Agenda of Council meeting

Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 29 April 2015 commencing at 1.00 pm.

1. Present

His Worship the Mayor – Mr R A Ellis, Crs W H Keltie (Deputy Mayor), T H Collis, 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

Mrs K Dever-Tod - Manager Assets Group

Mr C Veale - Community Assets and Property Manager (for item 14.2)

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 J E Crispin for non-attendance at the meeting.* Crs Roberts/Collis Carried

4. Notification of Items Not on the Agenda

4.1

That the Council add to the agenda for consideration at this meeting a proposal from the Tiraumea community regarding the Ministry of Education land adjacent to the Tiraumea Hall and Domain, on the grounds that the matter requires a timely decision in the interests of that community and this item of business cannot be delayed until a subsequent meeting.

Crs Hull/Isaacson Carried

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

5.1

Nil

6. Personal Matters

6.1

The Mayor made reference to the following matters:

· Apologies for not being able to attend the Anzac Day services in the south of the district.

· Thanks to councillors for their attendance at the various services held throughout the district.

· Thanks to all those involved with arranging community events as part of the First World War Commemorations.

· Thanks to the contractors involved for ensuring the tidy appearance of the district’s cemeteries, war memorials, cenotaphs and the associated public places.

· Thanks to the Economic Development and Communications Manager and her team for arranging the thought provoking Provincial Matters Rural Conference.

· Thanks to the Economic Development and Communications Manager and the Events Coordinator for arranging the successful Long Term Plan Road Trip.

· The Eastern Institute of Technology is providing within the district a nineteen weeks building and carpentry training course that is available to youth and those unemployed seeking such skills to create employment opportunities.

7. Confirmation of Minutes

7.1	*That the minutes of the Council meetings held on 25 March 2015 and 1 April 2015 (as circulated) be confirmed as a true and accurate record of those meetings.* Crs Collis/Fenemor Carried

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

8.1

Nil

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 7 April 2015 (as circulated) be received.

Crs Isaacson/Collis Carried

9.2

Eketahuna Community Board

9.2.1

That the report of the Eketahuna Community Board meeting held on 2 April 2015 (as circulated) be received.

Crs Isaacson/Collis Carried

9.3

Pahiatua On Track

9.3.1

That the report of the Pahiatua On Track meeting held on 1 April 2015 (as circulated) be received.

Crs Isaacson/Collis Carried

9.4	Woodville Districts' Vision
9.4.1	*That the report of the Woodville Districts’ Vision meeting held on 7 April 2015 (as circulated) be received.* Crs Isaacson/Collis Carried
9.4.2	Draft Long Term Plan
9.4.2.1	It was noted that the reference in the Woodville Districts’ Vision minutes under the item on the Council’s preferred option for the Woodville Library / Service Centre and i-SITE is misleading.
9.4.2.2	This refers to the i-SITE will be invisible and the Lindauer Studio will be isolated and therefore closed.
9.4.2.3	Those statements reflect an individual’s perception rather than the basis of the Council’s proposal that it is seeking submissions from the community before any decisions are made on this matter.

10. Reports

10.1

Appointment of the Council's Electoral Officer

10.1.1

That the report from the Governance Manager dated 21 April 2015 concerning the appointment of the Council's Electoral Officer (as circulated) be received, and

That Sandy Lowe be appointed as the Council’s Electoral Officer for the Tararua District to conduct its elections and polls in accordance with the provisions of the Local Electoral Act 2001 and regulations made under this Act.

Crs Keltie/Fenemor Carried

10.2

Fencing of Swimming Pools Act 1987

10.2.1

That the report from the Governance Manager dated 23 April 2015 concerning the Fencing of Swimming Pools Act 1987 (as circulated) be received, and

That the Council authorises and warrants the Environmental Health Officer, Pennie Smith and the General Inspector, Catherine Burns to exercise and fulfil its powers, duties and responsibilities relating to the Fencing of Swimming Pools Act 1987.

Crs Roberts/Fenemor Carried

10.3

Request to Close Barraud Street in Dannevirke

10.3.1

That the report from the Performance Manager dated 22 April 2015 concerning a request to close Barraud Street in Dannevirke (as circulated) be received, and

That as the legal period of public notice of at least 42 days under the Transport (Vehicular Traffic Road Closure) Regulations 1965 is not possible in this case; the Council declines the application for a street closure of Barraud Street on 15 May 2015, and

That to enable the Ngati Kahungunu iwi significant cultural ceremony to proceed the Council requests management to assist with traffic management between the service lanes and State Highway 2, and it requires that the service lanes are to remain open for public use.

Crs Davidson/Keltie Carried

10.4

Planning Matters Determined Under Delegated Authority

10.4.1

That the report from the Planning Manager dated 22 April 2015 concerning Planning matters determined under delegated authority (as circulated) be received and the contents are noted.

Crs Collis/Davidson Carried

10.5

Liquor Licensing Matters Determined Under Delegated Authority

10.5.1

That the report from the Regulatory Services Manager dated 22 April 2015 concerning Liquor Licensing matters determined under delegated authority (as circulated) be received and the contents are noted.

Crs Fenemor/Keltie Carried

10.6	Staff Report
10.6.1	Saddle Road Upgrade
10.6.1.1	Negotiations are occurring with the New Zealand Transport Agency regarding the overall projects that form part of the budget for programming work to upgrade the Saddle Road.
10.6.1.2	The Mayors from Tararua, Manawatu and Palmerston North are talking with the Minister of Transport, Simon Bridges, about the Saddle Road’s strategic importance to the region.
10.6.1.3	As a result of increased traffic on the Saddle Road while the Manawatu Gorge is closed some sections of sealing have deteriorated.
10.6.1.4	Stringfellows have arranged another coat of seal to be applied with the hope that this will assist until the Gorge reopens and the pavement cures.
10.6.2	Pahiatua Recycling Centre
10.6.2.1	Delays have occurred regarding the replacement recycling centre while the Council worked through issues with the insurer to settle the claim.
10.6.2.2	Whilst this situation is frustrating all endeavours are being made to progress the project, with its likely completion at the beginning of October.
10.6.3	CCTV
10.6.3.1	The value of establishing CCTV systems within the district’s towns was acknowledged as a deterrent to preventing crime and vandalism in public places.
10.6.4	Long Term Plan Road Trip
10.6.4.1	The Long Term Plan Road Trip held on 15 April 2015 was acknowledged as an effective way for the Council to engage and meet with the community to discuss this matter.
10.6.5	Stock Crossings
10.6.5.1	It was requested that reference to the obligations associated with stock crossings be provided through the Council’s website.
10.6.6	Library
10.6.6.1	It was suggested that the District Librarian consider providing a book amnesty to assist in recovering some of the 410 books that were identified as lost through the recent stocktake.
10.6.7	*That the report from the Chief Executive dated 22 April 2015 concerning an update on key projects and items of interest to the Council (as circulated) be received.* Crs Fenemor/Hull Carried

11. Portfolio Reports

11.1	One Plan
11.1.1	Cr Collis attended the Overseer update on the new irrigation module regional council roadshow prior to the launch of version 6.2, and she noted that one change which will be welcomed by the district’s farmers is the inclusion of chicory. Consents continue to roll out slowly.
11.2	Economic Development
11.2.1	Cr Collis commended the work of the Economic Development and Communications Manager and her team in organising the thought provoking and interesting Provincial Matters Rural Conference.
11.2.2	Whilst attending the Local Government New Zealand Conference in Rotorua Cr Collis has made arrangements for her and Cr Crispin to meet with Portia McKenzie and Karen Hunt, who led the Rotorua Inner City Revitalisation programme. This is the subject of discussion at the conference, and the meeting will provide the opportunity to expand on some of their initiatives.
11.3	Trustpower National Community Awards
11.3.1	Cr Collis reported on the Trustpower National Community Awards she attended with the Woodville Pioneer Museum, and acknowledged this was a privilege and very memorable event to recognise the contributions volunteers make to communities and hear some of their really amazing stories.
11.4	Local Government New Zealand Conference
11.4.1	As part of the Dairy Environment Leaders programme Dairy New Zealand is very happy to support Cr Collis in their team attending the Local Government New Zealand Conference in Rotorua.
11.5	Makakahi-Mangatainoka Scheme
11.5.1	Cr Davidson reported on the annual ratepayers meeting of the Makakahi-Mangatainoka Scheme, and he noted that this scheme continues to operate well and it is in a good financial position with some expenditure for minor damage caused by floods.
11.6	Community Relations
11.6.1	Cr Isaacson represented the Council at the opening of the Pongaroa Marae kitchen and dining rooms held at Owahanga.

12. Mayoral Matters

12.1	Training Opportunities within the District for Youth and those Leaving School
12.1.1	The Mayor acknowledged it was pleasing to note the progress made in respect of this matter.
12.2	Appointment of a Chief Executive
12.2.1	That the Chief Executive’s Performance Appraisal Committee be authorised to work with Scott Necklen, Director of Business Solutions, Local Government New Zealand to develop a shortlist of candidates to be considered for the position of the Council’s Chief Executive, and *That the interviews to determine this appointment be undertaken by the full Council, and* *That the Governance Manager be authorised to approve for payment any invoices associated with the costs involved in respect of the process to make this appointment.* Crs Hull/Isaacson Carried

13. Items not on the Agenda

13.1	The matter of the proposal from the Tiraumea community is to be discussed as a public excluded item of business.

14.

Public Excluded Items of Business

14.1

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

Grazing Agreement - Mangamutu Domain

Draft submission to the Horizons Regional Council Draft Long Term Plan 2015/2025

Tiraumea community proposal on Ministry of Education land adjacent to the Tiraumea Hall and Domain

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*
*Grazing Agreement - Mangamutu Domain*	*To protect commercial activities*	*Section (1)(a)(i)*
*Draft submission to the Horizons Regional Council Draft Long Term Plan 2015/2025*	*To protect the commercial position of a third party*	*Section (1)(a)(i)*
*Tiraumea community proposal on the Ministry of Education land adjacent to the Tiraumea Hall and Domain*	*To protect improper gain or advantage*	*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)(h) The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

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)(j) The withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage.

Crs Fenemor/Hull Carried

14.5	*That open meeting be resumed.* Crs Fenemor/Hull Carried

14.6

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

Item 14.2 – Grazing Agreement – Mangamutu Domain

That the Council invites the highest tenderer to apply for a concession for a permit to graze the reserve land for a term of five years with a possible right of renewal for a further five year period, using the Council’s standard lease agreement as the basis of the terms and conditions to apply, and

That the revenue derived from the permit be directed back to the Mangamutu Domain Board for the running of the reserve and its facilities in accordance with the provisions of the Reserves Act.

Item 14.3 – Draft Submission to the Horizons Regional Council Draft Long Term Plan 2015/2025

That the Council authorises the Mayor and the Chief Executive to prepare a submission to Horizons proposed 2015/2025 Long Term Plan recommending:

1. Supporting the retention of the Road Safety activity post year 1 at the same level of regional funding of $170,000.

2. Supporting a new uniform rate on each rateable property within the region to generate $230,000 of revenue annually for three years for implementing a Regional Growth Strategy, and

3. Seeking Horizons support to employ a person fulltime to undertake a HAIL role with the costs charged back to Councils in the region based on a contractual arrangement, which would need $35,000 from each of the six Councils in the region.

Crs Fenemor/Hull Carried

There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 3.00 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 May 2015 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

Mr R Harrison-Kamura - Tararua Community Youth Services

1.1 Richard Harrison-Kamura opened and closed the meeting with a karakia.

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. Strengthening Families

4.1

The Chairperson welcomed Marianne Gemmell, Tararua REAP Strengthening Families Coordinator, to the meeting, and invited her to address the Board.

4.2

Marianne Gemmell outlined the support service available to families in dealing with agencies and helping them to realise their goals.

4.3

The Chairperson thanked Marianne Gemmell for her attendance at the Board’s meeting to speak on ways that Strengthening Families can make life better for families and enable them to reach their full potential.

5. Personal Matters

5.1

Nil

6. Notification of Items Not on the Agenda

6.1	The following matters were notified as items of general business not on the agenda for discussion at today’s meeting: · Road closures for the Dannevirke Anzac Day civic ceremony · Dannevirke Settlers Cemetery

7. Confirmation of Minutes

7.1	*That the minutes of the Dannevirke Community Board meeting held on 7 April 2015 (as circulated) be confirmed as a true and accurate record of the meeting.* *Delaney/Macdonald Carried*

8. Matters Arising from the Minutes

8.1

Nil

Tararua District Council Report

9.1

That the report of the Tararua District Council meeting held on 29 April 2015 (as circulated) be received.

Dresser/Macdonald Carried

9.2

Submission to the Horizons Regional Council Draft Long Term Plan 2015/2025

9.2.1

That the Board confirms the submission made by the Chairperson to the Horizons Regional Council Draft Long Term Plan 2015/2025 opposing the proposal to exit from the road safety activity, and requesting that they continue funding the Road Safety Coordinators work and the associated programmes.

Dresser/Christison Carried

9.2.2

The Chairperson intends to present this submission to the regional council at the hearing of their Draft Long Term Plan submissions.

10. Reports

10.1

Proposed Name of Wahipai Close

10.1.1

That the report from the Land Information Officer dated 31 March 2015 concerning the proposed name of Wahipai Close (as circulated) be received, and

That the Board supports the proposal to name the road entering into the Wahipai Domain to be known as Wahipai Close.

Macdonald/Christison Carried

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

11.1	Cycle/Walkway – Smith/Cole Streets and Adelaide Road
11.1.1	Board Member Christison reported that this project is progressing well, with working bees occurring to undertake the various stages involved and the subcommittee meeting last Friday.
11.1.2	More voluntary assistance would be appreciated, and the Dannevirke Chamber of Commerce has been invited to contribute some funding to support this project.
11.2	Dannevirke Community Vehicle Trust
11.2.1	The Chairperson reported that well over fifty people attended the very good launch of the Dannevirke community vehicle, and he thanked the Board for providing the morning tea at this event.
11.2.2	The initial use of the Dannevirke community vehicle has been relatively quiet, with forthcoming publicity planned to promote the availability of this public transport service.
11.3	Dannevirke A & P Association
11.3.1	Board Member Delaney reported that the Dannevirke A & P Association are arranging to provide a further quote to support their application for funding to install a new hot water system under the grandstand.
11.3.2	The A & P Showgrounds is to be used as the venue of the Carnival Market, and the first such event was successful with future markets to be held on the last Saturday of the month.
11.4	Dannevirke Chamber of Commerce
11.4.1	Board Member Christison reported that a truck show will be held at the Dannevirke Services and Citizens Club as part of the events planned on the day of this year’s Christmas Parade.

12.

Correspondence

12.1

That the correspondence as listed be received.

(a) Grant Stevenson, Tararua Alliance 2 April 2015
Re: Footpath/walkway from Riverdale Road to George Street

(b) Dannevirke Chamber of Commerce 9 April 2015
Re: Agreement to undertake and manage the arrangements of the Dannevirke Christmas Parade

(d) Tararua Community Youth Services 22 April 2015

Re: Request for funding of materials to construct a skate bowl shelter

Macdonald/Delaney Carried

12.2	Footpath/Walkway from Riverdale Road to George Street
12.2.1	*That the Board requests consideration be given to providing a footpath/walkway from Riverdale Road to George Street to improve safety for the many pedestrians walking in the area.* Delaney/Christison Carried
12.3	Dannevirke Chamber of Commerce
12.3.1	*That the Board accepts the offer from the Dannevirke Chamber of Commerce to undertake and manage all of the arrangements regarding the Dannevirke Christmas Parade, and* That the Board agrees and acknowledges this includes the Chamber of Commerce taking responsibility for the following as part of the planning associated with organising this annual community event: · *Prepare the road closures application and forward it to the Council not less than 16 weeks prior to the date of the proposed closures.* · *Arrange the traffic management plan to support the application for road closures and its implementation on the day of the parade.* · *Liaise with the New Zealand Transport Agency to obtain their consent to close the state highway as part of the streets required to hold the parade.* · Obtain letters of support for the closures from the Dannevirke Police, Dannevirke Volunteer Fire Brigade, Dannevirke St John Ambulance Service, Automobile Association and the Road Transport Association. · *Provide public liability insurance cover.* · *Arrange with the Dannevirke Host Lions Club to undertake the marshalling of the parade.* · *Arrange support from the Dannevirke Brass Band and the Dannevirke Highland Pipe Band to participate in the parade.* · *Confirm with Farmlands their agreement to use its vehicle entrance for the parade floats to turn around following travelling down High Street.* · *Arrange with the Dannevirke Information Centre to receive the registration of parade entrants.* · *Collate the registrations on the day of the parade and organise the judging of the floats.* · *Promote and advertise the arrangements for the parade in advance of the event being held.* · *Notify the Board of the date and intended theme.* And that to support and facilitate the funding of arranging the Dannevirke Christmas Parade the Board provides each year to the Dannevirke Chamber of Commerce a grant to cover the following costs (which currently are around $1,500 GST exclusive): · *Road closures application* · *Traffic management plan* · *Advertising and promotion* *Christison/Macdonald Carried*

12.4		Dannevirke SPCA
12.4.1		*That the Dannevirke SPCA application to the General Assistance Grants Scheme seeking funding to de-sex cats be uplifted from the table for consideration at this meeting, and* That the Board approves a grant of $2,500.00 to support the Dannevirke SPCA in undertaking a campaign to de-sex cats within the Dannevirke and Norsewood areas, thereby assisting to reduce the number of unwanted animals and preventing problems caused by feral cats. *Macdonald/Delaney Carried*
12.5		Tararua Community Youth Services
12.5.1		That the Tararua Community Youth Services be granted the sum of $2,000.00 from the Board’s discretionary funds for materials to construct a skate bowl shelter through labour provided by Eastern Institute of Technology students undertaking their Level 2 Certificate in Construction Foundation training, and *That the decision to provide this funding is conditional upon the Board receiving from the Tararua Community Youth Services the details of the budget for this project.* Dresser/Christison Carried
13.	2015/2025 Draft Long Term Plan
13.1	*That with regard to the Council’s Draft Long Term Plan 2015/2025, the Board makes the following submission.* *Kerbside Refuse Collection* *The Board supports the Council’s preferred option 3 to exit from its kerbside refuse bag collection service, but continue to collect recycling at the kerbside.* *Public Toilets in the Dannevirke Upper Domain* The Board supports the Council’s proposal to include provision within the budget for a new public toilet facility in the Dannevirke Upper Domain. This project is a high priority, and the intention to locate these toilets where they are visible near to the road front is agreed as appropriate. *Pensioner Housing* The Board opposes the proposal for the Council to exit from its pensioner housing portfolio, and supports option 2 of the consultation document to sell part of the older units (12 in all) for redevelopment. To contemplate the sale of the entire portfolio to profit orientated private investors or social housing groups is a step too far. We have an obligation to ensure quality housing for our senior citizens who have limited financial resources to give them quality of life and peace of mind. If the pensioner housing is sold there will be no control over rents, surroundings, complaints or access to services, and no control if the owner wishes to on-sell and no such guarantees in place. *The Council should be able to access funds for social housing, and the Board will lobby our Member of Parliament on this serious matter.* *Whoever owns the housing will have to increase rents, and with Council ownership they shall be at a controllable level within the reach of residents.* Delaney/Christison Carried
13.2	The Board requests that time is provided at the hearing to present its submission to the Council.
13.3	Board Member Delaney noted that while the Board had not submitted on the questionable proposal concerning dog registration fees he urged this matter be monitored through listening to the community’s views regarding this subject.
13.4	Board Member Delaney spoke on the cumbersome process to apply for preferred dog owner status and the irrelevant questions involved, and he urged that the matter be reviewed and simplified by the Council.

14. Chairman’s Remarks

14.1

Nil

15. Items not on the Agenda

15.1	Road Closures for the Dannevirke Anzac Day Civic Ceremony
15.1.1	It was noted that the organisers of this event should consider in the future the road closures arrangements for the Dannevirke Anzac Day civic ceremony.
15.2	Dannevirke Settlers Cemetery
15.2.1	The work at the Dannevirke Settlers Cemetery is progressing, and the intention is to erect a fence and liaise with the Friends of the Settlers Cemetery community group regarding the possibility of a block wall feature.

There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 4.17pm.

____________________________

Chairperson

10.3 50 Max Memorandum of Understanding with the New Zealand Transport Agency
Attachment 1 50 MAX MoU between NZTA and TDC

Memorandum of Understanding

(MoU)

Between

New Zealand Transport Agency

and

Tararua District Council

In respect of Issuing 50MAX Permits

1.0 Parties

1.1 Tararua District Council (TARARUA DC) a territorial authority under the Local Government Act 2002 (The Council)

1.2 New Zealand Transport Agency, a Crown entity established under section 93 of the Land Transport Management Act 2003 (the Agency).

2.0 Background

2.1 The Agency and TARARUA DC are both road controlling authorities for the purposes of issuing permits for high productivity motor vehicles (HPMV) under section 5.2 of Land Transport Rule: Vehicle Dimensions and Mass 2002 (VDAM Rule).

2.2 Under section 5.3(1) of the VDAM Rule, if a permit allows a vehicle to exceed a gross mass of 44,000 kg and covers roads under the control of any other road controlling authority, the road controlling authority that issues the permit must obtain the written approval of the other relevant road controlling authorities for the vehicle’s travel on roads under the other road controlling authorities’ control.

2.3 In accordance with section 5.3(1) of the VDAM Rule, TARARUA DC wishes to authorise the Agency to issue 50MAX permits for travel on local authority roads (excluding any restricted structures) as notified to the Agency by TARARUA DC in accordance with this MOU.

2.4 50MAX permits are HPMV permits that allow a vehicle to have a gross mass of up to 50,000 kg using pro forma vehicle designs that have been approved by the Agency under 5.2(4) of the VDAM Rule, with cost neutral impacts on bridges and pavements.

3.0 Intent

3.1 The intent of the Memorandum of Understanding (MOU) is to authorise the Agency to issue 50MAX permits for vehicle travel on local authority roads that are under the control of TARARUA DC.

4.0 Scope

4.1 This MOU:

· Gives approval from TARARUA DC to the Agency to issue 50MAX permits for travel on local roads under TARARUA DC’s control (excluding any restricted structures) as notified to the Agency by TARARUA DC in accordance with this MOU).

· Covers permits issued by the Agency under clause 5.2(3) of the VDAM Rule.

· Sets out the roles and responsibilities of the parties required for the issuing of 50MAX permits in accordance with clauses 5.2(3) and 5.3 of the VDAM Rule.

5.0 Goals

5.1 To create an efficient process for the Agency to evaluate applications for 50MAX permits using the 50MAX Permit System.

5.2 To ensure that TARARUA DC considers the matters set out in section 5.2(3)(c) of the VDAM Rule and, based on its consideration of such matters, provides the Agency with all relevant structures, structure data and information (including all structures from which vehicle travel must be excluded) necessary for the Agency’s evaluation and approval of applications for 50MAX permits.

6.0 Agreements

6.1 The parties agree to:

· Operate in accordance with the HPMV Manual (as updated from time to time), which incorporates the 50MAX Permit Policy, when evaluating applications for, and issuing, 50MAX permits.

· Operate in accordance with the roles and responsibilities set out in Appendix A.

· Communicate with each other in accordance with the process described in Appendix B.

7.0 Term

7.1 This MOU takes effect on the date that it is signed by both parties and shall continue until terminated by either party giving the other party 1 month’s notice in writing.

7.2 Termination of this MOU shall not affect any permits issued prior to the date of such termination, which shall remain in effect until their expiry or revocation in accordance with section 5 of the VDAM Rule.

8.0 Amendment

8.1 This MOU can be amended at any time by written agreement of the parties.

9.0 Costs

9.1 Unless otherwise agreed costs will be where they fall. The Agency will be responsible for all costs and revenue associated with receiving, processing and issuing 50MAX permits within the TARARUA DC network.

10.0 Delegations

10.1 The following persons are authorised to make decisions on behalf of their organisations in respect of this MOU:

Name	Organisation	Delegations
Chris Young	the Agency	National Manager Network Directions and Performance
Leigh Mitchell	the Agency	National Manager Direction
Tom Dodd	TARARUA DC	Tararua Alliance Performance Manager
Blair King	TARARUA DC	Chief Executive

11.0 Implementation

11.1 The date of implementation for issuing permits in accordance with this MOU is 1 May 2015.

11.2 The officers and agents acting for both the Agency and TARARUA DC and lines of communication and procedures relating to this MOU will be agreed by the parties at the time of entering into this MOU and set out in Appendix B

12.0 Signing

Signed for the Agency by:

Signed for Tararua District Council:

Tommy Parker

Group Manager

Highways & Network Operations

in the presence of:

Blair King

Chief Executive Officer

in the presence of:

Name:

Occupation:

Address:

Name:

Occupation:

Address:

13.0 Changes

13.1 The following register shall record all changes made to the MOU:

Reference	Description of Change	Documentation

APPENDIX A

SPECIFIC CRITERIA – ISSUING OF 50MAX PERMITS

Background

Pursuant to section 5.3 of Land Transport Rule: Vehicle Dimensions and Mass 2002, a road controlling authority may issue permits for high productivity motor vehicles for travel on roads under the control of another road controlling authority, provided approval has been granted by the other road controlling authority.

Further to this legal provision, the HPMV Manual describes the Agency’s high productivity motor vehicle permit policy that has been established for the movement on state highways of vehicles that exceed a gross mass of 44,000 kg. Within this policy there is provision for local authorities to become parties to the policy, and to formally consent to allow the Agency to issue permits for travel on that local authority’s roads. Local authorities, upon request, can have their roading networks included in the Agency’s permit issuing system.

This year Tararua District Council supports that its roading network should be included in the Agency’s 50MAX area permit network to assist with the Governments objective of improving economic efficiencies.

Roles and responsibilities of the parties

1. Tararua District Council (TARARUA DC) will provide the Agency with its list and maps of restricted structures in the manner and form defined in the Agency’s 50MAX Local Authority Bridge Guidance (www.nzta.govt.nz/50MAX). TARARUA DC is responsible for ensuring all lists of restricted structures that it provides to the Agency is accurate and up to date and includes all current restrictions that Council has imposed as a road controlling authority.

2. In accordance with section 5.3(2) of the VDAM Rule, TARARUA DC is responsible for ensuring all lists of restricted structures that it provides to the Agency reflect TARARUA DC’s consideration of the matters set out in section 5.2(3)(c) of the VDAM Rule.

3. TARARUA DC will notify the Agency of any changes to the list in paragraph 1 above in accordance with the 50MAX permit policy in the HPMV Manual. This includes by adding any structures that was not excluded in previous lists, but, having regard to the matters set out in section 5.3(2), TARARUA DC considers should be excluded.

4. TARARUA DC further undertakes to forward to the Agency applications for 50MAX permits by referring the customer to the 50MAX website and application process.

5. Processing Time

The Agency will meet the processing time expectations set down in the HPMV Manual. Processing times will commence when the Agency has received all of the information required to process the permit as set out HPMV Manual.

6. The Agency undertakes to:

· incorporate the list and maps of restricted structures within the Council’s district provided by TARARUA DC in accordance with paragraph 1 above into its 50MAX Book of Maps and permitting system, and

· issue permits together with conditions, including a condition that the operator of the vehicle comply with the route restrictions specified in the 50MAX Book of Maps.

7. The Agency is responsible for the operation and maintenance of the permit issuing system.

APPENDIX B

Representatives and Communications

REPRESENTATIVES

The representatives for the Agency and TARARUA DC are as follows:

NZ Transport Agency	Tararua District Council
Chuck Dowdell	Tom Dodd
Highway Manager	Tararua Alliance Performance Manager
021 758 171	(06) 376 0203
chuck.dowdell@nzta.govt.nz	Tom.dodd@tararuadc.govt.nz

Each party will notify the other party of changes to its representative.

The representatives are responsible for:

· Dealing with day-to-day matters relating to the administration and operation of this MOU;

· Ensuring the MOU remains current;

· Managing any review and/or variation process of this MoU; and

· Working together to settle any disputes and differences of this MOU as set out below.

PROBLEM RESOLUTION

Staff at all levels will work together in good faith with a view to resolving any problems or differences between the parties in relation to the interpretation or performance of this MOU.

If the problem or difference cannot be settled in this way, it will be referred to the representatives. The representatives will in good faith meet and negotiate with a view to resolving the dispute or difference as quickly as possible.

If the problem or difference cannot be settled by the representatives within 10 working days, it will be referred to the CEO/Regional Manager of the parties. The CEO/Regional Manager will in good faith meet and negotiate with a view to resolving the problem or difference as quickly as possible.

OIA and LGOIma REQUESTS

The parties will consult each other on any request for information under the Official Information Act 1982 or the Local Government Official Information and Meetings Act 1987 that relates to this MOU.

Report

Date	:	20 May 2015
To	:	Mayor and Councillors Tararua District Council
From	:	Richard Taylor Governance Manager
Subject	:	Draft Long Term Plan 2015/2025 Submissions
Item No	:	10.7

1. Introduction

1.1 The Council adopted the Draft Long Term Plan consultation document on 1 April 2015, with a mock invoice detailing the proposed rates for each property and a Draft Long Term Plan pamphlet and submission form sent to all ratepayers.

1.2 Copies of the document were available from the Council’s Service Centres and its Community libraries throughout the district.

1.3 A Council road trip was held on 15 April 2015 to discuss the Long Term Plan in Dannevirke, Woodville, Pahiatua, Eketahuna and Pongaroa.

1.4 Other methods used for communication with the community as part of the consultation on the Draft Long Term Plan were:

· Public Voice Citizens Panel Survey

· Public meetings in Woodville and Eketahuna

· Council Website

· Council Facebook

1.5 217 submissions were received (one was subsequently withdrawn), with the Council hearing 24 of these submissions in Pahiatua and Dannevirke on 19 May 2015.

1.6 A further seven late submissions were received regarding matters included on the submission form, and copies are attached to this report with the responses noted in the respective summary that follows along with a petition from Pongaroa ratepayers on the proposed Pongaroa township water treatment upgrade.

1.7 The outcome from the Public Voice and website surveys are circulated for the Council’s reference, along with comments noted from the road trip.

1.8 The purpose of this report is to provide the Council with information on matters that should be considered in its deliberations on the Draft Long Term Plan and the submissions received.

1.9 Any conclusions reached in this report are not those of the Council and are not binding on it. Therefore it should not be assumed that the Council, having considered all the information, would necessarily reach the same conclusions as presented within this report.

Recommendation

That the report from the Governance Manager dated 20 May 2015 concerning the Draft Long Term Plan 2015/2025 submissions (as circulated) be received.

2. Issues for Consideration

2.1 Woodville Water

· 143 submissions were received concerning the Woodville water supply storage upgrade, with the views expressed as follows:

· 137 submissions support this project proceeding as quickly as possible to provide the Woodville community with a more resilient drinking water supply, particularly during summer when river levels are in low flow.

· 4 submissions oppose this project proceeding with regard to the proposed options and cost.

· 1 submission considers that more information is required before any decisions can be made on whether to proceed with the project.

· 1 submission considers that the Woodville community should decide whether to proceed and pay for the project.

Recommendation

That to provide the Woodville community with a more resilient and secure drinking water supply the Council proceeds to undertake the storage upgrade project as proposed in its preferred option.

2.2 Pongaroa Township Water Treatment Upgrade

2.2.1 34 submissions were received concerning the Pongaroa township water treatment upgrade, with the views expressed as follows:

· 28 submissions are from non Pongaroa ratepayers.

· 6 submissions are from Pongaroa ratepayers.

· 19 submissions from non Pongaroa ratepayers support the township water treatment upgrade proceeding subject to receiving a funding subsidy from the Ministry of Health.

· 4 submissions from Pongaroa ratepayers support the township water treatment upgrade proceeding subject to receiving a funding subsidy from the Ministry of Health.

· 3 submissions from non Pongaroa ratepayers support the Council doing nothing and the community takes over the supply and accepts the potential health risks.

· 2 submissions from Pongaroa ratepayers support the Council doing nothing and the community takes over the supply and accepts the potential health risks.

· 2 submissions from non Pongaroa ratepayers oppose the township water treatment upgrade proceeding.

· 1 submission from a non Pongaroa ratepayer supports the Pongaroa township being provided with treated water and filters at their cost.

· 1 submission from a non Pongaroa ratepayer considers that the Pongaroa community should decide whether to proceed and pay for the project.

· 2 submissions from non Pongaroa ratepayers do not support either of the options for the township water treatment upgrade.

· A petition containing 26 signatures with four supporting submissions included was received on 18 May 2015 from Pongaroa ratepayers requesting the community takes over the water supply and accepts the potential health risks. That late item is circulated as an attachment to this report.

Recommendation

That to provide the Pongaroa township with a water supply that meets the drinking water standards the Council proceeds to undertake the water treatment upgrade as proposed in its preferred option, and subject to securing a funding subsidy from the Ministry of Health.

2.3 Pensioner Housing

2.3.1 170 submissions were received concerning the operation and management of the pensioner housing, with the views expressed as follows:

· 77 submissions support the Council exiting from this service and selling the whole portfolio to a suitable social housing provider or providers.

· 71 submissions support the Council retaining this service with rentals increased to cover the associated costs maintained at affordable levels.

· 2 submissions question the need for the Council to retain this service.

· 5 submissions support either option to sell or retain the pensioner housing service.

· 3 submissions oppose both options to sell or retain the pensioner housing service.

· 1 submission considers that more information is required before any decisions can be made on the options for this service.

· 8 submissions support the status quo through the Council retaining the pensioner housing service and selling part of the older units, with the proceeds used to modernise the remaining flats.

· 1 submission requests the development of more clarity on future conditions for pensioner housing that is needed to preserve or improve services to the elderly in the case of sale or transferring the management of these properties. It supports greater depth of consultation with the affected townships and their environs on the future of pensioner housing.

· 2 submissions support the Council forming a company or entity to operate and manage its pensioner housing, and be eligible to access the Government’s social housing funding.

2.3.2 It is noted that in the Public Voice Citizens Panel Survey the results on this question were as follows:

· 21.6% support keeping the pensioner housing units and increasing rents and rates.

· 45.5% support selling some of the pensioner housing units and using the money to upgrade the remaining units.

· 21.6 % support selling all of the pensioner housing units and use the estimated $3.7million to reduce Council debt and/or invest in district infrastructure.

· 4.6% don’t know in terms of expressing an opinion on this matter.

· 6.8% made other comments on this matter.

Recommendation

That the Council recognises the potential community benefit from government funding entering the district to maintain and build pensioner housing through social housing grants it cannot access if it retains the ownership of its pensioner housing portfolio, and

That the Council invites expressions of interest from respected not for profit social housing providers to purchase its pensioner housing units excluding the property with the six older units at Hovding Court (Dannevirke) which it has previously agreed are to be sold separately, and

That the Council exit from this service subject to accepting a proposal or proposals from such provider or providers that is in the best interests of ensuring the ongoing operation and continued access to pensioner housing within the district.

2.4 Woodville Service Centre/Library/i-SITE

2.4.1 177 submissions were received concerning the Woodville Service Centre/Library/i-SITE, the Lindauer Studio and the Infracon building, with the views expressed as follows:

· 61 submissions support the Council relocating the Library/Service Centre and i-SITE into the Council building used by the Tararua Alliance when it becomes vacant, and demolishing the current earthquake-prone Library/Service Centre (separate to the Gallery) and provide public toilets and green space on that site.

· 24 submissions support the Council relocating the Library/Service Centre and i-SITE into the Council building used by the Tararua Alliance when it becomes vacant.

· 9 submissions support demolishing the current earthquake-prone Library/Service Centre (separate to the gallery) and provide public toilets and green space on that site.

· 12 submissions oppose all of the options in the consultation document concerning this matter.

· 3 submissions support selling the Infracon building or demolishing it and establishing a parking area on that site.

· 1 submission supports moving the Service Centre to the Infracon building.

· 1 submission considers that more information is required before any decisions can be made on this matter.

· 29 submissions support the Woodville Districts’ Vision proposal to use the Infracon building as the location to house the Service Centre, Lindauer Studio and Museum, and construct a new library building on the same site.

· 1 submission supports the Woodville community deciding the best option for these buildings.

· 4 submissions support considering all of the options in the consultation document.

· 11 submissions support strengthening the Woodville Library/Service Centre building and selling the other, or demolishing the Infracon building and using the site to provide a parking area.

· 15 submissions support leaving the i-SITE and Lindauer Studio as presently located, and providing public toilets at this site with the Woodville Library/Service Centre building gifted to the community for development including the Museum and enhanced bus stop area.

· 1 submission supports no buildings being demolished and selling the existing Woodville Museum to provide funding for its relocation to the Woodville Library/Service Centre building if it is vacated.

· 1 submission supports the Woodville Library and Museum being relocated to the Infracon building.

· 3 submissions express concerns about the maintenance of the Woodville rose gardens and the damage that may be caused to them if the buildings in the vicinity are demolished or altered as to their siting.

· 1 submission supports the Woodville Service Centre being relocated to the Tararua Alliance building, and separate from the Library.

Recommendation

That with regard to the three buildings that the Council owns on Vogel Street in Woodville, the following be agreed:

· The Woodville Library/Service Centre building at 42 Vogel Street be retained, strengthened and modified.

· The i-Site and the Lindauer Studio remain in their present location and buildings, with alterations to provide public toilets, and that the rose gardens continue to be maintained in conjunction with the local community.

· The former Infracon building at 49 Vogel Street and the Tararua Alliance building at 45 Vogel Street (when it becomes vacant) be declared surplus to requirements, and be marketed for sale or long term lease to the Council’s best advantage.

2.5 Kerbside Refuse Collection

2.5.1 163 submissions were received concerning the kerbside refuse collection, with the views expressed as follows:

· 75 submissions support the Council exiting from the kerbside refuse bag collection, and let the private sector deliver this service to the community.

· 83 submissions support the Council continuing to provide the kerbside refuse bag collection.

· 1 submission supports either option for the delivery of this service.

· 1 submission notes the increase in the private sector providing this collection service.

· 1 submission supports the delivery of this service through the most cost effective option.

· 1 submission considers that more information is required before any decisions can be made on this matter.

· 1 submission proposes that a Health Impact Assessment or a Health in all Policies is undertaken to assess the implications of exiting from this service.

2.5.2 The results from the Public Voice Citizens Panel on this subject were as follows:

· 43% support the Council exiting from its kerbside refuse collection.

· 57% oppose the Council exiting from its kerbside refuse collection.

Recommendation

That the Council continues to provide its kerbside refuse bag collection as a user pays service, with the cost funded from the sale of refuse labels.

2.6 Public Toilets in the Dannevirke Upper Domain

2.6.1 3 submissions were received confirming the need to provide public toilets in the Dannevirke Upper Domain, and emphasising the importance of maintaining access to public toilets at this popular recreational facility.

Recommendation

That the Council proceed to provide a new public toilet facility at the Dannevirke Upper Domain as provided in the budget for undertaking this project.

2.7 Economic Development

2.7.1 6 submissions were received concerning economic development, with the views expressed as follows:

· 1 submission questions whether growth is sustainable and the meaningless sentence on this subject concerning funding.

· 1 submission supports tourist and industry commerce development for employment and growth.

· 1 submission supports the promotion of Route 52 to bring visitors to the area.

· 1 submission supports the Council’s commitment to economic development and the increased funding as proposed to deliver the various new projects in its Economic Development Plan.

· 1 submission supports an evaluation of the cost/benefit of the Council’s investment in economic development.

· 1 submission supports the Council’s continued commitment to economic development.

Recommendation

That the Council’s commitment to economic development initiatives and the funding to deliver the projects in the Economic Development Plan 2013/2018 be confirmed.

2.8 Smoke free Environments

2.8.1 5 submissions were received requesting the Council to extend its smoke free environments policy to include further outdoor public areas and Council-run events.

2.8.2 A copy of the current smoke free environments policy is attached as information provided through this report.

Recommendation

That the Council’s commitment to smoke free environments be maintained through its existing policy on this matter.

2.9 Bylaw to Control Cats

2.9.1 3 submissions were received requesting the Council to make a bylaw to control the number of cats able to be kept on a property.

Recommendation

That the Council notes the request for a bylaw to control the number of cats able to be kept on a property, and it will consider this matter as part of the work to prepare for the forthcoming review of its bylaws.

2.10 Pahiatua Transfer Station

2.10.1 Six submissions were received concerning the Pahiatua transfer station and seeking the opening hours to be extended, and urging that the new facility is established in the near future.

2.10.2 The current opening hours are Wednesday and Sunday from 1.00pm to 5.00pm on each of these days, and any increase will result in additional costs to provide this facility.

2.10.3 As the Council is aware the new facility will be rebuilt and opened by the beginning of October.

Recommendation

That the opening hours of the Pahiatua transfer station remain as 1.00pm to 5.00pm on Wednesday and Sunday as previously determined in consultation with Pahiatua On Track and included within the existing funding provided in the budget, and

That the Manager Assets Group be requested to coordinate the opening hours of the Pahiatua and Woodville transfer stations from the objective of providing an alternative option on different days to dispose of refuse and recycling to optimise and facilitate access to these facilities and services.

2.11 Pukaha Mount Bruce

2.11.1 The Pukaha Mount Bruce Board has requested that the Council’s annual grant for the forest restoration and predator control programme be continued and increased from $10,000 to $15,000.

Recommendation

That the Council determines the amount of its annual grant to the Pukaha Mount Bruce Board to support their forest restoration and predator control programme.

2.12 Swimming Pools

2.12.1 7 submissions were received concerning swimming pools, with the views expressed as follows:

· 1 submission opposes increased funding for swimming pools.

· 1 submission supports the Woodville swimming baths becoming an indoor/outdoor pool.

· 1 submission supports better swimming pool facilities in Pahiatua and Eketahuna, but questions the way the funds are being allocated taking into account the type of pool services offered relative to the town size and the travel distance between towns.

· 1 submission requests the annual grant to operate the heated indoor swimming pool complex in Dannevirke be increased from $190,000 to $240,000 per annum to cover increased costs for power, insurance, plant maintenance and wages. Provision has been made in the budget to provide this grant at an amount of $192,000 in the next financial year.

· 1 submission questions the affordability of replacing the swimming pool in Eketahuna.

· 1 submission supports the proposed upgrades of the Pahiatua and Eketahuna swimming pools, and acknowledges the value of the Wai Splash community pool in Dannevirke.

· 1 submission acknowledges the importance of the swimming pools in Pahiatua and Eketahuna, and the funding provided for their upgrading/replacement.

Recommendations

1. That the Council is committed to maintaining the operation of community swimming pools in Dannevirke, Woodville, Pahiatua and Eketahuna, and acknowledges the voluntary support of the community groups that assist with the delivery of this service.

2. That the Council determines the amount of its annual grant to the Tararua Aquatic Community Trust for the management and operation of the Wai Splash community pool in Dannevirke.

2.13 Cycle ways and Walking Tracks

2.13.1 6 submissions were received concerning the development of cycle ways and walking tracks in the district, with the views expressed as follows:

· 1 submission supports the upgrading and maintenance of the cycle/walking track to the Fonterra site, railway station and the Holyoake Memorial.

· 1 submission supports the development of more cycle ways and walkways within the district.

· 1 submission supports a walkway/cycle way is developed in two stages from the Pahiatua bridge to the Tui Brewery.

· 1 submission requests that the Council provide funding to support the Smith Road/Adelaide Road walkway through minor safety works and/or the footpath activity. Alternatively, levy a small targeted rate on Dannevirke residential properties and adjoining lifestyle blocks on the route.

· 1 submission supports the Council’s focus on providing good recreational facilities, and encourages a greater emphasis on the development of shared pathways for cyclists and pedestrians.

· 1 submission requests the Council’s continued support and commitment for the Manawatu Gorge cycle trail project, and the vision of the Tararua off-road cycle loop and the trails planned on the northern gorge with access through the Meridian Te Apiti windfarm.

Recommendation

That the Council is committed to developing and implementing a district walkways network plan as part of its Recreation and Reserves Strategy over the next ten years to provide good amenities for lifestyle and recreation, and

That the Council supports such initiatives and projects it considers appropriate to facilitate the achievement of this objective from existing budgets available for this purpose, and in conjunction with voluntary community groups and the district’s community boards and community committees.

2.14 Grass Mowing/Street Cleaning Maintenance

2.14.1 5 submissions were received concerning grass mowing/street cleaning maintenance, with the views expressed as follows:

· 2 submissions express concern at the standard of the lawn cutting in Pahiatua since Infracon ceased operating, with the water tables and gutters needing more than a vacuum to clean them.

· 1 submission expresses concern at litter and weeds in High Street gutters and the poor image this presents of Dannevirke.

· 1 submission supports the return to former mowing standards and cleaning and spraying the drains more often.

· 1 submission expresses concern at the performance of the street cleaning contactor and requests a meeting with them similar to the berm mowing contractors.

Recommendation

That the objective of the grass mowing/street cleaning maintenance contracts maximises the work able to be undertaken within the available budgets and to the agreed levels of service, and

That where residents have concerns regarding this matter they be invited to report them through contacting the Council and making a service request to outline these details.

2.15 Stormwater/Roading and Footpaths

2.15.1 18 submissions were received concerning stormwater, roading and footpaths, with the views expressed as follows:

· Requests that curbing and chanelling be extended along the western side of Ruahine Street to approximately adjacent to Scanpower’s green ground transformer boxes.

· Asks that the stormwater drain on the corner of McPhee and Waterloo Streets be considered to overcome flooding.

· Acknowledges the improvements in road maintenance on Tiratu Road through the change to the Tararua Alliance.

· Supports kerb and channel being installed along with footpaths in streets that do not have them.

· Supports the closing of the Huxley Street drain and filling the remaining section of the open drain on the main Bush Multisport grounds (3 submissions).

· Emphasises the importance of upgrading, repairing and maintaining footpaths.

· Supports footpaths in Pongaroa and repairs outside the hotel to the footpath.

· Supports more expenditure on footpaths maintenance.

· Requests that the open drain outside a property be sprayed.

· Opposes the Council’s decision to maintain the district’s roads over the next ten years with no improvements planned, resulting in no population growth, fewer ratepayers and the stagnation of the district. (2 submissions).

· Woodville Districts’ Vision is not satisfied with the performance of the contract for street cleaning, and it requests a meeting with the contractors to discuss this matter (similar to the berm-mowing contract).

· Woodville Districts’ Vision requests for footpaths/kerb and channel are:

o Weber Street – new kerb and channel and stormwater pipe upgrade between Ross and Ormond Streets.

o Pollen and Ormond Streets sides of Fountaine Square – new kerb and channel, with asphalt extended onto the parking area.

o Vogel Street entrance to the Caltex service station – the entry turning space for trucks is too tight, and it needs a wider turn in to prevent trucks driving over the kerb, mashing up the concrete and creating a muddy mess.

· Woodville Districts’ Vision notes that there are incidences of regular flooding throughout properties in Woodville, and it seeks a commitment from the Council that these flooding issues will be satisfactorily resolved within a reasonable timeframe.

· Woodville Districts’ Vision acknowledges the Council’s efforts to engage with government and the New Zealand Transport Agency to secure funding to upgrade the Saddle Road. It requests a full disclosure is provided of the funds received for the use of the Saddle Road during the past 15 years for periods when the Manawatu Gorge was closed, and the Saddle Road was used as an alternative route for state highway traffic.

· Concerned that many rural roads are too narrow for modern truck and trailer units, and Weber Road needs safety improvements at Halliwell’s straight between the old pub and the Route 52 intersection.

· Requests that unsealed roads in front of residents homes be sealed and the use of lime as a dust suppressant is not a satisfactory alternative.

· Supports the Council’s commitment to maintaining the roads and bridges in the district and the capital investment into the Saddle Road upgrade.

· Supports an emphasis being placed on widening the existing infrastructure of the Saddle Road and the Pahiatua Track to provide safer access for road cyclists.

· Supports the Council’s efforts to reduce stormwater infiltration into the district’s wastewater systems and the approach to its stormwater management.

· Supports the active approach to improving footpaths and ensuring they are safe.

· Comments on the programme of spraying Glyphosate and other chemicals for the purpose of drain management.

Recommendation

That the requests concerning stormwater, roading, curb and channel and footpaths be noted for future consideration in conjunction with the Asset Management Plans for these activities, and

That the items of maintenance be referred for response through the customer request management system.

2.16 Fees and Charges

2.16.1 9 submissions were received objecting to the approach to increase dog registration fees to fund an increased level of service, and remove the Domestic Rural and Domestic Urban classifications and create one category for domestic dogs.

2.16.2 One of these submissions also expressed concern that the current process for acquiring preferred owner status does not promote or encourage responsible dog ownership, and it is in need of review to make it simple and consistent with other Lower North Island district councils.

2.16.3 The website poll results on dog registration fees indicated that 24 votes supported the increased fees to get wandering and dangerous dogs off the streets and 46 votes oppose the increase to achieve that objective.

Recommendation

That the proposed fees and charges (with the exception of dog registration) be confirmed, and

That pursuant to Section 37 of the Dog Control Act 1996, the following dog control fees (including GST) be set for the year of 1 July 2015 to 30 June 2016.

Dog Registration (on or before 1 August)

Dangerous dogs $117.00

Rural domestic dogs $35.00

Working dogs $30.00

Urban domestic dogs $78.00

Dogs (preferred dog status) $40.00

Preferred dog status rehoming fee $20.00

Dog registration (after 1 August*) – owners are required to register their dogs by 1 August of each year. Failing which, an additional penalty fee of 50% of the base fee will apply.

Dangerous dogs $175.50

Rural domestic dogs $52.50

Working dogs $45.00

Urban domestic dogs $117.00

Dogs (preferred dog status) $60.00

*Any new dog up to 3 months of age will be charged a pro rata of the base fee.

*Any new dog from 3 months of age to 6 months of age will be charged the full base fee.

And that the Regulatory Services Manager be requested to review the process for acquiring preferred owner status to ensure that it is fit for purpose to promote and encourage responsible dog ownership.

2.17 Rate Increases

2.17.1 22 submissions were received regarding the proposed rate increases, with the views expressed as follows:

· 16 submissions oppose the rate increases on the grounds of not providing value for money, affordability, fixed or static incomes and the ability to pay ever-increasing amounts, the demise of Infracon, wastage of money, devalued properties and very significant increases on particular properties.

· 1 submission objects to paying a Uniform Annual General Charge and service charges on a small utilities site that does not require or utilise any of the services that these rates are levied on this property.

· 1 submission expresses concern that many small commercial owner/operators pay a disproportionate rate for services they are already paying on their residential property.

· 1 submission expresses concern that the Meridian land is not being treated fairly with the current and proposed rating of its assets as the land use is predominantly rural. They request that their land is removed from the industrial/commercial rural targeted differential category and be treated the same as all other rural ratepayers as the benefit they receive from the targeted activities is extremely small.

· 1 submission opposes the library service being ratepayer funded as it should be user-pays.

· 1 submission opposes rate increases and spending for the sake of it so some can profit.

· 1 submission from the Tararua Province of Federated Farmers contains the following items –

· Supports rates increases being reduced to no higher than the Local Government Cost Index and that the Council endeavours to prioritise expenditure with the view to decrease unnecessary costs.

· Supports the continued use of itemised rates assessments.

· Supports a full break down of rates for a range of example properties included in the Long Term Plan to enable readers to compare rates between property types.

· Supports the Council prioritising its expenditure and it seeks to expand other means of funding than the land value based general rate.

· Supports targeted rates and targeted uniform charges continuing to be used as currently applied with the exception of the targeted rate for swimming pools and libraries where a rural urban differential is applied.

· Supports the use of the Uniform Annual General Charge to the 30% statutory maximum cap.

· Supports the rates remission policy relating to land in QE11 covenants being extended to include land that is protected by District Plan provisions for important natural landscapes, significant indigenous vegetation and cultural and historic sites.

· Supports the retention of the rates remission policy on uniform annual charges for rural land that is non-contiguous and farmed/owned in the same entity or when these charges are incurred on another property.

· Supports the retention of the rates remission policy for full or partial remission on land affected by natural calamity.

· Supports the retention of the rate based on capital value targeted at the industrial/commercial sector for district promotion and economic development.

· Supports the fixed amount targeted rate continuing to be used as a mechanism to fund roading activities, and the percentage of funding provided from this mechanism is increased over 10 years.

· Supports the district wide roading rate being shifted to capital value for urban and industrial commercial properties to reflect that development and buildings are a factor in the benefits they receive from roading.

2.17.2 Recommendation

That the Council considers any further changes it may wish to make for the 2015/2016 financial year through amending the proposed budget and notes the submissions made on its rating system and policies.

2.18 Other Matters Noted in Submissions

2.18.1 The following other matters are also the subject of being referred to or noted in the submissions received:

· Supports World Health Organisation Age Friendly principles being recognised through a stakeholder’s forum preparing a strategy to achieve that objective for implementation over time.

· Urges councils to apply strong precautionary policies on genetically engineered organisms and be cognisant of the risks to human health.

· Supports no litter on High Street and dog owners clean up the faeces if their dog leaves a mess.

· Supports the consultation document as great for democracy.

· Supports the Council requesting Central Government to increase corporate tax in Auckland by 10 to 15%, and reduce corporate tax rates in provincial regions by the same amount to encourage businesses to decentralise. This will stop rural depopulation and save significant expenditure in Auckland growth costs.

· Provides an overview of the McGuinness Institute recent workshops and projects.

· Commends the Council on its recent replacement street lighting in Pahiatua.

· Supports the use of visual pollution or other health or zoning provisions to remedy degrading properties.

· Supports consideration of the Chief Executive’s idea at Woodville to build a Council facility adjacent to the regional council service centre on Vogel Street.

· Expresses concern that when a hand written complaint was hand delivered to Council regarding rates no acknowledgement was received.

· Opposes fracking.

· Supports the Norsewood water supply being upgraded.

· Supports the amendment to the water supply bylaw to require separate rainwater tanks for urban users (2 submissions), with one submitter proposing that subsidies are provided.

· Supports the Council engaging in early consultation with each affected landowner regarding any limits to the usage of Council supplied water.

· Opposes the amendment to the water supply bylaw to require separate rainwater tanks for urban users.

· Supports the Council’s commitment to the Manawatu River Accord (3 submissions).

· Supports the Mangahao bridge entrance to Pahiatua being beautified.

· Expresses concern about the garage in Pongaroa no longer selling petrol and diesel.

· Supports barbecues in the Dannevirke Domain and free swims for ratepayers at the heated indoor swimming pool and more community events.

· Hopes that a public meeting will be held in Pahiatua to prioritise the needs of the town for the proposed town centre upgrade and noting the situation with earthquake-prone buildings and the changes resulting from the work to strengthen the New World Supermarket.

· Supports fluoride in the water supply.

· Supports healthier environments in the community and a decrease in the effects of poor oral health.

· Requests more parking in Woodville is provided.

· Requests that funding is provided to construct an additional two cabins at the Eketahuna Camping Ground (note: this project is included in the 2017/2018 budget).

· Considers that a staff reshuffle is required with the population declining to reduce numbers and the cost of remuneration.

· Opposes the “Woodfest” event and is concerned about the noise, parking and its economic impact on Woodville’s shops.

· Requests that the Council ensure the veranda area of Pahiatua’s mainstreet outside the proposed New World rebuild is kept.

· Supports the development of improved sporting and recreation facilities in Dannevirke including the construction of a multisport stadium and turf.

· Supports the Council extending the set back distance for forestry planting from the existing 20 metres to 50 metres when it involves neighbours.

· Supports Eketahuna and that district staying in the Tararua District Council area and not going to the Masterton District Council area.

· Opposes the lease of Council land subject to the Reserves Act (such as the Mangamutu Domain) to provide companies and/or individuals for their own profit making purposes, and considers this is contrary to the community’s wishes and the intent of that legislation.

· Supports the Council’s commitment to further reducing impacts from wastewater discharges into rivers.

· Requests that the Council includes a section in the Long Term Plan on oil and gas exploration in the Tararua district.

· Requests more communication and connection on matters to achieve a sustainable natural and built environment and a strong and prosperous economy, particularly with regard to resource consents.

· Requests that the Council conduct an independent inquiry and/or consult with a reputable historian regarding the status of Rangitane as Mana whenua by prioritising its interests above those of foreign iwi groupings.

· Emphasises the importance of making decisions that consider the district’s economic wellbeing as opposed to the fiscal benefits.

· Requests an indication of the timeframe for the Woodville camping ground upgrade as there are local residents interested in being involved in the development process of this project.

· Requests that the Council support the community garden proposed to be established on the Horizons Vogel Street land.

· Objects to receiving rates instalment assessments with nil balances when paying the full amount at the first instalment.

· Requests the Council to support greater energy efficiency and renewable energy initiatives in Council operations and in the wider community.

· Urges the Council to participate in the Voluntary Targeted Rate mechanism for insulation, and provide a budget for the provision of an Eco Design Advisor.

· Acknowledges the close working relationship with the Council and Sport Manawatu.

· Requests that the service agreement with the Bush Multisport Trust includes adequate funding to continue the successful growth of the facility and its use.

· Endorses the Council’s vision to support an outstanding lifestyle through the delivery of recreational activities and events.

· Notes the development of a Regional Sports Facilities Plan in conjunction with local authorities will provide a framework to support sound rationale for decision making on these facilities.

· Acknowledges the Council’s support for the Enviroschools Programme, and seeks to continue with this relationship and the outcomes achieved (2 submissions).

· Supports the development of a Local Approved Product Policy on the sale of psychoactive substances in the district.

· Seeks consultation with Public Health Services when restarting the development of the Local Alcohol Policy.

· Supports the Council seeking accreditation as a World Health Organisation accredited Safe Community.

· Offers Public Health Services assistance to work with the Council on consulting and developing the above policies.

· Expresses concern at the private use of Council vehicles.

· Supports the Council and its contractors working smarter and more efficiently.

3. Conclusion

3.1 Once the Council has determined the submissions and its decisions concerning this matter the Long Term Plan will be revised regarding the amendments made.

3.2 It should be noted that any changes of significance would require consideration in accordance with the Council’s policy on significance and engagement.

3.3 The finalised Long Term Plan will then be presented for adoption at the Council meeting on 24 June 2015.

3.4 The setting of rates for the 2015/2016 financial year shall be determined at that meeting following the adoption of the Long Term Plan.

Attachments

1 ⇩. Late submissions received to the Draft Long Term Plan 2015/2025

2 ⇩. Public Voice Citizens Panel Survey

3 ⇩. Website Poll results

4 ⇩. Comments noted from the road trip

5 ⇩. Current smoke free environments policy

6 ⇩. Petition from Pongaroa ratepayers requesting the community takes over the water supply

Report

Date	:	21 May 2015
To	:	Mayor and Councillors Tararua District Council
From	:	Blair King Chief Executive
Subject	:	Staff Report
Item No	:	10.8

Reason for the Report

1. This report is to update Councillors on key projects and items of interest for the period from 22 April 2015 to 20 May 2015.

Key Points

2. Consultation Document Submissions and Hearings

With 217 submissions received, 24 submitters requested the option to verbally present to Councillors. Overall, the submission document enabled residents to clearly set out their expectations of Council, through commenting on the issues that make a material differences to rates, levels of service, or sense of community.

Council will decide on the options at their meeting on 27 May, noting the priority for submitters were:

· 177 on the Woodville i-SITE, Library, Service centre location, with 61 supporting the proposed change, and 29 supporting the alternative option by Woodville Districts’ Vision.

· 170 on the proposal to seek “not for profit” buyers of the pensioner/social housing stock, with roughly even support for retaining with increased rents, versus Council exiting this service.

· 163 on whether to exit kerbside collection, with 83 preferring Council continue to provide this service through rubbish bag sticker sales.

· 143 on the proposal to improve the Woodville Impounded Water supply, with 137 in support.

3. Capital Project forecasts

The ¾-year financial report highlights underspends in our proposed capital programme, particularly Water and Wastewater. Whilst a verbal update on the Pahiatua Bore will be provided to the meeting, other progress includes:

Dannevirke Water Treatment Plant	Treatment plant in pre-planning stage, requires preferred supplier - Filtec in plant design planning.
Eketahuna Water Storage	New tank expected on site by end of June.
Akitio Beach	Filtec will be involved in design and it will be a modular plant pre-built. For plant to operate cost-effectively, more storage on individual properties is recommended. Local landowner above Coast Road is seeking potential cost joint venture to provide farm with a supply.
Pongaroa Wastewater Treatment	Project not started. Waiting until Norsewood wastewater plant is commissioned to confirm results we achieve, as Pongaroa will be very similar build.

4. Tararua Alliance

One of the key benefits of the Alliance has occurred recently with a bitumen rebate. When the Alliance started in October 2014, the bitumen price was approximately $1,400 per tonne. Between October 2014 and April 2015, the price fluctuated with an average rate of approximately $900 per tonne. This has resulted in a rebate of approximately $162,000.00 to Tararua District Council that will be reinvested back into the network within the resealing budget. Also, as noted later in this report, the Tararua Alliance have been adding the branding to management vehicles so residents understand the extent of work being delivered through the roading Alliance.

5. Sealing of Document

The Council’s common seal was affixed to the following document, under signature of the Mayor and the Chief Executive.

· Memorandum of Grazing Permit for the Mangamutu Domain reserve land

6. Human Resources

Craig Lunn and Cameron McKay have both achieved professional accredidation. Craig is the first full member of the NZ Planning Institute (MNZPI) we have had on staff, and Cameron is now a Chartered Accountant (CA).

Neil Gibbard, HR Manager, resigned on 6 May to pursue another opportunity. As Human Resources is crucial to keeping a great organisational culture, yet difficult to recruit for, we have decided to split the role into two parts. Jackie Hitt has been appointed as an internal “go-to” person for concerns staff may have, with professional HR advice on questions of employment agreements, improving staff policies and similar being gained through a contracted external HR Manager within the region.

Activity Reports

Alliance – Contract CT32-14 Management Report

7. Executive Summary

April has been the busiest month for the Alliance to date as we finish the majority of the construction work as well as resealing activities. With the colder weather upon us, the Alliance is now moving into winter maintenance activities and planning for next season’s maintenance and renewal programme.

The decision was made to discontinue work on the 2014/2015 reseal sites for this season mid-way through April. At the time of this decision, the reseal sites were approximately 70% complete. This decision was made because the risk profile was becoming too great to continue and we were at risk of undermining quality due to the cold weather. The surplus budget from discontinuing the reseals has been transferred from the renewals budget into the maintenance and operations budget to enable the Alliance to undertake pre-reseal repairs in preparation for next year’s sealing season.

The benefits of this decision will enable the Alliance to complete between 80% and 100% of the pre-reseal repairs for 2015/2016 one year in advance, which will be a great achievement. This will reduce overall maintenance costs for next year as we will not have to carry out texturizing and it will give the repairs the chance to cure – resulting in improved quality. This is also in line with our strategy of doing the right work, with the right people and at the right time.

We have reviewed the reseal sites that we have deferred and are confident that this will have little to no impact on the life of the asset as the reseal dates had been previously based on birthday seals rather than actual life expectancy of the seal. Moving to a more individual and specific lifecycle for each section of sealed pavement is a key strategy of the Alliance for the future and this is the first step in this process.

A significant benefit to the ratepayers of Tararua is the bitumen rebate being delivered back to the Tararua District Council through the Alliance agreement. At the beginning of the contract the bitumen price was approximately $1,400 per tonne and between October 2014 and April 2015 the price has fluctuated with an average rate of approximately $900 per tonne. This has resulted in a rebate of approximately $162,000.00 to Tararua District Council that will be reinvested back into the network within the resealing budget. Under a traditional contract the contractor would have retained this rebate as profit.

Planning

Work is continuing to maximise the budget and spend to the end of the financial year. As this is the last year of the 3-year block funding allocation, it is extremely important to maximise the roading budget as NZTA do not allow any carry over budgets. Work has also begun on identifying the programme of work for the 2015/2016 season.

8. 2014/2015 Reseals

As of Friday 15 May 2015 approximately 70% of the planned 2014/15 reseal programme has been completed. Both internal and external crews have been undertaking resealing; however as cold temperatures dictate sealing conditions, reseals for 2014/15 have now been halted. Although the Alliance has not achieved the targeted reseals set out in the LTP, it was considered a better asset management strategy to halt the reseals and undertake pre-reseal repairs one year in advance to gain that “golden year”, reduce future maintenance costs and reduce the risk of poor quality due to the cold weather. There was also the risk of underspending the budget if the weather deteriorated further.

9. 2015/2016 Reseals

With the decision to halt the 2014/15 reseal programme, the remaining budgets will now be transferred into maintenance and operations to undertake pre-reseal repairs for the 2015/16 reseal programme. The aim of this work will be to complete any pavement and drainage defects on roads noted for 2015/16 reseals. The reseal sites for 2015/2016 have now been confirmed, validated, defects identified and work is now beginning on the pre-reseal repairs with the aim of these being completed before the end of June 2015.

10. Data Collection and Asset Information Management

Work has continued on the implementation of the Assetic project. The plan is to duplicate the RAMM database in Assetic, which will then be backfilled with the financial data from SPNAM in time for the asset valuation at the end of this financial year. This is a significant project and signals the change from using RAMM as our asset management database. The plan is to use the new Assetic database to collect, store and manage all of TDC’s assets with the aim of improving data quality and enabling more accurate asset valuations for TDC’s various assets. The deadline for this project is to have it operational before the end of May 2015 to enable valuations to be undertaken.

11. 2014/2015 Pavement Rehabilitation

The Alliance is nearing completion of the rehabilitation sites proposed for 2014/2015. Some sites have been deferred due to time and budget constraints, but these will be added into next year’s programme.

The Alliance is currently in the process of finalising the rehabilitation sites for 2015/16. We currently have approximately 5kms of high priority sites confirmed, with potentially another 10kms to inspect. The confirmed sites are being validated and scheduled for pre-design Benkelman beam and pavement testing. The goal is to have all designs completed by 30 August 2015 in preparation for the construction season.

Route 52 sites (4984 – 5140), (6549 – 6647), (6675 – 6705) are largely complete and are awaiting favourable weather for first coat sealing.

Laying of pavement on Valley Road (6326 – 6851) will commence next week, once some drainage issues have been remedied.

11.1 2014/15 Confirmed Northern Pavement Rehabilitation Sites (Group 1)

Road	RP	% complete
Umutaoroa Rd	518 – 1956	100
Umutaoroa Rd	3608 – 4071	100
Totaramahonga Rd	29 – 338	100
Ruahine St	544 – 872	100
Norsewood –Ormondville Rd	5030 – 5138	100

11.2 2014/15 Southern Area Sites (Group 1)

Road	RP	% complete
Kohinui Rd	4230 – 4397	100
Kohinui Rd	4414 – 4476	100
Kohinui Rd	6199 – 6357	-
Mangaone Valley Rd	10600 – 11070	100
Upper Mclean Rd	152 – 336	100

11.3 2014/15 Northern Area Proposed Sites (Group 2)

Road	RP	% complete
052 - 0109	3781 – 4328	Stabilising deferred
052 - 0109	4984 - 5140	80
052 - 0109	6549 - 6647	80
052 - 0109	6675 - 6705	80
052 - 0109	8252 - 8412	Stabilising deferred

11.4 2014/15 Southern Area Proposed Sites (Group 2)

Road	RP	% complete
Valley Rd	2480 – 2610	Deferred
Valley Rd	6326 - 6851	50

11.5 Rehabilitation sites completed since previous report

Umutaoroa Road (3608 – 4071)

Umutaoroa Rd - before Umutaoroa Rd – after

Norsewood – Ormondville Rd (5030 – 5138)

Norsewood - Ormondville Rd - before Norsewood - Ormondville Rd - after

Totaramahonga Road (29 – 338)

Totaramahonga Rd - before Totaramahonga Rd – after

12. Water and Drainage

Design and plans are being undertaken on several water and wastewater projects for the Assets team. These include:

1. Eketahuna sewerage renewal – design finished - physical works will start soon.

2. Adele Street – water main renewal - physical works will start soon.

3. Sedcole Street – sewer and water renewal – design in progress.

4. Dannevirke dump site access road upgrade - design finished, doing schedule of materials

13. Minor Improvements

A contract has been granted to Hayden Satherly Earthmovers for the construction of the Mangaroa Road re-alignment work that commenced in April. Work is expected to continue in the new financial year to align with available budgets.

Delivery

14. General Maintenance

During April, 44 signs and poles have been upgraded, repaired or replaced across the network as part of the ongoing general maintenance programme. Sight rails are being repaired and replaced as part of the programme.

There has been a minor increase in unsealed potholes due to recent rain and these are being attended to as and when required.

Programmed routine drainage work and high shoulder removal has been undertaken on the following roads:

· Mowbray Road	· Route 52-44 Road
· Central Road East	· Manuhara Road
· Waione Road	· Birch Road

15. Sealed Pavement Maintenance

Pre-reseal pavement repairs have been completed and our crew is focusing on priority 4 repairs that require attention as they are deemed a safety risk to the road user. These repairs are predominately on Route 52 – 44 section. The 2015/16 pre-reseal repairs programme is being finalised and work will commence in May.

16. Unsealed Pavement Maintenance

Work has continued with grading and maintenance metalling throughout the district. Effort has been applied when grading to put some positive shape back into the unsealed roads, and this will help reduce grading frequencies. Some of the roads completed in April include the following:

· Ellison Rd	· Akaroa Rd
· Dittmer Rd	· Rimu Rd
· Hamilton Rd	· Bridge Rd
· Cemetery Rd	· Larsen Rd
· Falls Rd	· Waihoki Rd
· Browns Rd	· Whetakura Rd
· Waimata Rd	· Tutarewa Rd

17. Vegetation Control

All programmed rural mowing has finished for the year due to slowed growth and budget constraints.

Urban mowing continuing as per contract, however there have been variable results from the existing contractor. The level of service is currently being reviewed and the contract management of this activity is also under review. The Urban Mowing Contract will be retendered in June 2015.

18. Minor Safety

The Ormondville / Te Uri minor safety project has been completed. This project was to widen the pavement and create better sight visibility. Work undertaken included earthworks, drainage, tree felling and pavement construction and widening.

19. Emergency Works

NZTA has approved all emergency work, and all sites have been reviewed by the Planning and Delivery teams. To date the Alliance has completed 8 out of 13 flood damage sites. Castle Hill retreat is programmed to start on 18 May.

20. Urban Construction / Maintenance

Alliance crews have been continuing regular clearance of litter bins in Dannevirke and Eketahuna as well as routine cleaning of all main streets. Brees Mowing Services have started their subcontract to undertake the emptying of the litter bins in Woodville and Pahiatua.

Where possible the use of a mechanical street sweeper is being used to both clean kerb and channel as well as the regular sump cleaning, and we have additional staff attending to general litter collection and cleaning throughout the various townships. It is recognised that this activity requires further improvement and the Delivery team will be working on strategies for improving this performance in the future. This will be more important as we head into the wetter months. Work is currently underway on footpath and kerb and channel replacement programmes throughout the district.

21. Pavement Rehabilitations

The Alliance is 90% of the way through the 2014/2015 rehabilitation sites with only Valley Road and Route 52 left to complete.

The stabilising crew from Tirau has finished all of the cement stabilising sites and these have now been sealed and pavement marked.

22. Bridges and Structures

Work has continued on the Rakaiatai Bridge replacement, off the Matamau- Ormondville Road. Work has also begun on the Edgecombe Road Bridge (N-059), off the Takapau-Ormondville Road, and is expected to be completed in June 2015.

23. Pavement Remarking

Roadmarking Services have completed the district wide pavement remark and are now undertaking the pavement marking of the reseal sites.

24. Saddle Road Upgrade

Over the last couple of weeks since the Gorge was reopened, Stringfellows have progressed well with both sites 3 and 5. They are pushing ahead with earthworks as the weather allows, which means some areas can begin to have pavement material laid as the subgrade depth is reached.

Site 5 is almost at the point where traffic will start to be diverted over onto a temporary road so that the new alignment can be filled across the existing road. The weather will be a major factor in deciding when this work will progress. Because this is structural fill, we will need a couple of weeks of reasonable weather before continuing with this stage to ensure compaction specifications are achieved. If we do not get this gap in the weather, then this stage will be deferred to October – November.

Site 3 is progressing well with the inside of the corner opposite Cook Road now stripped and ready for fill material to be placed. Once again, progress on the earthworks here will only occur as the weather allows. Stringfellows are hoping to start some of cut to fill over the next few weeks, with the remaining being finished October – November. Trees are also being removed on the left hand side prior to Cook Road, near the new box culvert. This will allow for the extra width required to fit the west bound slow vehicle bay.

Performance

25. Performance Framework KRAs and KPIs

The Alliance performance framework has been completed and measures are currently being put into place as part of the Alliance set up. The Alliance will begin reporting on each of its KRAs and KPIs in July 2015.

26. Financial Performance

The maintenance and operations budget within the Alliance has now been exceeded and we have agreed to transfer the remainder of the reseal budget into maintenance and operations to continue to undertake pre-reseal repairs with the strategy of getting one year ahead for all of our future reseal programmes. The remainder of the Saddle Road budget not completed at the end of June 2015 will be carried over to the next financial year.

Budget is on track to be completed at end of June 2015. Rehabilitation and Saddle Road budgets will consume the majority of the remaining budget.

The sealed pavement maintenance budget is now overspent and funds will be transferred from renewals into operations to focus on the pre-reseal repairs for the 2015/2016 reseal programme.

Resealing commenced in March 2015 and has now been halted. The remaining budget will be transferred into operations and renewals to undertake pre-reseal repairs and work on Route 52, which is deemed to be higher priority.

Culvert/Bridge Renewal on Mangaroa Road is underway. It is planned that any balance remaining in the 2014/15 budget will be used on this project.

2014/2015 Rehabilitations are still on target for completion by the end of May. Work will also be undertaken on Route 52, which will expend this budget in June 2015.

Depots, Plant and Equipment

27. RT Repeater Mt Butters

Agreements are now in place with all affected parties, the repeater equipment has been purchased and waiting a fine calm day to install.

28. Oringi Renovations

A site meeting was held on 12 May and staff from the management team were invited to come along and see progress with the renovations of the new offices. The site is progressing well and still on track for completion at the end of June 2015.

29. Vehicle Branding

The Alliance management team including both TDC and Downer vehicles have been co-branded with the Tararua Alliance logos and we have received good feedback from both the staff and public.

Assets Group

30. General

The Assets Group continue to be very busy with the capital works programmes and contract management. There is a large quantity of waste water pipe renewals ahead of us, and we are working with the Tararua Alliance to try and set up a second work team.

The landscape architect for the Eketahuna town centre upgrade project (Prorata), has completed his onsite measurements, has developed the base plan, and is well underway with the development of the two concept plans. Once completed, the concept plans will be presented to the Community Board for their consideration. Once a concept has been chosen the project will move into the construction design phase, which will be managed through the Alliance.

The unseasonably warm weather has meant the grass has continued to grow, and all the parks contractors are having to keep on mowing at spring rates. This will be monitored as it may impact on the winter jobs such as pruning and fertilising.

31. Solid Waste

31.1 Pahiatua Recycling Centre

Council officers have continuously been pushing the architects to get the plans drawn up. At the time of writing this report, the designers had just sent the construction plans through. The plans are now in the process of being reviewed by Council staff and once approved, the tender process will begin. Kevin O Connor and Associates will manage the tender process.

Illegal dumping at the site is an ongoing issue and is being monitored. Council staff are making every effort to identify culprits and issue fines to deter the behaviour.

Utilities

32. Water

32.1 District

There have been no major issues or disruptions to the water supply throughout the district with everything operating well.

32.2 Pipe Condition

Recent water pipe work in Woodville and Dannevirke has allowed staff to assess the condition of cast water mains. The samples removed show that the pipes themselves, despite their age, are in very good condition. We plan to continue to collect samples and review all the assumed condition grades of cast pipes in the District, based on the information we now have to hand.

33. Wastewater

33.1 MfE Projects – Woodville

The plant is in early commissioning phase. The pre-screen is operating with the new clarifier and disc filter online. The early outcome is that the plant is operating very efficiently. We have taken a raft of tests from the effluent and are waiting on initial results. In our resource consent application we stated a severe regime of testing, which TDC were going to carry out in conjunction with the new upgrade.

· Influent sampling every three days for a month

· Sampling between ponds weekly for four weeks

· Effluent sampling Monday/Wednesday/Friday for four weeks

These are extra to the normal testing upstream and downstream. This will give Council a good feel on what level of treatment the plant is achieving following the upgrade. The results will be used to support the consent application.

There is still a bit of trialling with the level and manipulation of the dosing of coagulation as to the economical level of DRP removal, with the polishing to be finished with the tephra filter.

We are waiting on the manufacture of the manifold for the tephra irrigation and the pond to be lined.

33.2 Pahiatua

Commissioning of the new plant will start in the next week once we are happy that the Woodville plant is operating in an automated manner.

33.3 Dannevirke

We are still waiting for the pipe relining contractor to arrive on site to renew the connection between No 2 and No 3 ponds that is buried under the road. Once that work is complete, the pond lining can start.

The renewal of the discharge pipe between No.1 pond and No.2 pond’s inlet pipe, is almost complete.

33.4 CCTV Camera

The jet blaster is presently in Pahiatua cleaning several pipes and manholes so that the camera can continue checking pipe conditions. The camera operator is systemically assessing the condition of all waste water pipes. These results will be fed into the new asset management data system. The system will then be used to run renewal scenarios based on pipe condition to determine the renewal profile for the next ten years. In the past, this profile has been mainly based on pipe age and material type. Once this work is completed, Council will have more confidence that it is neither under or over-investing in pipe replacements.

33.5 District Capital Renewals

The Assets group, in conjunction with the Alliance, has a number of pipe renewal projects underway.

· Hospital Street, Dannevirke – sewer main replaced – completed

· Victoria Avenue, Dannevirke – sewer main renewal – first section from the Queen Street roundabout is completed, started on section from King Street corner towards town

· Burgoyne Street, Woodville – water main – 420m pipe renewal – work has commenced

33.6 General

We have invited Resource Consent application submitter “the WEKA Group” to re-visit the Woodville and Pahiatua wastewater sites. They visited prior to any upgrade commencement and we discussed what upgrading we would be doing to meet and pass consent requirements. Hopefully, as a public relations invite prior to any of the consent hearings, we will have a site visit next week to show them our new upgraded plants running.

Property

34. Housing for the Elderly

34.1 Occupancy

86 flats are presently occupied, there are currently six vacant flats, which are:

Hovding Court, Dannevirke	2 flats vacant	274, 421 days
Elsinore Court, Dannevirke	2 flats vacant	195, 151 days (left vacant in case Hovding Court tenants need to relocate)
Kowhai Flats, Pahiatua	1 flat vacant	61 days (tenanted 08.05.15)
Bengston St, Eketahuna	1 flat vacant	33 days

34.2 Ballarat Court, Dannevirke

H.T Illsley Building contractors hope to begin the re-roofing of the Ballarat Court complex on 18 May 2015.

35. Camping Grounds

Bookings for the district camping grounds in April 2015 were:

Dannevirke 235

Pahiatua 510

Woodville 72

Eketahuna 444

36. Parks and Reserves

36.1 Dannevirke Upper Domain

A plan has been drawn up to revamp some of the garden areas. The contractors have started developing the new annual gardens on the Christian Street side of the Domain.

They have installed five raised gardens to replace the previous five gardens. This will enable them to maintain the gardens easier and it will eliminate the problem with the oxalis in the old gardens. The new gardens will present a much better visual impact than the old ones.

The fountain has been repaired and repainted. This has greatly enhanced this feature. Staff hope to have the lights running again shortly.

37. Bush Multisports Complex

Council staff have met on site at the old sale yards land with representatives of Bush Multisports to discuss proposals for the old saleyards area. The Bush Multisports have marked out where they would prefer a community proposal for a skate park area to be located. The skate park proposal is in early concept stage.

Council officers reminded the Trust of the resolution of Council, passed when the land was purchased, requiring the Trust to come up with a concept plan for the whole site for Council approval, before development of the site could begin. This plan will be impacted on by the pool feasibility study that is currently underway.

The Trust will now work with the Alliance and Council planning officers to develop a plan that incorporates the skate park, the pool site and provision for car parking.

38. Pahiatua Grounds Maintenance Contract

Council officers have been receiving a number of complaints about the quality of the mowing in the main centre of Pahiatua and areas of the Mangatainoka cemetery. The main issue has been the clumps of grass left behind after mowing has been undertaken. This mowing was below the contract standard.

After meeting with the contractor last month, the quality of the mowing at the Mangatinoka Cemetery and Pahiatua Main Street has improved. A concerted effort was put into having both these areas up to scratch for Anzac Day, with good reports coming from both the RSA and the Mayor. Council officers have also received reports from the public on the improvement. Council officers will continue to monitor this very closely.

39. Domain Boards

39.1 Mangamutu Domain

Council approved that a grazing concession be offered to the highest tenderer. An application for a concession was received from the tenderer and was subsequently approved. The grazing permit forms are now with the signing committee.

40. Cemeteries

40.1 Mangatera

The cemetery was well presented for Anzac Day and the standard of mowing and spraying has greatly improved.

40.2 General

All the cemeteries and cenotaph areas throughout the district were well presented for Anzac Day.

41. Community Buildings

41.1 Eketahuna War Memorial Hall

Discussions have taken place with Radio Eketahuna who are keen to move into the old Plunket Rooms attached to the War Memorial Hall. They have to vacate their present premises by 30 June 2015. A few minor repairs need to be completed to the premises but it should work out well for both parties.

Strategy and District Development

Strategic View

42. Pahiatua Service Centre Strengthening

Following the Minister of Housing’s announcement on earthquake-prone buildings (refer below) we have re-initiated the project to strengthen the Pahiatua Service Centre. Beca Carter engineers will commence preparing specifications suitable for builders to tender for the work. Once we have firm costings, Council will be asked to confirm or remove this work on how the Pahiatua Service Centre building can be brought up to the required standards.

43. Earthquake Prone Buildings - Changes to Policy

The Building (Earthquake-prone Buildings) Amendment Bill, is due to be reported back to the House on 30 July 2015.

The Government has listened to concerns and advice including that from Local Government NZ, in which Blair King participated.

The Minister has announced a revised earthquake strengthening policy that better targets buildings where location, use and type pose the greatest risk to life.

The scope of buildings requiring assessment has reduced by excluding farm buildings, retaining walls, fences, monuments, wharves, bridges, tunnels and storage tanks, and focusing on older buildings like unreinforced masonry that pose the greatest risk.

There are four significant changes to the policy:

1. Varying the timetable for strengthening relative to earthquake risk

2. Prioritising education and emergency buildings for strengthening

3. Reducing the number of buildings requiring assessment

4. Introducing new measures to encourage earlier upgrades

The five-year timeframe for identification and assessment, and 15-year timeframe for strengthening is to be varied relative to seismic risk. Low, medium and high seismic risk zones will be established throughout New Zealand, with timeframes for assessment of 5, 10 and 15 years, and strengthening of 15, 25 and 35 years.

High risk areas, including the Tararua, require a 5-year assessment and 15-year strengthening requirements.

Education and emergency buildings (includes hospitals) in high and medium seismic risk areas come into a special category requiring that they be identified and strengthened in half the standard time.

A web based public register of all earthquake-prone buildings, and their level of risk will be required.

There will be a requirement to strengthen earthquake-prone buildings when doing substantial alterations.

44. Pongaroa Rural Water Supply

A revised cost of $393,125 for the proposed plant upgrade has been submitted to the Ministry of Health. We were able to reduce estimated costs by reviewing the preliminary costs prepared by external engineers against the actual Eketahuna upgrade costs and by commencing itemised quotes from suppliers. Further pricing is underway for power connection. Pressure testing is still required and detailed water analysis is underway to confirm the exact treatment system specifications.

Initially it was proposed that the treatment plant could be located in the township, reducing capital costs, but increasing operating costs as reticulation pressure would need to be maintained by pumping. The Pongaroa Water Incorporated Society advised as part of consultation, that they wished to maintain a gravity system to maintain lower operational costs.

The cost savings have been made by:

· Removing the preliminary and general costs (Council will do the necessary works for this themselves).

· Changing the building to a shipping container.

· Removing raw water storage and replacing it with a smaller amount of treated water storage.

· Reducing the civil works and access road costs as local people will do some of this work.

· Refining (reducing) the transformer and overhead power costs, though we have included a power contingency as there is still some unknowns with this.

· The overall cost reduction reduces the 10% contingency.

Hopefully, these cost reductions will be sufficient to allow the application to proceed.

A key feature of this application is that it involves transferring management and operation of the town supply from the Pongaroa Rural Supply Inc to Council. This is more practical as it will assist with Drinking Water Standards NZ compliance. Council will combine the operation of the supply with the other supplies we are responsible for.

Should Council be successful with our application for funding, a review of the water bylaw will need to be considered and further consultation with the community can then take place.

Incidentally, Statistics New Zealand has made contact about the next NZ Census requirements and we have noted that a mesh-block for the Pongaroa town would assist in respect of reporting demographics.

Information Technology

45. Civica – Authority Software Upgrade

The upgrade to 6.10 is now complete and once the major testing issues were resolved, the actual process to move systems and servers was smooth. There remain a few unresolved issues and others that will be fixed in June.

The New Zealand User group recently met with the new Chief Executive of Civica International.

46. Records Update

With the liquidation of Infracon late last year, TDC became custodian of the Infracon records. This involved a large volume of records, and with space at a premium we have temporarily exceeded our available storage capacity. Immediate cursory appraisal has been essential to bring the quantity of stored records back to a manageable level.

The records consist of:

1. Personnel – already appraised and all legally required information has been collated in a staff register. (Files will be destroyed once liquidation is finalised.)

2. Payroll and Finance – 50% appraised – all records over 7 years old have been destroyed. Others will be incorporated into our retention and disposal process for future destruction.

3. Governance – Need to be appraised, indexed (manually checked and entered into a searchable list), then boxed for permanent archiving.

Records has continued to “chip away” at the historic building records. In June we have some students returning, and they will undertake some remedial work on the consents previously scanned by Regulatory Services.

Economic Development, Marketing and Communications

47. Tararua Business Hub Facilities

The utilisation of this Conference/Seminar Room continues to support economic development in the district:

· Dannevirke Community Bus Launch

· Community Project Meetings

· Dannevirke Chamber of Commerce

· Budget Services

· Council Staff Training

· Civil Defence Training

· Training Programme for business delivered by the Tararua Business Hub, as outlined below

business | potential

48. business support

· A full range of business support provided for three new business ideas in Dannevirke, one with export potential. They have been linked to digital marketing, Vision Manawatu and BCC.

· Support provided for a new retail business in Woodville – linked to digital marketing, training, Vision Manawatu and BCC.

· Continued support for a business in Pahiatua – linking to our network of media contacts and digital marketing.

· Providing support to an existing business in Norsewood, liaising with Council Regulatory Services, Planning and NZTA.

· Continuing to provide marketing assistance for a new business, based outside Dannevirke – linked to digital marketing and print services.

· ‘After 5’ meeting for the Dannevirke Chamber was held at the Business Hub on Wednesday 27 May with a presentation by Louise Charlton that covered the business support services available at the Tararua Business Hub. Our guest speaker, Dave Craig from the BCC (Building Clever Companies, formerly the Bio Commerce Centre), provided an overview of the services they provide for business and new ideas, including the Innovate 2015 competition, as well as a new initiative available at the Tararua Business Hub.

49. training programme:

The following programme of training will be hosted at the Tararua Business Hub:

· DMG – help small businesses develop, manage and grow by providing training workshops every month at our Business Hub. The next workshop focusing on Accounting Basics will be held on Tuesday, 26 May 2015.

· IRD – the first workshop ‘Introduction to Business’ was well attended (11 attendees) and IRD were delighted with the response and our facility. The next interactive ‘GST workshop’ will be held on Wednesday, 27 May 2015.

· BCC (Building Clever Companies)– their evening workshop, introducing what they do, and covering a suggested business model was well attended by the Business Hub Team, local businesses and residents from our district with new ideas. Follow up meetings with individual attendees and groups have been organised .

50. new initiatives:

· Vision Manawatu – working in conjunction with our new consultant to create a network of business mentors within our District.

· BCC – A consultant will be available in our office to support our business community and help people develop their ideas, starting on Thursday 14 May and every fortnight thereafter. The first day is fully booked.

51. Foreign Investor Masterclass

Lianne Simpkin attended the EDANZ (Economic Development Agencies of NZ) Regional Investment Master Class with NZTE. The master class was hosted by Vision Manawatu to develop and power up our investment partnerships. EDANZ and NZTE encouraged members attending from Taranaki/Manawatu/Hawke’s Bay and Wellington to discuss how we could work together to be more successful together.

Enhancing our capacity to identify, assess and co-develop specific opportunities with private sector stakeholders for introduction to investors.

We are already working in this space with the Building Clever Companies (BCC) in relation to facilitating, researching value and pitching opportunities. However, it is always reassuring to know we are working on the right platform.

52. Vision Manawatu

We now have a new Business Regional Advisor at Vision Manawatu called Karen Blair. We met with Karen on 28 April to discuss the opportunities for business to link to support services at Vision Manawatu. Karen is the local coordinator for Business Mentors New Zealand and is a very valuable contact for the Tararua Business Hub. We have discussed the opportunities inherent with business mentors and Karen has advised that if we can encourage 6-10 business mentors to offer their support we can begin to offer this service at the Business Hub.

53. Department of Conservation

53.1 Coppermine Creek

We are working on a collaborative project with DOC on the upgrade of the marketing and interpretation signs on the trail to the magazine at Coppermine Creek. This is an opportunity to not only upgrade the signs but profile the features of this walk, including the Iwi history and possibly involve a community group in a tidy up project.

54. Palmerston North Airport

We met with Angela Scott, Visitor Development, Palmerston North Airport to discuss the Tararua District signage at the Airport.

Whilst we are unable to secure the same location for the 2015 contract, we have been offered a higher profile site.

55. Facebook Overview

56. Facebook Target Marketing (Long Term Plan Consultation Document)

We utilised Facebook’s target marketing tools to promote (or “boost”) a post regarding the Consultation Document.

This pushed the post out to over 8,000 people. There were 121 interactions with the post, 76 of these interactions went directly to our website (see image below for full stats).

Tararua i-SITE

57. Welcome Packs

There were 25 packs sent out during April, five were sent to purchasers outside the district.

58. Woodville Lions Track & Tunnel Walk

Another successful event held this year. The i-SITE sold 430 tickets. Ticket sales were down for both Tararua and Palmerston North i-SITEs this year, which could be due to a mistake in an advertisement in the Wairarapa News.

59. Information Centres Visits

Pahiatua Information Centre now have a new Co-ordinator (Martha Field) and have moved to new premises directly across the road from the previous site. Eketahuna also have a new Co-ordinator (Jane Goddard).

Discussions will be held regarding training for volunteers when the new Co-ordinators have settled in.

60. Tararua Visitor Map

Staff have assisted the Marketing team to update contact details and listings for the new visitor map.

61. Facebook ‘Likes’

62. Tararua Information Centres statistics

2014/2015

April 2015

Local visitors were higher this month at Dannevirke Information Centre due to sales for the Suessical Show.

It was a fairly quiet month at Woodville due to the Gorge closures during April.

	April 2015	April 2014
Local	1,714	1,733
NZ	1,093	1,721
Overseas	335	376

Total visitors to Information Centres

Planning

63. Membership of New Zealand Planning Institute

Planning Manager Craig Lunn has recently attained Full Membership with the New Zealand Planning Institute. Applicants are required to have a recognised planning degree and at least 3 years work experience in planning. The application process involved preparing statements of experience from employers, assembling a portfolio of work, and completing a satisfactory membership interview with a panel of Full NZPI members. Full Membership enhances Council’s reputation for professionalism in relation to its planning activity.

64. Young Planners Congress and NZPI Conference

Nicole Gowing attended the Young Planners Congress and NZPI Conference in Auckland from 13-17 April 2015.

· Interesting speakers from both NZ and overseas presented at the conference with a focus on Auckland’s issues around availability and affordability of housing. Key speakers included Lucinda Hurtley and Charles Mongometry who presented on happy and pleasure cities. Strong focus was made on the decline in places having their own identity, sense of place and social connectivity. Reminding planning approaches to understand the importance of community input and drive to reconnect people with their places. Examples of this included low cost community driven improvements to streets and public places by working with local groups and councils.

· Finding a path to better management of resources, while encouraging economic development and RMA reforms were key topics for the Minster of the Environment, Nick Smith. He focused on phase one of the RMA reform that is now underway. Mr Smith is satisfied with the changes to the consenting process, with less trade competition and hopes to see considerable improvements with the Environmental Court. He sees phase two being a little more difficult with changes to sections 6 & 7 of the RMA. Mr Smith was still optimistic with his speech and 10 proposed changes which he released earlier this year, and is hopeful for a stronger national direction and standardising of legislation.

· Heritage New Zealand spoke on facilitating the seismic strengthening of Heritage Buildings and recognising the knowledge gap for building owners. Heritage New Zealand outlined that this required more community engagement and particular focus went into their roadshow around New Zealand to help inform building owners. Discussions were also had on the uneasy relationship between RMA and heritage, outlining the gaps between Heritage New Zealand and councils where the strengths of organisations needs to be utilised along with National Environmental Standards to ensure consistency.

· Sir Tipene O'Regan of Christchurch presented his views of Maori indigenous local and world views. Key focus was on the importance of ensuring cultural history is recorded for their people and not interpreted by those without the cultural understanding to ensure it does not lose its meaning. Sir Tipene provided an example of the work that had been undertaken in Christchurch with Maori names and meanings of places being recorded, which will eventually be nationally used but managed and maintained by the Iwi.

Regulatory

65. Animal Control

Animal Control has been busy dealing with two serious stock attacks over April, both resulting in destruction of the offending dogs. A potential prosecution is likely for one of the attacks due to a colourful history of the dog owner and the serious nature of the attacks, creating a high public interest for a prosecution. A prosecution will send the message to owners that owning a dog holds a high degree of responsibility and if you fail in your obligations as a dog owner, there may be serious implications including being faced with a prosecution.

The team has also had good successes with a handful of problem owners, working with them to create an outcome advantageous for the owner, the public, and the team.

There have been relatively few dealings with stock, however the complaints we have attended have been in high-risk areas like the Pahiatua Track, and down High Street. Repeat offenders due to inadequate care of fencing, are now being hit hard as it appears the potential high risk these animals pose towards the public when out on public roads is not enough of a motivator for the owners to take action.

Over the next few months the team will be busy seeking and sighting dogs in preparation for the new registration year.

66. Alcohol Licensing

Pennie Smith has begun training as a back-up licensing inspector, to assist with manager application processing, manager interviews, special licence application processing and licensed premises inspections. This will allow business as usual and not delay any applications when the inspector is away.

67. Building

April was an extremely busy month for the building officers in regards to processing of building consents. 47 building consents were issued in April, for the same month last year 31 consents were issued. The total value for April is $1,619,987.00 including two new dwellings in the Dannevirke area and one in Pahiatua.

Unfortunately one consent exceeded the statutory timeframe by two days. We had an officer on leave for part of the month of April, and then having the Easter and Anzac break the officers were trying to catch up on all the processing and inspections. After having a meeting, it was decided to take pressure off the officers and the front line staff are now taking messages and only contacting officers if they are urgent. The officers are available between the hours of 3pm and 5pm daily for general counter enquiries. This is working extremely well and is enabling the officers to catch up on the processing of the building consents. To date the officers have noticed a huge difference and have been able to get on top of many of the other workloads they have.

30 Code Compliance Certificates were issued in April.

68. General Inspection

Over the month of April there were 15 reported incidents of illegal dumping, of which three were at the Pahiatua Recycling Centre. Eleven invoices were sent out and six infringement notices were also issued where circumstances allowed. Overhanging vegetation notices have been issued to six properties district wide. Two complaints came in for stock crossings, both at the same crossing. A letter has been sent to the sharemilker and we are currently waiting on a reply. There were two incidents of abandoned vehicles, both of which have been removed by the owners. There was one case of offensive odour coming from a dead sheep in a paddock and the owner has since buried the sheep.

69. Health

Food

· 19 high risk inspections

· 2 low risk inspections

· 1 mobile food inspection

· 1 new mobile business

· 2 new business enquiries

· 1 food complaint

Liaising with Country Carnival Market organisers and stallholders to ensure that they meet their obligations before attending market.

Liaising with New Zealand Natural Clothing who are hosting a Norway Day market day, to ensure that food stallholders meet their obligations.

Other

· 2 hair dresser Inspections

· 1 offensive trade inspection

· 1 trading in public places application

· 1 smoke nuisance complaint

· 1 health complaint

Emergency Management

Rural Fire

70. Fire Season

Fire danger is LOW. We have been called to an unusual number of small vegetation fires during this period. They were caused mainly through carelessness and in some cases sheer stupidity. Fire fighting costs will be recovered by Council from those individuals responsible.

71. Incident Reports

*NRFA Classification Type*	*Jul*	*Aug*	*Sep*	*Oct*	*Nov*	*Dec*	*Jan*	*Feb*	*Mar*	*Apr*	*May*	*Jun*	*Total*
Power Lines	0	0	0	0	1	0	0	1	0	0	0		2
Vehicle - Car, Truck etc.	1	0	3	1	1	1	1	0	0	0	0		8
Farm/Forest Machinery	0	0	0	1	0	0	0	0	0	0	0		1
Camp fires/bonfires/rubbish fires	1	0	0	0	0	0	1	1	1	2	4		10
Smokers	0	0	0	0	0	0	0	0	0	0	0		0
Land clearing escaped - Open Fire Season	0	0	1	2	4	1	1	4	3	0	3		19
Land clearing escaped - Restricted/ Prohibited Fire Season (no Fire Permit)	0	0	0	0	0	0	2	1	0	0	0		3
Structural - House/Shed	3	1	1	1	1	0	1	2	0	1	0		11
Pyrotechnics Fireworks	0	0	0	0	0	0	0	0	0	0	0		0
False Alarm	0	0	0	2	0	2	4	4	4	0	2		18
Medical Assist	0	0	0	0	0	0	0	0	0	1	0		1
Motor Vehicle Accident	1	0	0	0	0	0	0	0	0	0	0		1
Miscellaneous	1	0	0	1	0	0	0	0	0	1	0		3
*Total*	7	1	5	8	7	4	10	13	8	5	9		77

72. Meetings

Paddy attended the Manawatu-Wanganui Regional Rural Fire Committee meeting in Palmerston North on 6 May 2015.

Paddy attended the Lower North Island Enlarged Rural Fire District meeting in Palmerston North on 20 May 2015.

73. Equipment

The old Principal Rural Fire Officer vehicle has been transferred to Tiraumea Volunteer Rural Fire Force as a rural fire utility vehicle. This negates the health and safety issues highlighted previously re towing of their 3-ton fire trailer using unsuitable private vehicles.

Civil Defence

74. Incidents

Nil

75. Meetings

Paddy attended the Manawatu-Wanganui CDEM Group Emergency Management Officers meeting in Palmerston North on 13 May 2015.

Pennie Smith attended the Manawatu-Wanganui CDEM Welfare Coordination Committee meeting in Palmerston North on 21 May 2015.

A Tararua Emergency Management Committee meeting was held in the Council Chamber on 7 May 2015. Our Regional trainer Meghan Gallen gave a presentation on the new Emergency Management Information System (EMIS) which was well received. It was also pleasing to see more local Civil Defence Response Group people at the meeting.

76. Civil Defence Plans/Standard Operating Procedures/Manuals

Still working with the community on the Pahiatua Community Civil Defence Response Group Plan.

A meeting has been scheduled with the Eketahuna Community CD Response Group to carry out the annual update of their plan.

The Draft Welfare Plan is currently being formatted and should be ready soon for release. We have decided not to wait for the National Welfare Plan to be released as this will probably be some time at the end of this year.

77. Seminars/Workshops/Courses/Forums/Training

A series of eight Emergency Operations Centre Foundational courses are scheduled over May and June this year. The courses are to be held in the new Tararua Business Hub. All Council staff are required to complete this course. It would also be useful for Councillors and community volunteers to attend. The course takes about three hours and provides an overview of our civil defence requirements in an event.

Our Group trainer Meghan Gallen provided an overview of the new EMIS system on 11 May 2015. This overview was aimed at TDC staff. General comments were that it is a lot easier to use than the old system. Meghan also provided a hands on session in the afternoon for interested staff. It is planned to roll out specific EMIS training once personnel have completed the EOC Foundation Training.

Civil defence volunteers Martyn and Adriane Preece from the Pahiatua Community CD Response Group assisted Paddy in providing basic radio skills to the children at Makuri School on 4 May 2015.

Paddy attended the Radio Frequency User Group Conference in Wellington on 30 April 2015. Valuable information was gained and contacts made which will help us develop our radio network in the future particularly in relation to the Whole of Government Network.

78. Radio Network and Audit

We have just received approval from the Ministry of Civil Defence and the Radio Spectrum Management organisation to use a new channel on our proposed repeater which will be situated on Ahiweka. This will substantially improve radio coverage in the north west part of the District. Paddy is working with Downer EDI to install the new repeaters at Ahiweka, Te Awaputahi and Mt Butters. The full network will be up and running by 1 July 2015.

Over and Out Communications have just completed a full radio audit of our 24 radio sites throughout the District. The audit included general maintenance and installation of replacement radios.

Library

79. General

The Library branches closed on the morning of 23 April for training regarding the banking procedures. As this was well advertised prior to the close, there were few customers who felt disadvanged. From a management perspective, it was worthwhile to get all frontline staff together to all be given the same message from the Finance team.

The Eketahuna branch was closed on 23 and 24 April to enable the new layout to be put into place. The desk has moved from the back corner to the front left hand side of the building. This has enabled a better layout of the Library collections. The main reason for shifting the desk was increased security for the staff. In the event of staff being confronted by a threat from a member of the public, they now have an exit to a safe area.

80. Children’s Services

Nine craft sessions were run at the four branches over the school holidays. The theme was “Toys and Games” and children made various craft that related to the theme. 70 children attended these sessions across the District.

81. Statistics – as at 30 April 2015

Customer Services

82. CRM Requests – April 2015

Sport and Recreation

83. General

· A sideline behaviour sign has been ordered for Dannevirke Junior Hockey. This sign aids in addressing negative side-line behaviour and will be used at weekly games in Dannevirke.

· The second Sports Coordinators Meeting was held on 23 April. There was a representative from Dannevirke High School. The meeting covered: the KiwiSport Review; Adidas Fun Run opportunity for schools; Richard O’Sullivan’s Athletics Management System; Kamar upskilling and issues arising with football scheduling clashes.

· Two special Grassroots Coaching Courses are being planned in the district. They will include some coaching resource giveaways to attract local coaches to attend the courses. One will be held at the Dannevirke Sports Centre and the other at the Bush Multisport Park Stadium.

· A Grassroots Coaching Course was run at Tararua College on 1 April. The course was attended by 13 people including students and parents who are coaching.

· Dannevirke Athletics have identified coach upskilling as being their major priority after undertaking a Club WoF. Coaches from the Palmerston North Athletics and Harrier Club will be utilised for a one off session, with the target of upskilling parents to coach at club nights.

· Grade 2 Cycle Skills were delivered to 15 students, and the Learn to Ride programme to 14 students at Papatawa School near Woodville.

· Over the next month, Sport Manawatu staff and the Tararua Police Education Officer will deliver a series of Cycle Safety Lessons at Woodville, Dannevirke South and Pahiatua Schools. The lessons cover a wide range of skills enabling the students to complete a supervised road ride. The aim of the lessons is to build knowledge and confidence amongst the participants in the hope they will choose cycling as a means of transport.

· Continued support and upskilling of our SportStart teachers from Huia Range, St Joseph’s, Weber and Norsewood schools through modelling and observation sessions. Feedback is positive with teachers saying how easy the programme is to plan and follow; it is also very adaptable and suitable for all ages and abilities.

· Continued support is being provided to the Dannevirke Multisport Complex Committee (DMC) through attendance at committee meetings. The group is currently planning a community consultation meeting.

· Planning is underway for the 2015 Tararua Sportsperson of the Year Awards. The Awards scheduled for Friday 16 October will be held at the Dannevirke Town Hall.

· The last Whanau Tri class had 11 participants; we celebrated their success with a brief talk on what programmes they can move on to next followed by a kai (meal).

84. Upcoming Events (that we deliver or directly impact on)

· SportStart programme delivery at Norsewood and Districts School, St Joseph’s School, Weber School, and Huia Range School.

· Manawatu Inter Secondary School Cross Country on 20 May at Manawatu College

· A Netball ‘Fun Day’ will take place in Pahiatua. A Pahiatua A1 game will be moved from Palmerston North to Pahiatua, enabling the team to have a weekend off from travelling. The new ANZ Future Ferns programme will also be delivered by Netball Manawatu to junior players, as part of the day.

· Work has been done on the organisation of the upcoming Pahiatua Social Indoor Football competition in May 2015. The tournament is an 11 week 4-a-side Adult Indoor Competition and in 2014 had 12 teams.

· Sport Manawatu staff will host a Year 5-6 SportStart Teacher Workshop at Vautier Park in Palmerston North on Wednesday 27 May. Invites have been sent to all Tararua partner schools.

· Sport Manawatu will host a Grassroots Coaching Course at the Dannevirke Sports Centre and Bush Multisport Park on Sunday 7 June.

· The Annual Tararua Primary Schools Seven-a-side Tournament is scheduled for Wednesday 24 June at Bush Multisport Park with the postponement date of Friday 26 June.

85. Recommendation

That the report from the Chief Executive dated 20 May 2015 concerning an update on key projects and items of interest to the Council (as circulated) be received.

6.1	Kerbside Berm Mowing (Item 6.1)
6.1.1	The Tararua Alliance Performance Manager is to meet with the Board’s Chairperson to discuss the kerbside berm mowing level of service in Eketahuna.
6.2	Radio Eketahuna (Item 8.1)
6.2.1	Radio Eketahuna has entered into a lease agreement with the Council to use the old Plunket rooms building as their premises.
6.3	Old Café Location Advertising Sign (Item 8.2)
6.3.1	The Lazy Graze Café is very interested in placing their details on the old café location advertising sign, and the owner intends to follow up this matter in the future.
6.4	Tararua Cycleway Project Proposal (Item 6.3)
6.4.1	A meeting of the steering group for this project is to be held on 12 May 2015 at 2.30 pm.
6.5	Anzac Day (Item 12)
6.5.1	The Anzac Day civic ceremony held in Eketahuna was a very successful and well attended event.
6.5.2	It was noted that the sound system and music options may require to be reviewed for next year’s ceremony to consider if any changes are needed.
6.6	Alf Rowden Humanitarian Award (Item 13)
6.6.1	*That the Alf Rowden Humanitarian Award be presented to Kirsten Waterman to acknowledge her voluntary service to the Eketahuna community.* Davidson/Shannon Carried
6.6.2	A function to present the Alf Rowden Humanitarian Award will be held on 12 June 2015 at 7.00 pm in the Eketahuna Community Centre Supper Room.
6.6.3	Arrangements are to be made by the Board for the catering at this event, along with advertising the details of the date and venue.
6.7	Draft Long Term Plan 2015/2025 Council Road Trip (Item 14)
6.7.1	The Council’s Long Term Plan Road Trip visit to Eketahuna was good and well received, with the attendance at the Board’s public meeting being smaller than on previous occasions.
6.8	Pukaha Mount Bruce Annual Fundraising Dinner (Item 16.1)
6.8.1	The Pukaha Mount Bruce annual fundraising dinner was very successful, with the outcome resulting in proceeds of around $20,000 being provided from this event.

8.1	Rongomai Domain Incorporated
8.1.1	Cr Davidson reported that the Annual General Meeting of Rongomai Domain Incorporated has been held, with there being no changes to the membership of its committee.

Managers Certificate - Renewal of Manager Certificate
License / Cert No	Premises	Applicant	Issue Date	Expiry Date
401.2009.00003273.001	Cape Turnagain Golf Club	Mr B T Hales	20 Apr 2015	27 Feb 2016
401.2009.00003885.001	Dannevirke Services and Citizens Club Inc	Mr P Shaw	20 Apr 2015	18 Mar 2018
401.2014.00005115.001	New World Pahiatua	Mrs H E McLlraith	20 Apr 2015	07 Apr 2018
401.2011.00005027.001	Pongaroa Hotel	Mrs D J Bell	28 Apr 2015	27 Apr 2018
401.2009.00002855.001	Norsewood Crown Hotel	Ms A G Freimann	28 Apr 2015	30 Apr 2018

Off Licence - Renewal of Off Licence
License / Cert No	Premises		Applicant	Issue Date	Expiry Date
400.2008.00002206.001	Mangatera Hotel	Speedy D P and D E		12 Nov 1996	12 Nov 2017

Managers Certificate - New Manager Certificate
License / Cert No	Premises	Applicant	Issue Date	Expiry Date
401.2015.00005148.001	Pahiatua New World	Mrs J Philips	28 Apr 2015	28 Apr 2016
401.2015.00005150.001	New World Pahiatua	Mrs K E Jellyman	28 Apr 2015	28 Apr 2016
401.2014.00005116.001	Aotea Sports Club	Ms V Broughton	27 Mar 2014	27 Mar 2018
401.2014.00005121.001	Bridge Cafe	Mr J L Heagney	19 May 2014	19 May 2018
401.2014.00005122.001	New World Dannevirke	Mrs J L England	08 May 2014	28 May 2018

9.	Correspondence
9.1	*That the correspondence as listed be received.* *(a) Kerry and Loreen Cunningham* *Re: Eketahuna Camping Ground March report* *(b) Pukaha Mount Bruce* *Re: Renewal of contribution to the Sponsor A Hectare programme* *(c) Pahiatua Railcar Society 10 April 2015* *Re: Acknowledgement of financial assistance to support the Eketahuna railway station building project* Shannon/Hull Carried
9.2	Pukaha Mount Bruce
9.2.1	*That the contribution of $100.00 to the Pukaha Mount Bruce Sponsor A Hectare programme be renewed for a further year, with this amount to be provided from the Board’s discretionary funds.* Shannon/Hull Carried
9.2.2	The Chairperson is to extend an invitation to Helen Tickner, General Manager of Pukaha Mount Bruce to attend the Board’s next meeting to discuss establishing a link with Eketahuna and the identity of the National Wildlife Centre.

11.	2015/2025 Draft Long Term Plan
11.1	Crs Collis and Davidson abstained from the discussions to determine the Board’s submission to the Council’s 2015/2025 Draft Long Term Plan.
11.2	*That with regard to the Council’s 2015/2025 Draft Long Term Plan, the Board makes the following submission.* *Woodville Water Supply Storage Upgrade* *The Board supports the Council’s preferred option 3 to progress the Woodville water storage upgrade as proposed in its consultation document.* *Pensioner Housing* The Board supports option 1 to retain the status quo concerning its pensioner housing as decided in the 2014/15 Annual Plan. It emphasises the importance of these flats remaining as a Council function and the provider of such accommodation throughout the district. *Kerbside Refuse Collection* *The Board supports the Council’s preferred option 3 to exit from its kerbside refuse bag collection service, but continue to collect recycling at the kerbside.* It notes that the private sector may not currently operate an alternative refuse collection service in Eketahuna, and this detail needs to be resolved as part of any agreement prior to changing the basis of providing this service. *Economic Development Initiatives* *The Board supports the Council’s commitment to the economic development of the district, and the strategies and approach it is taking to make progress in respect of this matter.* *It agrees with the Council’s intentions to increase the funding directed to this activity to help manage and deliver the various new projects in its Economic Development Plan.* *Animal Control Increase in Service Levels* *The Board opposes the Council’s proposal to change the structure of the dog registration fees, particularly with regard to the impact this will have on the rural community.* *It questions the logic applied to this matter, and the justification for creating one category for both domestic rural and urban dogs.* *To provide the funding needed to cover the costs of animal control should take into account where the expenditure is being incurred.* A more transparent approach is to retain separate rural and urban classifications for dog registration fees that reflect any actual apportionment of the costs relative to the service being provided. *Eketahuna Camping Ground* The Eketahuna Camping Ground continues to increase in popularity as a place for visitors to stay within the district, and it provides an attractive environment that is well supported by the operators of this facility. *It is very pleasing to note the work completed at the camping ground to upgrade the standard of the kitchen and toilet building, and the Board thanks the Council for making this possible.* As part of the ongoing investment to further enhance the Eketahuna Camping Ground the Board requests that the Council consider including funding within the Long Term Plan to provide for the construction of an additional two cabins. This would build on the options available to visitors for accommodation, and further lift the profile of the camping ground that already attracts many favourable comments from those staying at this facility. Death/Hull Carried
11.3	The Board requests that time is provided at the hearing to present its submission to the Council.

12.	Eketahuna Town Centre Upgrade
12.1	Dave Charnley of Prorata Landscape Architecture is currently preparing possible concepts to develop the design of the upgrade plan, and these should be available for consideration at the Board’s next meeting.
12.2	The Deputy Chairperson in conjunction with Maureen Tewake and Tony Lozell have considered colour samples for the walls and doors to upgrade the Eketahuna public conveniences, and selected the preferred options for use in the painting of this building.

Special Licence - Special Licence
License / Cert No	Premises	Applicant	Issue Date	Expiry Date
400.2015.00005427.001	Ballance Public Hall	Mr B H Wilton	02 Apr 2015	03 Apr 2015
400.2015.00005428.001	Tararua Club	Mr B H Wilton	02 Apr 2015	05 Apr 2015
400.2015.00005417.001	Pongaroa Hotel	Pongaroa Hotel Ltd	02 Apr 2015	05 Apr 2015
400.2015.00005432.001	Woolshed of Simon Herbert	Dannevirke Hunt Inc	22 Apr 2015	09 Apr 2015
400.2015.00005416.001	Alfredton Sheep Dog Trial Club	Mr A B Schnell	01 Apr 2015	11 Apr 2015
400.2015.00005420.001	Weber Community hall	Weber Sheep Dog Trial Club	16 Apr 2015	18 Apr 2015
400.2015.00005424.001	Wimbledon Tavern	De Visser R H J and L M	21 Apr 2015	25 Apr 2015
400.2015.00005425.001	Norsewood Crown Hotel	Ms A G Freimann	21 Apr 2015	25 Apr 2015
400.2015.00005421.001	RSA Hall	Mr K R Eades	07 Apr 2015	25 Apr 2015
400.2015.00005435.001	Stables of Barry Beatson	Dannevirke Hunt Inc	28 Apr 2015	03 May 2015
400.2015.00005430.001	Dannevirke Town Hall	Southern Hawkes Bay Smallbore Rifle Assn	28 Apr 2015	09 May 2015
400.2015.00005429.001	Huia Range School	Kidz First Parent Group	24 Apr 2015	22 May 2015
400.2015.00005433.001	Woolshed of David Mc Kenzie	Dannevirke Hunt Inc	28 Apr 2015	21 Jun 2015
400.2015.00005434.001	Home of Maurice Beatson	Dannevirke Hunt Inc	28 Apr 2015	01 Jul 2015