plan ready for notification by the end of November 2011.  Following on from this notification, there are opportunities for submissions and further submissions and for submitters to be heard in relation to the issues they raise.  There is a right of appeal to the Environment Court in relation to the Council's decisions on submissions/further submissions.

Activity Management Plans

Council has a number of Activity Management Plans (AcMPs) for its activities which support the data and forecasts included in the LTP and provide additional detail about the activities and assets of Council.  AcMPs assist the Council to ensure that information and assumptions underlying the forecast information provided in the LTP is reasonable, supportable and reliable. 

These plans help to ensure that the Council provides a desired level of service (as defined by the community of Southland District) through the management of assets and activities in the most cost effective and sustainable manner for present and future customers.  Activity Management Planning provides direction for future management of assets and activities and a robust basis for long term financial forecasts.  The Council's AcMPs provide information about the following (by the community, where applicable): 

• What the activity is and why Council provides it. 
• What service and performance standards are sought, why these standards have been adopted and how Council has been performing against those targets.
• How demand is likely to change over the period of the plan, the impact of demand change on the assets and services and where the demand-sensitive areas are (e.g. where significant investment is required to meet future demand, and/or where the consequence of not meeting demand is high).
• How the Council operates, maintains, renews and upgrades the networks to ensure performance standards are met in a manner that maximises value for money (e.g. how decisions are made on whether to continue maintenance or renew assets, how investment priorities are decided to provide greatest benefit for the cost).
• The strategies that are in place to ensure risks are understood and managed.
• What all this will cost and the impact on user charges (rates, etc) over the plan period (minimum of 10 years).

Other Plans and Strategies -

There are also a number of other plans and district level strategies which assist the Council in its planning and decision-making.  All plans and strategies are subject to review including:

• Forests Management Plan (2009)
• District-wide Reserve Management Plan (2003)
• Waste Management Plan (December 2004) (WasteNet - SDC, ICC, GDC)
• Assessment of Water and Sanitary Services (2005)
• Public Health Risk Management Plans (various dates)
• Recreation Plan (2002)
• Reserves and Open Spaces Strategy (2000)
• Inclusive Communities Strategy (2009) and Inclusive Communities Action Plan (2011)
• Customer Services Strategic Plan (2008)
• Communications Strategy (2010)

The Policy Manual

The Council maintains a Policy Manual which provides a list of all policies approved by the Council which serve to guide the Council and staff in the areas of discretionary decision-making. Policies can be reviewed, amended, added to or deleted at any time through normal Council processes.

For more information about Council Plans and Policies please contact the Council on - phone 0800 732 732; fax 0800 732 329 or email emailsdc@southlanddc.govt.nz in the first instance.

SYSTEMS FOR PUBLIC ACCESS

Principal Council Offices:  Southland District Council
     15 Forth Street
     P O Box 903
     Invercargill 9840

     Phone: 0800 732 732
     Fax: 0800 732 329
     Email: emailsdc@southlanddc.govt.nz
     Internet: http://www.southlanddc.govt.nz

Local Council Offices located at:

Lumsden:
18 Diana Street  Monday Phone: 0800 732 732
   10.00 am – 5.00 pm Fax:  0800 732 329
   Wednesday Rose Knowles (Area Officer)
   10.00 am – 5.00 pm
   Friday
   10.00 am – 5.00 pm

Otautau:
176 Main Street  Monday - Friday Phone: 0800 732 732
   8.00 am – 5.00 pm Fax:  0800 732 329
         Shirley Manson ( Area Officer)
   

Riverton:
117 Palmerston Street Monday - Thursday Phone: 0800 732 732
  8.00 am - 4.30 pm Fax:  0800 732 329
  Friday Alyson Hamilton (Area Officer)
  8.00 am - 6.00 pm 

Stewart Island: 
9 Ayr Street Monday - Friday Phone: 0800 732 732
Halfmoon Bay 9.00 am – 12.00 noon Fax:  0800 732 329
    Jeanette Mackay (Area Officer)

Te Anau:  
116 Town Centre Monday - Friday Phone: 0800 732 732
   8.30 am – 5.00 pm Fax: 0800 732 329
    Jenny Labruyere  (Area Officer)

Winton:   
1 Wemyss Street  Monday - Friday Phone: 0800 732 732
   8.00 am – 5.00 pm Fax: 0800 732 329
    Chris Dolan  (Manager - Area Offices)

Wyndham:  
24 Balaclava Street Tuesday and Thursday Phone: 0800 732 732
   2.00 pm – 5.00 pm Fax: 0800 732 329
   Thursday Margaret Crump (Librarian)
   6.30 pm – 8.00 pm 

Requests to the Council

Anyone can lodge a request for Council service by –

• Visiting any of the offices of the Council.
• Telephoning the Council office or local offices.
• Writing to the Council’s Chief Executive or appropriate Group Manager.
• Contacting the Mayor or a Councillor.
• Emailing Council on emailsdc@southlanddc.govt.nz
• Making a request through on-line services on www.southlanddc.govt.nz

Requests for information of particular topics should be made to the staff concerned. Contact or assistance on finding the correct staff member can be either found on the website under “Services” or through the telephonists answering the 0800 732 732 number. 

Contact Details for Community Boards
 

Balfour Community Board:  Chairperson
     Mrs R  J (Ruby) Baird
     Phone  03 201 6045 (Private)

Edendale Community Board:  Chairperson
     Mrs L G (Lyn) Gutson       Phone 03 206 6780 (Private)

Lumsden Community Board  Chairperson
     Mr R H (Robin) Scott
     Phone 03 248 7036 (Private)

      
Riversdale Community Board  Chairperson
     Mr A T (Alex) McLennan
     Phone 03 202 5868 (Private)

Riverton/Aparima Community Board  Chairperson
     Mr R B (Blair) Stewart
     Phone  03 234 8550 (Private)

Stewart Island Community Board  Chairperson
     Mr J R (Jon) Spraggon
     Phone 03 219 1449 (Private)
      03 219 0034 (Business)

Te Anau Community Board  Chairperson
     Mr A (Alistair) Jukes
     Phone 03 249 8373 (Private)

Tuatapere Community Board  Chairperson
     Mr G H (Gray) Robertson
     Phone 03 225 5491 (Private)

Wallace Community Board  Chairperson
     Mrs M T (Maureen) Johnston
     Phone 03 225 8343 (Private)

Wallacetown Community Board  Chairperson
     Mr C W (Craig) Spriggs
     Phone 03 235 8980 (Private)

Winton Community Board  Chairperson
     Mr JMK (John) McHugh
     Phone  03 236 1467 (Private)

Wyndham Community Board  Chairperson
     Mr P J (Pam) Yorke
     Phone 03 206 4261 (Private)

REQUEST FOR OFFICIAL INFORMATION

Under the Local Government Official Information and Meetings Act 1987 (LGOIMA) any person may request information from the Council.  Any request for information is a request made under LGOIMA.  You do not have to say you are making a request under LGOIMA.

Once a request is made the Council must supply the information unless good reason exists for withholding it.  The LGOIMA says that information may be withheld if release of the information would:

• Endanger the safety of any person.
• Prejudice maintenance of the law.
• Compromise the privacy of any person.
• Reveal confidential or commercially sensitive information.
• Cause offence to tikanga Māori or would disclose the location of waahi tapu.
• Prejudice public health or safety.
• Compromise legal professional privilege.
• Disadvantage the local authority while carrying out negotiations or commercial activities.
• Allow information to be used for improper gain or advantage.

The Council must answer requests within 20 working days (although there are certain circumstances where this timeframe may be extended).  The Council may charge for official information under guidelines set down by the Ministry of Justice.

In the first instance you should address requests for official information to –

The Chief Executive
Southland District Council
PO Box 903
Invercargill  9840