DOWNLANDS JOINT STANDING COMMITTEE MEETING. Commencing at 1pm. Meeting Room 1 Timaru District Council Offices 2 King George Place Timaru

Transcription

1 DOWNLANDS JOINT STANDING COMMITTEE MEETING Commencing at 1pm On Monday 29 February 2016 Meeting Room 1 Offices 2 King George Place Timaru

2 TIMARU DISTRICT COUNCIL Notice is hereby given that a meeting of the Downlands Joint Standing Committee will be held in Meeting Room 1, Offices, 2 King George Place, Timaru, on Monday 29 February 2016 at 10am. Committee Members: Clrs Lyon, Mulvey, Tierney, Stevens, Mr J McDonald Waimate District Council Clr Anderson Mackenzie District Council Clr Smith Mackenzie District Council & Waimate District Council jointly Mr B Wright LOCAL AUTHORITIES (MEMBERS INTERESTS) ACT 1968 Committee members are reminded that if you have a pecuniary interest in any item on the agenda, then you must declare this interest and refrain from discussing or voting on this item, and are advised to withdraw from the meeting table. Peter Nixon CHIEF EXECUTIVE

3 DOWNLANDS JOINT STANDING COMMITTEE 29 FEBRUARY 2016 AGENDA Item No Page No 1 Apologies 2 Identification of Items of Urgent Business 3 Identification of Matters of a Minor Nature 4 1 Confirmation of Minutes 5 5 Draft Budget Report 6 9 Downlands Water Supply Scheme Policy 7 Consideration of Items of Urgent Business 8 Consideration of Minor Nature Matters # February 2016

4 DOWNLANDS JOINT STANDING COMMITTEE FOR THE MEETING OF 29 FEBRUARY 2016 Report for Agenda Item No 4 Prepared by - Jacky Clarke Committee Secretary Confirmation of Minutes Minutes of a meeting of the held on 30 November Recommendation That the minutes of the meeting held on 30 November 2015, be confirmed as a true and correct record. # February 2016

5 TIMARU DISTRICT COUNCIL DOWNLANDS JOINT STANDING COMMITTEE MINUTES OF THE DOWNLANDS JOINT STANDING COMMITTEE MEETING HELD ON MONDAY 30 NOVEMBER 2015, IN MEETING ROOM 1, TIMARU DISTRICT COUNCIL OFFICES, 2 KING GEORGE PLACE, TIMARU AT 1PM PRESENT Waimate District Council Mackenzie District Council Waimate and Mackenzie District Councils IN ATTENDANCE Clrs Richard Lyon (Chairman), Pat Mulvey, Tracy Tierney, Kerry Stevens, Mr John McDonald Clr David Anderson Clr Graham Smith Bill Wright Ashley Harper (Group Manager District Services), Grant Hall (Drainage & Water Manager), Clare Fagalima (Committee Secretary), Paul Roberts (Water & Waste Manager, Waimate District Council) 1 IDENTIFICATION OF MATTERS OF A MINOR NATURE The Committee agreed to discuss the following minor nature items:- Reporting to Committee updates on water restrictions 2 CONFIRMATION OF MINUTES Proposed Clr Tierney Seconded Clr Stevens That the minutes of the meeting held on 23 February 2015, be confirmed as a true and correct record. MOTION CARRIED 3 DOWNLANDS JOINT STANDING COMMITTEE AGREEMENT AND TERMS OF REFERENCE Ashley Harper advised the Committee of some recent changes made to the Agreement, including the Terms of Reference, in relation to the Joint Standing Committee for Governance of Downlands Water Supply Scheme. The only changes required were the addition of a clause requiring a Deputy Chairman to be elected (which the Committee already does every 3 years) and a clause stating how the Agreement can be modified. The updated Agreement has now been approved by each Council. Proposed Clr Smith Seconded Clr Wright That the new Agreement be received and noted. # February 2016

6 MOTION CARRIED 4 DOWNLANDS WATER SUPPLY POLICY REVIEW AND ADOPTION With the recent renewal of the Agreement among the 3 Councils, Timaru District Council revisited the Downlands Water Supply Policy to ensure that the policies are up to date, relevant and consistent with the updated Agreement. Ashley Harper advised that the Committee were allowed to formulate and recommend policies but not approve them. The updated policies, as set out in Grant Hall s report, were reviewed and recommended by the Committee. These will now go before each Council for approval. Proposed Clr Tierney Seconded Clr Stevens 1. That the Joint Standing Committee adopts the updated DWS Policy. 2. That the Joint Standing Committee endorses the formal adoption of the DWS Policy by the respective Councils of Timaru, Mackenzie and Waimate. MOTION CARRIED 5 MEETING DATES FOR 2016 Two of the proposed meeting dates set for 2016 were unsuitable. New dates are as follows:- 22 February 2016 meeting now changed to 29 February 2016 at 10am. 20 June 2016 meeting at 1pm remains. 12 December 2016 meeting now changed to 5 December 2016 at 10am. Proposed Clr Mulvey Seconded Clr Smith That the new meeting dates be noted. 6 SCHEME UPDATE Grant Hall gave an update on the scheme. Waitohi intake is operating, Camerons Pump Station is on. MOTION CARRIED Meeting demands currently at Level 1 water restriction. Starting to increase awareness around the District of the current restrictions. Will look at moving to Level 2 in the next couple of weeks. Jet inspections 220 in Waitohi area. Nothing to report as yet. The land looked at on the Downlands tour for rural ponds has been deemed unsuitable. It is too close to Rock Art sites and getting consent could prove # February 2016

7 difficult. Looking at moving the intake further downstream. No location confirmed as yet for the treatment plant. Albury Cave road corridor being looked at for pipework. Scott and Associates have been hired for water restriction promotion. Irrigation NZ are putting together a programme for a Smart Watering campaign. 7 CONSIDERATION OF ITEMS OF MINOR NATURE Reporting to Committee Clr Smith asked if the Committee could receive a hard copy report on scheme progress. It was noted that the Drainage and Water Manager s verbal report is recorded in the meeting minutes. Updates on Water Restrictions These will commence as and when water restrictions are imposed. Agendas It was agreed that hard copy Agendas would no longer be mailed out but would be ed to the Committee. Approximately 6 hard copy Agendas will be made available at the meeting. The meeting concluded at 2.10pm. Chairman # February 2016

8 DOWNLANDS JOINT STANDING COMMITTEE FOR THE MEETING OF 29 FEBRUARY 2016 Report for Agenda Item No 5 Prepared by - Grant Hall Drainage and Water Manager Draft Budget 2016/2017 Draft Budget 2016/2017 Recommendation That the 2016/17 Draft Budget be approved. # February 2016

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12 DOWNLANDS JOINT STANDING COMMITTEE FOR THE MEETING OF 29 FEBRUARY 2016 Report for Agenda Item No 6 Prepared by - Grant Hall Drainage and Water Manager Downlands Water Supply Scheme Policy Adoption Purpose of Report To consider additional minor modifications to the Downlands Water Supply Scheme Policy. Background Subsequent to the endorsement by the Joint Committee for formal adoption of the Downlands Water Supply Scheme Policy by the respective Councils of Timaru, Waimate and Mackenzie, TDC has identified some additional policy items that provide further scheme administration as well as minor editing and formatting corrections. The proposed modifications are as follows: Added: Amended: Policy 8 That a new connection or additional sale of water can only be approved provided the allocation does not impact on the design and operation of the scheme. Policy 14 That where a property is subdivided, the water for each lot may be able to be supplied to a single tank within the subdivided land, provided a Consent Notice is registered on each title advising how much water each lot is entitled, and that the supply is required to be modified if the lots are under separate ownership; and That the storage requirement to the single tank is a minimum of three times the allocation supplied to the tank or 10,000 litres whichever is the greater. Policy 15 That all water must be supplied into an external above ground storage tank. # February 2016

13 Reformatted: Policy 20 That the Downlands Water Supply Scheme be responsible for the scheme up to and including the ballcock at the point of supply, except where the supply is to an internal tank, or where the top of the tank is over 6.5 metres high, the scheme responsibility ceases at the restrictor, or at the toby for properties which are not restricted. The is the venue for respective member councils to present inputs and/or to resolve issues on policy matters. It is understood that the Committee shall determine the final policy that is endorsed for adoption by the respective member Councils. It would not be appropriate to have different Downlands policy adopted by different Councils. Identification of Relevant Legislation, Council Policy and Plans Local Government Act Council Long Term Plan Assessment of Significance This matter is not deemed significant under the Council s Significance Policy. Consultation The Joint Standing Committee procedures provide the process for consulting between the member Councils on the proposed policy modifications. Consultation with consumers was not required. Other Considerations There are no other considerations. Funding Implications There are no funding implications Recommendations 1. That the Joint Standing Committee adopts the updated Downlands Water Supply Scheme Policy. 2. That the Joint Standing Committee endorses the formal adoption of the Downlands Water Supply Scheme Policy by the respective Councils of Timaru, Mackenzie and Waimate. Attachments: a) Policy version with proposed modifications # February 2016

14 Downlands Water Supply Scheme Approved by: Date Approved: Keywords:, water allocation, water storage, capital contributions 1.0 Purpose The Downlands Water Supply Scheme is jointly owned and is the responsibility of the (TDC), Waimate District Council and Mackenzie District Council. This Policy for the Downlands Water Supply Scheme is to ensure that management of the scheme is consistent, operations are efficient and community outcomes are successfully achieved. 2.0 Background In 1937 the Ministry of Works was authorised to construct and maintain the Downlands Water Supply Scheme. In November 1960 the Minister of Works vested ownership and control of the Scheme to the Levels, Geraldine, Mackenzie and Waimate County Councils. By process of local authority amalgamation, the present owners of the Downlands Water Supply Scheme and the proportion within each territorial jurisdiction are Timaru District (82%), Waimate District (14%) and Mackenzie District (4%). To ensure effective governance of the Downlands Water Supply Scheme, the three Councils agreed to form the, with TDC appointed as Downlands Scheme Manager. The entire scheme administered by the committee includes the communities known within the Register of Community Drinking-Water Supplies as Downlands, Hadlow, Pareora and St Andrews. The Downlands Water Supply Scheme is primarily a stock water scheme which also supplies domestic drinking water to rural properties within the scheme boundaries. At present, the Downlands Water Supply Scheme supplies about 78,000 hectares within the Timaru, Waimate and Mackenzie Districts. There were 2,748 connections to the scheme in The is responsible for developing and recommending strategies, polices and procedures necessary to assist TDC in fulfilling its responsibilities as Downlands Scheme Manager. Policies for the Downlands Water Supply Scheme were developed over many years. In 2003, the Downlands Committee reviewed the policies, with recommendations made to rescind policies that were no longer relevant, amend and amalgamate policies in a logical manner. The recommendations were approved in the meeting of the Committee on 17 March Thereafter, a few other revisions were effected. Polices have again been reviewed and updated in November 2015 and January # February 2016

15 3.0 Key Definitions stock water - stock drinking water potable supply domestic drinking water water allocation the limit or amount of water that has been authorised for consumption by a property connected to the Downlands Water Supply Scheme 4.0 Policy The following provisions developed and agreed to by the Downlands Joint Standing Committee govern the administration of the Downlands Water Supply Scheme in the following areas of operation: Water Allocation 1 1 The Downlands Water Supply is a restricted water supply scheme based on units of supply of 1000 litres per day, excluding residential zone properties within Pareora and St Andrews townships which may not be restricted. 2 That the design allocation for a property be based on 56 litres per hectare per day, with an additional 900 litres per dwelling per day where this allocation has been approved. 3 That the minimum allocation be 1 unit and that all allocations be in half unit increments to 3 units and thereafter in full unit increments. 4 That where the design allocation of a property exceeds the midway point between allocations, the allocation be rounded up, and where the design allocation of the property is less than the midway point between allocations, the allocation be rounded down, except that properties of hectares with a house be rounded up to 1.5 units. 5 That the allocation to schools be 1 unit per 20 persons, that the allocation to halls be 1 unit per 20 people licensed to use the hall, and the allocation to sports clubs be 2 units of water. 6 That the allocation of water for business and extra ordinary stock purposes be at the discretion of the Committee. 7 That no water over and above the design allocation for a property be available for horticultural purposes. 8 That a new connection or additional sale of water can only be approved provided the allocation does not impact on the design and operation of the scheme. 9 That any approval for water allocation which is not given effect to within a 12 month period will be rescinded, unless a time extension is approved. Water Allocation with Subdivisions 1 Policy 4 shall be applicable to new, altered or upgraded connections # February 2016

16 10 That all properties must retain the stock water allocation as first priority except when a proven alternative supply of equivalent allocation is available. 11 That where a property is subdivided and water is unavailable for stock water to all new titles, then the stock water will be retained on the larger blocks. 12 That for a dwelling with a water allocation, the allocation be retained for the dwelling unless an alternative potable supply is available for the dwelling, provided a Consent Notice is registered on the title which notifies that the dwelling water supply is private. 13 That any excess water units from a property allocation as a result of subdivision of that property are distributed over the subdivided property with preference for increasing the allocation from 1.0 to 1.5 units for land of 4 to 15 ha sections without a dwelling. 14 That where a property is subdivided, the water for each lot may be able to be supplied to a single tank within the subdivided land, provided a Consent Notice is registered on each title advising how much water each lot is entitled, and that the supply is required to be modified if the lots are under separate ownership; and That the storage requirement to the single tank is a minimum of three times the allocation supplied to the tank or 10,000 litres whichever is the greater. Storage Requirements 2 15 That all water must be supplied into an external above ground storage tank. 16 That 10,000 litres or three days allocation whichever is the greater be the minimum storage capacity requirement. This excludes Pareora and St Andrews townships, and all halls, which must have 2000 litres minimum storage capacity.. 17 That the allocation to a property of less than 10 ha with one dwelling be reduced to 1.0 unit only if storage of 10,000 litres exists and water supply is supplemented by separate independent rainwater storage of 22,500 litres, and that this information is recorded on the appropriate Council property databases. 18 That approved external level indication of water in storage tanks is to be installed. 19 That the outlet piping arrangement from the storage tank be such that a minimum of 20% of the tank volume be held in reserve. Maintenance 20 That the Downlands Water Supply Scheme be responsible for the scheme up to and including the ballcock at the point of supply, except where the supply is to an internal tank, or where the top of the tank is over 6.5 metres high, the scheme responsibility ceases at the restrictor, or at the toby for properties which are not restricted. 2 Policies 15, 16, 18 and 19 shall be applicable to new, altered or upgraded connections. # February 2016

17 21 That the maintenance of the filter and frost plug within the restrictor unit is the responsibility of the consumer. 22 That no connection or take of water prior to the storage tank is permitted. Fees and Charges 23 Where an existing additional tank was required as a result of geographical or scheme hydraulic reasons, this tank may be exempt from the service fee. 24 That a service application fee be charged for applications for additional connections and additional water. 25 That a capital contribution be charged for each new connection. 26 That a capital contribution be charged for each additional unit of water. 27 That a fee be charged for any alteration of the jet. 28 That fees be determined by the Committee and reassessed regularly. # February 2016

18 5.0 Delegations, References and Revision History 5.1 Delegations - Identify here any delegations related to the policy for it to be operative or required as a result of the policy 5.2 Related Documents - Include here reference to any documents related to the policy (e.g. operating guidelines, procedures) 5.3 Revision History Summary of the development and review of the policy 5.1 Delegations Delegation None Delegations Register Reference n/a 5.2 References Title Agreement and TOR in Relation to the Joint Standing Committee for Governance of Downlands Water Supply Scheme Downlands Water Supply Policy Downlands Water Supply Ownership/Representation Document Reference # # # Revision History Revision # Collated DWS Policies Revision #1 Policy 8, 12.1, 13, 15.1 Policy Owner Unit Manager, Drainage and Water Unit Date Approved Approval by Date of next review 17 March 2004 Downlands Water Supply Joint Standing Committee (DWSJSC) Document Reference As above 13 Sep 2004 (DWSJSC)) Revision #2 Policy 15.1 Revision #3 Policy 15, 15.2 and 15.3 Revision #4 Policy 27 deleted, Policies 30, 32 updated Revision #5 (this version) Policy 1, 8, 14 added (new numbering); - Policy 8, 9, 12.1, 16, 17, 18, 19, 23, 24, 32 deleted (old numbering) - Policy 10, 13, 14, 15, 20, 22, 25, 30, 31 Amended (old numbering) As above 29 Sep 2004 DWSJSC As above 15 March 2007 DWSJSC As above 12 Nov 2012 DWSJSC As above 29 February 2016 DWSJSC 2021 (5 yearly from 2016) (this document) # February 2016

19 Amended Water Supply Policy Prepared by: Dan Mitchell Asset Group Manager Purpose of Report That Waimate District Council review and discuss the amended Downlands Water Supply Joint Standing Committee (DWSJSC) Water Supply Policy 30 November 2015, as endorsed by the DWSJSC. Additional amendments, if any, are to be presented to the DWSJSC at their next meeting on 29 February 2016 by Council s representative, David Anderson. Background At its meeting held 30 November 2015, the Downlands Water Supply Joint Standing Committee received and considered a report on Policies applying to the Downlands Rural Water Scheme. A number of these amendments were less than minor and relate to: The redefinition of the unit of supply as 1000 litres per day Combining previous policy statements for clarity Provision of a timeframe for water allocation approvals Removal of policies that are no longer relevant Rewording of policies for clarity Removal of references to dollar amounts as these are set through planning processes. Copies of both the amended and existing policies are provided and follow this report. Whilst any additional amendments will be considered by the DWSJSC, ultimately the decision on the final draft policy lies with the Committee. Council will be required to formally adopt this policy at the next ordinary meeting on 22 March Proposal In order to provide more clarity the following further amendments are proposed. Water Allocation with Subdivisions 14 That where a property is subdivided, the water for each lot may be able to be supplied to a single tank within the subdivided land, provided a Consent Notice is registered on each title advising how much water each lot is entitled, and that the supply is required to be modified if the lots are under separate ownership; and the lots are owned by a single entity. A Consent Notice must be registered on each title advising how much water each lot is entitled. If the lots change ownership they shall physically separate the allocation accordingly; and That the storage requirement to the single tank(s) is a minimum of three times the allocation supplied to the tank(s) or 10,000 litres whichever is the greater. Storage Requirements # February 2016

20 17 That the allocation to a property of less than 10 ha with one dwelling can only be reduced to 1.0 unit only if storage of 10,000 litres exists and water supply is supplemented by separate independent rainwater storage of 22,500 litres, and that this information is recorded on the appropriate Council property databases. Fees and Charges 24 That a service application fee be charged for applications for additional connections and additional water as described in the annual fees and charges. 25 That a capital contribution be charged for each new connection as described in the annual fees and charges. 26 That a capital contribution be charged for each additional unit of water as described in the annual fees and charges. 27 That a fee be charged for any alteration of the jet as described in the annual fees and charges. 28 That fees be determined by the Committee and reassessed regularly using a system approved by the member District Councils. Options a) Council approves the revised Downlands Water Supply Joint Standing Committee Water Supply Policy, or b) Council approves the revised Downlands Water Supply Joint Standing Committee with additional amendments. Assessment of Significance This matter is not deemed significant under the Council s Significance and Engagement Policy. Budget Considerations There are no known budget considerations as proposed rates, fees and charges are subject to statutory consultation through either the Annual or Long Term Plans. Cost-Effectiveness Cost-effectiveness consideration is not applicable. Recommendation That the report Amended Water Supply Policy is accepted, and That Council instructs its representative, Councillor David Anderson, on the Downlands Water Supply Joint Standing Committee to provide revised policies as required at the next meeting dated 29 February # February 2016