Notice of Meeting. Agenda

Transcription

1 Notice of Meeting A meeting of the Tararua District Council will be held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 25 July 2018 commencing at 1.00 pm. Blair King Chief Executive 1. Present 2. Council Prayer 3. Apologies Cr C J Isaacson 4. Public Forum Agenda A period of up to 30 minutes shall be set aside for a public forum. Each speaker during the public forum section of a meeting may speak for up to five minutes. Standing Orders may be suspended on a vote of three-quarters of those present to extend the period of public participation or the period any speaker is allowed to speak. With the permission of the Mayor, members may ask questions of speakers during the period reserved for public forum. If permitted by the Mayor, questions by members are to be confined to obtaining information or clarification on matters raised by the speaker. Angela Rainham will make a presentation on the MidCentral District Health Board Tararua Health and Wellbeing Plan as circulated in the agenda for the Council s reference Notification of Items Not on the Agenda Major items not on the agenda may be dealt with at this meeting if so resolved by the Council and the chairperson explains at the meeting at a time when it is open to the public the reason why the item was not listed on the agenda and the reason why discussion of the item cannot be delayed until a subsequent meeting.

2 Minor matters not on the agenda relating to the general business of the Council may be discussed if the chairperson explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at that meeting, but no resolution, decision or recommendation may be made in respect of that item except to refer it to a subsequent meeting. 6. Declarations of Conflicts of Interest in Relation to this Meeting s Items of Business 7. Personal Matters 8. Confirmation of Minutes 23 Recommendation That the minutes of the Council meeting held on 27 June 2018 (as circulated) be confirmed as a true and accurate record of the meeting. 9. Any Matters Arising from the Minutes not otherwise dealt with in the Agenda 10. Community Boards and Community Committees Reports 10.1 Dannevirke Community Board 37 Recommendation That the report of the Dannevirke Community Board meeting held on 2 July 2018 (as circulated) be received Eketahuna Community Board 43 Recommendation That the report of the Eketahuna Community Board meeting held on 6 July 2018 (as circulated) be received Pahiatua On Track 49 Recommendation That the report of the Pahiatua on Track meeting held on 4 July 2018 (as circulated) be received 10.4 Woodville Districts' Vision 53 Recommendation That the report of the Woodville Districts Vision meeting held on 3 July 2018 (as circulated) be received. Note: Any of the Community Boards and Community Committees may send a representative to address the Council on any issues within the agenda or matters of interest to them. Tararua District Council Notice of Meeting 25 July 2018 Page 2

3 11. Reports 11.1 Rollover Provision for Contracts Delegated Authority to Council Officers for Regulatory Services Functions Staff Report Request for Funding from Connect Tararua Portfolio Reports Councillors assigned the responsibility to undertake the portfolio for a specific activity can report back on any of these matters. 13. Mayoral Matters 13.1 Twin Towns Pahiatua and Kazimierz Dolny 119 Recommendation That Council enter into a partnership agreement between Kazimierz Dolny and Pahiatua to establish a twin towns relationship to promote and strengthen ties, understanding and friendship with these communities and the countries of Poland and New Zealand, and That the Mayor is authorised to sign this document on the Council s behalf. 14. Items not on the Agenda Accepted in Accordance with the Procedure Outlined as per Agenda Item Public Excluded Items of Business Recommendation That the public be excluded from the following parts of the proceedings of this meeting, namely: Request for funding from Connect Tararua Section 17A Reviews and Procurement Strategies Civic honour nomination The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows. Tararua District Council Notice of Meeting 25 July 2018 Page 3

4 General subject matter to be considered Request for funding from Connect Tararua Section 17A Reviews and Procurement Strategies Civic honour nomination Reason for passing this resolution in relation to each matter To protect the commercial position of a third party To protect commercial activities To protect the privacy of natural persons Ground(s) under Section 48 (1) for the passing of this resolution Section (1)(a)(i) Section (1)(a)(i) Section (1)(a)(i) This resolution is made in reliance on Section 48 (1) (a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as follows: s7(2)(b)(ii) The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information. s7(2)(h) s7(2)(a) The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities. The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person. 16. Closure Tararua District Council Notice of Meeting 25 July 2018 Page 4

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23 Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 27 June 2018 commencing at 1.00 pm. 1. Present Her Worship the Mayor - Mrs T H Collis, Crs A L Benbow (Deputy Mayor), E J Christison, J E Crispin, A K Franklin, S A Hull, C J Isaacson, P A Johns and A J Thompson. In Attendance Mr B King - Chief Executive Mr R Taylor - Governance Manager Mr P Wimsett - Manager Strategy and District Development Mr R Suppiah - Chief Financial Officer Mr C Chapman - Alliance Network Manager Mr D Watson - Group Manager Plant and Property Mr C McKay - Finance Manager Mr W Labuschagne - Senior Financial Accountant Mr M Thomas - Strategy and Policy Adviser Ms E Roberts - Revenue Manager Mr C Veale - Community Assets and Property Manager (until item 11.5) Ms S Lowe - Electoral Officer (until item 11.6) 2. Council Prayer 2.1 The Mayor opened the meeting with the Council Prayer. 3. Apologies 3.1 Nil 4. Public Forum 4.1 Nil 5. Notification of Items Not on the Agenda 5.1 Nil Meeting of Tararua District Council 25 July 2018 Page 23

24 6. Declarations of Conflicts of Interest in Relation to this Meeting s Items of Business 6.1 Nil 7. Personal Matters 7.1 The following achievements are noted and acknowledged: Dave Curtis and Peter Scott for each giving twenty-five years of service to Dannevirke Community Patrol. Moana Beveridge for donating paint to renovate and restore the Viking icon situated on the Dannevirke Town Hall. Pat Herbert and Dannevirke MenzShed for undertaking restoration work to renovate the Viking icon situated on the Dannevirke Town Hall. Managh Electrical on winning the Mover and Shaker Award. Stephanie Walker on winning the Intermediate Secondary School Cross Country Championship. Margaret Graham for giving twenty years of service as secretary of the Bush District Calf and Lamb Day. Martin Beveridge on its success at the 2018 Master Painters Awards, winning five golds, five highly commended and two category winners. Sharon Jones for certificates received at Woodville School. 8. Confirmation of Minutes 8.1 That the minutes of the Council meeting held on 30 May 2018 (as circulated) be confirmed as a true and accurate record of the meeting. Crs Hull/Johns Carried 9. Any Matters Arising from the Minutes not otherwise dealt with in the Agenda 9.1 Nil 10. Community Boards and Community Committees Reports 10.1 Dannevirke Community Board That the report of the Dannevirke Community Board meeting held on 5 June 2018 (as circulated) be received. Crs Christison/Thompson Carried Page 24 Meeting of Tararua District Council 25 July 2018

25 10.2 Eketahuna Community Board That the report of the Eketahuna Community Board meeting held on 1 June 2018 (as circulated) be received. Crs Christison/Thompson Carried Eketahuna Money Exchange Possible options continue to be pursued to provide a hole in the wall style ATM service in Eketahuna Pahiatua On Track That the report of the Pahiatua On Track meeting held on 6 June 2018 (as circulated) be received. Crs Christison/Thompson Carried 10.4 Woodville Districts' Vision That the report of the Woodville Districts Vision meeting held on 5 June 2018 (as circulated) be received. Crs Christison/Thompson Carried 11. Reports 11.1 Audit and Risk Committee That the report of the Audit and Risk Committee meeting held on 19 June 2018 (as circulated) be received. Crs Hull/Benbow Carried The Chief Executive reiterated the Audit and Risk Committee Chairperson s request that if Council varies or amends a recommendation from the committee that matter be referred back to it to understand the issue and reason for any change being made Adoption of the Long Term Plan 2018/2028 and Schedule of Fees and Charges for the 2018/2019 Financial Year The Chief Financial Officer elaborated on the impact of key changes from the Draft Long Term Plan and changes to Service Performance Measures The Finance Manager spoke on the level of debt relative to funding requirements and providing capacity for future generations. Meeting of Tararua District Council 25 July 2018 Page 25

26 The Senior Financial Accountant outlined the impact of valuation movement on various properties, and noting the distribution of changes to rates resulting from the overall rates increase changing from 3.5% in the Draft Long Term Plan to 3.95% for the final Long Term Plan Changes to the proposed fees and charges for the 2018/2019 financial year were explained relative to regulatory building consents and the additional inspection fee for connection to utility services where deficiencies are identified The contribution of all those involved in developing and finalising the Long Term Plan is acknowledged That the report from the Chief Financial Officer dated 20 June 2018 concerning the adoption of the Long Term Plan 2018/2028 and schedule of fees and charges for the 2018/2019 financial year (as circulated) be received, and That in accordance with Section 100 of the Local Government Act 2002, Council confirm the Long Term Plan budgets have been prepared based on reasonable judgement and assumptions and it considers the projected financial results, including the projected operating deficit over the ten year period to be financially prudent given its financial position, the cumulative surplus projected over the ten year period and its financial management policies, and That the changes to the Service Performance Measures and the Revenue and Financing Policy for cemeteries and footpaths activities as detailed in this report be approved, and That having undertaken the Special Consultative Procedure in accordance with Sections 82, 82A and 102 of the Local Government Act 2002, Council adopt the following policies (as included in the Long Term Plan 2018/2028): a. Revenue and Financing Policy b. Rating Remission Policies c. Financial Contributions Policy And that in accordance with the requirements of Sections 101A and 101B of the Local Government Act 2002, Council adopt the Financial Strategy and Infrastructure Strategy as contained in the final Long Term Plan 2018/2028, and That pursuant to Section 93 of the Local Government Act 2002, Council adopt the final Long Term Plan 2018/2028, and That the Chief Executive be given delegated authority to approve any minor accuracy, grammatical or formatting amendments prior to the Long Term Plan 2018/2028 going to print. Crs Hull/Isaacson Carried Page 26 Meeting of Tararua District Council 25 July 2018

27 11.3 Rates Resolution for the 2018/2019 Financial Year That the report from the Revenue Manager dated 14 June 2018 concerning the rates resolution for the 2018/2019 financial year (as circulated) be received, and That the Tararua District Council set the rates under Section 23 of the Local Government (Rating) Act 2002, the due dates for payment under Section 24 of the Local Government (Rating) Act 2002 and authorise the addition of penalties for unpaid rates under Section 57 of the Local Government (Rating) Act 2002 for the year commencing on 1 July 2018 and ending on 30 June 2019 as follows: Please note: All references to sections are to sections of the Local Government (Rating) Act All amounts stated are GST inclusive. General Rate Pursuant to Sections 13(2)(a) and 14, a general rate in the dollar of $ of land value per rating unit in the district. Uniform Annual General Charge Pursuant to Section 15(1)(a), a uniform annual general charge as a fixed amount of $ per rating unit in the district. Libraries and Swimming Pools Pursuant to Sections 16(3)(a) and 16(4)(a), a targeted rate as a fixed amount of $ per rating unit in the district. Specified Services Targeted Differential Rate Pursuant to Sections 16(3)(b) and 16(4)(b), a rate in the dollar of land value for Rural and Urban properties, and capital value for Industrial/Commercial properties as follows: Rural properties Nil Urban properties $ Industrial/Commercial properties Rural $ Industrial/Commercial properties Urban $ Targeted Roading Rate Pursuant to Sections 16(3)(a) and 16(4)(a), a uniform rate in the dollar of $ on the land value per rating unit in the district. Meeting of Tararua District Council 25 July 2018 Page 27

28 Targeted Differential Uniform Roading Rate Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted rate, set on a differential basis as an amount per rating unit for the different categories of rateable land as follows: Rural properties $ Urban properties $ Industrial/Commercial $ Refuse and Recycling Targeted Differential Uniform Rate Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted rate, set on a differential basis as an amount per rating unit for the different categories of land as follows: Rural properties $ Urban properties $ Industrial/Commercial $ Urban Water Rate Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted rate set differently, as an amount of $ per separately used or inhabitable part of a rating unit which receives an ordinary supply of water from an urban water supply, and an amount of $ on every rating unit where an ordinary supply is available but is not connected, being a property situated within 100 metres from the water system and could be effectively connected to the water system, except for rateable properties on metered supply and the Pongaroa Water Supply. Water Metered Rate Rating units on metered supply that are assessed rates under Sections 16(3)(b) and Sections 16(4)(b), 19(2)(a) and 19(2)(b) as follows: All extraordinary users A targeted rate charged quarterly as an amount of $ per rating unit. Plus quantities in excess of 80 cubic metres supplied during each consecutive three month period to be charged at $1.48 per m3. All large industrial and intake line users A targeted rate charged quarterly as an amount of $ per rating unit. Plus quantities in excess of 80 cubic metres supplied during each consecutive three month period to be charged at $0.74 per m3. Page 28 Meeting of Tararua District Council 25 July 2018

29 Pongaroa Water Rate Pursuant to Section 19(2)(a), a targeted rate as an amount of $94.40 per unit of water supplied from the Pongaroa Water Supply. Urban Wastewater Rate (Excluding educational establishments, multiple unit residential properties and properties charged trade waste fees) Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted rate, set on a differential basis for urban wastewater as follows: An amount of $ per separately used or inhabitable part of a rating unit connected to the wastewater system, and On every connected rating unit with 4 or more water closets/urinals, an amount of $ for each water closet or urinal excluding the first 3, and excluding any in addition to 12; and An amount of $ on every rating unit where wastewater is available but is not connected, being a property situated within 100 metres from the wastewater system and it could be effectively connected to the wastewater system. Urban Wastewater Rate Educational establishments and multi-unit residential properties Pursuant to Sections 16(3)(b) and 16(4)(b), for educational establishments and multi-unit residential properties a targeted uniform rate of $ on each water closet/urinal connected to the urban wastewater system. Educational establishments are as defined under Schedule 1, Clause 6 of the Local Government (Rating) Act Urban Stormwater Rate Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted uniform rate of $ on every rating unit in the Tararua District stormwater drainage area as a fixed amount per rating unit. Town Centre Refurbishment Rate - Dannevirke Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted rate, set on a differential basis of a fixed amount of $15.11 on every rating unit in the North Ward and a fixed amount of $12.33 on every rating unit in the South Ward where a Lump Sum Contribution has not been elected under Part 4A comprising Sections 117A to 117N and Schedule 3A. Town Centre Refurbishment Rate - Woodville Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted rate set on a differential basis of $9.41 on every rating unit in the North Ward and of $11.70 on every rating unit in the South Ward. Meeting of Tararua District Council 25 July 2018 Page 29

30 Town Centre Refurbishment Rate - Eketahuna Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted rate set on a differential basis of $6.37 on every rating unit in the North Ward and of $7.92 on every rating unit in the South Ward. Town Centre Refurbishment Rate - Pahiatua Pursuant to Sections 16(3)(b) and 16(4)(b), a targeted rate set on a differential basis of $13.55 on every rating unit in the North Ward and of $16.85 on every rating unit in the South Ward. Due Date for Payment of Rates Rates and charges for the year ending on 30 June 2019 will be assessed in four instalments, which will become due and payable on the following dates: Instalment Due date Instalment period Instalment 1 31 August July 2018 to 30 September 2018 Instalment 2 30 November October 2018 to 31 December 2018 Instalment 3 28 February January 2019 to 31 March 2019 Instalment 4 31 May April 2019 to 30 June 2019 Charges for water metered rates for the year ending on 30 June 2019 will be assessed in four instalments, which will become due and payable on the following dates: Instalment Meters Read Due date Instalment 1 September October 2018 Instalment 2 December January 2019 Instalment 3 March April 2019 Instalment 4 June July 2019 Penalties That Council resolve pursuant to Section 57(1) to authorise the following penalties to be added on unpaid rates: Page 30 Meeting of Tararua District Council 25 July 2018

31 For all rates other than water metered rates: a) A penalty under Section 58(1) (a) of 10 percent on so much of any instalment that has been assessed after 1 July 2018 and which is unpaid by due date for payment, to be applied on the day after the due date. (Instalment penalty) b) A penalty under Section 58(1)(b) of 10 percent on so much of any rates assessed before 1 July 2018 which remain unpaid on 6 July (Arrears penalty) c) A charge under Section 58(1)(c) of 10 percent on so much of any rates to which a penalty has been added under (b) above which remain unpaid on 7 January (Arrears penalty) The scheduled dates to add the penalties to the unpaid rates are as at the following dates: Instalment Due Date Rates Penalty Date 31 August September November December February March May June 2019 For water metered rates d) A charge under Section 58(1)(a) of 10 percent on so much of any water metered rates if the rates remain unpaid a day after the due date. The scheduled dates to add the penalties to the unpaid water metered rates are as at the following dates: Instalment Due Date Water Metered Penalty Date Discount 20 October October January January April April July July 2019 Pursuant to Section 55(3) a 3 percent discount will be provided where a ratepayer makes full payment of the 2018/2019 rates on or before 31 August Crs Johns/Christison Carried Meeting of Tararua District Council 25 July 2018 Page 31

32 11.4 Proposed Use of Eketahuna Community Centre by Eketahuna Playgroup That the report from the Community Assets and Property Manager dated 25 June 2018 concerning the proposed use of Eketahuna Community Centre by Eketahuna Playgroup (as circulated) be received, and That recognising the importance of retaining this valuable community service in a centrally located building while new Playgroup premises are developed at Eketahuna School, Council agree to offer Eketahuna Playgroup temporary use of the Community Centre for up to two years subject to the following conditions: The payment of a nominal rental charge of $20 per week will be applied until the option is available for the Playgroup to seek financial assistance from the Eketahuna Community Board or other funding organisations. That charge provides the Playgroup with use of the Community Centre to operate two mornings each week (currently Wednesday and Thursday from 9.00 am to 12 noon) and throughout the duration of the primary school term which is normally forty weeks of the year. Some toilet consumables, cleaning and any damage attributable to this use shall be the responsibility of the Playgroup to meet these expenses. The Playgroup is required to maintain the area it uses in a tidy condition. Acknowledging the Eketahuna Community Centre is a public facility, the Playgroup must pack away their equipment when others hire the building for events, functions and activities. And that the offer to donate their play equipment in lieu of paying rental be declined as Council already provides a designated playground area in Bridge Streetmaintained to health and safety requirements, and hat if the Playgroup intends to relocate their play equipment to the lawn area beside the Eketahuna Community Centre carpark, they must erect a temporary fence at their expense to provide for the children s safety when going between the building to the playground. The design of this fence shall be to a standard acceptable to the Community Assets and Property Manager. Mayor Collis/Cr Johns Carried 11.5 Local Electoral Trial of Online Voting That the report from the Electoral Officer dated 20 June 2018 concerning a local electoral trial of online voting (as circulated) be received, and Page 32 Meeting of Tararua District Council 25 July 2018

33 That Council support in principle trialling online voting for the 2019 elections subject to the following conditions: The enabling legislation and subsequent regulations are passed on time to procure an online voting system. All risks, including security risks, are appropriately managed. The cost is acceptable. District Health Boards, Regional Councils and Community Boards are agreeable. Council gives final approval for the trial to proceed. Crs Johns/Christison Carried 11.6 Application of Madi Hartley-Brown to the International Representatives Scheme That the report from the Tararua Recreation Advisor dated 20 June 2018 concerning the application of Madi Hartley-Brown to the International Representatives Scheme (as circulated) be received, and That Council approve the application made by Madi Hartley-Brown for assistance towards his costs to represent New Zealand in the under 19 team competing at the 2018 Road Cycling Tour de l Abitibi held in Canada from 18 to 22 July 2018, and That the sum of $800 be granted from the International Representatives Scheme for this purpose. Crs Johns/Hull Carried 11.7 Staff Report Dannevirke Water Supply Work is being undertaken to resolve the issues experienced with the Dannevirke water supply relating to the lack of UV treatment due to higher turbidity water As a result of that situation a precautionary boil water notice was issued, and while this has been lifted various work is occurring to ensure water quality is maintained Storm Damage on Roading Network This season Tararua Alliance has made applications to the New Zealand Transport Agency for emergency works from storm events approaching five million dollars. Meeting of Tararua District Council 25 July 2018 Page 33

34 The One Network Road Classification makes it more challenging to keep low volume rural roads able to cater for these frequent storm events New Zealand Transport Agency are seeking details on the expected future needs of roading segments as part of any application for funding. They are making it clear it is not practical for users to expect all roads to be 100% usable regardless of road category Emergency Works Engineering - River Road, Akitio The design is being progressed for the retaining wall near the eastern bridge abutment in the vicinity of Route 52 and River Road intersection where a tree collapsed down into the stream bed Woodville Impounded Water Supply The Viking installation team will be meeting staff on-site tomorrow regarding remedying the damage caused by the severe weather event Liquor Bylaw Council s liquor ban areas bylaw expire on 18 December 2018, and amendments to the Local Government Act 2002 increase the evidence required to justify its continuation Police have been approached to obtain statistical reporting to see if there is justification to continue with the current liquor ban areas in Dannevirke, Pahiatua and Akitio. This requires Police to be able to provide details of crime or disorder that can be shown to have been caused or made worse by alcohol consumption in the areas concerned Customer Service Requests Statistics The monthly reporting format for customer service requests statistics is difficult to read and comprehend In future this will be removed from the staff report, and instead the Mayor and Councillors shall be ed the weekly statistics of customer service requests received That the report from the Chief Executive dated 21 June 2018 concerning an update on key projects and items of interest to the Council (as circulated) be received. Crs Hull/Crispin Carried Page 34 Meeting of Tararua District Council 25 July 2018

35 12. Portfolio Reports 12.1 Events The following councillors reported on various events they had attended or are forthcoming. Cr Hull Launch of 2018 Southern Tararua Business Awards Cr Thompson Cr Isaacson Cr Franklin Bush Multisport Trust Annual General Meeting (also attended by Cr Benbow Deputy Mayor) Pahiatua Main Street upgrade meetings Social housing forum in Wellington tomorrow Local Government New Zealand rural and provincial sectors meeting Strengthening families forum Civil Defence Emergency Operations Centre foundation course Rural Connectivity Symposium in Wellington (also attended by the Mayor, Connect Tararua Governance Group representatives and Manager Strategy and District Development) 12.2 Forestry Cr Christison reported FOM s contacted him to seek details of potential contractors interested in undertaking roadside tree removal work within the district The Deputy Mayor reported the forestry portfolio holders have agreed a number of action points for future consideration, and they will be meeting on 3 July 2018 where discussion shall include the matter of roadside trees Economic Development/Marketing The Deputy Mayor reported the economic development marketing portfolio holders held a meeting where discussion included the Provincial Growth Fund and the potential to seek funding from this source. 13. Mayoral Matters 13.1 Mayors Taskforce for Jobs Outward Bound Programme The Mayor played a visual presentation on Tararua youth experiencing the Mayors Taskforce for Jobs Outward Bound programme. Meeting of Tararua District Council 25 July 2018 Page 35

36 13.2 Baby Gifts for Prime Minister and Her Partner The Mayor and Deputy Mayor displayed the gifts from the Tararua district to be sent to Prime Minister Jacinda Ardern and partner Clarke Gayford to celebrate the arrival of their first baby Neve Te Aroha Ardern Gayford New Staff New staff Sam McIntosh (Accounts Payable Officer) and Sharna-Leigh Forbes (Finance Officer - fixed term) were introduced to the Council. 14. Items Not on the Agenda 14.1 Nil There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 3.15 pm. Mayor Page 36 Meeting of Tararua District Council 25 July 2018

37 Dannevirke Community Board Minutes of a meeting of the Dannevirke Community Board held in the Council Chamber, 26 Gordon Street, Dannevirke on Monday 2 July 2018 commencing at 1.00 pm. 1. Present Board Members W R Macdonald (Chairperson), P F Walshe (Deputy Chairperson), T J Hynes and K P Spooner. In Attendance Mrs T H Collis - Her Worship the Mayor Mr R Taylor - Governance Manager Mr R Beer - Dannevirke High School representative Mrs K Christensen - Sport Manawatu Tararua Recreation Advisor (for item 3) 1.1 The Chairperson welcomed Dannevirke High School representative Ryan Beer to the meeting. 2. Apologies 2.1 That an apology be sustained from Cr C J Isaacson for non-attendance at the meeting. Spooner/Hynes Carried 3. Public Forum 3.1 Sport Manawatu Tararua Recreation Advisor The new Sport Manawatu Tararua Recreation Advisor Kelly Christensen introduced herself to board members, and outlined her role and focus in getting people of all ages and backgrounds active through increasing participation in sport, recreation and physical activity It is noted that consideration is being given to developing a proposal to provide a new skate park in Dannevirke, and this may be a project the Sport Manawatu Tararua Recreation Advisor could assist with when planning is progressed in the future. 4. Personal Matters 4.1 Nil Meeting of Tararua District Council 25 July 2018 Page 37

38 5. Notification of Items Not on the Agenda 5.1 That the Board agree to add the following items of business to today s meeting agenda to enable a timely decision to be made regarding these matters: Rua Roa Community Hall Society request for financial assistance to upgrade heating Jacarn Peeti-Webber selection in the New Zealand Junior Men s Volleyball team competing at the 19 th Asian Men s under 20 Volleyball Championships held in Manama, Bahrain Hynes/Spooner 6. Confirmation of Minutes Carried 6.1 That the minutes of the Dannevirke Community Board meeting held on 5 June 2018 (as circulated) be confirmed as a true and accurate record of the meeting. Hynes/Walshe Carried 7. Matters Arising from the Minutes 7.1 Wackrow Memorial Youth Award (Item 7.1) Arrangements are under way to seek nominations for this year s Wackrow Memorial Youth Award. 7.2 Adelaide Road Community Walkway (Item 7.2) The community group coordinating this project has received a quote from a contractor to undertake some remedial work on the walkway and consider its extension down Cadman Road and/or Cole Street. 7.3 Dannevirke Spring Festival (Item 7.4) Letters have been sent to community groups to ascertain their interest in being involved with Dannevirke Spring Festival events this year, with up to fourteen confirmations of participation received so far including Ruahine Ramblerz Leisure Marching team Board Member Spooner is to look at arranging a proposed colouring competition to be held in conjunction with the Dannevirke Spring Festival. 7.4 Raising the Board s Profile (Item 12.2) The Board s first coffee morning was held at the Red Skye Café last month, and this was successful with a good number of long-term and new residents attending It is intended that this event shall be arranged again tomorrow, with the concept then to be reviewed regarding continuing this arrangement. Page 38 Meeting of Tararua District Council 25 July 2018

39 8. Tararua District Council Report 8.1 That the report of the Tararua District Council meeting held on 27 June 2018 (as tabled) be received. Walshe/Spooner Carried 8.2 Dannevirke Water Supply Board members note some residents were not aware of the precautionary boil water notice issued by Council, and questioned the way this was conveyed to the community It is appreciated this information was publicised through posters in shops and on the Council s website, but some residents without a computer did not know about this matter In future perhaps consideration could be given to arranging a letter box drop to inform all households when such situations occur An invitation will be extended to the District Resilience Manager to outline Civil Defence arrangements in Dannevirke and the surrounding rural areas, and the role of elected members in an emergency event. 9. Reports from Board Representatives Appointed to Organisations and Assigned Responsibilities 9.1 Tararua Community Youth Services Board Member Hynes reported Tararua Community Youth Services is planning to arrange an automotive training programme provided by Eastern Institute of Technology. 9.2 Dannevirke Chamber of Commerce Board Member Hynes reported Dannevirke Chamber of Commerce held a very successful breakfast meeting with Scanpower s Chief Executive Lee Bettles being guest speaker An after five s meeting will be held on 18 July 2018 with Alastair Scott (National Member of Parliament for the Wairarapa electorate) and Amy Adams (National spokesperson for finance) talking about the budget and New Zealand s economy In response to the Dannevirke Chamber of Commerce submission to Council s Long Term Plan they are working with the Economic Development and Communications Manager to provide better car parking location signage on the town s main street. 9.3 Dannevirke Brass Band Board Member Spooner reported Dannevirke Brass Band will shortly be holding its Annual General Meeting. Meeting of Tararua District Council 25 July 2018 Page 39

40 9.4 Dannevirke and District A and P Association Board Member Spooner reported Dannevirke and District A and P Association will shortly be holding its Annual General Meeting, and is progressing renovating their shearing shed. 9.5 Tararua District Road Safety Group The Deputy Chairperson reported the Horizons Regional Council sign has been erected going up Umutaoroa Road to reinforce the speed limit and urge motorists to slow down when travelling into Smith, Ruahine and Guy Streets areas Tararua Alliance is to be requested to place the traffic counters in that vicinity when available to assess whether vehicles are travelling slower as a result of implementing this road safety initiative The Chairperson has requested Dannevirke Police Senior Sergeant Jymahal Glassey to look at undertaking speed limit enforcement of the 50 km/h and 70 km/h restrictions between Dannevirke Honda and the bridge on the state highway (Stanley Street). 9.6 Dannevirke Information Centre The Chairperson reported quotes have been obtained for Council to arrange refurbishing the Dannevirke Information Centre floor. 10. Correspondence 10.1 That the correspondence as listed be received. (a) Akitio Rural Fire Force Committee 8 June 2018 Re: Dannevirke charity Christmas dinner (b) Ngati Kahungunu ki Tamaki nui a Rua 19 June 2018 Re: Matariki community event Macdonald/Spooner Carried 10.2 Dannevirke Charity Christmas Dinner That the Board cover from its discretionary funds the cost of hiring Dannevirke Town Hall on Christmas Day for the Dannevirke charity Christmas dinner being arranged by Akitio Rural Fire Force Committee. This cost has been assessed at an amount of up to $648. Macdonald/Spooner Carried 10.3 Matariki Community Event That Ngati Kahungunu ki Tamaki nui a Rua be granted the sum of up to $265 from the Board s discretionary funds to hire Dannevirke A and P Showgrounds for their Matariki community event held on 27 July Macdonald/Hynes Carried Page 40 Meeting of Tararua District Council 25 July 2018

41 11. Chairman s Remarks 11.1 Nil 12. Items Not on the Agenda 12.1 Rua Roa Community Hall Society A request is tabled from Rua Roa Community Hall Society which is urgently seeking to upgrade its heating as a result of their existing hot points and heaters being deemed a fire risk While Rua Roa Community Hall Society has been fundraising for this purpose they need to undertake this project as soon as possible, and would appreciate financial assistance being considered to install a heat pump at a cost of $4, That Rua Roa Community Hall Society be granted the sum of $2,000 from the Board s discretionary funds towards the cost of installing a heat pump in the Rua Roa Community Hall. Hynes/Spooner Carried 12.2 Jacarn Peeti-Webber Jacarn Peeti-Webber was originally named as a non-travelling reserve in the New Zealand Junior Men s Volleyball team As a result of an individual s withdrawal he has now been selected as a member of the team competing at the 19 th Asian Men s under 20 Volleyball Championships held in Manama, Bahrain this month, and is seeking financial support towards the cost involved That subject to an application being received and circulated to board members Jacarn Peeti-Webber be granted the sum of $500 from the Board s discretionary funds towards the cost of representing New Zealand at the 19 th Asian Men s under 20 Volleyball Championships held in Manama, Bahrain from 21 to 28 July Hynes/Spooner Carried 12.3 Tararua Addictions Support Network Additional information has been requested from Tararua Addictions Support Network to support their application for funding, and this remains to lie on the table until further details are received Parking in High Street A letter will be sent encouraging business owners and their staff not to park vehicles in High Street, particularly all day while at work. Meeting of Tararua District Council 25 July 2018 Page 41

42 12.5 Anglican Parish Community Hall Project Board members will meet with the Reverend Jo Crosse to discuss the Anglican Parish project to build a new community hall adjacent to their church Student Volunteer Army Dannevirke High School representative Ryan Beer is invited to investigate implementing the concept of establishing a Student Volunteer Army to mobilise students to assist in their community Painting of Business Under-verandahs in High Street Some business under-verandahs are in need of painting as they are detracting from the appearance of High Street and the image of the town The Deputy Chairperson will look into this matter in terms of considering options to rectify this situation. There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 2.09 pm. Chairperson Page 42 Meeting of Tararua District Council 25 July 2018

43 Eketahuna Community Board Minutes of a meeting of the Eketahuna Community Board held in the Eketahuna War Memorial Hall, corner of Jones Street and State Highway 2, Eketahuna on Friday 6 July 2018 commencing at am. 1. Present Board Members C C Death (Chairperson), S E Shannon (Deputy Chairperson), D F Eagle, P Wilson and Cr P A Johns (Council appointed Community Board member). In Attendance Mr R Taylor - Governance Manager M Parsons for Eketahuna 150 years celebrations in 2023 item of business Apologies 2.1 Nil 3. Personal Matters 3.1 Nil 4. Notification of Items Not on the Agenda 4.1 Nil 5. Confirmation of Minutes 5.1 That the minutes of the Eketahuna Community Board meeting held on 1 June 2018 (as circulated) be confirmed as a true and accurate record of the meeting. Johns/Shannon Carried 6. Matters Arising from the Minutes 6.1 The Great Eketahuna Cheese Festival (Item 6.1) Biddy Fraser-Davies is intending to arrange another Great Eketahuna Cheese Festival next year in late May. Meeting of Tararua District Council 25 July 2018 Page 43

44 6.2 Eketahuna to Mount Bruce Cycling/Walkway Project (Item 7.5) Board Member Wilson will represent the Board on the steering group discussing the development of a proposal to progress establishing a cycling/walkway track from Eketahuna to Mount Bruce as a long-term project. 6.3 Eketahuna Town Centre Upgrade Project (Item 12) Progressing installing public conveniences signage and painting the exterior of the building are still pending, and the Board support this being undertaken based on the design concept plan agreed through community consultation There are still some outstanding final items to be completed in relation to the town centre upgrade project, and the Deputy Chairperson will contact the Alliance Network Manager to follow up this matter. 6.4 Alf Rowden Humanitarian Award (Item 15.2) That the Board confirm in open meeting the decision made as a public excluded item of business at its meeting held on 1 June 2018 to present the Alf Rowden Humanitarian Award to Ryan Seator to acknowledge his voluntary service to the Eketahuna community. Eagle/Wilson Carried A function will be held in the Eketahuna Community Centre Supper Room on 10 July 2018 at 7.00 pm to present the Alf Rowden Humanitarian Award to Ryan Seator The Chairperson has contacted Eketahuna PTA to provide catering for this event, and flowers will be arranged by Board Member Eagle The Deputy Chairperson requested her apology is conveyed for not being able to attend the award presentation function. 7. Tararua District Council Report 7.1 That the report of the Tararua District Council meeting held on 27 June 2018 (as circulated) be received. Death/Johns Carried 7.2 Eketahuna Playgroup The Board commend Council on its decision to provide Eketahuna Playgroup with temporary use of Eketahuna Community Centre for up to two years while it develops new premises at Eketahuna School. Page 44 Meeting of Tararua District Council 25 July 2018

45 8. Reports from Board Representatives Appointed to Organisations and Assigned Responsibilities Southern Tararua Business Awards The Chairperson and Board Member Wilson reported nominations close today for the 2018 Southern Tararua Business Awards, with the presentation function to be held in Woodville. 8.2 Electric Car Charging Station in Eketahuna The Chairperson reported Charge Net New Zealand is again considering options to establish an electric car charging station in Eketahuna, and they will visit the town to look at four proposed sites identified for this purpose Board members remain of the opinion the preferred site behind the Eketahuna Service Centre/Library building is not a suitable location for an electric car charging station The Board recommend any such facility is situated on the road in the vicinity of the petrol station by the phone box, and the area be provided through changing the required space to parallel parking. This will be dependent on transformer loading The Board acknowledge the final decision on this matter is for Charge Net New Zealand to make, but it would welcome the opportunity to share its local knowledge with them to help determine where best to locate this facility. 9. Correspondence 9.1 That the correspondence as listed be received. (a) (b) (c) Kerry and Loreen Cunningham Eketahuna Camping Ground May report, Eketahuna Our Town Incorporated Re: 7 June 2018 Committee meeting minutes Eketahuna Our Town Incorporated Re: Request for payment of Eketahuna Information Centre funding Johns/Death Carried 9.2 Eketahuna Our Town Committee June Meeting It is noted in the minutes of the 7 June 2018 Eketahuna Our Town Committee meeting the Eketahuna 150 th jubilee is now to be organised by Eketahuna Community Board This reference is not correct, and should accordingly be deleted to avoid any confusion regarding that matter. Meeting of Tararua District Council 25 July 2018 Page 45

46 9.2.3 Board Member Wilson will request this amendment is made prior to confirming those minutes at the next Eketahuna Our Town Committee meeting. 9.3 Eketahuna Information Centre Funding That the request from Eketahuna Our Town Incorporated to uplift $4, of the funding grant for the Eketahuna Information Centre be approved. Eagle/Johns Carried 10. Eketahuna 150 Years Celebrations in 2023 (brought forward on the agenda) 10.1 Margaret Parsons spoke on the need to start planning for the Eketahuna 150 years celebrations in 2023, and presented to the Board some background information on the events arranged for the 125 years celebrations held The Chairperson agreed to ensure safekeeping of these records for future reference The Board suggested to Margaret Parsons a steering group of interested people is formed to arrange and coordinate the Eketahuna 150 years celebrations, and to approach Eketahuna Our Town Committee to convene a meeting for that purpose This could be publicised through including an item in the Eketahuna community newsletter and Bush Telegraph to seek expressions of interest to attend the meeting and become a member of the steering group It is noted that a book was printed for the Eketahuna centennial celebrations, and consideration is being given to producing an update for the 150 years celebrations as an adjunct to the original book. 11. Eketahuna Swimming Pool Upgrade 2017/ Board Member Wilson reported the old entrance building façade and changing rooms backing onto Church Street have been demolished and removed from the Eketahuna swimming pool site At this time half of the swimming pool panels are made, with the remainder being completed to enable arrangements to proceed to undertake their installation. Once that work is finished the swimming pool floor will be done. 12. Chorus Building Project 12.1 Board Member Eagle reported the sealant is still to be applied to protect the artwork, and the artist has been requested to provide a quote to undertake this task Materials have been ordered for the project to make secure display cases for artwork to be mounted onto the wooden façade along the bush walk life feel walkway opposite the Pukaha Mount Bruce images in the five large windows. Page 46 Meeting of Tararua District Council 25 July 2018

47 12.3 Board Member Eagle will forward to the Deputy Chairperson details regarding the Chorus building features to be promoted through the Eketahuna town centre Facebook page. 13. Options Replacing the Eketahuna Money Exchange 13.1 The Finance Manager is to contact the Chairperson to arrange a meeting with the owner of Eketahuna Four Square to discuss options to enhance the service replacing the Eketahuna money exchange The possibility of providing a hole in the wall style ATM service in Eketahuna still remains a possible option being considered. 14. Chairman s Remarks 14.1 Eketahuna Health Centre Open Day Eketahuna Health Centre open day was held on 16 June 2018, celebrating its thirtieth anniversary of providing health services to the community Photographs Gallery The Chairperson held a meeting with the Records and Information Manager and Eketahuna and Districts Early Settlers Museum Society Chairperson to discuss the proposed project to establish a gallery of photographs of past Eketahuna councils Mayors and Chairmen Sport Manawatu Tararua Recreation Advisor The new Sport Manawatu Tararua Recreation Advisor Kelly Christensen may attend the Board s next meeting to introduce herself to board members This will enable her to outline the role and focus on increasing participation in sport, recreation and physical activity, and how she may be able to assist achieve this objective in Eketahuna. 15. Items Not on the Agenda 15.1 Nil There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at am. Chairperson Meeting of Tararua District Council 25 July 2018 Page 47

48 Page 48 Meeting of Tararua District Council 25 July 2018

49 PAHIATUA ON TRACK INCORPORATED Minutes of the Pahiatua On Track Incorporated meeting held in the Pahiatua Service Centre Chamber, 136 Main Street, Pahiatua on Wednesday 4th July 2018 commencing at 7.00 pm. 1. Present Committee Members: Louise Powick (Chair), Michelle Rankin (Secretary), Gerry Parker (Treasurer), Jared Brock, Rhys Punler and Nigel Shaw 2. Apologies 2.1 Brett MacDougall (Deputy Chair), John Arends, Fiona Stokes, Cr Alison Franklin and Ann Marie Bengston 3. Notification of Items Not on the Agenda 3.1 Nil 4. Personal Matters 4.1 Jared Brock has come off the Bush Multisport Trust. 4.2 Rhys Punler is no longer President of the Rotary Club. 5. Confirmation of Minutes 5.1 That the minutes of the Pahiatua On Track meeting held on 6th June 2018 (as circulated) be confirmed as a true and accurate record of the meeting. Nigel/Gerry Carried 6. Matters Arising 6.1 Heat pumps have been installed at the Youth Centre. 6.2 Additional information requested from the Scout Group has been received. 7. Tararua District Council Report 7.1 That the report of the Tararua District Council meeting held on 27th June 2018 (as circulated) be received. Nigel/Rhys Carried Meeting of Tararua District Council 25 July 2018 Page 49

50 8. Correspondence Inwards MacDougall s statement GST tax return from Richard Taylor regarding open days on the Manawatu Gorge replacement route Account from Prenters for the Wheel Park Correspondence Outwards Copy of letter from Louise Powick sent to Tracey Collis regarding the sister town partnership with Kazimierz in Poland 8.1 That the inwards correspondence be received and the outwards is noted. Louise/Jared Carried 9. Financial Report Gerry Parker 9.1 That the financial report be received and the accounts passed for payment. Gerry/Michelle Carried 10. Discretionary Grants 10.1 That Pahiatua On Track approve the application made by Pahiatua Golf Club, and that a donation of $500 be granted. Gerry/Michelle Carried 10.2 That Pahiatua On Track approve the application made by Pahiatua Scout Group, and that a donation of $500 be granted. Gerry/Michelle Carried 11. Portfolio Reports 11.1 Main Street Upgrade Explore Pahiatua community Facebook page is being managed by Jess McNicol, and she is doing a great job with adding information to this page. A consultation summary will be in next week s Bush Telegraph and this will detail design principles and the most preferred options. The next community consultation is on Friday 27th July from am to 2.00 pm and again on Saturday 28th July from am to 4.00 pm at the Bush Community Centre, Main Street. Louise will speak with the Polish community regarding their involvement with the upgrade. Page 50 Meeting of Tararua District Council 25 July 2018

51 11.2 Youth The Youth Centre is running a school holiday programme these July holidays at the Bush Multisport Trust Stadium. A driver licence programme will also start in the holidays. At a meeting with Marcus from Sport Manawatu the possibility of an active teens programme to start in Pahiatua was discussed. This will commence with the Youth Centre and progress into the community from there Swimming Pool The proposed annual operating budget requires more research on staffing and electricity to reduce costs. Regular monthly meetings are now being scheduled to move this project forward. 12. Items Not on the Agenda 12.1 Nil The meeting closed at 8.30 pm. Chairperson - Louise Powick Meeting of Tararua District Council 25 July 2018 Page 51

52 Page 52 Meeting of Tararua District Council 25 July 2018

53 WOODVILLE DISTRICTS VISION Minutes of a meeting of Woodville Districts Vision held in the Woodville Sports Stadium Supper Room on Tuesday 3 July 2018 commencing at 7.00 pm. PRESENT P McCool, M Stuart, S Brass, F Stone, J Smith, V James, M Somerville, A Devonshire, Cr P Johns, Mayor T Collis, B Hutton, N White, C Archer, K McIntyre, S McLeod, D Coutts, D Speer, D Pretty, S Seger, S Ashton, B Barnes, P Driver, S Silvester, W Bly, R Winter (Chair), M M Oulaghan (Secretary), R Karena (late), Janet (late) and G McDean (late) APOLOGIES G Murray, N White, T Brackenbury, S La Hood and G Duxfield The Chair introduced W (Bill) Bly who has been undertaking a mediation process with Woodville Districts Vision Executive Committee. As part of this process Bill will undertake chairing Woodville Districts Vision meetings until such time as to be advised. R Winter stepped down from the chair. W Bly took the chair. R Karena arrived and joined the meeting. The Chair introduced Paddy Driver. As background Mayor Collis advised that Council has a charter with the 1 st Battalion Royal New Zealand Infantry. The first charter parade was held at Dannevirke in October It is now time for the South Tararua Ward to host this event which will coincide with Woodville Christmas parade. The Army liaises with one person for these events, and that person is Paddy Driver who will be the key contact. Paddy outlined his background to the meeting. G McDean and Janet arrived and joined the meeting. The charter allows the defence force to march on ceremonial occasions with bayonets fixed and colours flying. The 1 st Battalion will march along the main street, with the commanding officer being challenged before allowing the battalion to continue their march. Introductions of all attendees at the meeting were made. In response to a query from M Stuart as to whether the mediation is resolved the Chair responded that the matter is progressing while he remains in the chair. The Chair read his report based on his unbiased observations during the mediation process. This is tabled. In summary the constitution is to be reviewed, there will be a closer working relationship between the Executive Committee and general members, inappropriate use of electronic communication shall not occur, with s to be used sparingly and targeted for a specific result, and no personal or negative content relative to Woodville Districts Vision is to be posted on social media. If the latter occurs that member is no longer considered they are a Woodville Districts Vision team player and should consider putting their energies into some other worthy cause. Woodville Districts Vision meetings will be run with standing orders, e.g. all discussion goes through the Chair. Meeting of Tararua District Council 25 July 2018 Page 53

54 PREVIOUS MEETING That the minutes of the Woodville Districts Vision meeting held on 5 June 2018 be accepted as a true and accurate record subject to including confirmation that the Wharetiti Group application needs documentation showing current insurance, a maintenance plan, and the vehicle will be driven by a licensed driver, etc. B Hutton/S Brass Carried MATTERS ARISING A letter of thanks is to be sent to the supplier of the logs from the railway area. It is agreed the letter should go to both the contractor and supplier. T Brackenbury is to provide the Secretary with the address of the supplier, and S Brass is to provide an address for the contractor. CORRESPONDENCE Inwards P Sinclair (Council Plant and Property Group Contract Supervisor) advising the Chair the ramp is considered a health and safety risk. o A motion was put forward to approach Council to remove the damaged ramp. However as this is not Council property it is not carried. o Whoever takes this ramp will need to acknowledge they are taking the liability. o If it has a value on the balance sheet it will need to be written off. That M Stuart be responsible for removal of the ramp. B Hutton/R Winter Carried o M Stuart is to make contact with the people interested in taking the ramp. New Zealand Transport Agency advising there will be a four hour drop-in session at Woodville on Wednesday 25 July from 4.00 pm to 8.00 pm giving an update on the Manawatu Gorge replacement route project. Outwards Nil That the correspondence be accepted. M M Oulaghan/C Archer Carried Page 54 Meeting of Tararua District Council 25 July 2018

55 REPORTS Treasurer s Report (Tabled) That the financials be accepted and payments approved. P McCool/A Devonshire Carried Council Report Cr P Johns Events Discussion occurred on the following matters: o Adoption of the Long Term Plan, with the overall average rates increase being 3.9%. o Voted to support in principle a trial of online voting for the next elections dependent on cost and risk factors. o The impounded water supply upgrade is on hold due to weather. Delays in opening have been due to weather. Water and sediment got in under the lining so this has to be resolved. o On behalf of Council a pair of socks was each sent to Prime Minister Jacinda Ardern and family as a gift to celebrate the arrival of their first baby. o Reassurance is given that Woodville water is drinkable. Tararua district s water supplies are monitored, and there was a precautionary boil water notice issued for Dannevirke water supply. Christmas Parade Woodville Museum will continue to run this event. A budget is tabled, with all events being free. There will be a military presence, and it will be good to have additional advertising for this event. That the total amount of $6, budgeted for the Christmas parade be paid to Woodville Museum as soon as possible. B Hutton/R Winter Carried Armistice Day The plan for Armistice Day will include: Woodville Museum will be doing a display. A Flanders Day poem will be written on the pavers. The service will be held at am, with there being 84 warratahs with poppies. This represents the number of men who did not return from the war. A World War 1 concert shall be held later in the day. Helpers are required, and Woodville Districts Vision Secretary is to formally ask Lions Club to assist on the day. Meeting of Tararua District Council 25 July 2018 Page 55

56 Mad Hatters Day The current events committee have stated they do not want to continue running this event. R Karena advised she is withdrawing from Mad Hatters Day. Sarah Jones will support the event. It is agreed that Woodville Districts Vision should retain organising Mad Hatters Day. The inaugural day was very successful. Steam punk is successful, and Foxton is doing something similar this year with their council s input. A group of Janet, Doug, Maggie, Shirley and Glen will provide a budget and report to the next meeting. Welcome to Woodville Evening Invitations were extended to new people who had been in Woodville for two years or less. Approximately 100 people attended. The event cost $200 and was very successful. Will look at repeating this event in the summer, maybe a barbecue/picnic in the square. V James suggested older people in town could babysit to allow new people to participate. APPLICATIONS An application was received from Radio Woodville. However as there is no discretionary funding left this application is deferred. GENERAL BUSINESS Website M Stuart will pass on all the information to the Chair as he advised he will no longer be the lead for this project. S Ashton volunteered to take this on. Sculpture Tree It is difficult to get a quote to resolve the rust issue. If galvanized the tree will need to be cut down further to fit into a galvanizing bath. The tree will have to be deconstructed. The labour content and what is involved may cost up to $10k. There are alternatives, i.e. enclose it and sandblast it, remove leaves, rustproof etc. M Stuart has spoken to the artist who is happy to be involved. G McDean is to look at the tree as this is an area of his expertise, e.g. coatings and report back to the meeting. Contact has been received from the editor of the Bush Telegraph who is keen to print an article, and to use the community paper to highlight this issue. R Winter has discussed this with Meridian. Discussion occurred on good products on the market, sealants, rustproofing etc. This item is to be discussed further next month. Page 56 Meeting of Tararua District Council 25 July 2018

57 Christmas Lights Scanpower is to be contacted regarding erecting the lights. D Speer offered to look for sponsorship. That the saving from the road closure (Christmas parade) be put towards the Christmas lights. B Hutton/K McIntyre Carried Skate Park The Skate Park Working Group report is tabled. They met with Mitchell who is a keen skateboarder and stunt rider. Looking at the rugby grounds. Mitchell took a plan of the grounds and will work on plans for the group. The new park is to be where the existing old equipment is, and it will not encroach on the playing field. An offer has been received to remove the half pipe at Jay Reid s. This has no book value to Woodville Districts Vision. That it be agreed the half pipe is removed and disposed of. P McCool/S Ashton Carried R Karena shall action this matter. The Chair thanked those who attended the meeting and reiterated his intention to support Woodville Districts Vision. As there is no further business the meeting closed at 9.00 pm. The next meeting will be held on Tuesday 7 August Meeting of Tararua District Council 25 July 2018 Page 57

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59 Report Date : 18 July 2018 To : Mayor and Councillors Tararua District Council From : Colin Veale Community Assets and Property Manager Subject : Rollover Provision for Contracts CT41/14 Dannevirke Grounds Maintenance CT39/14 Eketahuna Grounds Maintenance CT40/14 Pahiatua Grounds Maintenance CT37/14 Woodville Grounds Maintenance CT42/14 Districtwide Sports Field Mowing Item No : 11.1 Executive Summary This report is to advise Council of the proposed intention to directly engage the incumbent contractors on the same terms and conditions for a one year term. 1. Reasons for Report 1.1 This report advises Council of the proposed intention to extend the contracts by direct engagement with the incumbent contractors on the same terms and conditions for a one year term. This is to allow Council to explore options for the provision of services in the grounds maintenance operations in Dannevirke, Eketahuna, Pahiatua and Woodville both with the contract arrangements and possible in house options. 2. Background 2.1 The contracts were awarded for a period of three years with a provision for a one year extension. This one year extension expires on 31 October Tararua District Council s Procurement Strategy and Guidelines in appendix 2 note 5 allows for direct engagement with the incumbent contractor. Meeting of Tararua District Council 25 July 2018 Page 59

60 2.3 The contractors have all performed well in almost the four years they have held these contracts and are anticipated to continue performing to a high standard. 3. Significance Assessment 3.1 The decision recommended in this report is not considered to be significant with the regard to the policy on significance and engagement, and the matter is within Council s discretion to determine. 4. Conclusion 4.1 The proposed rollover of these contracts in the manner outlined above is consistent with the relevant provisions of the Procurement Strategy, and it is recommended the Council take this course of action. 5. Recommendation 5.1 That the report from the Community Assets and Property Manager dated 18 July 2018 concerning the Rollover Provision for Contracts (as circulated) be received, and 5.2 That in accordance with the Council s Procurement Strategy and Guidelines the following existing contracts be extended for a further term of one year on the same terms and conditions: CT41/14 Dannevirke grounds maintenance CT39/14 Eketahuna grounds maintenance CT40/14 Pahiatua grounds maintenance CT37/14 Woodville grounds maintenance CT42/14 Districtwide sports field mowing Attachments Nil. Page 60 Meeting of Tararua District Council 25 July 2018

61 Report Date : 18 July 2018 To : Mayor and Councillors Tararua District Council From : Craig Lunn Manager Regulatory Services Subject : Delegated Authority to Council Officers for Regulatory Services Functions Item No : Reason for the Report 1.1 To obtain the Council s approval of the updated delegations necessary to perform its regulatory functions. 2. Background 2.1 The Council grants delegations with regard to enabling staff to deliver its statutory responsibilities under legislation. 2.2 From time to time a review occurs as required to ensure they remain appropriate to the legislation that they relate and the staff appointed to the associated responsibilities. 2.3 Attached to this report is a revised schedule setting out the recommended delegations for approval. 3. Significance Assessment 3.1 This item does not trigger the Council s significance and engagement policy, and it has no financial impacts on the approved Long Term Plan. 4. Conclusion 4.1 The Council considers this report and grants the proposed delegations recommended to enable the delivery of the regulatory functions specified. Meeting of Tararua District Council 25 July 2018 Page 61

62 5. Recommendation 5.1 That the report from the Manager Regulatory Services dated 18 July 2018 concerning Delegated Authority to Council Officers for Regulatory Services Functions (as circulated) be received, and 5.2 That Council approve the delegations set out in the schedule attached to this report to enable staff to deliver and fulfil the statutory responsibilities of the following legislation: Resource Management Act 1991 Dog Control Act 1996 Impounding Act 1955 Attachments Resource Management Act 1991 Delegations Dog Control Act 1996 Delegations Impounding Act 1955 Delegations Page 62 Meeting of Tararua District Council 25 July 2018

63 11.1 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 1 Resource Management Act 1991 Delegations Meeting of Tararua District Council 25 July 2018 Page 63

64 11.1 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 1 Resource Management Act 1991 Delegations Page 64 Meeting of Tararua District Council 25 July 2018

65 11.1 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 1 Resource Management Act 1991 Delegations Meeting of Tararua District Council 25 July 2018 Page 65

66 11.1 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 1 Resource Management Act 1991 Delegations Page 66 Meeting of Tararua District Council 25 July 2018

67 11.1 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 1 Resource Management Act 1991 Delegations Meeting of Tararua District Council 25 July 2018 Page 67

68 11.1 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 1 Resource Management Act 1991 Delegations Page 68 Meeting of Tararua District Council 25 July 2018

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70 11.1 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 1 Resource Management Act 1991 Delegations Page 70 Meeting of Tararua District Council 25 July 2018

71 11.2 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 2 Dog Control Act 1996 Delegations Meeting of Tararua District Council 25 July 2018 Page 71

72 11.2 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 2 Dog Control Act 1996 Delegations Page 72 Meeting of Tararua District Council 25 July 2018

73 11.2 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 2 Dog Control Act 1996 Delegations Meeting of Tararua District Council 25 July 2018 Page 73

74 11.2 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 2 Dog Control Act 1996 Delegations Page 74 Meeting of Tararua District Council 25 July 2018

75 11.2 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 2 Dog Control Act 1996 Delegations Meeting of Tararua District Council 25 July 2018 Page 75

76 11.2 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 2 Dog Control Act 1996 Delegations Page 76 Meeting of Tararua District Council 25 July 2018

77 11.2 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 2 Dog Control Act 1996 Delegations Meeting of Tararua District Council 25 July 2018 Page 77

78 11.3 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 3 Impounding Act 1955 Delegations Page 78 Meeting of Tararua District Council 25 July 2018

79 11.3 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 3 Impounding Act 1955 Delegations Meeting of Tararua District Council 25 July 2018 Page 79

80 11.3 Delegated Authority to Council Officers for Regulatory Services Functions Attachment 3 Impounding Act 1955 Delegations Page 80 Meeting of Tararua District Council 25 July 2018

81 Report Date : 19 July 2018 To : Mayor and Councillors Tararua District Council From : Blair King Chief Executive Subject : Staff Report Item No : 11.3 Reason for the Report This report is to update Councillors on key projects and items of interest over the period from 20 June to 18 July Key Points CouncilMARK prework Prior to the Performance Assessment in August, staff have completed the background material sought by the Auditors. The workstreams assessed cover all of Council, including Governance, Leadership and Strategy Financial Decision Making and Transparency Service Delivery and Asset Management, and Communicating and Engaging with the Public and Businesses. Our self-assessment is being internally peer reviewed prior to being sent on 23 July The CouncilMARK assessment report we will receive late this year will include identification of strengths, and areas for improvement. Councils who have been through the programme are encouraged to develop and implement action plans to address the areas of improvement identified in their assessment reports. LGNZ can offer assistance with developing action plans. Meeting of Tararua District Council 25 July 2018 Page 81

82 Pahiatua Reservoir and Woodville Impounded Supply progress With the concrete foundation now completed at Pahiatua, Tasman Tanks expect to start erecting the roof from 19 July. At this stage, construction and commissioning will occur prior to spring enabling us to harvest treated water for storage into summer. The brief window of finer weather in the week of July, has enabled HES Earthmoving and Viking Containment to remediate the inner walls of the impounded supply, and add geofrabric to protect them from further weather damage. They continue to work on building the floating cover components at the ex-infracon yard. Further drone footage is being obtained this week for updating the public visiting the Woodville Service Centre. Determining the Remuneration of Local Government Elected Members The Remuneration Authority has been undertaking an extensive review of the basis to their approach in determining the remuneration of local government elected members. They recently circulated an information paper that has been sent to all councillors and community board members providing an oversight of the issues. This has been a comprehensive process involving consultation with elected members, and complicated by the situation in New Zealand that local authorities are diverse relative to size, population and economic factors associated with the communities they represent. Key points noted from this document are as follows: The list of factors the Remuneration Authority have decided to use to measure the relative size of councils is based on population, total operating expenditure, total assets and socioeconomic deprivation index. The parliamentary salary scale is to be used as a comparator for local government, but no local government elected member will earn more than a cabinet minister. The mayor s role is to be remunerated as a full time role according to the ranking of the council on the size index. Following the 2019 local government election approximately 1.25 times the average wage will be applied as the base remuneration for mayors. The average will be reviewed periodically to decide if the average wage is still a valid comparator. The Remuneration Authority will determine a total remuneration amount for each mayor. This means that where a council car is provided the paid remuneration will be adjusted accordingly. There will be a limit on the value of council supplied vehicles acknowledging residents do not expect to have to support an expensive vehicle for their civic leader. The limit will relate to the actual purchase price, on road costs, other dealer charges and GST paid. All current vehicles will be grand-parented out. Page 82 Meeting of Tararua District Council 25 July 2018

83 The maximum purchase price that will apply in the 2018/19 year for a local authority provided motor vehicle is $55,000 petrol/diesel and $65,000 electric/hybrid (including on-road costs, dealer charges and GST paid). From the time of the 2019 local government elections the Remuneration Authority will be implementing a governance pool allocated to each council and aligned with the ranking of the council on the size index. The governance pool will provide the total amount that can be paid in remuneration to councillors. At this stage no decision has been made as to the application of the pool to community board members. Each council may allocate its own pool according to its priorities and circumstances, and following its decision-making the council will need to forward its adopted resolutions to the Remuneration Authority for consideration to be included in the Determination. Until such time as there is an overall review of community boards role board members will have their remuneration adjusted annually by a maximum of the increase in public sector pay the previous year. Chairs of community boards will continue to receive twice the remuneration of other community board members. Councils will be able to decide whether or not to give extra remuneration to any councillors serving on community boards as part of their package of recommendations to the Remuneration Authority. In 2018/19 the Determination will introduce the first of three steps towards realigning councils to their new ranking on the size index. Councillors will receive the higher of either a 1.5% increase or approximately 25% of the figure the Remuneration Authority is currently considering for the council pool following the 2019 elections. The 2018/19 figures will be contained in the 2018/19 Determination as dollar amounts, but the proposed 2019/20 pools will not be advised to councils until later this year. It should be noted that the currently assessed pools may change for 2019/20 if there are significant changes in the New Zealand economy or other outside stresses that require consideration. Members and chairs of community boards will receive an increase of 1.5%. By early in 2019 councils will have been advised of the governance pool that will be allocated following the 2019 elections, and they will be required to provide their intentions of how the pool will be allocated to individual roles following the 2019 elections. Meeting of Tararua District Council 25 July 2018 Page 83

84 In the Determination to be implemented on 1 July 2019 similar rises will be provided to those in 2018/19 relating until the new council assumes office following the elections. The Remuneration Authority is yet to decide any proposal for community board remuneration for the 2019/20 Determination. New councils elected in 2019 will have the opportunity to amend proposals submitted to the Remuneration Authority by the outgoing councils. In terms of size indices rankings Tararua District Council is ranked 40 on the list of 61 territorial authorities. The Remuneration Authority is aiming to have the Local Government (2018/19) Determination out towards the end of this month or early next month. Sealing of Documents The Mayor and Chief Executive signed the following documents under the Council s common seal: Stock underpass agreement - Ruahine Range Views Limited - Laws Road, Dannevirke Memorandum of Lease for Eketahuna Domain, Alfredton Road - Warren Walker Page 84 Meeting of Tararua District Council 25 July 2018

85 MWLASS Health and Safety Group Health & Safety The exit of Whanganui District Council from the MWLASS Health and Safety Group has created a financial shortfall in the group funding for the Health and Safety Business Partner role. The continuation of this role would have seen this Council s funding requirement increase by an additional $16,000 per year. The Directors are looking at exit options, that support collaboration within individual Council budgets. We have forecast an contribution increase of $5000 for this activity in The software system subcommittee in conjunction with The Integral Group Ltd have reviewed six registrations of interest. The evaluation team has selected the top three companies to go on to the request for proposal stage. These three companies are Assura, Noggin and Impac. Unfortunately, this procurement process has been stopped due to the dissolution of the Business Partner role. The Health and Safety regional forums will be continuing but the next date is yet to be set. Asbestos Management All sites have been entered into our prioritisation framework. FibreSafe NZ have been engaged to provide a programme of site inspections to help complement the desktop study completed. This will begin in August and afford the following benefits: High risk sites, or sites in need of urgent remediation are immediately identified The desktop study can be confirmed and complemented by real world observation Adequate planning is afforded, with the production of effective site specific risk assessments Firm and accurate quotes for the surveying of each site/building A qualified surveyor will attend each site, taking steps to move towards compliance Contractor Management After investigating a number of options for the Health and Safety contractor management process externally, it has become clear that contractors working for a range of clients have to subscribe to, maintain and pay for multiple systems. Due to this Council is now reviewing its internal process to ensure it maximises efficiency in order to keep this process in house if possible. Meeting of Tararua District Council 25 July 2018 Page 85

86 Training An incident investigation techniques course has been attended by Peter Sinclair and Sandy Lowe. Asbestos awareness training will be held for both staff and key contractors. Further information is to be confirmed. A good proportion of managers attended Mental Health First Aid Training by Life Care Consultants on 19 June Risk Management and Monitoring The Guardian Angel duress alarms are now operational and worn by the animal control team. This product will assist in situations where emergency response is required, such as an animal attack or confrontation with aggressive customers. Page 86 Meeting of Tararua District Council 25 July 2018

87 The Alliance EXECUTIVE SUMMARY The end of the financial year also meant the end of the National Land Transport Programme, so it was pleasing to note that for the approved budget for road maintenance, operations and renewal, actual expenditure was within 0.2% for the year. This is hugely encouraging as we now look ahead to , with the immediate impacts of various large challenges over recent years (including multiple significant weather events, the indefinite closure of the Manawatu Gorge and resultant impacts on local roads, and the demands of the Long Term Plan) somewhat behind us. The focus in the last month continued on repairs to flood damage sites, unsealed road pavement strengthening and renewal of 3Waters assets, despite numerous smaller storms again causing slips and fallen trees around the district s roads. While various physical work projects continue around the district, our key focus moves to planning and programming, for the 2018/19 financial year, the National Land Transport Programme, and delivery of Council s recently approved Long Term Plan. Planning of critical projects, such as the Pahiatua Main Street Upgrade and Route 52 Improvements, are progressing well and we hope to begin establishment works this coming construction season. Investigation, survey and design works are underway on many other projects also, including flood damage sites, pavement rehabilitation, minor road improvements, and 3Waters renewals and improvements. Training and continual development of staff is an enabler that allows us to improve and meet constantly changing demands, and two Tararua Alliance staff have recently completed qualifications. Anthony Mason, Design Engineer, has been awarded his NZ Diploma in Engineering Practice. This qualification assesses practical competence of the theory learnt through completion of the New Zealand Diploma in Engineering (NZDE), which Anthony completed as part of his cadetship through Tararua District Council. Meeting of Tararua District Council 25 July 2018 Page 87

88 Rob Sharp, Planning Manager, has been awarded the Professional Certificate in Asset Management Planning by IPWEA. Rob had been working towards this, largely in his own time, for the past six months. It required a sound understanding of asset management principals, as assessed against a fully developed asset management plan (developed on top of the significant work he put in to Council s Water, Wastewater and Stormwater asset management plans as part of the Long Term Plan). The development of both in their respective fields is adding (and will continue to add) value for Council and our ratepayers. It was great to have Mayor Tracey Collis acknowledge this and present Anthony (pictured top right) and Rob (pictured adjacent) with their certificates recently. Page 88 Meeting of Tararua District Council 25 July 2018

89 PLANNING Pahiatua Main Street Upgrade It has been a busy month for some members of the Pahiatua Main Street Upgrade project team, which will continue in July with review of concept designs and public consultation workshops on the 27 th and 28 th of July planned. Significant work is going on in the background with comprehensive tree assessments being conducted, utilities and drainage inspections to support detailed designs, early stakeholder engagement with the NZ Transport Agency, and work going into identifying potential additional funding streams. Tararua District School Bus Mapping Increased focus has recently gone into to engaging with school bus providers. Given that a number of our decision making frameworks hinge on whether a road carries heavy vehicles, and more importantly school buses, we have started a project to collect information from the various providers and map their routes. While this is a work in progress, the map below is our first iteration and will be improved over time. This will be a key source of information being considered when determining the future sites appropriate for seal extension. The southern part of the district will be next. Mangahao Road Signage Over the past months an investigation has been going on into the safety around the Pahiatua School, following the issue being raised by Pahiatua On Track at a Tararua Road Safety meeting. The community has approached the Tararua Alliance to upgrade the school signage on Mangahao Road after the increase in out-oftown traffic coming into Pahiatua following the indefinite closure of the Manawatu Gorge. The Pahiatua School, NZ Police and Fonterra are working with us. We have considered several possible solutions for the issue and will be presenting our findings in the coming week. Meeting of Tararua District Council 25 July 2018 Page 89

90 Digitisation of Street Sweeping Street sweeping is a relatively simple task, where a truck travels the length of a kerb and channel on any given urban or rural road. The challenging part is recording this against spatial location, direction of travel, time and linear distance. Previously the recording of information had been completed by hand using pen and paper taking both time and effort from field and office staff. The Alliance Planning Team have implemented a digitised system to entirely eliminate the need for any paper, while getting more accurate, GPS reference information that we can use to both measure work completed and productivity. With very little capital investment in one handheld device, we have reduced the administration man hours from an estimated 6 hours per week, to none. Range Road Bridge Deck Replacement Replacement of a timber bridge deck on Range Road is programmed to be completed in July. This has been programmed for replacement following routine bridge inspections. The existing deck has been replaced with new imported hardwood timber deck. While scaffolding is in place, some minor bridge repairs will be undertaken including welding to a cracked steel cross member. One of the unsealed bridge approaches will also be sealed, to prevent metal migration onto the new timber causing damage. Unsealed Road Seal Extensions Council s now approved Long Term Plan included investing in some of the large quantity of unsealed roads in our district. Although funding from the NZ Transport Agency for this activity is not yet confirmed, we expect to be made aware of this in August when the National Land Transport Programme is confirmed. A framework to prioritise seal extensions is being developed, to ensure the process is robust and transparent. Roads will be prioritised based on their classification and factors including safety, accessibility, amentity and value for money. Data is being gathered before we can review the results. Page 90 Meeting of Tararua District Council 25 July 2018

91 DELIVERY 3Waters Water Renewals During June an existing water lateral servicing the stockyards at New Street in Dannevirke was identified as having no backflow protection. This presented a risk to Council and customers, with unsafe water potentially able to flow into the reticulation network if reserve flows occurred. The entire lateral was replaced back to the main and backflow prevention was installed (pictured), protecting the community from any possible contamination situation. Stormwater Renewal An existing stormwater main discharging from Stairs Street in Dannevirke has been upgraded. The old pipe has been replaced with a much larger pipe to increase the capacity of our stormwater network, reducing the risk of flooding. This site was identified as a potential hot-spot by the stormwater modelling project. Wastewater Renewals The wastewater pipe renewal in Princess Street, Pahiatua, is progressing well with approximately 300 metres of the main line and three manholes now installed. Laterals between Lawson Street and Huxley Street are now being installed as part of the project. Once this section is completed, we will be moving on to the adjacent block between Huxley Street and Tyndall Street. Meeting of Tararua District Council 25 July 2018 Page 91

92 Wastewater Heavy Mains Cleaning Heavy mains cleaning of the wastewater reticulation assets in Dannevirke has been now completed, including the inverted syphon which runs from the back of Easton Street, under the creek, to the wastewater treatment ponds. Work on the syphon presented various challenges. All of Dannevirke s wastewater flows through this to the ponds, so it is a critical asset for Council. To undertake any work on the syphon required diverting all flow through the old original pipe, which is much smaller so consideration of its reduced capacity was required. This also meant the work had to be programmed around weather, ensuring we had a three to four day window with no rain forecast. Around four kilometres of the Dannevirke wastewater reticulation network was cleaned, focussed on the larger trunk mains, with approximately 30 tonnes of material removed. Some of this is pictured in the adjacent photo. With the pipes now cleaned, CCTV inspections will be programmed to try and identify the sources of material so maintenance and/or renewal treatments can be planned. Page 92 Meeting of Tararua District Council 25 July 2018

93 ROADS Ballance Route Safety Improvements Good progress continues to be made with pavement widening on the Ballance route (pictured adjacent), despite challenging weather. During wet weather, our crew shift their focus from pavement construction to improving drainage and extending culverts, to both enable the pavement widening and also maximise the life of the road. Signs have been ordered and will be installed throughout the route in the near future to better advise motorists of potential risks such as narrow bridges, out of context curves, and where the road narrows and it is either impractical or not cost effective to widen. We have received some great feedback with regards to the improvements completed to date and work will continue here for the next couple of months. Emergency Works Various crews, including our local subcontractors, have been kept busy with both reactive and planned emergency works across the network following the March 2018 event and continued adverse weather in June. Numerous slips and fallen trees have been cleared from roads, and various dropouts have been repaired. Repairs to road subsidence are planned to be carried out on Otanga Road and Tipapakuku Road in the near future, following site investigations and engineer recommendations. Overslips on Weber Road south of Weber (left) and Route 52 between Weber and Waione (right) Meeting of Tararua District Council 25 July 2018 Page 93

94 Before and after photos of dropout on Waione-Horoeka Road Construction of the new pavement on the Route 52 washout site is well underway. This is at subbase level with traffic running on the newly formed pavement. This now allows the team to progress with removing the temporary road and installing the inlet structure. Other than discussions with the landowners in regards to fence and land re-instatement, no more progress has been made on this site due to poor weather. Pavement reinstatement has been completed at the retaining wall sites on Pahiatua Pongaroa Road and Route 52 near Weber. Minor reinstatement of traffic services will be completed in the near future. Unsealed Road Pavement Strength Restoration Close to 10,000 tonne of aggregate was added to various roads in June, a great achievement considering the challenging weather. The programme of roads was developed following identification of roads affected, or soon to be affected, by forestry activities, or roads identified as being deficient in pavement depth/strength resulting in increasing maintenance costs. This included Owhanga Road, Coast Road, Cowper Side Road and Tahuokaretu Road (pictured adjacent following completion). Page 94 Meeting of Tararua District Council 25 July 2018

95 PERFORMANCE Performance Dashboard KRA Name Frequency Comments Alliance Team Safety Monthly A total of 29 Safe Behaviour Observations (SBO) have been reported, although more have been recorded in Survey123 PEOPLE RESULTS Workplace Health 6 Monthly Loss time injuries (LTI) 0 Medical treated injuries (MTI) 1 Environmental incidents 0 Timely Communications Monthly 100% of customer requests for 3Waters and 98% for roading were responded to on time during June CUSTOMER RESULTS Effective Communication Monthly The average satisfaction score achieved 4.0 being our highest score for this financial year Minimise Operational Impacts 3 Monthly 2 compliments were received during June, regarding work on Kaituna Road and water repairs in Eketahuna Compliance with TMP Monthly 5 traffic management audits were carried out during June with 1 external and 4 internal all achieving a high standard. SOCIETY RESULTS Zero Harm Environment Monthly No environmental issues to report Meeting of Tararua District Council 25 July 2018 Page 95

96 Customer Management A total of 273 customer requests were received during June, with 98% responded to within five days for roads and 100% for 3Waters. Many of the requests related to surface flooding, slips and fallen trees resulting from the various small storms during the month. Page 96 Meeting of Tararua District Council 25 July 2018

97 Plant and Property Executive Summary The Dannevirke water supply is still causing concerns regarding amount of water available at the intake and the higher than normal turbidity issues occurring on a regular basis. However, we have gained 0.5m storage into the impounded supply since last month. Work is being programmed to jet clean & CCTV the infiltration gallery lateral pipework on the town side of river in the next week. This will give us an indication of any undermining issues with the pipe integrity. STM NZ Ltd from Havelock North contacted Council after reading about the turbidity issue we were experiencing. They are associated with Pall Water in Australia supplying portable membrane plants from Belgium in 40ft containers. They have had a site visit to the Dannevirke plant and are going to come up with options and pricing for Council s consideration. Wilson Underwater Services have installed two non-return valves to the inflow pipes in the chamber at the bottom of the impounded supply. This will help eliminate problems we are experiencing with pump cavitation and loss of syphon into the plant. Pongaroa Water new treatment plant components are arriving on site ready for installation. Due to the ongoing risk with the Pongaroa boiled water issues, staff are prioritising the work on completing this treatment plant ready for commissioning before continuing with the Akitio plant. The Akitio water containerised treatment plant has been transported to site ready for pipework & electrical installation. The new Glass recycling programme started on 1 July with the new containers now positioned at the recycling centres. The signage is very explicit on the container for colour sorting and what glass is acceptable. The first container was emptied from Dannevirke at the glass recycling site and was very encouraging with very little colour contamination present. Interviews have been completed for the Group Administration Team Leader. Offer has been made waiting acceptance to position. Overview of District Projects Woodville Impounded Supply Viking have been on site and have laid Geotech on 80% of the remaining exposed wall. This will protect the surface and prevent any further scouring with any heavy rainfall. Meeting of Tararua District Council 25 July 2018 Page 97

98 Now this is in place further laying of liner can continue as no further surface prepping is necessary. Continuing with the lining process will be weather and temperature dependant. Pahiatua Reservoir Site Concrete slab has now been completed. Tank construction with be starting this week. Completion timeline is end of September. Pahiatua Water Treatment Plant Additional information has been provided to Beca from TDC to help them complete their analysis. Including reports on the Bore seismic survey, water testing and water consent etc. Page 98 Meeting of Tararua District Council 25 July 2018

99 Akitio Water Container now in position at site after metaling of track to gain access. Pipework and electrical modules to be connected. This will take place after the Pongaroa treatment plant is completed and commissioned. Pongaroa Water Treatment Plant Water storage tanks have been delivered to site. Plant backwashing line being connected to town wastewater reticulation. The plant supplier is ready to start installing components into plant building. Meeting of Tararua District Council 25 July 2018 Page 99

100 Buildings Eketahuna Community Centre Council have approved the Eketahuna Playgroup to temporary relocate into the Eketahuna Community Centre. They will remain there until their purpose built building at the school is complete. Pahiatua Service Centre Beca the Earthquake Engineers have asked for further intrusive investigations to be done on the building. Once these are done the Engineers will be able to complete a detailed report of the strengthening work required. Beca are meeting with a heritage architect to ensure they are happy with the proposed strengthening plans. Pahiatua Town Hall A certified asbestos removal company has been contacted to give a price and a time frame to remove the asbestos from under the stage area. Cemeteries Burials have been quiet with only 4 burials throughout the district for the month of June. Pongaroa The ashes berm at Pongaroa has been installed. Parks and Reserves Victory Park, Pahiatua Bollards have been installed around the Mangahao Road side of the park. This is to stop vehicles damaging the park. Page 100 Meeting of Tararua District Council 25 July 2018

101 Waterwheel Park, Norsewood A new swing set has been installed at the infant playground in Waterwheel Park. This is to supplement the other infant play equipment donated by the Lions. Eketahuna Skate Board Area The Skate Board Committee is ready to proceed with the installation of the new skate area. The old concrete pad is to be removed and a new one installed. Property Rongomai Domain, Eketahuna An Assignment of Lease for the Domain has been completed. Makakahi Island, Pahiatua The Lease for this area expires on 30 September 2018 and will be advertised shortly. SPCA, Dannevirke The SPCA have approached Council about setting up a lease for the area they occupy in Easton Street. The lease is in the process of being drawn up Swimming Pools Eketahuna The Pool Committee are well on the way to revamping the large pool. The pool is going to be rebuilt using concrete panels within the current structure. The old changing sheds and store Meeting of Tararua District Council 25 July 2018 Page 101

102 rooms have been demolished to allow for the concrete panels to be installed when they arrive. Woodville A meeting has been held with the Woodville Pool Committee to discuss a new contract for the coming season. The committee are looking to set themselves up as a separate identity from Woodville Districts Vision and to do this need to become an Incorporated Society. They are currently working through this process and are in the process of developing a constitution. General Dannevirke Multisport Committee Sport Manawatu have been working with the Dannevirke Multisport Committee to try and identify the best site in Dannevirke for the Committee to develop a Multisport Complex. Dannevirke Building Cleaning The contract for the Dannevirke Building Cleaning has been renewed. The successful tenderer was L.A Cleaning, a local firm who were the current cleaners. Page 102 Meeting of Tararua District Council 25 July 2018

103 Solid Waste Glass Recycling The construction of the glass recycling Transfer Station site is now finished. The conversion of the 9 recycling containers has been completed. These have now been put in place in Dannevirke, Woodville, Pahiatua, Eketahuna, Weber, Pongaroa, and Herbertville. Council is waiting for a digger to become available to shift the current general recycling bin at Akitio so that concrete can be poured in the location of where the glass container will sit. Once this happens the glass recycling container will be put in place at Akitio. There is very little glass produced at Akitio at present and residents are still continuing to use the glass bin that has always been there. As there is not enough room to have a converted shipping container at Norsewood and Ormondville, Council have purchased 9 of the old smaller bins that the previous collection contractor used. These are currently being modified. Once completed there will be 3 of these put in place at both Norsewood and Ormondville. It is hoped that these are in place by the end of July. These smaller bins did not become available for modifying until the shipping containers had been put in place at the other drop off areas at the end of June. The first container at Dannevirke took one week and one day to fill. Council officers inspected the sorting of the glass once this had been tipped out and the sorting that the public had done looked very good, with very little contamination of colours. Pahiatua Woodville Meeting of Tararua District Council 25 July 2018 Page 103

104 Eketahuna Dannevirke Green Glass Glass Transfer Station - Dannevirke Public Sorted Clear Glass Public Sorted Green Glass Page 104 Meeting of Tararua District Council 25 July 2018

105 Eketahuna Landfill/Transfer Station Eketahuna Landfill is now closed and the new transfer station is now open with the contract for the operation starting on 1 July. Council trucked in m3 of clay for the final capping of the landfill. Council is currently finalising final contour and level plans, once this is completed Council will seek quotes to carry out the final capping. This work will be carried out once ground conditions and moisture content of the clay allow. Meeting of Tararua District Council 25 July 2018 Page 105

106 Census Results Delayed Strategy & District Development Despite a long gestation period, considerable testing and considerable effort and investment in outreach, the digital-first 2018 Census did not run smoothly. Stats NZ s interim calculations show that full or partial information for at least 90 percent of individuals was received, compared with 94.5 percent for the 2013 Census. Leaving aside organisation problems like letters not being sent early enough, the switch from census takers calling at every dwelling to being digital first caused multiple issues. On 10 July, Stats NZ advised that they are revising the date for first release of census information from October 2018 to March 2019 to allow time to develop revised methodology for processing and analysing census data. They will use statistical methodology to compensate for missing data and are revising this methodology because of the lower-than-expected response. They are also undertaking analysis on how to improve data for small populations, subgroups, and small geographies. We were pleased following consultation by Stats NZ on reporting areas, when they agreed to give Pongaroa Township its own mesh block in 2016 when previously it was split into four mesh blocks. Statistics information is useful to Council for reporting and planning purposes and is often used to support funding applications for both Council and private sector business. Drones Tararua District Council has been invited to present and be on a panel at the international conference on drones, in Brisbane in August. Peter Wimsett and Ray Borrie will attend the conference. We will also feature in the Local Government magazine this month on our drones project and have recently featured again internationally with software provider Pix4D under the article: Smart city initiatives and drones: tales of a perfect partnership. This follows being placed in Pix4D Hall of fame in December 2017 for our 3D rendering of the Settlors Cemetery in Dannevirke. Ruapehu District Council is also making exciting progress in their plans to have close-up imagery of cemeteries including headstones. We are planning to visit Ruapehu to share ideas. Manawatu District has also benefited with some MBS work using our 3D software on coastal erosion and prevention/mitigation planning. We recently assisted Scanpower to take a light rope across a gully that was used for emergency line repairs following a storm, as proof-of-concept and collaboration. More recently we tested the volumetric calculation of the piles of material at Tudor Road, Pahiatua, to estimate the cost of removal for tender. We are shortly to test the effectiveness of the infrared camera to identify building heat loss. Public display of drone footage is to be trialled at Dannevirke and Woodville on TVs. Page 106 Meeting of Tararua District Council 25 July 2018

107 We continue to test the boundaries of the identified use of the drones and how to embed these uses in our business practices. Carbon Emissions - Why CO2 Matters? Carbon Dioxide (CO2) emissions are more than just about planetary warming, in which warming properties can be demonstrated in simple physics experiments. They are also more seriously changing oceanic chemistry, affecting the conditions for plant and animal life, including the oxygen cycle. A 2017 peer reviewed study by geophysics professor Daniel H. Rothman of the Massachusetts Institute of Technology indicates that a critical point of ocean acidity will be exceeded on or before The critical point in the report is 310 giga-tons of additional carbon in the oceans. It is a point believed to have been exceeded in each of the past five planetary mass extinction events. The report is based on best-case scenario/lowest CO2 emissions of the four United Nations IPCC (Intergovernmental Panel on Climate Change) that humans will add 300 giga-tons of carbon to the oceans by 2100, while more than 500 giga-tons will be added under the worstcase scenario, far exceeding the critical threshold. So how much is Tararua District Council contributing to CO2 emissions? Unfortunately we cannot easily measure our Council contribution of everything we do. Our $30m annual expenditure is based on work done by contractors and suppliers from our supply chain. Meeting of Tararua District Council 25 July 2018 Page 107

108 New Zealand remains fortunate that we have a large proportion of electricity that is from renewable sources. The numbers support the investment into electric vehicles to reduce CO2. If Council was keen to consider sequestration of CO2 to 'soak up' the CO2, it could do so by planting about 6ha of new additional forest each year. SCION estimate that about '1,000 tonnes CO2 per hectare are stored in a mid-rotation radiata pine forest', say by year and depending on conditions. Conclusion This is a strong indicator why the Government is establishing the Zero Carbon Bill. The difficulty is in creating the right rewards and penalties to encourage people to take personal steps and business decisions to reducing our carbon footprint. The risk is that we miss the targets as a World and that future generations will have to attempt removal of CO2 at unachievable rates. Electricity Consumption * Consumption continues to lift as we have installed new treatment systems, particularly for water and sewerage. Page 108 Meeting of Tararua District Council 25 July 2018

109 Paymark and BNZ MarketView Electronic Transaction Data The District returned to growth after several flat months, which is again, above the New Zealand averages for both the month 6.2% (5.3% NZ) and 5.6% (4.4% NZ) annual. It was pleasing to see Woodville showing growth of 2.3% in value and 4.9% in transaction volumes now for the year. Meeting of Tararua District Council 25 July 2018 Page 109

110 Economic Development, Communications and District Marketing Economic Development Regional Collaboration Mark Maxwell and Angela Rule attended a regional collaboration meeting for economic development at CEDA in Palmerston North. Much of the discussion centered around the Provincial Growth Fund opportunities and an update was provided from Accelerate 25. Additionally, research company Marketview made a presentation on their updated statistical modelling that is available. Provincial Growth Fund An Expression of Interest has been approved to undertake a land use optimisation study in Tararua District. The next step is to submit a full application for funding. This project aims to build on the work of the GO! Project in previous years. Business Business Support Our clients this month have been a mix of rural services, service providers and retail businesses. Clients are finding out about us by word of mouth (through staff and past clients), Tararua REAP, as well as by making contact at the launch of the Southern Tararua Business Awards. Training & Workshops The following workshops and training were provided during June: Inland Revenue Introduction to Business workshop Workshops coming up in July: Inland Revenue - Understanding GST workshop The Business Group - How to Drive Customers to your Business Naylor Lawrence - Your journey to financial fitness begins here and We re making it easy to become a hero with Xero Page 110 Meeting of Tararua District Council 25 July 2018

111 Communications 2018 SOLGM Great CD Competition The Society of Local Government Management (SOLGM) invited councils around the country to enter the 2018 SOLGM Great Consultation Document (CD) Competition. Tararua District Council is one of the 51 councils that entered the competition. The competition seeks to judge how councils presented the key issues (70 percent of the mark) and the creativity and presentation of the CD (30 percent of the mark). SOLGM will prepare a shortlist of local authorities as finalists in the competition. Those shortlisted will be notified and expected to attend the SOLGM Community Plan Conference on 13 and 14 August. Additionally, SOLGM intends to publish the shortlisted councils on the SOLGM website as examples of good practice and granting access for these purposes was a condition of entry. Community Mark Maxwell was a guest speaker at the Gallery of History AGM. Mark explained the function of Council undertaken by the Economic Development, Communications and District Marketing team and briefly discussed a proposed project to establish a Community Foundation in Tararua District. Tararua i-site Visitor Information Centre Welcome Packs A total of 44 welcome packs were sent during June 2018, 12 of these were sent outside of the district. Meeting of Tararua District Council 25 July 2018 Page 111

112 Regulatory Building Consent Authority (BCA) IANZ provided confirmation that accreditation had been retained for another two years. Preparations are underway to arrange annual technical competency assessments of Council s building officers. Competency assessments are part of the BCA Quality Management System. 33 Building Consents and 18 Code Compliance Certificates were issued during the month. Alcohol Licensing The Health Promotion Agency is extending its Help Seekers campaign, which was due to finish at the end of June. The key audience is people aged 18 to 44 who are drinking at high risk levels, especially those who are experiencing consequences of their drinking and are considering making a change. The District Licensing Committee did not meet during the month, as the applications that required a decision could be determined by the Chairperson. No applications have required a public hearing. There have been no appeals to the Alcohol Regulatory and Licensing Authority. Animal Control Application forms for annual dog registration have now been mailed out to dog owners. An article was run in the Bush Telegraph to remind and inform dog owners. Owners that register late (after 1 August) will incur a 50% penalty fee. Reports were received of dog attacks in Dannevirke, Woodville and Pahiatua. No objections were received for classified owners (probationary or disqualified) or classified dogs (menacing or dangerous). District Planning A draft consent order has been submitted to the Environment Court to consider, which would resolve the appeal on Proposed Plan Change No.1 to the Tararua District Plan. The Tribunal and Hearings Committee did not meet during the month, as the applications that required a decision could be determined by the Chief Executive. No applications have required a public hearing. There have been no appeals to the Environment Court. Page 112 Meeting of Tararua District Council 25 July 2018

113 Library Executive Summary All sites are now fully staffed with training of new staff completed. June has been all about the Winter Warmers programme. This Eastern and Central Community Trust funded programme is the largest programme we run all year. Over 1200 children Districtwide take part. Like our Summer Reading Programme, Winter Warmers aim is to foster a joy of reading, leading to more literate children in our communities. Aotearoa Peoples Network Kaharoa (ANPK) Refresh The APNK network equipment has been upgraded all sites. There has been a delay on the replacement of the public equipment. The Department of Internal Affairs will communicate again when their issues have been resolved. At this stage the delay is expected to be at least three months. Alterations Pahiatua Library The old boiler room between the Town Hall and Library is being altered to house the Library s network equipment. These alterations will allow IT to have a more secure area for this equipment which is currently housed in a cupboard in the open area of the Library. Meeting of Tararua District Council 25 July 2018 Page 113

114 Emergency Management EOC Resilience We have just completed setting up emergency accommodation etc. for people working in our Emergency Operations Centre in Dannevirke. We can accommodate up to 10 staff for 5 days. This includes portable toilets, tents, lighting, bedding, 3 hot meals per day and sufficient water. This can be set up in any suitable building or tents if necessary. Training Two staff members attended the two day Integrated Training Framework Logistics course in Fielding. This course is specifically designed for staff working as Logistics Managers in the Emergency Operations Centre. Paddy ran an ITF Foundation course at the Norsewood Fire Station for Fire and Emergency NZ volunteers and local Community Civil Defence Response Group volunteers. A total of 12 persons qualified. Two staff attended a 1 day seminar on Psychosocial First Aid at Massey University. The seminar gave us a different perspective on psychosocial issues during an event. Of particular interest was the stress in dealing with various agencies post disaster and how this added to the stress suffered by the event itself. Hikurangi Subduction Zone Presentation This has gone viral and during this period Paddy has presented it to the Eketahuna Community Civil Defence Response Group, Manawatu-Whanganui CDEM Coordinating Executives Group, Pahiatua Probus and the New Zealand Institute of Environmental Health. 1. Recommendation 1.1 That the report from the Chief Executive dated 18 July 2018 concerning an update on key projects and items of interest to the Council (as circulated) be received. Attachments Nil. Page 114 Meeting of Tararua District Council 25 July 2018

115 Report Date : 19 July 2018 To : Mayor and Councillors Tararua District Council From : Blair King Chief Executive Subject : Report of Request for Funding from Connect Tararua 18 July 2018 Item No : Reason for Report 1.1 To consider the request from Connect Tararua for $100,000 funding towards the feasibility study required to justify a Provincial Growth Fund business case for a mobile digital infrastructure network across the Tararua District for those who are digitally isolated. 2. Background 2.1 Connect Tararua is seeking the first drawdown on the $800,000 for Connectivity Council approved in the Long Term Plan As per the attachment, they have four elements agreed with MBIE officials that must be covered off in a Business Case application for the Provincial Growth Fund. 2.2 The outcomes from this business case will enable companies under the Rural Broadband Initiative 2 (RBI2) Mobile Blackspot to cherry pick sites they will develop, and also enable Connect Tararua to seek construction funding from the Provincial Growth Fund. The (RBI2) funds have allocated substantial funding to wireless service upgrades to New Zealand. 2.3 The Mobile Black Spot cellular projects are now rapidly being allocated across New Zealand. 2.4 The last update from the NZ Connectivity Group on behalf of the consortium of Spark, Vodafone and Two Degrees indicated that two cell phone towers have been identified for the Tararua District. Meeting of Tararua District Council 25 July 2018 Page 115