WORKS AND SERVICES COMMITTEE MEETING HELD ON WEDNESDAY 20 MAY 2015 AT MEMORIAL HALL SUPPER ROOM, ESPLANADE, KAIKOURA. AGENDA

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1 WORKS AND SERVICES COMMITTEE MEETING HELD ON WEDNESDAY 20 MAY 2015 AT MEMORIAL HALL SUPPER ROOM,, KAIKOURA. AGENDA 1. Apologies 2. Matters of Importance to be raised as Urgent Business. 3. Reports: Operations and Maintenance Manager s Report page 1 Budget Report page 6 4. Eco- Burial Report page 7 5. Commercial Boat Park Update Report page Urgent Business 7. Works & Services Public Excluded Session Moved, seconded that the public be excluded from the following parts of the proceedings of this meeting, namely a. Roading Contract The general subject matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) and 7(2)(i) of the Local Government Information and Meetings Act 1987 for the passing of this resolution are as follows: General subject of each to be considered Roading Contract Reason for passing this resolution in relation to each matter The exclusion of the public from the whole or the relevant part of the proceedings of the meeting is necessary to enable the Local Authority to protect information where the making available of that information would likely unreasonably to prejudice the commercial position of the person who supplied the information or who is the subject of the information. Grounds of the Act under which this resolution is made Section 48(1)(a) and 7(2)(b)(ii)

2 Operations and Maintenance Manager s Report WORKS AND SERVICES REPORT 1.0 WATER SUPPLY 1.1 Urban Water Operations Kaikoura Urban Supply This facility operated satisfactorily during the reporting month. Expenditure on operations and maintenance is still running above budget levels, some work is now being deferred. Renewals work is significantly under spent in part due to the South Bay project. Electricity will also end up marginally over budget at the end of the year due to the increased volume pumped in spite of the overall lower rate for electricity. Significant Work planned for 2015 includes: South Bay pipe replacement (this project is reliant on an archaeological consent and a cultural impact report and approval). This project will be delayed and have to be completed in 2015/16 subject to Council including the project in the 2015/16 Annual Plan. Water Demand Table 1 below shows the water demand for the reporting month measured from the Mackle s bore while Figure 1 shows the yearly cumulative water demand since Water Demand (m 3 /day) Min Avg Max Total Demand January ,052 February ,494 March ,796 April ,257 May ,834 June ,305 July ,158 August ,415 September ,395 October ,708 November ,780 December ,765 January ,124 February ,886 March ,502 April ,557 Table 1: Water Demand for reporting period

3 There was a 20% increase in water use compared to the same time last year, a reduction in percentage since the previous month. The overall usage is still the highest since 2010/ Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Figure 2: Cumulative Water Demand in cubic metres Operations Suburban Supply There were no other issues with this system during the reporting month. Environment Canterbury has requested that the Council apply for a variation to the Resource Consent for the intake as they believe that irrigation is not covered. This may or may not be approved and as a consequence the existing irrigation take use may have to be discontinued which will be contrary to the water agreement used to gain the Kaikoura Water Supply. The storage on Brunnels Road is substantially complete. Additional storage has been provided by the Mt Fyffe subdivision. 1.2 Kincaid Water Supply There were no issues with this system during the reporting month. 1.3 Oaro Water Supply There were no issues with this system during the reporting month. A new main water meter is required to be installed to enable the scheme to meet resource consent requirements. 1.4 Fernleigh Water Supply There were no issues with this system during the reporting month. A new main water meter is required to be installed to enable the scheme to meet resource consent requirements.

4 1.5 Ocean Ridge Water Supply There were no issues with this system during the reporting month. 1.6 Peketa Water Supply There were no issues with this system during the reporting month. A new main water meter is required to be installed to enable the scheme to meet resource consent requirements. 1.7 East Coast Water Supply There were no issues with this system during the reporting month. 2.0 SEWER SYSTEM Sewage flows (m3/day) avg Max* Total Flow** January ,823 February ,802 March ,938 April ,247 May ,141 June ,830 July ,571 August ,975 September ,052 October ,025 November ,641 December ,557 January ,901 February ,478 March ,662 April ,361 Table 3 : Sewage generated for reporting period *The asterisk figure represents daily flows during heavy rainfall events. **The double asterisk figure has not been adjusted to reflect inflows from storm-water.

5 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Figure 2: Cumulative Sewerage Discharge from Oxidation Ponds in cubic metres STORMWATER The consent for the Kaikoura Urban Area is still being processed by Environment Canterbury. 4.0 PARKS AND RESERVES The parks and reserves were satisfactorily maintained during the reporting month. 5.0 BUILDINGS Significant Work planned for 2015 include: Disabled access to the hall Replacement of existing light bulbs and miscellaneous fittings. 6.0 AIRPORT No issues have occurred at the airport. 7.0 SWIMMING POOL The swimming pool is now closed for the winter with minor works to occur. 8.0 PUBLIC TOILETS From inspections carried out, the toilets were found to be in very good condition. There has been no progress on the proposed East Coast toilets. 9.0 ROADING Work has occurred on Killarney Street to dewater the road formation and repair pavement defects.

6 Significant work planned for 2015: Replacement of mercury vapour lights likely to be purchase only of the lights subject to identification of most appropriate light to minimise bird strike. The contract for 818 metres of kerb and channel on Torquay, Ramsgate and Margate Street, the entrance to the Top 10 Holiday Park and in front of the cemetery has been let to Downers. Delays due to additional consent requirements for the historical and cultural approvals have occurred to the Torquay, Ramsgate and Margate Street sections FOOTPATHS No additional work has been undertaken. Significant work planned for 2015: New footpath along Beach Road north of New World. Recommendation: That this report be received. Author: Operations and Maintenance Manager Endorsed by the Chief Executive Officer

7 Budget Report Income MTD Roading Footpaths & Cycleways Streetlights Water Services Sewerage Stormwater Refuse & Recycling Community Facilities Commercial Activities 7,825 7,825 3,473 6,576 10,359 10,011 13,890 11,037 14,739 90,769 81,675 59,654 58,751 73,202 45,277 81,160 56, ,316 Actual Budget Expenses MTD Roading Footpaths & Cycleways Streetlights Water Services Sewerage Stormwater Refuse & Recycling Community Facilities Commercial Activities 11,935 9,807 20,513 6,992 9,960 11,915 8,523 8,234 31,978 34,867 53,373 60,057 84,847 80,085 95, , , ,003 Actual Budget

8 ECO-BURIAL REPORT 1.0 BACKGROUND In 2009 and 2011 the Council made a recommendation that Eco-burials be pursued to determine if they could be included in the existing cemetery. 2.0 OPTIONS There are several sites within the cemetery that can be used for Eco-burials. A site has been identified that is suitable at the top of the existing track adjacent to the spoil heap. Some initial drainage and clearing work is required. This site is readily accessible. There is space for approximately 23 sites using an area of 2.5x2.5 meters per site. Dunedin City has advised that they have approximately one burial a month for 100,000 people. At a similar rate Kaikoura would expect to have one every two years. This rate could increase however it is likely to be some time before this area would be exhausted and at that point a better estimation of rates of uptake would be available. There are other adjacent areas to the west and north that are available in the future however they are further from where the hearse is likely to park. As development occurs some of these sites will become more accessible. Dunedin City has advised that we may use their information as the basis for any policies. It would be advisable to create a brochure outlining the requirements for eco-burials.

9 3.0 PREVIOUS REPORTS At the Social services Committee meeting held on the 5 th of August Eco-burials were raised. It was decided at that meeting that a formal request should be made to Council regarding whether there was an area where this could be contemplated in Kaikoura. As a result Council staff was asked to investigate the possibility in providing such a service within the Kaikoura Community. On the strength of the initial report, on the 16 th of September 2009, Council Moved by Councillor McChesney, seconded by Councillor Woods and resolved that a natural burial site be investigated within the existing cemetery. This report looks at the possibility of a natural burial site within the current cemetery. Natural Cemeteries The following are characteristics that distinguish a natural cemetery from a traditional cemetery: Embalming is kept at a minimum Coffins are designed to quickly compost Coffins are buried one meter Use of natives to create a natural park like setting enriching the area for local bird life and other wildlife Please see report submitted to Council 16 th of September 2009 for a full description of natural burials. Natural Cemeteries and Requirements under the Resource Management Act One of the main advantages of creating a natural burial area within the existing conventional cemetery is that it eliminates the need for any additional resource consent. I have confirmed this preliminary assessment with Neil Whitaker at Environment Canterbury that no new consents would be necessary. Council could set out the requirements for natural burials within the cemetery through a bylaw. (Local Government Act 1974 sec 146) Existing Cemetery One of the main advantages of creating a natural burial area within the existing conventional cemetery is that it eliminates the need for any additional resource consent. It would also create a sanctuary within the town for birds and other wild life and create a park setting which could showcase the work of Trees for Travelers whose headquarters is across the street. It would integrate the old cemetery with a new approach so that members of the Kaikoura community who wish to be buried near relative would also have more choices.

10 URCHILL RCHILL STREET SCARBOROUGH SCARBOROUGH SCARBOROUGH SCARBOROUGH SCARBOROUGH SCARBOROUGH SCARBOROUGH SCARBOROUGH SCARBOROUGH STREET STREET STREET STREET STREET STREET STREET STREET STREET KILLARNEY KILLARNEY KILLARNEY KILLARNEY KILLARNEY KILLARNEY KILLARNEY KILLARNEY KILLARNEY STREET STREET STREET STREET STREET STREET STREET STREET STREET Area for natural graveyard Area to be used TAKAHANGA TAKAHANGA TAKAHANGA TAKAHANGA TAKAHANGA TAKAHANGA TAKAHANGA TAKAHANGA TAKAHANGA TERRACE TERRACE TERRACE TERRACE TERRACE TERRACE TERRACE TERRACE TERRACE TORQUAY TORQUAY TORQUAY TORQUAY TORQUAY TORQUAY TORQUAY TORQUAY TORQUAY STREET STREET STREET STREET STREET STREET STREET STREET STREET YARMOUTH STREET continue with traditional burial here as demand dictates As shown above there is room available to create a natural burial site. The entire area is not available to us however as some of it is very steep and some of the area is used as drainage. The advantage is that the site could be developed away from the traditional cemetery which would give the area time to develop as a park before it comes close to the formal cemetery. There is room available to transition the two cemeteries to accommodate people s preference for burial.

11 4.0 WORKS & SERVICES AGENDA 20/04/2011

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13 Minutes 20/04/ COSTS There will be minor work required to prepare the site in preparation for Eco-burials. The costs of undertaking this work should be able to be managed within existing maintenance budgets. Ecoburials are likely to cost more as the excavated material is removed from the site and replaced with a mix more suitable for growing trees however the long term maintenance should be less therefore there should not need to be a differential in burial fees. 6.0 CONSULTATION Ngai Tahu has been requested to comment on the suitability of the proposed site for Ecoburials. Recommendation: 1. That the site identified be used for Eco-burial subject to confirmation that Ngai Tahu are satisfied that there will be no resultant issues. 2. That a brochure be completed that identifies the procedures and policies for Ecoburials. Author: Operations and Maintenance Manager Endorsed by the Chief Executive Officer

14 COMMERCIAL BOAT PARK UPDATE REPORT 1.0 BACKGROUND The original boat park layout for 19 boats was established in Since that time some of the boat parks have changed occupiers and several of the boats have been replaced. In general replacement boats have been larger and there has been some difficulty in maintaining the parking of the boats within the designated sites. While the boat park rental agreement requires boats to remain within their designated park, the size of the boat has been dictated by the commercial requirements rather than the availability of parking. All boat parks were originally designed to be 16 metres in length apart from the end parks which were for 25 metre boats. The boats on the sea side now use 25 metre parks due to the increase in boat size. On the Moa Road side, while the boat size has increased, there has been minimum change to the size of the individual parks. The boats now protrude further into the aisle area and into the landscaping.

15 2.0 PROPOSED CHANGES Encounter Kaikoura has recently purchased an additional boat requiring an additional 25 metre park. It is proposed that the two Encounter Kaikoura Parks, 18 and 19, be amalgamated to form a 25 metre park with the requirement to remove some of the landscaping adjacent to the existing boat park 19. This will enable the boats on this side to be parked at a steeper angle. A new boat park will be created between 9 and 10. There have been some requests for non-commercial users for access to the boat parks. It is appropriate that these be declined as the commercial users provide jobs and revenue to the ratepayers of the district. 3.0 COSTS The new amalgamated boat park will be charged out at the cost of both parks and an additional fee will be generated from the new park. Costs of relocating the parks will be to Encounter Kaikoura. Recommendation: 1. That non-commercial use of the boat park not be allowed unless there are no commercial users on the waiting list. If a non-commercial user does receive a boat park because there is no waiting list for commercial use then they will be given six months notice should a commercial user require a park. 2. That this report be received. Author: Operations and Maintenance Manager Endorsed by the Chief Executive Officer