Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 30 July 2014 commencing at 1.03 pm.

1. Present

His Worship the Mayor – Mr R A Ellis, Crs T H Collis, J E Crispin, W H Davidson, K R Fenemor, S A Hull, C J Isaacson and D A Roberts.

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 Lunn - Planning Manager (for item 15)

Ms N Nikora - Recreation Officer Sport Tararua (until item 10.6)

Mr C Veale - Community Assets Manager (until item 10.7)

Mr B Dunn - Regulatory Services Manager (until item 14)

Mr C Locke - Liquor Licensing Inspector (until item 10.10)

Mrs M Taylor - Community Assets Contracts Supervisor (until item 10.7)

2. Council Prayer

2.1	The Council Prayer was given by His Worship the Mayor – Mr R A Ellis.

3. Apologies

3.1	*That an apology be sustained from Cr W H Keltie for non-attendance at the meeting.* Crs Fenemor/Crispin Carried

4. Notification of Items Not on the Agenda

4.1

Nil

5. Declarations of Conflicts of Interest in Relation to this Meeting’s Items of Business

5.1

Nil

6. Personal Matters

6.1	Ashley Exeter has conveyed her thanks for the grant that she received from the International Representatives Scheme to represent New Zealand at the Oceania Championships held in Rarotonga from 25 to 27 June 2014.
6.2	Joyce McIntyre was presented with a Tararua District Civic Honour at an event held on 24 July 2014 in the Woodville School Hall. This acknowledged her voluntary community service, and it was received at the time of celebrating her 90^th birthday.
6.3	An event was held at the Norsewood Fire Station to present certificates and medals to members of the Norsewood Volunteer Fire Brigade. Some of their members have signed up to join the Returned and Services Association.
6.4	The Council conveys its congratulations to acknowledge the following achievements: · Sue Hobson on her appointment by the International FEI Dressage Committee as a mentor to the international judges. · Matty Hull on winning top honours in the carpentry category of the Worldskills contest held at Hamilton.

7. Confirmation of Minutes

7.1	*That the minutes of the Council meeting held on 25 June 2014 (as circulated) be confirmed as a true and accurate record of the meeting.* Crs Roberts/Hull Carried

8. Any Matters Arising from the Minutes not otherwise dealt with in the Agenda

8.1	Housing for the Elderly Vacant Flats (Item 8.1)
8.1.1	The Community Assets Contracts Supervisor was thanked for the work undertaken to make the vacant flats in Pahiatua and Woodville more attractive to rent.
8.2	Potential Fertiliser Centre – Dannevirke Aerodrome (Item 10.9.1)
8.2.1	There has not yet been any consent application received proposing to establish a fertiliser storage and distribution centre at the Dannevirke Aerodrome.
8.3	Pahiatua Camping Ground (Item 10.9.3)
8.3.1	The significant number of bookings at the Pahiatua Camping Ground in May (338) were attributable to a group using the facility in that month.
8.4	Forestry (Item 11.1)
8.4.1	It was noted that about half of the production from the Council’s forestry operations goes into the domestic market.
8.5	Proposed Branding for Pahiatua (Item 11.2.1)
8.5.1	The community meeting on the proposed branding for Pahiatua was held, with a video produced regarding this subject that has already been downloaded approximately 4,000 times.
8.6	Introduction to New Staff
8.6.1	The following new staff were introduced to the Council: Peter Sinclair – Waste Services Contracts Supervisor Pennie Smith – Environmental Health Officer Neil Gibbard – Human Resources Manager · Wiehan Labuschagne – Financial Accountant

9. Community Boards and Community Committees Reports

9.1	Dannevirke Community Board
9.1.1	*That the report of the Dannevirke Community Board meeting held on 8 July 2014 (as circulated) be received.* *Crs Isaacson/Fenemor Carried*
9.1.2	Rural Community Transport Trust
9.1.2.1	The group formed to progress this project will be meeting again on 13 August 2014 to consider the direction to take concerning the proposed trust.
9.1.2.2	The meetings held with Dannevirke Grey Power and the Dannevirke Probus Club have indicated positive support in favour of proceeding to establish this service.

9.2

Eketahuna Community Board

9.2.1

That the report of the Eketahuna Community Board meeting held on 4 July 2014 (as circulated) be received.

Crs Isaacson/Fenemor Carried

9.3

Pahiatua On Track

9.3.1

That the report of the Pahiatua On Track meeting held on 2 July 2014 (as circulated) be received.

Crs Isaacson/Fenemor Carried

9.4

Woodville Districts' Vision

9.4.1

That the report of the Woodville Districts’ Vision meeting held on 1 July 2014 (as circulated) be received.

Crs Isaacson/Fenemor Carried

10. Reports

10.1

Grant Application of Brad Monaghan to the International Representatives Scheme

10.1.1

That the report from the Recreation Officer Sport Tararua dated 23 July 2014 concerning the grant application of Brad Monaghan to the International Representatives Scheme (as circulated) be received, and

That the Council approves the application made by Brad Monaghan for assistance towards his costs to represent New Zealand as a member of the NZ Junior Men’s Volleyball Team competing at the South East Asian Volleyball Championships held in Naypyitaw, Myanmar from 30 July to 8 August 2014, and

That the sum of $800.00 be granted from the International Representatives Scheme for this purpose.

Crs Hull/Collis Carried

10.2

Grant Application of Gareth Cannon to the International Representatives Scheme

10.2.1

That the report from the Recreation Officer Sport Tararua dated 23 July 2014 concerning the grant application of Gareth Cannon to the International Representatives Scheme (as circulated) be received, and

That the Council approves the application made by Gareth Cannon for assistance towards his costs to represent New Zealand as a member of the NZ Cross Country Team competing at the 2014 Mountain Bike World Championships held in Hafjell and Lillehammer, Norway from 2 to 7 September 2014, and

That the sum of $800.00 be granted from the International Representatives Scheme for this purpose.

Crs Hull/Collis Carried

10.3

Grant Application of Luke Jones to the International Representatives Scheme

10.3.1

That the report from the Recreation Officer Sport Tararua dated 23 July 2014 concerning the grant application of Luke Jones to the International Representatives Scheme (as circulated) be received, and

That the Council approves the application made by Luke Jones for assistance towards his costs to represent New Zealand as a member of the NZ Junior Squash Team competing at the Junior World Squash Championships held in Namibia, South Africa from 10 to 21 August 2014, and

That the sum of $800.00 be granted from the International Representatives Scheme for this purpose.

Crs Hull/Collis Carried

10.4

Grant Application of Chris Arbuthnott to the International Representatives Scheme

10.4.1

That the report from the Recreation Officer Sport Tararua dated 14 July 2014 concerning the grant application of Chris Arbuthnott to the International Representatives Scheme (as circulated) be received, and

That the Council approves the application made by Chris Arbuthnott for assistance towards his costs to represent New Zealand as a member of the Paralympic NZ Swimming Team competing at the Pan Pacific Para-Swimming Championships held in Pasadena, USA from 27 July to 13 August 2014, and

That the sum of $800.00 be granted from the International Representatives Scheme for this purpose.

Crs Hull/Collis Carried

10.5

Grant Application of Lara Pritchard to the International Representatives Scheme

10.5.1

That the report from the Recreation Officer Sport Tararua dated 23 July 2014 concerning the grant application of Lara Pritchard to the International Representatives Scheme (as circulated) be received, and

That the Council approves the application made by Lara Pritchard for assistance towards her costs to represent New Zealand as a member of the NZ U21 Women’s Canoe Polo Team competing at the 2014 International Canoe Federation’s Polo World Championships held in Thury-Harcourt, France from 24 to 28 September 2014, and

That the sum of $800.00 be granted from the International Representatives Scheme for this purpose.

Crs Hull/Collis Carried

10.6

Management of the Dannevirke Camping Ground

10.6.1

That the report from the Community Assets Manager dated 23 July 2014 concerning the management of the Dannevirke Camping Ground (as circulated) be received, and

That the Council acknowledges the effort of the custodian in getting the camping ground operating successfully, and it notes the positive feedback conveyed by campers, and

That the Council maintains the current arrangement to run the camping ground until 30 June 2015, and

That the Council considers the long term options for the management of the Dannevirke Camping Ground as part of the 2015 Draft Long Term Plan process, and

That the Council notes that the George Street house and section is to be offered for sale once the subdivision process has been completed, and

That a transportable house is purchased for the custodian to be situated on the camping ground oval, and

That to increase the options available to a wider range of campers the unit with its own bathroom is purchased, and

That the new house and the unit with a bathroom be funded through the sale of the George Street house and sections, and

That the new house and unit be loan funded until the George Street house and sections are sold.

Crs Hull/Fenemor Carried

10.7

Liquor Licensing Matters Determined Under Delegated Authority

10.7.1

That the report from the Regulatory Services Manager dated 23 July 2014 concerning Liquor Licensing matters determined under delegated authority (as circulated) be received and the contents are noted.

Crs Collis/Roberts Carried

10.8

Tararua District Council 2014 Annual Report to the Alcohol Regulatory and Licensing Authority

10.8.1

That the report from the Regulatory Services Manager dated 23 July 2014 concerning the Tararua District Council 2014 Annual Report to the Alcohol Regulatory and Licensing Authority (as circulated) be received and the contents are noted.

Crs Isaacson/Davidson Carried

10.9

Report on the Administration of Dog Control Policy and Practices for the Year Ended 30 June 2014

10.9.1

That the report from the Regulatory Services Manager dated 23 July 2014 concerning the administration of Dog Control policy and practices for the year ended 30 June 2014 (as circulated) be received and the contents are noted.

Crs Collis/Fenemor Carried

10.10

Building Act 2004 Staff Delegations

10.10.1

That the report from the Regulatory Services Manager dated 23 July 2014 concerning the Building Act 2004 staff delegations (as circulated) be received, and

That pursuant to Section 232 of the Building Act 2004, the Council approves the delegations as detailed in the schedule attached to this report.

Crs Roberts/Hull Carried

10.11

Planning Matters Determined Under Delegated Authority

10.11.1

That the report from the Planning Manager dated 23 July 2014 concerning Planning matters determined under delegated authority (as circulated) be received and the contents are noted.

Crs Davidson/Fenemor Carried

10.12	Staff Report
10.12.1	Corridor Network Maintenance Agreement
10.12.1.1	Negotiations on the Alliance between the Council and Downer New Zealand is nearing completion, and subject to approval at a Council meeting in late August it will start on 1 October 2014.
10.12.2	Proposed Earthquake-Prone Building Regulations Under the Building Act
10.12.2.1	The option to establish a charitable community trust to acquire the Dannevirke Carnegie Centre building for a pepper corn amount and to consider its preservation and possible uses is to be progressed this financial year.
10.12.2.2	The strengthening of the Pahiatua Service Centre/Chamber will be considered when the Government’s decisions are known on the mandatory strengthening of earthquake-prone buildings and the time requirements for the completion of such work.

10.12.3	ALGIM Awards for the Digitisation of Records
10.12.3.1	The Council’s project concerning the back-scanning of building records was the winner at this year’s ALGIM national awards event.
10.12.4	Infiltration
10.12.4.1	The physical inspections of the urban properties in Eketahuna has been completed.
10.12.4.2	This identified 24 properties with non-compliant down pipes and 15 gully traps going into the town’s sewer reticulation.
10.12.4.3	Follow up contact is occurring with the property owners to ensure they understand the necessity to remove the problems from the reticulation.
10.12.5	Eketahuna Waste-water Network Earthquake Damage
10.12.5.1	The Council’s insurers have accepted liability under the insurance policy for the damage to the piped waste-water network in Eketahuna.
10.12.5.2	The insurers will contribute 40% of the total replacement cost with central government contributing 60% of the claim, less the deductible portions of $250,000 for insurance and $339,000 for central government.
10.12.5.3	The deductible amounts will be funded from the Council’s depreciation reserves.
10.12.6	MCDEM Capability Assessment
10.12.6.1	The District Resilience Manager will be working on ensuring that the Council’s capability is prepared with regard to its reduction, readiness, response and recovery before, during and after a Civil Defence event.
10.12.6.2	This process is part of the audit being undertaken by the Ministry of Civil Defence and Emergency Management involving each Council within the Group.
10.12.6.3	It will include a review of the Civil Defence Plan to rewrite that document as appropriate to ensure the contents are current and relevant for this purpose.
10.12.7	*That the report from the Chief Executive dated 23 July 2014 concerning an update on key projects and items of interest to the Council (as circulated) be received.* Crs Roberts/Hull Carried

11. Correspondence

11.1

Nil

12. Portfolio Reports

12.1	One Plan
12.1.1	Cr Collis reported that the Mangapapa continues to roll out with plans taking longer than expected.
12.1.2	There are three consents fully complete and another thirty-five in the process between the Mangapapa and the Mangatainoka catchment.
12.1.3	Cr Collis has had several meetings this month with regard to consents and conditions.
12.2	Local Government New Zealand Conference
12.2.1	Cr Collis tabled a written report on the Local Government New Zealand conference held in Nelson, and she thanked the Council for the opportunity to attend this inspirational event.
12.2.2	The theme of the conference was Powering Local Economies and Building Vibrant Communities, and this is a subject vital to all regions and very much of priority and relevance to the Tararua district.
12.2.3	All of the presentations are available from the Local Government New Zealand website.
12.2.4	Cr Collis referred to the announcement made by Craig Nash that the Horizons Regional Council Chair Bruce Gordon and seven territorial authority Mayors are investing in a complementary “Central NZ Agribusiness Strategy”, taking central government’s lead and aiming to double exports in this region from $1.9 billion to $3.86 billion by 2025.
12.2.5	Craig Nash of Spearhead Manawatu is the group spokesperson, and he commented that bringing industry expertise with local and central government is essential, but the work cannot simply stop with the study’s completion.
12.2.6	It is exciting for Tararua to be part of this study, and the potential results possible through the opportunities identified to grow the Tararua economy.
12.3	Community Relations
12.3.1	Cr Hull spoke on the Annual General Meeting of the Pahiatua Community Services Trust, and their focus on delivering social services in the southern area of the district.
12.3.2	Cr Hull also referred to the enthusiasm within the Pahiatua community to take the proposed town branding forward for future development and implementation.
12.4	Meetings
12.4.1	Cr Isaacson reported that through her appointments/portfolios she had attended the following meetings: · Community Boards Workshop held in Wanganui. · Arts Council Tararua Creative New Zealand Assessment Committee to allocate an additional funding applications round. · Tararua Youth Offending Team including discussions with Gavin Smith. · Innovations Awards semi-final evening at Massey University.
12.5	Central Energy Trust
12.5.1	The Mayor attended the Annual General Meeting of the Central Energy Trust, and he noted that this provides a possible source to obtain grants funding for supporting energy related applications of benefit to the community in the southern area of the district.

13. Mayoral Matters

13.1

Nil

14. Items not on the Agenda

14.1

Nil

15.

Public Excluded Item of Business

15.1

That the public be excluded from the following parts of the proceedings of this meeting, namely:

Resource Management Act Mahi

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.

*General subject matter to be considered*	*Reason for passing this resolution in relation to each matter*	*Ground(s) under Section 48(1) for the passing of this resolution*
*Resource Management Act Mahi*	*To protect commercial and industrial negotiations*	*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)(i) The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

Crs Hull/Isaacson Carried

15.3	*That open meeting be resumed.* Crs Crispin/Hull Carried

15.4

That the following decision taken with the public excluded be confirmed in open meeting.

Item 15.2 – Resource Management Act Mahi

That the Council appoints Cr Davidson (as representative for Resource Management Act impacts and a water and wastewater portfolio holder), Cr Roberts (roading portfolio holder), and Cr Collis (economic development portfolio holder), with the Mayor as ex-officio, to work with Rangitane and Ngati Kahungunu Iwi on preparing new Memorandums for consideration by the Council as part of the Draft Long Term Plan process.

Crs Hull/Crispin Carried

There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 2.35 pm.

____________________________

Mayor

Dannevirke Community Board

Minutes of a meeting of the Dannevirke Community Board held in the Council Chamber, 26 Gordon Street, Dannevirke on Monday 4 August 2014 commencing at 3.00 pm.

1. Present

Board Members R A Dresser (Chairperson), W R Macdonald (Deputy Chairperson), E J Christison and T J Delaney.

In Attendance

Mr R Taylor – Governance Manager

Mrs L Simpkin – Economic Development and Communications Manager

(for item 4)

2. Apologies

2.1	*That an apology be sustained from Cr C J Isaacson for non-attendance at the meeting.* *Macdonald/Delaney Carried*

3. Public Forum

3.1

Nil

4.	Economic Development
4.1	The Economic Development and Communications Manager spoke on the videos produced to promote the district, and she showed as an example the people focused video regarding living here, community facilities and education presented by Sandy King.
4.2	All of the district promotional videos can be downloaded from the Council’s website, and there is a range of topics available for viewing.
4.3	The Economic Development and Communications Manager then gave a visual presentation on the background to the Council’s strategies for Economic Development and Communications, including reference to the following matters: · Objectives of the activity · District marketing strategy · Achievements · Risks and challenges · Marketing and promotions · Communication · Direction for the future
4.4	Each board member received a copy of the Economic Development Plan setting out the long-term growth goals to 2018 that will create a stronger district economy.
4.5	The Economic Development and Communications Manager was thanked for her presentation, and the Marketing and Communications Assistant’s work was acknowledged in creating the posters and programmes for the commemorative activities relating to the centenary of the First World War.

5. Notification of Items Not on the Agenda

5.1

Nil

6. Personal Matters

6.1

Nil

7. Confirmation of Minutes

7.1	*That the minutes of the Dannevirke Community Board meeting held on 8 July 2014 (as circulated) be confirmed as a true and accurate record of the meeting.* Delaney/Macdonald Carried

8. Matters Arising from the Minutes

8.1	Cycle/Walkway – Smith/Cole Streets and Adelaide Road (Item 7.1)
8.1.1	Board Member Christison reported that a presentation regarding this project was made to the Dannevirke Rotary Club, and they have agreed to provide their support and act as the umbrella organisation for the fundraising.
8.1.2	A project subcommittee was established comprising representatives from Walking Tall Incorporated, the Dannevirke Sports Club, and the Lions and Rotary Clubs.
8.1.3	The Smith Street section to town is the starting point for work during a weekend, with its completion date by the end of August.
8.1.4	Consultation has been undertaken with residents in these areas to outline the plans for the cycle/walkway, and this process is still to be finished on Adelaide Road.
8.1.5	Assistance from periodic detention workers has been arranged through the Department of Corrections.
8.2	Commemoration of the Centenary of the First World War – WW100 (Item 7.2)
8.2.1	Thanks were conveyed to the Deputy Chairperson and his wife Gloria for arranging the very successful First World War commemorative community concert held in the Town Hall yesterday.
8.2.2	The static display provided by the Dannevirke Gallery of History for the concert has been moved, and it can now be viewed at the Dannevirke Information Centre.
8.2.3	The Returned and Services Association will host the official community ceremony at the cenotaph tomorrow, and the Field of Remembrance Commemoration crosses have been completed and installed.
8.2.4	*That the proceeds of $442.30 received from the First World War commemorative community concert be donated to the Returned and Services Association.* *Macdonald/Christison Carried*
8.2.5	*That the incidental costs attributable to organising the First World War commemorative community concert be paid from the Board’s discretionary funds.* Delaney/Christison Carried
8.3	Covered Bus Stop Shelter (Item 9.2)
8.3.1	Board Member Delaney reported that Goldpine has offered labour and materials to undertake this project.
8.3.2	The proposal is to provide either one or two shelter buildings constructed of pipe and steel, to be erected pending obtaining the appropriate consents required.
8.4	Rural Community Transport Trust (Item 9.3)
8.4.1	Approximately 100 people attended the presentation made to the Dannevirke Probus Club, and all of the 82 surveys completed and returned indicated a positive response supporting the establishment of the proposed service.
8.4.2	The group formed to coordinate this project will be meeting again on 13 August 2014 to consider their intentions to progress this initiative.
8.5	Wackrow Memorial Youth Award (Item 11)
8.5.1	The Chairperson advised that the award judging panel representatives have been arranged.
8.5.2	Kelvin and Nina Wackrow were contacted, and they are not intending to travel to Dannevirke for this year’s award presentation function.

9. Tararua District Council Report

9.1	*That the report of the Tararua District Council meeting held on 30 July 2014 (as tabled) be received.* *Christison/Macdonald Carried*
9.2	Management of the Dannevirke Camping Ground
9.2.1	The Board noted the Council’s decision concerning the sale of the Dannevirke Camping Ground George Street house and sections, and progress made to upgrade this facility through implementing the options determined at the meeting held on 31 July 2013.
9.3	Administration of Dog Control Policy and Practices
9.3.1	Board Member Delaney commended the Council on its delivery of Dog Control policy and practices, and the reasonable structure of the dog registration fees applied to fund this activity.

10. Reports from Board Representatives Appointed to Organisations and Assigned Responsibilities

10.1	Dannevirke Chamber of Commerce
10.1.1	Board Member Christison will be attending the Annual General Meeting of the Dannevirke Chamber of Commerce to be held next Monday.
10.2	Dannevirke Brass Band
10.2.1	Board Member Delaney will be attending the Annual General Meeting of the Dannevirke Brass Band to be held this Thursday.

11.	Correspondence
11.1	*That the correspondence as listed be received.* (a) Janine Withey 8 July 2014 Re: Fundraising event for the Levi Asken Trust Fund (b) Andy Edwards, Walking Tall Incorporated 25 July 2014 Re: Request for financial assistance to support a community needs fundraising event Delaney/Dresser Carried
11.2	Levi Asken Trust Fund
11.2.1	That the sum of $24.00 be granted from the Board’s discretionary funds to pay the cost of hiring the Dannevirke Sports Centre Main Hall for the community fundraising event arranged to support accident victim Levi Asken. Dresser/Christison Carried
11.3	Walking Tall Incorporated
11.3.1	That the Board grants Walking Tall Incorporated financial assistance of up to $329.50 from its discretionary funds towards the cost of hiring the Dannevirke Town Hall for their DanneVegas Fight Night community needs fundraising event held on 11 October 2014. Christison/Delaney Carried
11.3.2	It was noted that in the future it would be helpful for board members to receive a balance sheet to support such funding applications.

12. Chairman’s Remarks

12.1

Nil

13. Items not on the Agenda

13.1	Glass Recycling
13.1.1	In response to a question from Board Member Christison regarding the stockpiling of glass at the Eketahuna landfill the Governance Manager advised that glass is very expensive to dispose of, and its possible uses and potential markets need to acknowledge this consideration.
13.1.2	Due to that situation the Council continues to look at ways to offset these costs while still encouraging residents to recover and recycle. The disposal of glass remains a national challenge with limited inexpensive solutions currently available.
13.1.3	While the community supports the provision of recycling facilities including glass the Council is mindful of maintaining a service that remains viable and it is cost effective.
13.1.4	The Council will be reviewing the level of service for this activity and the associated funding required to provide the appropriate facilities through the 2015 Draft Long Term Plan process.

There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 4.33 pm.

____________________________

Chairperson

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 1 August 2014 commencing at 10.11 am.

1. Present

Board Members C C Death (Chairperson), D F Eagle (Deputy Chairperson), T J Hull, S E Shannon and Cr W H Davidson (Council appointed Community Board member).

In Attendance

Cr T H Collis – South Ward District Councillor

Mr R Taylor – Governance Manager

Mrs K Dever-Tod – Manager Assets Group (for item 3)

Mrs M Taylor – Community Assets Contracts Supervisor (for item 3)

2. Apologies

2.1

Nil

3.	Upgrading of Public Conveniences and Playground Renovations (Brought forward on the agenda)
3.1	The Manager Assets Group and the Community Assets Contracts Supervisor invited board members to convey their views on the planning of the playground renovations and the upgrading of the public conveniences in Eketahuna.
3.2	Both of these projects are included in the capital works programme for this financial year, with the following budgets provided: Playground renovations - $50,000 Public conveniences upgrade - $53,000
3.3	There was discussion on each of these projects, including reference to the following matters: Playground Renovations · Consider how the proposed skateboard park fits in with the playground and the equipment situated at that facility. · Identify the purpose of the playground and the future intentions for the area as a place that attracts visitors. · Determine the scope to involve Eketahuna police officer Donna Olliver in this project given the fundraising she has undertaken for the proposed skateboard park and her work with local youth. · Take into account the opportunities available for the area to focus on youth, noting its closeness to the swimming pool. · Indicate preferences for surfaces, moving of the entrance and provide protected areas from the sun in summer. Public Conveniences Upgrade · Consider the design of the existing facilities as they are large with open ceilings. This results in them becoming a place where youth gather, vandalism and graffiti occurs, and public safety risks increase. · Indicate preferences for their internal redesign to rectify this situation, making them easy to clean, maintain and attractive to visitors stopping in the town. Improvements could include a tile floor, new lining and hand basins. · Identify local features to be retained such as the corgi paintings on the exterior, and consider the possibility of speakers playing music from Radio Eketahuna. · Look at possible changes to the exterior through installing windows and providing a new ceiling to enhance the design standards in conjunction with the interior improvements. · Decide whether the facilities continue to be open on a 24-hour daily basis.
3.4	The Community Assets Contracts Supervisor was requested to prepare some indicative estimates of costs for these projects based on options to consider possible concept plans.
3.5	This information will then be presented to the Board, if possible at the next meeting, to progress the development of the projects.
3.6	It was also noted that the Eketahuna Camping Ground could be made more attractive through further cabins being available, and this is a project that the Board may request the Council to include in the forthcoming Draft Long Term Plan.

4. Personal Matters

4.1	The Board acknowledges the success of the Eketahuna Rugby Football Club in winning the senior competition, with this great outcome being the fourth time they have achieved that tremendous result.
4.2	The Board notes the accomplishment of Matty Hull on winning top honours in the carpentry category of the Worldskills contest held at Hamilton.

5. Notification of Items Not on the Agenda

5.1

Nil

6. Confirmation of Minutes

6.1	*That the minutes of the Eketahuna Community Board meeting held on 4 July 2014 (as circulated) be confirmed as a true and accurate record of the meeting.* Davidson/Shannon Carried

7. Matters Arising from the Minutes

7.1	Welcome to New Residents Event (Item 6.1)
7.1.1	The welcome to new residents afternoon tea went well, with about thirty people attending this event.
7.1.2	It was suggested that in the future the welcome packs provided at such events are personalised to Eketahuna through including some form of local voucher.
7.2	State of the Environment Report (Item 9.3)
7.2.1	It was noted that the consents questioned at the previous meeting are historic and therefore no longer relevant, as at the time of these applications they were not considered to be prohibited activities.
7.2.2	There was agreement that this point should clearly be emphasised when presenting such information to ensure the details are not misleading, and result in the report conveying the wrong impression and conclusions.
7.3	Trustpower Tararua District Community Awards (Item 12)
7.3.1	The presentation of the Trustpower Tararua District Community Awards will be held on 24 September 2014 at 5.30 pm in the Pukaha Mount Bruce National Wildlife Centre.

8. Tararua District Council Report

8.1	*That the report of the Tararua District Council meeting held on 30 July 2014 (as tabled) be received.* Davidson/Eagle Carried

9. Reports from Board Representatives Appointed to Organisations and Assigned Responsibilities

9.1	Nireaha Reserve Board
9.1.1	Board Member Shannon gave a verbal report on the Annual General Meeting of the Nireaha Reserve Board, including reference to the following matters: · The Reserve Board is in a good financial position, and the committee is well supported and active. · Their comments regarding the Eketahuna town centre upgrade are “nothing needs to happen or be changed, improve the playground drainage, provide better footpaths, tidy the presentation of some buildings”. · The dumping of rubbish and waste material by contractors in the vicinity of the Sterling Domain is a problem. It has been requested that this mess is cleared up and the area fenced to rectify the situation, thereby restoring its appearance and suitability for picnics.
9.2	Eketahuna Civil Defence Response Group
9.2.1	The Chairperson reported that the annual get-together of the Eketahuna Civil Defence Response Group has been held, with there being some changes to the volunteers involved and matters for follow up were noted.
9.3	St John Ambulance Area Committee
9.3.1	The Deputy Chairperson spoke on the need for the St John Ambulance Area Committee to improve its communications, as they are very weak.
9.3.2	The lack of priority they give to their service in Eketahuna is a concern along with the level of community support available to provide cover in the town.
9.4	Shannon to Eketahuna Cycle Track Tararua Traverse Project Proposal
9.4.1	Cr Davidson reported that the next meeting of the group will be held on 21 August 2014, and they are working to progress the establishment of the project’s governance structure.
9.4.2	A day trip involving a small group has been arranged for 10 October 2014 to evaluate safety requirements.
9.5	Road Safety
9.5.1	In response to a request from Board Member Shannon the Chairperson agreed to raise at the next Road Safety Group meeting the need to increase the height restrictions advance warning signage on State Highway 2 within the vicinity of the overbridge.
9.5.2	This is a road safety issue as recently there was an incident involving a heavy vehicle experiencing difficulties in clearing that area, and previously problems have occurred with oversize loads travelling on this route.

10.	Correspondence
10.1	*That the correspondence as listed be received.* (a) Kerry and Loreen Cunningham Re: Eketahuna Camping Ground June report (b) Sport Tararua 11 July 2014 Re: Request for financial assistance to support the 2014 Tararua Sportsperson of the Year Awards Davidson/Eagle Carried
10.2	Eketahuna Camping Ground
10.2.1	Board Member Shannon will contact the managers of the Eketahuna Camping Ground to ascertain the potential demand and market for providing more cabins at this facility.
10.3	Tararua Sportsperson of the Year Awards
10.3.1	That the Board grants Sport Tararua the sum of $130.00 to hire the Eketahuna Community Centre and $207.00 to obtain the special licence for the Tararua Sportsperson of the Year Awards held on 17 October 2014. Davidson/Eagle Carried

11.	Alfredton Road Lime Footpath
11.1	The Alfredton Road footpath extension work has been undertaken through applying a lime surface, whereas concrete was supposed to be provided.
11.2	Lime is not suitable for this location due to its wetness and maintaining the mowed areas, and the Manager Engineering Services is requested to complete this project in accordance with the original concrete design.

12.	Eketahuna Town Centre Upgrade
12.1	Cr Davidson tabled a draft project plan setting out the strategic direction to coordinate the project, and this was discussed and amended as follows: · Add reference to cycle routes to the signage item. · Add the amounts of the funding budgets for the upgrading of public conveniences and playground renovations to each of these items. · Change the order of the branding item to appear after the part on process and before the signage heading. · Change the order of the Kiwi item to appear after the part on signage. · Alter the wording under the street lighting item to read “feature colonial style lighting”. · Add under the parking/pedestrian crossing heading an item to consider the location of the pedestrian crossing. · Alter the wording under the branding heading to read “use of the images from the community centre carving”.
12.2	Cr Davidson will revise the draft project plan to include these amendments, and circulate a copy to board members for their reference.
12.3	Dates are to be confirmed for the public meetings to consult the community on progressing the direction of the planning to identify the preferred concepts.
12.4	The following was agreed to be undertaken regarding the arrangements to prepare for these meetings: · Questionnaire for circulation – D F Eagle · Letter box drop / posters/ community newsletter to promote awareness and interest – S E Shannon/T J Hull

13. Chairman’s Remarks

13.1	Youth Blue Light Disco
13.1.1	Eketahuna police officer Donna Olliver is arranging a Youth Blue Light Disco event to be held on 5 September 2014.
13.2	Eketahuna Christmas Parade
13.2.1	The date of the Eketahuna Christmas parade has been determined, with this event to be held on 29 November 2014.
13.3	Tararua District Civic Honour
13.3.1	The Chairperson, Crs Collis and Davidson attended the presentation in Woodville to acknowledge the voluntary community service of Joyce McIntyre.
13.4	Resignation from the Position of the Board’s Deputy Chairperson
13.4.1	Board Member Eagle announced her decision to resign from the position of Deputy Chairperson effective from the conclusion of this meeting, but she will continue to serve as a member.
13.4.2	Board Member Eagle was requested to confirm her resignation from this role in writing, and an item will be placed on the agenda of the Board’s next meeting to elect a new Deputy Chairperson.

14. Items not on the Agenda

14.1

Nil

There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 12.42 pm.

____________________________

Chairperson

9.3 Pahiatua On Track
Attachment 1 POTI Minutes - 6 August 2014

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 6^th August 2014 commencing at 5.30pm.

1. Present

1.1 Committee Members: L Powick (Chair), P Wilson (Deputy Chair), Michelle Rankin (Secretary), G Collinson, Z Keall, T Abbot, Cheyanne Oosthuisen, B MacDougall

Members of the Public: Cr Tracey Collis, Ann Marie Bengston, Ralph Keall, Heidi Muller

2. Apologies

2.1 John Arends, K Windleborn, Shirley Hull

3. Notification of Items not on the Agenda

4. Eric Bodell – Radio Woodville: Louise has tried to make contact with Eric; we may see him at the next meeting.

5. Confirmation of Minutes

5.1 That the minutes of the Pahiatua On Track meeting held on 2^nd July 2014 be confirmed as a true and accurate record of the meeting.

Graeme/Tom Carried

6. Matters Arising

6.1 Polish Memorial: Brett is still waiting to hear if they are making the trip up to Pahiatua. He has been in discussions regarding ideas on what can be done in Pahiatua to acknowledge this historic event.

6.2 Curb Painting: Brett has spoken to the PD supervisor they had made plans to meet, but the supervisor from Masterton has not been able to show up. Brett has sent emails and has had no replies. The traffic management plan has been done through Higgins. Brett will come back with a decision on how to move forward by the next meeting.

7. Tararua District Council Report

7.1 Report from Shirley Hull presented with additional information from Tracey Collis.

That the Tararua District Council report be received.

Phil/Zelda Carried

8. Correspondence

8.1 Trustpower community awards

Central Energy Trust Annual General Meeting invite

Discretionary grant application from Pahiatua Golf Club Incorporated

Discretionary grant application from Gareth Cannon

Discretionary grant application from Luke Jones

Rates account for the youth centre

Account from Take Note

Keep NZ Beautiful subscription fees

Anonymous letter with ideas to be put forward for the branding read out by Louise Powick

That the inwards correspondence be received.

Tom/Graeme Carried

9. Financial Report

Louise Powick verbally reported on the financial reports. When John Arends returns he will complete the transfer of the Harvard funds from the POT account.

9.1 Accounts to be past for payment:

Paper Plus DVE $15.00

A Cunningham $50.00

Keep NZ Beautiful $57.50

Take Note $13.99

TDC $287.22

Sirocco $5000.00 – Harvard plane

That the financial reports be adopted and the accounts for payment be approved.

Phil/Louise Carried

10. Discretionary Grants

10.1 That the committee approves the application made by Luke Jones for assistance with his costs to represent New Zealand at the Junior World Squash Championships held in Namibia, and that the sum of $1000.00 be granted.

Louise/ Michelle Carried

10.2 That the committee approves the application made by Gareth Cannon for assistance towards his costs to represent New Zealand in mountain biking at the World Mountain Bike Championships held in Norway, and that the sum of $1000.00 be granted.

Phil/Michelle Carried

10.3 That the committee defer making a decision regarding the application received from the Pahiatua Golf Club. Louise Powick will ask them to come and present their case at the September meeting.

Louise/ Tom Carried

10.4 A grant application has been received from the Pahiatua Marae. Louise will ask them to attend the September meeting.

11. Portfolio Reports

11.1 Community Patrol

Phil gave us his update. There are 25 volunteers and they are currently looking at putting together a formal portfolio to circulate.

11.2 CCTV

Zelda Keall visited the police station to see how the CCTV cameras are working. She was very impressed. The CCTV committee are ready to sign this over to the Council to take over the maintenance.

11.3 Youth

It is Cheyanne’s last meeting with us tonight before she leaves for her OE in Britain. Tom will continue with building up this portfolio.

11.4 Cycleway

Brett has been asked if he would liaise with Gerry Parker regarding developing the bridge to the brewery cycleway.

11.5 Bins for Butts

Zelda has received the free bins from Keep NZ Beautiful to be put up around town. The Council have 11 bins to be put up and Zelda has been speaking with business owners to get an idea on where the best places are to put these bins.

11.6 Keep NZ Beautiful Week

Zelda has made contact with Fonterra, Pahiatua School and the Scouts and they are happy to work with us to pick up rubbish. The Girl Guides will be asked again if they will deliver the pamphlets in letterboxes. St Anthony’s and Hillcrest Schools will be contacted. We have set the date for picking up rubbish to be held on Sunday 14^th September at 1.00pm from the Pahiatua Service Centre/Chamber. If it is raining then we will try again on Sunday 21^st September.

12. Christmas Decorations

Zelda and Louise bought Christmas light options to the meeting from a company called Flexilight NZ. There will be 13 new lights purchased for Main Street. A decision has to be made quickly as quantities are selling fast. Maintenance of some of the existing light poles will be required prior to hanging the lights.

That Louise proceeds to order 13 Christmas lights at a total cost of $6745 plus GST.

Phil/ Brett Carried

13. Pahiatua Press Play

Louise spoke about the community meeting on the proposed branding for Pahiatua. The video seems to have been well received. Louise has spoken to Pahiatua School and she is next speaking at St Anthony’s and at Probus. At the same time they are looking at finalising a logo design and looking at three town signs. Louise will come to the next meeting with confirmed figures.

14. Annual General Meeting

The date is set for 1^st October 2014, and the Annual General Meeting will be held before the monthly meeting. Louise is to circulate nomination forms to the committee and arrange advertising in the local newspaper.

15. The committee congratulates and acknowledges the achievement of Sue Hobson on being appointed by the International FEI Dressage Committee as a mentor to the international judges.

The meeting closed at 7.30pm.

__________________________________

Chairperson

Report

Date	:	20 August 2014
To	:	Mayor and Councillors Tararua District Council
From	:	Blair King Chief Executive
Subject	:	Staff Report
Item No	:	10.9

1. Reason for the Report

This report is to update Councillors on key projects and items of interest for the period from 23 July 2014 to 20 August 2014.

Key Points

2. Corridor Network Maintenance Agreement

A report is in this month’s Public Excluded agenda outlining the result of the negotiation with the highest scoring tenderer. As we have an agreement that would comply with New Zealand Transport Agency rules, this new alliance covering maintenance and roading renewals fence-fence is recommended for approval to enable a start date of 1 October 2014.

3. NZTA Audit 12-15 August 2014

During the week, 12-15 August 2014 NZTA conducted a Technical Audit of TDC procedures and claims for the financial years 2010-2014.

Draft findings from the report indicate they are comfortable with the management and procedures for procuring contracts.

One area that they have highlighted of concern has been the financial controls /programme used to develop the NZTA claims. They have found the current financial programme very difficult to check against accuracy. In particular, they have noted the high number of Work Orders that are used to develop the General Ledger code. They have also commented upon current duplication of entries and the process for coding expenditure into the General Ledger.

We have discussed with NZTA the proposed Alliance Contract, as well as looking at procedures for entering data into the General Ledger and that it needs to be kept simple and easy to understand for all parties. The current financial system is considered overly complex, so it is intended to align our roading cost management with the Wanganui Alliance model, when the proposed new contract starts.

4. Sealing of Documents

The Mayor and the Chief Executive signed on behalf of the Council under its Common Seal the following documents:

· Memorandum of lease – Newman Domain

· Memorandum of lease – Kaiparoro Road

· Memorandum of lease – River Road, Hopelands

· Memorandum of lease – BP Oil, Dannevirke Aerodrome

Activity Reports

Roading

5. Contracts Let or Major Variations

No major contracts have been let this month.

6. Road Maintenance Contract

Network Condition	With the wetter months, the network condition is average, with minor potholing of unsealed roads and areas of pavement on sealed roads which were not sealed in the Pavement Rehabilitation areas.
Unsealed Pavements	Grading and maintenance metalling has continued with 511km of roads graded and 3025 m³of maintenance metal placed. When conditions have permitted, work has also continued on the heavy metal overlay of Glenora Road.
Sealed Pavements	Work has continued on sealed roads with pothole repairs and other minor maintenance activities. Sections of roads on R52 and Pahiatua-Pongaroa Road have had pavement surfaces repaired following the earthquake damage from February 2014.
Drainage	Drainage work undertaken has been the removal of high lip and a culvert installation on Mangatainoka Street East.
Vegetation Control	Heavy vegetation cutting has continued throughout the district to remove overhanging vegetation and improve sight around corners
Emergency Works	Pavement repairs have continued with roads that suffered damage following the February 2014 earthquake, along with cribwalls and retaining walls being constructed.
Financial	As this is the start of the new financial year, we have no budget concerns. NZTA Auditors have spent the last 3 days with Engineering Services auditing accounts from 2010 to 2014.
Contractor Performance	Infracon is continuing to undertake maintenance operations. However staff are noting comments /concerns from staff about the future as well as fielding negative comments. Work being undertaken is slightly higher value than previous with approximately $485,000 worth of work completed for July 2014.

7. Pavement Rehabilitation Contracts

Engineer Technician: Anthony Mason has provided content for this report.

Progress at 15 July 2014

No further work has been completed during July for Contracts 07/10 & 06/10 (2013/14 Pavement Rehabilitation – North and South)

8. Bridges

Design Manager: Tom Dodd has provided content for this report.

Structural Painting

Rustproof Coatings are continuing work on the 2014 to 2015 programme. Bridge P-058 on Gorge Road at the Manawatu Gorge end is close to completion. Bridge A-010 on Waihi Falls Road will also be Goldseal treated now.

Topside painting.

Cleaning and repainting of the road aspect of about 50 bridges has begun. Work will focus on southern area bridges initially.

Bridge renewals .

Morris and Bailey are continuing works for N-015 Rakaiatai Road

Bridge E-107 on Mangaroa Road Rp 3630

Risk of flooding has delayed this project which will be carried out in November December. The bridge will be replaced with a twin culvert and Mangaroa Road straightened.

9. Heavy Vegetation Contract

Hopkins Roadside Trimming has completed 193km of heavy vegetation cutting in predominately the southern region.

10. Chemical Vegetation Control

No change from previous report.

11. Street Cleaning Contract

Routine street cleaning has continued with no major concerns.

12. Urban Mowing

Due to the wet conditions, minimal Urban Mowing has been undertaken to prevent damage to roadside berms.

13. Pavement Remarking

No change from previous report.

14. Emergency Events

Design Technician: Anthony Mason has provided content for this report

Infracon is currently finishing off rip and remake repairs caused by the February earthquake. There is approximately $75,000 worth of repairs remaining.

We are currently awaiting approval for further emergency works. The sites are currently fenced off and signed until the application is approved.

Bartons Line

Figure 1: Bartons Line dropout at 5620m

A 30m tieback wall is scheduled for repair. The dropout has progressed further towards the centre of the road since the photo was taken, which has reduced it to one lane.

Figure 2: Bartons Line dropout at 5620m

15. Saddle Road Upgrade

Design Engineer: Josh Webster has provided content for this report

Saddle Road Upgrade - C04/13

July 2014.

Work on the pavement rehabilitation sites has continued to progress well with most of the shoulder and drainage work now complete. Existing road drains have been cleaned and where the existing road width is narrow, they have been lined with perforated pipe and drainage stone and then capped with 100-200mm gabion rock to support the shoulder. The gabion rock will also stop water scouring out over time the invert of the road drain.

Work on site 7 is about to start again. Stringfellows are hoping to finish the cutting at the bottom end of the site so that kerb and channel preparation can begin. They will also start to lay the pavement where the cut/fill areas are at subgrade levels.

Vegetation that was recently cleared from the site has been mulched and will be used to cover the fill batters to stop erosion as part of the Horizons consent.

Over the coming weeks if the weather starts to improve, earthworks will begin on site 6 (Gas Gate) and site 1 (Ag Research).

Assets Group

16. General

16.1 Good progress is now being made on the review of maintenance contracts. This is a time consuming process, however the recent savings within the refuse collection contract, with no change in level of service to residents, reiterates the importance of reviewing contract documentation and procurement methodology.

The Woodville, Eketahuna and Pahiatua town centre maintenance contracts are nearing completion and will be tendered in September.

The asset data system replacement project is about to begin. This will see data on our community assets, which has previously been largely held in excel spreadsheets, transferred into a new data system. This system will enable enhanced decision making through renewals forecasting and integration with other Council work programmes. Once fully up and running, the system will allow us to capture data electronically in the field and display data within a mapping environment. We will also be able to link CRM’s to assets, allowing us to review asset performance. This is phase one of the project, with phase two being the transfer of data on the three waters into the data system. The new data system will be managed through the Alliance.

17. Solid Waste

17.1 Pahiatua Recycling Centre

Council’s insurers are still calculating the value of the claim. Council officers will be meeting with Vaughan Hales (Solid Waste Services Ltd) to discuss temporary options at the site as it may be some time before a replacement centre is built and functioning.

17.2 Kerbside Refuse Collection

Four tenders were received for the Dannevirke refuse collection contract, and three for the Southern Contract. The lowest conforming tender was submitted by EnviroWaste Services (trading as Budget Waste) and both contracts have been awarded to them. The new contracts commence on 1 October 2014. The change in contractor will be communicated to residents through the Bush Telegraph.

17.3 Solid Waste Education

We are in the process of renewing a contract with Zero Waste Education to deliver education programmes to our district primary and pre-schools. This contractor delivers education on waste, refuse and recycling. They also deliver a water conservation topic that is delivered to year 7 & 8 students.

We are also having discussions with Horizons about their Enviroschools programme and will be signing a contract in the near future for them to carry on delivering this programme. There are currently three district schools already in the programme, these being Ballance, Country Kids ECE of Norsewood and the Dannevirke High School.

Council’s Waste Services Contracts Supervisor recently met with the principal of Dannevirke High School to discuss what can be done in the school to deliver waste education and water conservation and will be doing the same with Tararua College.

17.4 E-Waste

We are currently working with local contractors to arrange delivery of the large stockpile of E-Waste from both our Dannevirke and Pahiatua transfer stations to Remarkit in Wellington. Once this is cleared, we will reassess what we will do with E-Waste going forward.

17.5 Landfills

The annual landfill joint inspections with Horizons have just been completed. Pongaroa landfill was considered to be managed in compliance with the required standards. However, leachate ponding was noted at the Eketahuna site. The operator has suspected a blockage in the leachate pipe system for some months now and has been monitoring the drainage of leachate. The actual location of the issue has been difficult to pinpoint due to inaccessible pipework. As ponding was visible when the site was inspected, we have taken immediate steps to divert waste from the Pahiatua transfer station into Waipukurau. Officers have also reinforced to the contractor the requirement to ensure daily coverage of waste regardless of weather.

Utilities

18. Water

18.1 Pahiatua Bore

Voss Infrastructure Consulting Limited has been engaged for pumping tests and analyses to support the bore consent application. Whilst the well construction and geological situation are similar to the current bore, testing is required to assess the impacts of an additional bore on the underlying aquifer.

18.2 District

District pipe reticulation flushing has been taking place.

18.3 Renewals

Gordon Street Woodville water main has been replaced. Work has started on the water main renewal in Victor Street Dannevirke. Work will start on Wakeman Street water main shortly.

19. Resource Consents

19.1 Pahiatua & Woodville

There will be a meeting on site this week with Rangitane regarding cultural assessments. Once completed, the Woodville consent application can be progressed.

20. Wastewater

20.1 Mfe Projects

Woodville and Pahiatua

Work is continuing at both plants with ground work etc for screen, clarifiers and pipe work. New aerators are being positioned in the appropriate places on the pond.

Pahiatua

Woodville

Dannevirke

Continuation of desludging No.3 pond. We have now broken the back of it and will hopefully complete the ground work by the end of the month. We are working through land irrigation process with soil mapping and pump and pipe sizes etc. We have a contractor working on the laying of ducting and wiring on No.1 & 2 ponds for the new aerators.

20.2 Earthquake Damage

Eketahuna

Pipe relining in Macara Street, Olsen and Carter Streets has been completed. Two manholes are being rehabilitated. Work is to continue on earthquake damaged pipes as soon as possible. There are several manholes that have been identified within the reticulation that need attention with rehaunching.

20.3 Infiltration

We have sent out letters to property owners and have received some feedback on what repairs are needed to remedy their property problems.

21. General

Capitalisation of all assets is nearing completion for the last financial year. This has been a very lengthy process.

Property

22. Housing for the Elderly

22.1 Occupancy

85 flats are presently occupied; there are seven vacant flats, which are:

Hovding Court, Dannevirke	3 flats vacant	1, 2, 177 days
Ruahine Flats, Woodville	1 flat vacant	964 days
Kowhai Place, Pahiatua	3 flats vacant	208, 275, 292 days

22.2 Flat Inspections

Eketahuna, Pahiatua and Woodville complexes have been visited and overall the flats are in a very good condition.

The Ruahine complex is in need of some exterior repairs. Ruahine is tenanted by men and they are very happy with the older units and none of them wanted any redecoration.

22.3 Ballarat Court

The double glazing of all nine units has now been completed. The windows for flats 13-15 Aften Court and 1-3/21 Swinburn Street have been ordered.

22.4 Ride-on Scooter Sheds

The first scooter shed has been designed and built. The design will be tweaked to fit every size of scooter. These are wooden and come complete with a ramp. They are light-weight enough that they can be moved by trailer to any complex and reutilised. We are currently awaiting feed back from residents on the design and then a further six sheds will be built and distributed to the units where required.

23. Camping Grounds

23.1 Bookings

Bookings for the District camping grounds in July 2014 were:

Dannevirke	46
Eketahuna	129
Pahiatua	129

23.2 Dannevirke Camping Ground

The subdivision of the existing camping ground house and rear section is underway.

The AA Traveller website is setting up a site for the camping ground to promote the upgrade of the facilities that are available.

24. Parks and Reserves

24.1 Dannevirke Lower Domain

The gum trees to the right of the road leading to the Lower Domain have been removed. The removal of the gums was an action identified in the Domain Reserve Management Plan that has been brought forward due to the extensive tree damage, which occurred during recent storms. There is still some remedial work to be undertaken before the replanting will begin. This has let a lot more light into the road leading to the lower domain and makes it easier for larger camper vans to access the camping ground.

Economic Development, Marketing and Communications

Economic Development

25. Business Support

We have provided the following businesses with support:

· Pahiatua
One existing retail business approached us for help to grow the business – visit arranged and we will assist with a planning tool.

· Norsewood
One proposed new business - provided support and information, together with our Building and Planning Teams to help them assess viability of their ideas and they are now busy preparing their plans.

· Dannevirke

o Linked up three recently established new businesses - all home based with good synergies to assist each other to grow.

o Introduced a property owner of a vacant shop and a home-based craftsman to look at options for creating a retail shop on the High Street.

o One new concept referred to the Bio Commerce Centre for support – meeting arranged.

· Woodville

One new enquiry and together with the Planning Team provided some initial guidance so they can assess viability of their proposal.

· Oringi
We were pleased to welcome to our office the Japanese company considering operating from the site during their recent visit to New Zealand. We are continuing to be the central point of contact for this company - liaising with the Cold Store Manager, our Planning and Assets Teams, as well as WINZ and now the Ministry for Primary Industries (MPI).

26. Minister of Commerce

We met with the Minister of Commerce Craig Foss, Alastair Scott and Suresh Patel to discuss Tararua District economic initiatives. We discussed the Economic Development Plan 2013-2018 with particular emphasis on the enabling and facilitating role that the Council is offering to local businesses. Mr Foss recommended that we support local initiatives to expand their market share and that we work with the local exporting companies to assist other organisations to connect to export industries. The GO! Project was also discussed in some length and received good recognition.

27. Work and Income

We initiated a meeting with their Regional Manager, WINZ to discuss support for businesses recruiting in multi-employment situations, so that we can understand the support available and assist companies looking to set up and recruit staff in our district.

28. Regional Development

Our district will form part of the Manawatu-Whanganui regional growth study, whereby seven district councils will be working together to focus on doubling agribusiness exports from the region by 2025, which will potentially take the value of primary sector exports from $1.9 billion to $3.8 billion.

“ There is a huge opportunity to grow our economy, understand our markets and further develop our agribusiness sector by utilising a regional approach across all districts in the Horizons region. Leaders across the region are looking to develop a comprehensive agribusiness strategy focused on understanding markets, maximizing value from our land, distribution infrastructure and investment” Craig Nash, Spearhead Manawatu

29. Census Data

Provided information to the Dannevirke Revival Sub-Committee about the range and quality of statistics we are engaging, as an example of the online tools being made available to assist businesses in our district make informed and planned market-based decisions.

30. Dannevirke Chamber of Commerce

· Dannevirke Revival Sub-Committee

We have been working on the strategies outlined at the first two meetings.

A database of all building owners and all business owners in Dannevirke CBD has been established and further actions have been agreed amongst the group to further improve the detail of the core data we have on our High Street and develop our strategy.

Next meeting arranged for Monday 1 September.

· AGM

We attended the meeting on Monday 11 August and Lianne Simpkin was re-nominated on the Committee as our Council representative. Suresh Patel acknowledged and thanked Lianne for her support over the past year.

31. GO! Project

We will nominate the project for the 2014 Mitre 10 Community of the Year Award (part of the New Zealander of the Year Awards).

An orchardist from Norsewood very proudly brought in some early season Apollo Feijoas successfully growing in our district in August. This proves that Feijoa has a much greater capability than we had estimated.

32. Bio Commerce Centre (BCC): Innovate

Along with the Mayor and some of our Councillors, we will be attending the final of the Innovate 2014 competition on Thursday 28 August. Graeme and Alison Franklin from Pahiatua are finalists for their DTexH2o, an in-line electronic probe that is easily installed into the milk line of a working cowshed and is programmed to detect the difference between milk and water and could save dairy farmers thousands of dollars a year.

Due to time constraints, the second phase of the Innovate Awards - Innovate U - will be hosted in Tararua in October.

Marketing

33. Business Attraction

To attract business and encourage the formation of new businesses, on behalf of Council we are currently supporting a number of actions:

A memorandum to lease part of a building in Dannevirke has been signed to ramp up our capacity to support businesses including start-ups, business incubation, linking businesses one-on-one support, and research and development. This project was set out in the Economic development plan and is being funded from existing budgets.

· We have authorised and had installed a WIFI connection for Betacraft in Pahiatua

· We are jointly installing fibre optics to lower Norsewood with NZ Natural Clothing and the Kiwi Sock Company. This will also provide the opportunity for a Council CCTV camera and water telemetry connection.

34. Construction of first Te Apiti Mountain Bike Track

The latest exciting development of a Mountain Bike Track in Te Apiti - Manawatu Gorge is well underway. Suitable for riders of intermediate skill level, the track will be dual use, accommodating walkers as well as mountain bikers. It will be located at the eastern end of the Gorge, and will travel through tawa-dominated podocarp forest from Hall Block Road to emerge near the Bridge Cafe.

The construction of the track is the result of a partnership arrangement between the Department of Conservation, the Manawatu Mountain Bike Club (MMBC) and the Manawatu Gorge Biodiversity Group.

The Group, which includes representatives from Horizons Regional Council, Department of Conservation, Tararua District Council, Palmerston North City Council, Destination Manawatu, New Zealand Transport Agency, KiwiRail and local Iwi, works to preserve, sustain and enhance the biodiversity, scenic and recreational values of the Gorge.

The Group and their partners have recognised significant possibilities for a variety of mountain bike trails in Te Apiti.

It is expected that the track will be completed in time for the proposed opening in September.

The Council’s Marketing Team has been working with Dave Robinson, Engineering Services on extending the ‘turn-around’ areas on Hall Block Road and on the safety signage required around this new activity.

Manahi Paewai, Rangitane , has suggested the name ‘Te Ara ō Mahurangi’ for the new mountain bike track. The name is based around a korero of the ancestor Tara (not Whatonga’s son but an earlier one) and his journey through that area of the Gorge with a dog. When the dog barked while passing through the eastern entry to the Gorge the area became known as ‘Te Waha ō te Kuri- The Mouth of the Dog’. The dog’s name was Mahurangi, hence Manahi’s suggestion ‘Te Ara ō Mahurangi- The path (or track) of Mahurangi’.

Rangitāne ō Manawatū and the Manawatu Mountain Bike Club have both expressed their approval for the name. The fact that the name is supported by all key Iwi groups and the MMBC is positive. The name is very suitable for the track and with an interpretation sign (giving the history behind the name) will add great cultural value to the project.

35. Tracks and Trails

We have engaged with Ernie Christison along side a group of PD workers to tidy up the Upper Wahipai Reserve at the northern entrance to Dannevirke.

We are also working on the design of new signage to highlight the reserve and its functions.

36. 2014 Trustpower Tararua District Community Awards

The organisation for the 2014 Trustpower Awards is well underway – nominations have now closed and information forms are due Friday 15 August. The awards are being held at Pukaha Mount Bruce Wildlife Centre this year. We will be sponsoring a bus for nominees/nominators to attend.

After a total of 57 nominations, there are 49 community groups/organisations from all corners of the district who have been nominated to receive an award. (Note: In order to be eligible, community groups/organisations must submit their information forms).

37. Town Branding - Eketahuna

We are continuing to provide support for the Eketahuna Town Centre Upgrade coordinated by the Eketahuna Community Board.

Our marketing team is currently assisting with the development of the presentation to the community of Eketahuna.

38. Manawatu Gorge

The shuttle run by Cross Country Rentals that operates between Palmerston North and Te Apiti Manawatu Gorge during October through March (weekends only) is exploring the option of extending their current services to include Woodville.

This would allow Woodville residents the opportunity to either walk the gorge or travel right through to Palmerston North.

39. Geocaching

We are currently investigating the potential for Geocaching in the Tararua District. Geocaching is a modern-day twist on orienteering.

Quick Description

A Project Team consisting of staff from the Marketing & Communications Department and the Tararua i-SITE Visitor Centre has been formed and will now move to develop a strategic plan.

40. District Boundary Signage

We are working with a local graphic designer to produce some design concepts for the upgrade of the district boundary signs.

41. NZ Herald

A full-page article on Dannevirke was published in the paper on Tuesday 29 July, as well as on their website, highlighting the town’s heritage and attractions for visitors.

42. Manawatu Standard

A full-page article featuring Tararua County was published on Thursday 31 July, which focused on our coastal towns. This will be followed up by five more articles over the coming months.

Communication

43. Greypower Meeting – Pahiatua

Louise Charlton attended the meeting on Tuesday 12 August as their guest speaker. She provided an overview of the business support function performed by Council to actively encourage the growth and development of business and employment opportunities in our district, which was well received.

44. Change of Department

The i-SITE is now part of the Economic Development and Communications team. This will enable the i-SITE to work more closely with this department, and assist and support the initiatives and projects of the Economic Development and Communications Manager.

Tararua i-SITE Visitor Centre

45. Welcome Packs

There were 50 Welcome packs sent out with 11 being sent to purchasers outside the district.

46. IBIS/Bookit Integration

There is the opportunity to integrate the booking and voucher system (IBIS) with Bookit (an online booking system) owned by TradeMe. i-SITEs using IBIS will be able to book accommodation from the Bookit system – accessing availability and pricing online and issuing a voucher immediately.

Productivity savings, both in time and effort, will be made at the front office (customer service) as well as in the back office (accounting) areas. This also means that a 10% commission will automatically be paid to the i-SITE.

47. Community Support

The i-SITE is assisting the Dannevirke SPCA to promote their $20 de-sexing of cats for Community Service Card holders. This involves taking the customers details, payment and issuing vouchers. There has been a good response so far.

48. Tararua Information Centres Statistics - 2013 - 2014

	July 2014	July 2013
Local	1652	1745
New Zealand	878	922
Overseas	207	214

July has seen slight decreases from the same time last year but increases from the previous month of June.

Regulatory

49. Building

We issued 39 Building consents and 65 Code Compliance certificates for July; two of the larger consents were for a new building for PGG Wrightson, as they are relocating their store in Eketahuna, and the construction of a new boiler house for the Fonterra factory in Pahiatua.

Fonterra currently have 2 additional consents being processed, both in relation to the wastewater treatment plant at the Pahiatua site.

One member of the building team has successfully completed a 5-day Plumbing and Drainage course in Auckland; all three inspectors have now completed this course.

Hilary attended a 2-day ALGIM Information Management / Records Symposium focusing on accurate and reliable record keeping. The Building Consent Back-Scanning Project won the ALGIM Project of the Year Award at the ALGIM symposium.

50. Animal Control

This month has been reasonably quiet apart from being dog registration month. So far, the number of dogs registered is 5,933, and unregistered is 672. The majority of customers have paid early and at a steady rate. Two obvious spikes were at the 20 July and the last day for payment 31 July.

This year we had 412 customers pay by internet banking, as the Dog Control Act 1996 requires a signed form to be returned, we are awaiting 90 signed forms before we can send out the new registration tags. All in all, this year ran quite smoothly, from a registration point of view, although we did have a couple of minor printing issues.

51. Licencing

A female was arrested and charged with supplying alcohol to minors. The alcohol was purchased from a bottle store and after a posting on Facebook it was brought to the Police attention. The bottle store did not breach the Act, as the female was over 18 and the minors were not in the immediate vicinity of the store. Although Police responded quickly, initially no minors could be located. About two hours later, Police staff discovered a young teenager walking down a street in a state of high inquiries intoxication and through inquires located the female that purchased and supplied the minors with alcohol. The oldest minor involved was 15.

The first batch of Annual Fee invoices were sent in July. As per Council’s decision to use the national fees structure, the costs depend on how the individual premises have been rated in the Risk Weighting Matrix. The following is the relevant section from the Sale and Supply of Alcohol (Fees) Regulations 2013:

16 Time when annual fees payable in relation to existing licences

(1) This regulation applies to on-licences, off-licences, and club licences issued under the Sale of Liquor Act 1989 (an existing licence).

(2) The date on which an annual fee for an existing licence is payable is the anniversary of the most recent of the following:

(a) the date on which the licence was issued:

(b) the date on which the licence was renewed:

(c) the date on which a variation of the licence was granted.

(3) The first annual fee for an existing licence is waived if, between 18 December 2012 and 17 December 2013, the licensee applied and paid the relevant fee for a new licence, a licence renewal, or a licence variation.

(4) A licensee is not obliged to pay the annual fee payable for an existing licence if—

(a) the territorial authority to which it is payable has resolved that it will not collect the annual fees payable between 18 December 2013 and a date specified by the territorial authority (which must be on or before 1 July 2014); and

(b) the annual fee is payable before that date.

The following is the relevant section from the Sale and Supply of Alcohol Act 2012:

287 Automatic suspension of licence for non-payment of annual fee

A licence for which the annual fee prescribed by regulations made under this Act is not paid within 30 days after the day on which it is due is suspended for the period—

(a) beginning on the day 31 days after the day on which it is due; and

(b) ending on the day on which it, and all penalties payable in respect of its late payment, are fully paid.

52. Environmental Health

July was an introduction month for the new Environmental Health Officer, familiarising herself with Council and software.

· Attended meetings with heads of departments within Council to get an understanding of their position and an overview of daily functions.

· Had one follow up food illness complaint, which was screened by Mid Central Health but was not related to the food identified by the complainant.

· Attended Cluster meeting in Palmerston North, and met regional Environmental Health Officers.

· Environmental Health Officer introduced herself to food businesses around Dannevirke and Woodville, and offering assistance if necessary. There was a positive response from community introductions.

· Indepth Training on Authority and Trim within Health Module.

· Visited local fish supplier to assist with his transition into a Food Safety Plan with Ministry for Primary Industries.

· One new premise in town, owner moved shop.

· Two health inspections done for Liquor Licence applications.

· Two CRMs for nuisance complaints, one followed up, one passed on to Horizions.

Planning

53. Fonterra Resource Consent Application

In 2013, Fonterra were granted a land use resource consent to establish an off-site wastewater treatment plant (WWTP) at Mangamutu. The WWTP is associated with Fonterra’s plans to expand the Pahiatua Manufacturing Plant at Mangamutu.

As a result of further refinement and discussions, Fonterra is now seeking to make further changes to the proposal.

A resource consent application has been made to change particular conditions of the approved land use consent. The proposed changes relate to altering the layout of the WWTP within the existing consented site. Fonterra propose to locate the WWTP within a building envelope that extends up to 60m from the Scarborough Road boundary. The proposal would enable Fonterra to determine the final location of the WWTP within the proposed building envelope, following detailed design of the pond batters.

The application has been accepted and is being assessed for adequate information. No decision has been made on notification.

Emergency Management

Rural Fire

54. Fire Season General:

Still in winter mode - no fire season - unusually quiet period

55. Training/Conferences/Meetings

Paddy along with 5 Rural Fire Force volunteers attended the FRFANZ Conference in Tauranga. All costs for the voluteers was sponsored by NRFA.

Paddy attended a Rural Fire aircraft operators course in Masterton.

Rural fire staff Paddy and Robyn Winter upgraded their First Aid Certificates

56. Incident Reports

*NRFA Classification Type*	*Jul*	*Aug*	*Sep*	*Oct*	*Nov*	*Dec*	*Jan*	*Feb*	*Mar*	*Apr*	*May*	*Jun*	*Total*
Power Lines	0	0											0
Vehicle - Car, Truck etc.	1	0											1
Farm/Forest Machinery	0	0											0
Camp fires/bonfires/rubbish fires	1	0											1
Smokers	0	0											0
Land clearing escaped - Open Fire Season	0	0											0
Land clearing escaped - Restricted/ Prohibited Fire Season (no Fire Permit)	0	0											0
Structural - House/Shed	3	1											4
Pyrotechnics Fireworks	0	0											0
False Alarm	0	0											0
Medical Assist	0	0											0
Motor Vehicle Accident	1	0											1
Miscellaneous	1	0											1
*Total*	7	1											8

Civil Defence

57. Incidents

Nil to report

58. Meetings

Bob Dunn and Paddy attended the Welfare Coordination Group meeting in Wanganui, which was followed by a short exercise using EMIS.

59. Civil Defence Presentations

Presentation to Council Management Staff and Controllers re Civil Defence issues in Tararua.

60. Seminars/Workshops/Forums

Paddy attended the Lower North Island MCDEM Forum in Palmerston North. Some good contacts made and useful information for Tararua CDEM development received.

61. Community Response Groups

Paddy attended the annual Eketahuna Civil Defence Response Group meeting in Eketahuna. More good work in further developing their plan discussed.

62. MCDEM Capability Assessment

Council management staff met to discuss the MCDEM Capability Assessment requirements and staff CD appointments. Buy-in issues were noted along with the need for further work on plans, strategies, and Standard Operating Procedures for the District. The new Co-ordinated Incident Management System (CIMS) was discussed and the need to retrain staff in both CIMS and the computerised EMIS system was highlighted. With new requirements from MCDEM post Christchurch Earthquake, Pike River Mining Disaster and the Rena oil spill, it is recognised that more resources were needed to address the shortfall within the District. Paddy is on annual leave for 4 weeks. On his return he will work on the Capability Assessment Report and will provide a work schedule to address some of the shortfall.

Library

63. General

July’s focus has been on Children’s services, with business as usual being the focus for other services. The Promapping of staff tasks proved invaluable at the beginning of the month with the Administration Librarian being injured at home and off work. Most of the processes for running the month/year end procedures had been Promapped and this meant that these tasks were picked up and completed by another staff member.

Eketahuna and Dannevirke Library had displays to remember the centennial of the start of World War One.

64. Children’s Services

The Winter Warmers Reading Programme ran throughout July. Staff visited the ten Tararua primary schools that were participating in the programme this year twenty seven times. 974 children were enrolled. By the end of the programme, 790 children had completed the programme. Taking the programme out to the schools will improve the network between teachers, students and the library staff and this will increase awareness of library programmes and services.

The Wairarapa REAP funded “Maths is Fun” programme was run at Pahiatua Library during the holidays. 52 children enrolled and 41 of them completed the programme. There were 116 attendees over the four sessions for this programme.

Dannevirke and Pahiatua Libraries hosted the Palmerston North children’s theatre group, Tall Poppies. 66 children attended these two events. As part of the Eastern and Central Community Trust funded Winter Warmers programme, Megan Hicks entertained children at each of the branches. 137 children attended the four sessions.

Craft sessions were also held at Eketahuna, Woodville and Dannevirke. One hundred and fifty-five children attended the five sessions held.

65. Statistics– as at 31 July 2014

Customer Services

66. General

As expected July was a very busy month with dog registration renewals. Due to an issue with the receipting module, each dog had to be inputed separately. Service Centres managed well with approximately 6,000 dog registration renewals receipted.

67. Call Statistics

Service levels are slowly creeping up and we would expect this to continue until we reach the expected level of 84-87%, as shown in previous months/years.

	July 2014	June 2014	May 2014
Number of calls	2843	2695	2896
Number of service requests	357	295	346
Percentage of calls answered under 20 seconds (Non- financial performance measure, target 95%, note system does not rank average time, it uses pass or fail on each call answered)	82.44	81.88	79.12
Average talk time	00:01:11	00:01:12	00:01:14
Average call wait time	00:00:17	00:00:18	00:00:17
Longest call wait	00:02:09	00:04:45	00:08.26
Abandoned calls >20 seconds	94 = 3.34	68 = 2.53%	104 = 3.37%

68. CRM Statistics – July 2014

Sport and Recreation

HIGHLIGHT OF THE MONTH

An agreement has been signed with Water Safety NZ to facilitate delivery of the Sealord Swim for Life Project to 2000 primary school students across the region.

69. General

· Kelly Gillard from the Athletics Club was presented with Lotto volunteer gear to recognise her work as a sporting volunteer.

· Sport Manawatu staff met with Dannevirke Athletics and Dannevirke Netball to discuss support going forward after both clubs made changes to their committees.

The Secondary Schools Sports Coordinators Meeting and the Secondary Schools Principals Group Meeting were held this month focusing on the up and coming Secondary School Sports Awards and North Island Schools Sports Conference.
314 students will take part in the Sealord Swim for Life Project at the Wai Splash Pool in Dannevirke.

· SportStart Physical Literacy modelling sessions commenced with teachers from Weber and Norsewood Primary Schools. The modelling sessions delivered focused on the gymnastics topic at Weber School and games topic at Norsewood School with year one and two students.

· Nominations are now open for the 2014 Tararua Sportsperson of the Year Awards. Nominations can be made on-line or a hardcopy of the form is available from all Council offices and Bush Multisport Park.

· Green Prescription classes have commenced at Bush Multisport Park, Pahiatua, with a small but enthusiastic group of participants.

· The Tararua Recreation Advisor attended a meeting with a group of Dannevirke community members enthusiastic about developing a multisport facility. The group have prioritised stages with the first stage being a multisport all weather turf. The next step is to hold a community meeting to gain input from all sectors of the sport and recreation community. This next meeting will be held at the Tararua District Council Chamber at 7pm on 9 September.

70. Upcoming events (that we deliver or directly impact on)

· Nominations are now open for the Sport Manawatu Grassroots Sports Awards. The awards are to be held on 19 September and recognise the great work being done by sporting volunteers and clubs in our region. Nominations can be made online through the Sport Manawatu website. Volunteers can also be thanked through the same website for the great work they do. This thank you is in the form of a personalised e-mail.

· Nominations for the Secondary School Sports Awards open 8 August. All Schools are invited to nominate students that meet the criteria for the awards. The awards are to be held on 29 October at the Silks Lounge, Awapuni Race Course.

· Tararua Sportsperson of the Year Awards held on 17 October at Eketahuna Community Centre.

71. KiwiSport Regional Partnership Fund

Dannevirke Athletics has applied for KiwiSport funding for an athletics programme that will be undertaken in local schools.
The Primary School Sport Advisor has recommended a Bush Cluster Fast Fund application for Term 3 2014 to the KiwiSport Committee for approval.

Recommendation

That the report from the Chief Executive dated 20 August 2014 concerning an update on key projects and items of interest to the Council (as circulated) be received.

Attachments

Nil.

*General subject matter to be considered*	*Reason for passing this resolution in relation to each matter*	*Ground(s) under Section 48 (1) for the passing of this resolution*
*Agreement of Janssen and Carlson*	*To protect commercial and industrial negotiations*	*Section (1)(a)(i)*
*Award of the Corridor Network Maintenance Agreement to Downer New Zealand Limited*	*To protect commercial and industrial negotiations*	*Section (1)(a)(i)*
*Infracon Limited*	*To protect commercial activities*	*Section (1)(a)(i)*