Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 24 February 2016 commencing at 1.00 pm.

1. Present

His Worship the Mayor - Mr R A Ellis, Crs W H Keltie (Deputy Mayor), T H Collis, K R Fenemor, S A Hull, C J Isaacson, P A Johns and D A Roberts.

In Attendance

Mr B King - Chief Executive

Mr R Taylor - Governance Manager

Mr P Wimsett - Manager Strategy and District Development (from item 11)

Mr R Suppiah - Chief Financial Officer and Acting Regulatory Manager

Mrs K Dever-Tod - Manager Assets Group

Mr W Labuschagne - Financial Accountant

2. Council Prayer

2.1	The Mayor opened the meeting with the Lord’s Prayer.

3. Apologies

3.1	*That an apology be sustained from Cr J E Crispin for non-attendance at the meeting.* *Crs Isaacson/Fenemor Carried*

4. Notification of Items Not on the Agenda

4.1

That the Council add to the agenda for today’s meeting as a public excluded item of business the purchase of a section of land, on the grounds that action is required to expedite this matter in a timely manner to enable the Council, without prejudice or disadvantage, to conduct negotiations and acquire the property involved.

Crs Fenemor/Collis Carried

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

5.1

Nil

6. Personal Matters

6.1

Nil

7. Confirmation of Minutes

7.1	*That the minutes of the Council meeting held on 27 January 2016 (as circulated) be confirmed as a true and accurate record of the meeting.* Crs Hull/Keltie Carried

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

8.1	Pahiatua Track (Item 10.4.6)
8.1.1	High productivity motor vehicle Fonterra tankers will not be coming to Pahiatua as they are based in Whareroa, and shall be travelling between Longburn and Whareroa.
8.1.2	With regard to the plant at Fonterra Pahiatua, the milk from Hawke’s Bay and Wairarapa will be going to Longburn and Whareroa, so some increased volume of loaded trucks shall be heading over the Pahiatua Track and through the Manawatu Gorge.
8.2	Dannevirke Domain Public Toilets (Item 10.4.8)
8.2.1	The new public toilets facility built at the Dannevirke Domain has been completed and opened.
8.3	Events (Item 11.3)
8.3.1	Cr Collis attended the Manawatu River Leaders Accord event held in late December (noting that the minutes incorrectly refer to Cr Hull in the portfolio report on this matter).

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 1 February 2016 (as circulated) be received.

Crs Hull/Keltie Carried

9.2	Eketahuna Community Board
9.2.1	*That the report of the Eketahuna Community Board meeting held on 5 February 2016 (as circulated) be received.* Crs Hull/Keltie Carried
9.2.2	Eketahuna Public Conveniences Upgrade
9.2.2.1	Several positive compliments are being received about the upgraded Eketahuna public conveniences and the Radio Eketahuna music and unique signage installed in these facilities.

9.3	Pahiatua On Track
9.3.1	*That the report of the Pahiatua On Track meeting held on 3 February 2016 (as circulated) be received.* Crs Hull/Keltie Carried
9.3.1.1	It is noted that Cr Collis was present at the February Pahiatua On Track meeting, but the minutes omitted to include her name in the details of those attending this meeting.
9.3.2	Sedcole Flagpole
9.3.2.1	The Sedcole flagpole will be reinstated through a replacement replica as part of the Pahiatua town centre upgrade project scheduled for the 2018/2019 financial year.
9.3.2.2	In the meantime the plaques attached to the existing flagpole will be removed and given to Jean Eddie for storing at the Pahiatua Museum.

9.4	Woodville Districts' Vision
9.4.1	*That the report of the Woodville Districts’ Vision meeting held on 2 February 2016 (as circulated) be received.* Crs Hull/Keltie Carried
9.4.2	Transfer of Funding from the Woodville Swimming Pool to the Walkway Project
9.4.2.1	Woodville Districts’ Vision is to send a letter to the Council setting out the details of their request for approval concerning the transfer of this funding.
9.4.3	Sale of the Village Hall
9.4.3.1	The proceeds from the sale of the Village Hall are to generate funding for the Woodville Recreation Trust to upgrade their facilities in the former rugby clubrooms building.

10. Reports

10.1

Local Civil Defence and Emergency Management Plan

10.1.1

That the report from the District Resilience Manager dated 15 February 2016 concerning the Local Civil Defence and Emergency Management Plan (as circulated) be received, and

That the Council approves the Local Civil Defence and Emergency Management Plan applicable to the district prepared on the timescale of the next two years.

Crs Keltie/Collis Carried

10.2

Delegation of Authority to the Manager of the Combined Planning and Regulatory Teams and Council Officers

10.2.1

That the report from the Planning Manager dated 17 February 2016 concerning the delegation of authority to the Manager of the Combined Planning and Regulatory Teams and Council Officers (as circulated) be received, and

That the Council approves the delegations detailed in the schedule attached to this report.

Crs Fenemor/Johns Carried

10.3

Planning Matters Determined Under Delegated Authority

10.3.1

That the report from the Planning Manager dated 18 February 2016 concerning Planning matters determined under delegated authority (as circulated) be received and the Council note the approvals granted.

Crs Roberts/Johns Carried

10.4	Review of the Council's Governance Process
10.4.1	It is noted that the review of the Council’s governance process undertaken by Local Government New Zealand concludes they are both fit for purpose and consistent with the practice of well-performing rural councils.
10.4.2	There are recommendations made for lifting performance to some areas through improvements that represent excellence in governance practice.
10.4.3	In the absence of video and voice recordings of events associated with the allegations made by former Cr Davidson it is difficult to find any justification for his views and perceptions about the Mayor and the Chief Executive, and whether the reasons behind his resignation were valid.
10.4.4	Consequently the review focussed on whether the Council’s governance procedures are such as to allow for differences of view and disagreements to be resolved constructively and fairly within a political context.
10.4.5	This applies particularly if an elected member believes he/she may have been treated unfairly, and their resignation should be the option of last resort.
10.4.6	*That the report from Local Government New Zealand dated February 2016 concerning the fit for purpose review of the Council’s governance process (as circulated) be received, and* That the Council establishes a process to enable elected members to review their operating style as the governing body and its culture, and include the results of any assessment on the agenda of mid-term or more frequent Council facilitated workshops; and That the Council investigates providing elected members with access to a counselling service for use in situations where they may be experiencing significant stress related to their position. Such a service would be similar to the services that are frequently provided to staff; and *That the Council review its Code of Conduct to incorporate recent best practice;^1. and* That the Council continues, as a priority, to enable all elected members to have the opportunity to participate in a full induction programme as soon as practicable after each election, and that the induction programme include specific times for members to debate and agree the following: a. *their collective vision, including goals and objectives and expectations in a form that is capable of regular review;* b. *the manner in which they will work together, including matters such as collective responsibility and operating style; and* *That councillors elected at a by-election are provided with the opportunity to undertake an induction process; and* *That the Council provides elected members with a “members’ charter” containing key information for councillors, for example:* a. *A succinct description of the Council’s vision, goals and objectives;* b. *A copy of any agreements made about the manner in which the governing body will operate; and* c. *Information on services that councillors can use should they need personal advice or assistance; and* 7. *That the Council re-establishes its Audit and Risk Committee in a manner consistent with sector best practice.* *Advisory Note* 1. Local Government New Zealand will be publishing a new Code of Conduct template that addresses many of the issues raised above. This will be available for the Council’s consideration prior to the 2016 elections. Crs Collis/Hull Carried
10.5	Staff Report
10.5.1	Earthquake Prone Wall, Pahiatua
10.5.1.1	The wall in question is being removed by a specialist contractor in late February, rather than using Section 129 of the Building Act.
10.5.1.2	This will rectify the risk to the public, and it is to be followed up with civil action on the other owner to recover the Council’s portion of the costs involved.
10.5.2	Tararua Alliance
10.5.2.1	The improvements made to Castlehill Road are much appreciated by the bus drivers that travel on this route.
10.5.3	Water Restrictions
10.5.3.1	Due to the dry weather and low water flows water restrictions are now in place for the entire district effective from today.
10.5.3.2	The use of sprinklers, soak hoses and other unattended watering devices is banned across the entire district.
10.5.3.3	The use of hoses is banned in the town of Eketahuna. Hoses may be used on alternate days in all other towns by households with even numbers on even days, and houses with odd numbers on odd numbered days.
10.5.3.4	All residents are urged to increase their efforts to conserve water, with the demand being monitored daily. Unless demand begins to drop further restrictions will need to be imposed.
10.5.4	Social Media Facebook
10.5.4.1	A ‘Summer in Tararua’ photo competition has been launched on Facebook to encourage residents and visitors to share their photos of experiences in the district over the summer period.
10.5.4.2	There will be a draw to win a Tararua Country picnic blanket at the end of February and March to acknowledge the best photos of locations in the district.
10.5.5	Alcohol Licensing
10.5.5.1	This Council is providing the Carterton District Council with a resource for Alcohol Licensing cover over a period of four weeks starting from 15 February 2016.
10.5.5.2	This arrangement is an example of collaboration between the councils through a shared service approach to maintain and deliver that function.
10.5.6	Rural Fire
10.5.6.1	It is likely that unless there is significant rainfall by this weekend a prohibited fire season (total fire ban) will be declared throughout the district.
10.5.7	Sport Manawatu
10.5.7.1	The Tararua Recreation Advisor is to be asked to outline the focus of Sport Manawatu to promote and encourage participation in sport, fitness and recreational initiatives for older people and such events coordinated outside of Dannevirke.
10.5.8	*That the report from the Chief Executive dated 17 February 2016 concerning an update on key projects and items of interest to the Council (as circulated) be received.* Crs Collis/Roberts Carried

10.6	Half Yearly Financial Report for the 2015/2016 Year
10.6.1	The Chief Financial Officer elaborated on the Council’s financial position and performance as at the midway point of this financial year, and the variances to the revenue and expenditure budgets.
10.6.2	Overall the outcome is favourable, with room for improvement in undertaking the projects included as part of the capital expenditure budgets.
10.6.3	It is requested that an up to date rates arrears report be presented to the Council’s next meeting.
10.6.4	The Chief Financial Officer and his team is thanked for the many long hours of work dedicated to producing the six-monthly report and the financial information to assist in developing the Draft Annual Plan 2016/2017.
10.6.5	That the report from the Chief Financial Officer dated 18 February 2016 concerning the half yearly financial report for the 2015/2016 year (as circulated) be received and the contents is noted, and *That the Council notes and approves the variations in paragraph 5.3 to the capital project budgets as outlined in this report.* Crs Johns/Hull Carried

11. Portfolio Reports

11.1	Community Relations
11.1.1	Cr Isaacson attended the strengthening families meeting and workshop.
11.2	Forestry
11.2.1	Cr Fenemor reported that cutting continues at the Birch North forest, with the intention of moving to the Kaiparoro block in the future.
11.2.2	The Manager Strategy and District Development advised that the net amount generated from forestry activities since the Council assumed the direct oversight of its management is one million dollars, with plans to be considered for the reinvestment required in future years.
11.3	One Plan
11.3.1	Cr Collis attended the Upper Manawatu catchment meeting held in Woodville regarding working towards fulfilling the requirements of the One Plan.
11.3.2	It is acknowledged that through the Council’s projects to progress the wastewater upgrades and the farmers’ commitment to enhanced nutrient management, this is achieving improvements to the health of the district’s waterways.
11.4	Zone 3 Meeting
11.4.1	Cr Collis and the Mayor attended the Zone 3 meeting hosted by the Central Hawke’s Bay District Council, and this included some very good presentations on various subjects and a visit to the Ruataniwha dam site.
11.5	Tararua Cycleway Project Steering Group
11.5.1	Cr Johns reported that a walk was arranged of the proposed Tararua cycleway route to scope the work relating to the project, but unfortunately he was not able to attend this event.
11.6	Economic Development
11.6.1	Cr Hull reported that over sixty nominations have already been received to the Jackson Enterprises Southern Tararua Business Awards, and she encouraged councillors to submit further nominations that close this Friday.

12. Mayoral Matters

12.1	Zone 3 Meeting
12.1.1	The Mayor acknowledged the very good Zone 3 meeting hosted by the Central Hawke’s Bay District Council, with the presentations including the following: · Marine Reserve and Trusts working with local government - Rod Hansen, Department of Conservation Immigration and its contribution to economic development - Philip Hastings, Relationship Manager, Migrant Skills Retention, Immigration New Zealand · Mayor’s Taskforce for Jobs presentation from the Tuia team - introduction by Mayor Don Cameron with Haimona Waititi and Marcus Akuhata-Brown of the Tuia programme · Greening New Zealand project - Joris de Bres, Chair of Project Crimson
12.1.2	The Mayor is sponsoring Ethan Tuhua, the head boy at Tararua College in Pahiatua to participate in this year’s Tuia 2016 Mayoral/Rangatahi mentoring programme.
12.1.3	He will be attending the event held at the Te Kotahitanga Marae in Otorohanga from 11 to 13 March 2016.
12.2	EIT Building and Carpentry Course Level 3
12.2.1	This is progressing, and it appears that the floor plan has now been built.

13.

Items not on the Agenda - Public Excluded Item of Business

13.1

That the public be excluded from the following parts of the proceedings of this meeting, namely the purchase of a section of land.

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*
*Purchase of a section of land*	*To protect commercial and industrial negotiations*	*Section (1)(a)(i)*

This resolution is made in reliance on Section 48 (1) (a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act or Section 6 or Section 7 or Section 9 of the Official Information Act 1982, as the case may require, which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as follows:

s7(2)(i) The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

Crs Johns/Isaacson Carried

13.3

That open meeting be resumed.

Crs Keltie/Collis Carried

There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 2.08 pm.

____________________________

Mayor

Report

Date	:	16 March 2016
To	:	Mayor and Councillors Tararua District Council
From	:	Malcolm Thomas Strategy and Policy Adviser
Subject	:	Review of the Class 4 Gambling and Racing Board Venue Policy
Item No	:	10.2

1. Reason for Report

1.1 The Council is required by Section 102(5) of the Gambling Act 2003 and Section 65E(6) of the Racing Act 2003 to complete a review of its Venue Policy within three years of the previous review being completed. The current policy, attached as Appendix 1, was adopted on 31 July 2013.

1.2 The policy may be amended or replaced only in accordance with the special consultative procedure set out in the Local Government Act 2002.

2. Introduction

2.1 The Gambling Act 2003 requires the Tararua District Council to have a policy on Class 4 venues. (Gambling Venue Policy) for its district, and the Racing Act 2003 also requires the Council to have a policy on Board venues (Board Venue Policy).

2.2 The Council adopted its current policy on 31 July 2013 and this must be reviewed every three years. This reviewed policy (appendix 1) forms the Statement of Proposal as required by the Gambling Act 2003 and the Local Government Act 2002.

2.3 The Gambling Act 2003 also amended the Racing Act 2003. The Council’s Board Venue Policy established under Section 65D of the Racing Act 2003 must specify whether or not new Board venues may be established in the district and, if so, where they may be located.

2.4 Class 4 gambling involves the use of an electronic gaming machine outside a casino. It may only be conducted by a corporate society and the net proceeds can only be used for authorised purposes. The Council is required to have a Class 4 venue policy which:

· Must specify whether or not Class 4 venues may be established in the district and if so, where they may be located; and

· May specify any restrictions on the maximum number of machines that may be operated at a Class 4 venue.

2.5 A society must apply for the Council’s consent before it:

· Establishes new gaming machine venues; or

· Increases the number of machines that may be operated from existing venues.

2.6 The purpose of the Gambling Act 2003 is to:

a) control the growth of gambling; and

b) prevent and minimise the harm caused by gambling, including problem gambling; and

c) authorise some gambling and prohibit the rest; and

d) facilitate responsible gambling; and

e) ensure the integrity and fairness of games; and

f) limit opportunities for crime or dishonesty associated with gambling; and

g) ensure that money from gambling benefits the community; and

h) facilitate community involvement in decisions about the provision of gambling.

2.7 The Tararua District Council Gambling Venue and Board Venue Policy covers Class 4 venues operated by societies and clubs, and New Zealand Racing Board venues. All current licensed Class 4 venues that have not ceased operations for more than six months, do not require consent from the Council to continue their operations.

3. Issues

3.1 Number of Venues and Machines

3.1.1 Council had permissive policies with no restrictions on the number of venues or the overall number of machines in 2004 and 2007. The policy then did not include a sinking lid target for machines. The 2010 review included a policy that aimed to reduce the number of Class 4 gambling machine numbers to under 100 via a continuous sinking lid policy. The review of the policy in 2013 confirmed this sinking lid policy. This review proposes to continue with the current policy.

3.1.2 Since the adoption of the original policy in 2004, the number of Class 4 venues operating in the district has decreased from 15 to 11, and the number of Class 4 gambling machines has fallen from 127 to 118 (with a peak of 134 in 2012).

3.1.3 The reduction in venues and machines has taken place by a process of natural attrition as venues cease operating over time.

3.1.4 Class 4 gambling venues and machines in the Tararua District

Year ended December	Number of Venues	Number of Machines	% of all Machines in New Zealand	% of New Zealand Population (June)
2015	11	118	0.72	0.38
2014	12	128	0.77	0.38
2013	13	134	0.78	0.39
2012	13	134	0.76	0.40
2011	13	132	0.73	0.40
2010	13	134	0.72	0.41
2009	12	126	0.65	0.41
2008	12	122	0.61	0.42
2007	12	122	0.60	0.42
2006	13	120	0.58	0.43
2005	14	122	0.57	0.44
2004	15	127	0.57	0.44

3.1.5 The proportion of gaming machines in the Tararua district has decreased since 2013, after steadily increasing from 2004 to 2013. Relatively the Tararua share of these machines is much higher than it was in 2004 despite recent reductions in numbers. This reflects the extensive efforts by many communities around New Zealand to reduce the number of Class 4 gambling machines.

3.1.6 The proportion of gaming machines in the Tararua district is now declining after increasing from 2004 to 2013. Numbers of gaming machines have also reduced significantly across New Zealand (from 22,231 in 2004 to 16,393) reflecting the extensive efforts by many communities to reduce the number of gaming machines. The number of gaming machines in Tararua has not fallen by a similar proportion (it would be <100), leading to a higher share of the national total.

3.2 Gambling Proceeds and Impacts

3.2.1 Gambling proceeds from Class 4 gaming machines in Tararua has been declining over the last decade, but closely matches the proportion of New Zealand population.

Gross Gaming Machine Proceeds	$	% of NZ Proceeds
September Quarter 2015	790,771	0.37%
September Quarter 2012	860,939	0.4%
September Quarter 2007	1,033,433	0.42%

3.2.2 While the proceeds will flow on to benefit many community groups in the district, it is probably having a significant detrimental impact on a number of lower income households. Declining proceeds will result in fewer grants available to local community groups and events.

3.2.3 Only a very small number of residents are using the problem gambling health support services. Research suggests that access to machines (number of venues) is more relevant to problem gambling than the number of machines.

3.2.4 There are small numbers of residents in Tararua receiving problem gambling support services. Numbers vary over time but there is no evidence of a growing problem (more than it has been since 2005). The % of problem gamblers seeking help in Tararua as a proportion of the NZ total is much lower than the population would suggest (0.06% in 2015)

	Service User Data - Problem Gambling
June Year	New Clients*	Total Clients#
2015	4	8
2014	10	12
2013	4	5
2012	1	5
2011	8	11
2010	3	8
2009	4	8
2008	8	10
2007	7	8
2006	1	1
2005	1	1

* New Clients – The number of clients that have contacted an intervention service for the first time in the period for psychosocial support either by phone or face-to-face in this territorial authority

# Total number of clients assisted in that year in this territorial authority (includes new clients and clients who first contacted a service in a previous year)

3.3 Peer Councils Policies

3.3.1 The trends around New Zealand are for councils at least to cap the number of gaming machines. Peer councils were researched in 2013 to see what their Class 4 Gambling Venue Policies were. Only one Council with a similar population, Central Otago District, had a permissive policy with no caps in place.

3.3.2 Looking at the results of the 2013 research, Tararua had a relatively high number of machines, and a high amount of gross proceeds per resident. Of the 13 councils assessed, only South Waikato had fewer residents per machine, and only Horowhenua and South Waikato had a higher amount of gross proceeds per resident. Clearly, there were more than sufficient gaming machines in Tararua. These numbers have not been updated as it is considered that relative differences have not changed.

3.3.3 While the proceeds will flow on to benefit many community groups in the district, it is probably having a significant detrimental impact on a number of lower income households.

3.4 Statutory Considerations – Review of Existing Policy

3.4.1 When reviewing a policy the Council must have regard to the social impact of gambling in the district.

3.4.2 In determining its policy on whether Class 4 venues may be established, where any venue may be located and any restrictions on the maximum number of gaming machines that may be operated at venues, the Council may have regard to any relevant matters, including:

a) The characteristics of the district and parts of the district:

b) The location of kindergartens, early childhood centres, places of worship and other community facilities;

c) The number of gaming machines that should be permitted to operate at any venue or class of venue;

d) The cumulative effects of additional opportunities for gambling in the district;

e) How close any venue should be permitted to be to any other venue;

f) What the primary activity at any venue should be.

3.5 Does the Policy Need to Change?

3.5.1 It is generally acknowledged that gambling is harmful to a section of the Tararua community and often those who participate are those who can least afford it. The contrary argument is that the activity assists with providing employment, including venue payments; it is enjoyed by many and provides funding for community organisations.

3.5.2 The Council has reviewed the Gambling Venue Policy with regard to the social impact of gambling within its district as required by the Gambling Act 2003, and the Racing Act 2003. Research by Ministry of Health and the Department of Internal Affairs clearly shows the adverse social impact to parts of the community caused by gambling. Tararua district has a high, but declining, proportion of gaming machines relative to the New Zealand average. Since 2004, the total number of approved gaming machines in New Zealand has declined by over 26%.

3.5.3 Overall, the assessment is that the sinking lid policy is justified, is working, and that there is a continuing need over time for a significant reduction in the number of machines. The current policy allows for a new venue only as a replacement for one that has closed, and only by the same society. The Council could introduce a venue sinking lid policy, with no new venues and when a venue closes it cannot be replaced. This is considered harsh on the existing operators, but would potentially speed up the reduction in gaming machine numbers. Most peer councils have a cap on venue numbers and a cap of a sinking lid on machine numbers.

3.5.4 The recommendation is to make no changes to the proposed policy as it is achieving the desired reduction in numbers of venues and machines.

4. Consultation

4.1 The draft Class 4 Gambling and Racing Board Venue Policy is required to go through a special consultative procedure as set out in the Local Government Act 2002. Existing operators and societies will be notified by letter.

4.2 Process for adopting the Gambling Policy:

· Council adopts draft Gambling Policy 30 March

· Council notifies each society that holds a Class 4 gambling license and organisations representing Maori in the district of the proposed policy

· Council undertakes a special consultative procedure

o Opens 4 April

o Closes 9 May at 12noon

· Hearings (if required) 17 May

· Council deliberations 25 May

· Policy adopted 29 June

5. Recommendations

5.1 That the report from the Strategy and Policy Adviser dated 16 March 2016 concerning the Review of the Class 4 Gambling and Racing Board Venue Policy (as circulated) be received, and

5.2 That the Council notes the trends and policy direction from the review of the Class 4 Gambling and Racing Board Venue Policy, and

5.3 That the Council confirms the current policy, including:

· the ‘sinking lid’ target number of 100 machines, and

· that the Council will not consent to an increase in the number of gaming machines in an existing Class 4 gambling venue, and

· that no new Class 4 Gambling Venue or TAB (New Zealand Racing Board) venue may be closer than 100 metres pedestrian distance of any school, early childhood centre, kindergarten or place of worship.

5.4 And that the Council approves the draft Class 4 Gambling and Racing Board Venue Policy as set out in appendix 1 of this report to form the basis of the Statement of Proposal for consultation, and

5.5 That as required using the special consultative procedure, the following process and timelines be approved by the Council for this purpose:

· Notification of Statement of Proposal and consultation opens - 4 April

· Submissions close - 9 May at 12noon

· Hearings (if required) - 17 May

· Council deliberations - 25 May

· Policy adopted - 29 June

Attachments

1 ⇩. Statement of Proposal - Review of Class 4 Gambling and Racing Board Venue Policy

Report

Date	:	23 March 2016
To	:	Mayor and Councillors Tararua District Council
From	:	Blair King Chief Executive
Subject	:	Staff Report - March 2016
Item No	:	10.7

Reason for the Report

This report is to update Councillors on key projects and items of interest for the period from 17 February to 23 March 2016.

Key Points

2. Update on Earthquake Prone Buildings (EQB) under Building Act

Craig and I attended a comprehensive briefing by a team from the Ministry for Building, Innovation and Employment (MBIE), where they detailed the proposed new framework for managing EQP buildings

• Significant changes take effect in about two years’ time, if not sooner (via amendment to the Building Act and supporting regulations)

• More effective, nationally consistent framework

• Better targeting of most vulnerable buildings/parts of buildings

• Aiming for right balance between life safety, cost, heritage concerns and practicality.

Based on the briefing, it appears the legislative intent is more pragmatic and cost-effective. The key item that is still being worked through is what is known as “profiling of buildings”. Rather than specify a rigid but possibly contradictory list of exemptions (eg a rural woolshed is exempt, yet could be used for a function), the team is working on what are the characteristics of buildings that have low risk. A further meeting of the working group, which includes Engineering, Building and executive staff from councils, will occur in April to help finalise this profiling.

3. Eketahuna Mainstreet upgrade

Chorus have kindly granted the license to occupy needed for the relocation of the Kiwi sculpture. This was a significant step as it now enables the accepted upgrade plans to be constructed.

4. Health and Safety Update under 4 April Legislation

Sandy Lowe has been appointed as the internal staff representative for Health and Safety. Whilst we also have a formal Committee (across staff and including the Alliance), this representative provides a single point of contact for providing feedback, suggestions and improvements needed in my role as an Officer under the new Act. Sandy and our HR advisor, Jackie, are presently working with the MW-LASS Health and Safety project manager in reviewing our compliance with record keeping and policies, which would be needed to achieve ACC safety accreditation.

5. Project Control Sheet

The sheet has been revised to enable Councillors to focus on the projects at risk, created through -

· Exceeding expected time for completion

· Significantly increased forecast cost to complete phase or overall project

· Deliverable being significantly scaled back or scope creep

This means projects shown as amber or red are now listed first, rather than by project category. This aligns with the risk and audit framework noted in the last staff report to Council.

6. Review of the Council’s Governance Process

The Council at its meeting held on 24 February 2016 received the report from Local Government New Zealand concerning the fit for purpose review of the Council’s governance process, and resolved to adopt the recommendations regarding actions that represent excellence in governance practice.

This includes the Council investigate providing elected members with access to a counselling service for use in situations where they may be experiencing significant stress related to their position. Such a service would be similar to the services frequently provided to staff.

The resource used by the Council in such situations is EAP Services Limited that provides assistance programmes to deliver professional strategies and interventions for personal and workplace support. These focus on practical strategies and access to information that deliver emotional and physical wellbeing to individuals, and increased productivity and positive outcomes for the organisation.

The assistance available can relate to personal or work issues that may affect someone’s ability to do their job or impact on their wellbeing, such as:

· Stress and pressure – personal or work

· Depression and anxiety

· Workplace issues and changes

· Bullying and harassment support

· Anger and conflict issues

· Relationship and family matters

· Grief and loss

· Addictions

· Life transition and personal development

· Health and wellbeing

· Career planning

· Budgeting and financial assistance

· Personal and legal advice

This programme further helps provide support to assist employers, managers, supervisors and team leaders in situations where an employee has work problems but has not responded to normal supervision, and ensures consistency in the procedures for dealing with employees that their personal problems are affecting their work performance. Any contact made with EAP is in confidence, with no disclosure of the individual’s identity to the Council.

EAP Services have placed a note on their customer file to extend the existing Council assistance programme to the mayor, councillors and community board members. These additions do not incur any extra cost for providing the increased cover, with the Council invoiced only if their services are used.

Any elected member may contact EAP Services through phoning 0800 327 669, with further details regarding them available through their website www.eapservices.co.nz

7. Sealing of Documents

The Mayor and the Chief Executive signed the following documents under the Council’s common seal:

· Local Government Act 2002 certificate for the subdivision title and sale of the Dannevirke Camping Ground house

· Local Government Act 2002 certificate for the subdivision title and sale of the Dannevirke Hovding Court flats

Human Resources

8. Finance Division

Glenda Kernaghan has submitted her resignation with her final day being Thursday 17 March 2016. Glenda has been with the TDC Family for 11 years joining as the Dannevirke Telephonist in 2005 and them moving on to the Assistant Accountant position in 2012.

Recruitment for the two Financial Accountants is complete. Nineteen applications were received in total with two successful applicants, Sarah Stephenson who commences on Monday 11 April and Hayden Dyer who commences on Tuesday 29 March.

With the knowledge of Glenda’s pending departure we also took the opportunity to fill a gap by employing Andy Sargent on a fixed term contract for six months. Andy commenced on Monday 29 February and has been working closely with Glenda to ensure a smooth handover.

Activity Reports

Tararua Alliance

9. Executive Summary

February has been a busy month for the Alliance and the good weather has enabled our physical works teams to accelerate the Forward Works Programmes.

The Alliance is currently tracking ahead of schedule and early planning is now paying dividends. The team are beginning to use the processes and data to drive decision making and there is an increasing awareness of best for network decision making.

The initial reseal programme was completed in December and the drop in bitumen rates has resulted in savings that have been put back into physical works. As a result, the Alliance has identified an additional 12 km of reseals from the 2016/2017 programme that have been brought forward into the 2015/2016 financial year. These additional sites will be completed by early April. Any additional budget from the reseals will be transferred into the rehabilitation budget.

Work has been completed on Weber Road, Ormondville Te Uri and Tourere Roads rehabilitation projects and the majority of this programme is now complete. The last project, Pahiatua Track is also now underway and is scheduled for completion by the end of April.

The maintenance teams are now 80% through the pre-reseal repairs for the 2016/2017 reseal programme. This includes drainage work, high shoulder removal and pavement repairs. The team expects to have 100% completion by June 2016.

Work has commenced on the Eketahuna Main Street Upgrade. The Alliance is still awaiting final signoff from Chorus, however have had assurances that there are no issues, and sign off will occur on 21 March. The team has commenced footpath and kerb and channel work outside the Four Square building and from there will move into the Chorus building site. Work is also underway on fabricating the entry signs for the northern and southern entranceways into the town. The team is in constant communication with the Community Board representatives, Sharon Shannon and Tracey Collis and weekly programmes are delivered to the residents via the town library.

The Saddle Road project is progressing well and work continues on site 5. Earthworks are now 80% complete, however this site will be held over the winter months with the pavement scheduled for completion next season. Survey and design work has begun on the remainder of the sites for stage 2 of the project. The Alliance recently held a stakeholders meeting with PNCC, MDC and NZ Transport Agency to talk them through work completed and work planned for stage 2. This was very well received from all involved and they are very happy with progress.

The Alliance is now responsible for the water and wastewater reticulation activity and as a result both John Francis and Garth Hewitt have now been posted to the Alliance. The challenge over the next 12 months will be understanding the current condition of the assets, building up Forward Works Programmes and aligning budgets. The real benefits of including the water and waste water activity into the Alliance is being able to align the Forward Works Programmes to drive a ‘dig once’ strategy and reduce the Health & Safety risk to Council.

We have recently completed an independent financial audit of the Alliance. This was carried out by Brian Smith Auditing and included a full review of the Alliance financial systems, processes and procedures. The results were very good and there were only minor recommendations for improvement.

Zero Harm continues to be the key focus for the Alliance. Year to date there have been no serious incidents or accidents and no lost time injuries. The operational team are undertaking weekly toolbox meetings where they review their commitment to “Standing in the Gap”. The focus is on critical risks and supporting all staff to step up as safety leaders.

Planning

10. The Alliance is currently planning the 2016-17 Forward Works Renewal programme for both Pavement Rehabilitation and Surfacing. Work has commenced on the network drive over to validate the 2016/2017 Forward Works Programme. This follows the desktop development of next year’s programme using our asset management systems and information. The purpose of the network drive over is to validate what the data is telling us and to apply network experience and strategy to the Alliance decision making.

11. Surfacing/Resealing

The 2016/2017 reseal programme has been confirmed with 60km of resealing identified, validated, and programmed. The pre-reseal repairs on these sites are 70% complete and the remaining repairs will be completed before June.

Efficiency gains in this year’s original reseal programme, largely due to lower bitumen costs has resulted in a surplus in the 2015/2016 resealing budget. This has enabled several of the 2016/2017 programmed sites to be brought forward into the 2015/16 season. This will result in a total of 68.8km or 6% of the network to be sealed this financial year.

12. Pavement Rehabilitation

Desktop identification of the 2016/17 Renewals programme has been completed and the team is now validating these proposed sites in the field. The Alliance has currently identified 1.8km of rehabilitation sites for the 2016/17 season with 1.1km of these located in urban areas. The next step is to highlight any other potential sites as part of the Network Drive Over and to ensure that the prioritisation of the sites is robust and matched to our proposed budgets. Once finalised the team will begin pavement design and developing target cost estimates for individual sites. The target is to have these completed by September 2016.

The Pavement design for the Pahiatua Track Rehabilitation programme has been confirmed and work is due to commence in late March.

13. Emergency Works

Discussions have been held with the Regional Council around rock being used for the Flood Damage repairs for both River Road and Route 52. With the current conditions set by Regional Council, sourcing rock may not allow construction to proceed due to the excessive cost. At this stage meetings are being held to consider alternative designs such as retaining walls. The urgency is to get the designs confirmed and work completed by 30 June 2016.

14. Data Collection and Asset Information Management

One of the key requirements of the Alliance Data Improvement Plan is that the inspectors continue their focus on updating the Culvert asset register. This is a large project and there are some significant gaps in the asset register. The focus is on keeping the All Faults data up to date and on completing our traffic count programme.

Implementation of JunoViewer Web is in progress and will provide an analytic tool for use in the field to supplement the Network Drive Over process and help with making the right decisions based on both data and engineering judgement. JunoViewer benefits from the most recent data sets and as such the asset team is working to ensure the most current data is available when this tool is ready for use.

The high speed data collection was completed in December 2015 using the Hawkeye 2000. This survey was undertaken to obtain current network condition data for use in future modelling. Data from the survey is expected to be uploaded into RAMM prior to the end of April 2016 once it has gone through a quality assurance process being performed by the Downer Asset Information team.

15. ONRC Update

The first stage of the roll-out of the ONRC Performance Measures reporting tool has begun. This tool will eventually provide the capability to run reports across the range of proposed ONRC Performance Measures. The first 15 performance measures have been released including; Safety (6 measures), Amenity (4 measures) and Efficiency (5 measures). Further measures will be released over the next few months, including methodologies on calculating items that sit outside the RAMM dataset.

The NZ Transport Agency is currently undertaking workshops with Local Authorities with the aim of getting all participants up to speed with the new ONRC requirements in time for the next Land Transport Programme submission and Asset Management Plan reviews in 2018.

16. Water & Waste Water

With the inclusion of the water and waste water reticulation activity into the Alliance the team are currently assessing the 2016/2017 budgets and developing a Target Cost Estimate. Once the budgets have been confirmed the team will begin developing the 2016/2017 Forward Works Programme. It is the Alliance’s intention to adopt a data driven approach to the water and waste water activity and align both the roading and utilities forward works programmes. This will assist with the ‘dig once’ philosophy and ultimately result in improved efficiencies.

Delivery

17. General Maintenance

Work is programmed around the district to complete sign maintenance installation, minor maintenance pavement and drainage repairs. High vegetation work is programmed next month on roads around the district, concentrating on the mainroutes.

18. Sealed Pavement Maintenance

The Alliance is currently 80% through the 2016/2017 pre-reseal repairs and is on track to have these 100% complete by the end of the financial year.

A further inspection on Route 52 has highlighted that the pavement repairs undertaken last year have had mixed results. Further work is underway at present to develop a strategy to improve several slumped sections through the use of retaining walls. Although this is an expensive method of repair it appears to be the best long term option. A multi-year programme will be developed to target specific sections as the budget allows.

Pre-reseal repairs programmed and due for completion over the next 6 weeks include Tourere Road, Ormondville Te Uri Road, Weber Road and Route 52 section 44.

19. 2014/2015 Reseals

The 2014/2015 reseals were completed in December 2015. This is the first year that the reseals have been completed early and is an excellent result for the team. Undertaking this work early in the season is a direct result of the Alliance completing the pre-reseal repairs a year in advance, and changing the way we have been investing funding in pre-reseal maintenance repairs. The benefits of undertaking the pre-reseal repairs 12 months in advance are improved quality in the work, and a reduced risk of issues with the resealed sections of the network. The quality of the reseals has also been very good with only minor issues encountered.

The reduction in bitumen prices this year has resulted in an under expenditure in the resealing budget. This has enabled the Alliance to bring forward an additional 12km of reseals from next year’s programme. These additional sites will be completed in early April.

20. Pavement Rehabilitations

Work is progressing well ahead of schedule on the 2015/2016 rehabilitation projects. The Alliance has completed 8 of the 9 planned sites of this year’s programme. This equates to a total of 3.4km of pavement rehabilitation for this financial year. The final project on the Pahiatua Track is also underway, and is scheduled to be completed by mid-April.

The predominant treatment methodology has been stabilising the existing pavement (6 sites) with the remaining two sites having had pavement overlay treatments.

The Alliance has made considerable improvements in ensuring the projects are identified early and pavement designs have been undertaken well in advance of construction, which has enabled the delivery team to complete the rehabilitation projects at the right time of the year.

21. Saddle Road

Work is progressing very well on the Saddle Road Project. Site 3 near Cook Road and Site 7 at the bottom of the hill on the Ashhurst side have been recently completed. Both of these sites were held over the winter period due to the weather event in June 2015 and subsequent Gorge closures. The improvements made to date will allow motorists traveling the by-pass route to have the ability to pass heavy vehicles with the addition of two new slow vehicle bays.

Stringfellow’s are currently working on Site 5, near the TDC/MDC boundary corner, and this section is scheduled to be completed within the next 8 weeks. Work is also continuing on the survey and design of Site 4, which is another realignment/widening project near the summit, as well as the four additional pavement rehabilitation sites that are part of the additional $3.8m of funding allocated to the project earlier this year.

Physical works on the additional stages will commence next financial year and the entire project is planned to be completed by June 2017.

22. Unsealed Pavement Maintenance

The maintenance graders have a full programme of work ahead of them. Some of the roads programmed for the following month are below:

· Tiratu Road

· Birch North Road

· Mangatuna Road

· Tautane Road

· Millers Road

· Waipatiki Road

· Speedy Road

· Range Road South

23. Emergency Works

We have engaged and programmed an approved sub-contractor to undertake a number of the flood damage sites across the district. These sites were caused in the July and September 2015 rain events. Work already completed includes Range Road, Carisbrook Road, Hall Block Road and Pahiatua Mangahao Road. Work planned over the next month includes work on Kopikopiko Road and Tararua Road. The River Road and Route 52 sites are still in the planning phase, with work scheduled to start at the end of April.

24. Wastewater

Work is underway on the Woodville manhole relining programme. The Alliance has installed the final manhole on private property behind 11a Gladstone Street to enable Interflo to undertake relining of this section of pipe.

Work is also underway on open cutting a section of sewer pipe in Herbert St, heading down to the old railway station. This pipeline has collapsed and is unsuitable for relining so requires a new waste water pipe to be installed.

The Alliance has been working on several new water and wastewater connections. These include:

· Sewer and water connections to new property at 27 Bowen Street, Woodville.

· New sewer and water laterals to service 4 London Street, Dannevirke.

· New caravan dump station at New Street – Dannevirke; also a new manhole on New Street / Miller Street Corner.

· New sewer Connection to service 61 Wakeman Street, Pahiatua.

· New sewer connection in Riccarton Road, Pahiatua.

Sewer Connection, 61 Wakeman Street Motor Caravan facility, New Street

Work programmed for March and April includes:

· Carry on with the Herbert Street sewer renewal.

· Cut in Dublin Street Watermain.

· Remove ball hydrant Fountaine Square - Woodville.

· Sewer Renewal, Princess Street, Dannevirke - Garth has identified the section from the Queen Street intersection to approximately number 28 Princess Street that requires replacement due to collapsed sections.

Performance

25. Financial Performance

The following is the Budget Spend Year to Date for the key activities:

The Alliance is currently on track to complete the total operational and renewal budgets for the 2015/2016 financial year.

Funding will be shifted within operational budgets from drainage maintenance into pavement maintenance to offset additional programmed works. These are a result of pre-reseal repairs for next year’s reseal programme.

Funding will be shifted from renewals (reseals) budgets to offset overspend in rehabilitation projects.

Reseals underspent for 2015/2016 due to reduction in bitumen costs per tonne. Budget will be transferred into rehabilitations for remainder of financial year to address over expenditure.

Minor safety budget on target for this financial year.

26. Rework

Very minimal rework identified year to date. During February one of the reinstatement sites was identified as not up to standard. This site was one of the first utilities projects that took place early in 2015 and as a result the area was re-prepped and resealed in February 2016.

27. Customer Feedback

The CRM completion rate and feedback scores continues to trend well. Good results for February (4 out of 5).

28. CRM Response Times

CRM response times are trending well. Results for February (1.25 days) with the target response time of five days.

Average completion times are trending well. Results for February (1.25 days) with an overall target for completion of five days.

Note that this does not include actually undertaking the physical works, but rather response, identification, programming, closing the CRM and communication back to the person who lodged the CRM request.

Good number of safe behaviour observations undertaken in the month of February. This is a key initiative with the changes to the Health & Safety legislation coming into force in April. The key is to eliminate safety risks from within the Alliance.

The Alliance had one medical treated injury in February, this resulted in the staff member visiting the doctor for further treatment. There have been no Lost Time Injuries year to date.

29. Traffic Management

A total of five safety audits were undertaken throughout the district in February, with the majority classed as acceptable to excellent. One site being operated by a contractor, working on the waste water network from outside the district was considered dangerous and was temporarily shut down while the site was made safe.

Three Alliance sites were audited over the month of February, feedback from staff advised that there was a shortage of sign equipment to complete the site set up, and these have been purchased.

Two non-Alliance sites were audited during February, and as a result this site was non-compliant.

30. Performance Framework KRA’s & KPI’s

The Alliance Performance framework is now being embedded into the Alliance and the majority of the KRAs and KPIs are now being measured. Below is a small extract of some of the Alliance Performance measures and progress to date.

KRA

Name

Frequency

Comments

RESULTS

1. PEOPLE RESULTS

Alliance

Team

Safety

Monthly

34 SBO’s undertaken in Feb.

Goal = 52 per month, 198 carried out this FY.

Workplace

Health

6 Monthly

Loss time injuries (LTI) 0

Medical treated injuries (MTI) 1

Environmental incidents 0

2. CUSTOMER RESULTS

Timely Communications

Monthly

97% of all CRMs received were completed on time YTD.

Effective Communication

Monthly

Average feedback score was 4.08/5 for the period ending February 2016.

Minimise Operational Impacts

3 Monthly

Complaints received YTD. 0

Compliments received YTD. 9

3. SOCIETY RESULTS

Compliance with TMP

Monthly

TMP compliance undertaken monthly with results published.

Zero Harm – Environment

Monthly

No envronmental issues raised year to date. Quality of SBO’s indicated good environmental awareness.

Asset Condition

Annually

Asset condition indicators will be collated and reported in the Tararua Alliance Comparison Report 2015/16.

Road Safety

Annually

Road surface faults are attended to within 5 working days. Alliance currently achieving 100% within the 5 day threshold.

Open Road – Initial Response

Annually

Target > 99% Initial response (inspection) to impassable roads is within 24 hours. Alliance currently on track to achieve this measure.

Road Bypass - Faults

Annually

Target > 95% Initial response (inspection) to any fault on a Road bypass is within 24 hours. Stringfellows currently maintaining Saddle Road as part of their contract. No issues to date.

Footpaths - Condition rating survey

Annually

Alliance has undertaken All Faults and Condition Survey on the Tararua network. Results show that the footpath network is in good condition with only a minor amount of faults identified. All footpath faults identified have been completed within the 7 day timeframe YTD.

Smooth Travel Exposure (Roughness)

Annually

The Hawkeye 2000 has recently completed High speed data collection of the sealed roading network. NAASRA readings of surface roughness is undertaken with the survey. The data is being collated and will be uploaded in RAMM and used for reporting purposes.

4. KEY RESULTS

Stakeholder Confidence

Annually

Questionnaire will be distributed in June 2016 following ALT approval of selected stakeholders and questions.

Commercial Tension

Monthly

TCE vs. Actual results now being measured. TCE will be monitored for the remainder of the financial year with a focus on accuracy of data.

Programme Delivery

Programme vs. Actual to be developed for key activities to measure programme efficiency and quality

Pavement

Monthly

Needs development

Drainage

Monthly

Needs development

Footpath

Monthly

Needs development

Assets Group

31. Executive Summary

The Assets Group continues to manage a very large capital works programme. Changes to scope and/or the need to consider other options has put considerable pressure on delivering the projects within the original timelines. The Project Control Sheet signals via amber or red colours, those projects at risk for completion within the financial year.

By the end of the month repair of the damage to pipes in Eketahuna, as a result of the 2014 earthquake, will have been completed. This has been a lengthy process, largely as a result of the limited availability of the relining contractor.

Given the improvements seen through the Alliance on data-driven maintenance (rather than CRM driven) for roading programmes, maintenance and operation of the water and wastewater reticulation moved across the Tararua Alliance on 29 February. CRMs relating to water and wastewater network maintenance are now being managed by the Alliance, with CRMs relating to the supply and treatment of water, managed by the Assets Group. The operation of the CCTV camera moved to the Alliance on 14 March. Grave preparation and backfilling is also now with the Alliance. The Assets Group is still managing all cemetery enquiries.

During the month of February ensuring we proactively manage our water reserves water has been the hot topic for the team. Water restrictions remain in place and the ability to replenish supplies through harvesting of river water, has been very limited due to consent conditions. As a result there has been an increase in complaints about water taste as we start blending water sources.

The need to issue a boil water notice for the Pongaroa scheme highlights risks with leaving operations to a volunteer rural scheme committee. As a result of the incident, staff are working closely with the scheme treatment operator to increase the number of automated processes such as Chlorine injection.

The new water treatment team leader is reviewing each of our treatment plants, and what improvements would be justified now they have been operational for a number of years. We will be working with the company who designed them to see their viw on whether the components and processes remain fit for purpose.

The old camping ground house and section were sold by public auction on 18 March. The Professionals kindly waived their auction fees and commission in support of the ratepayers of the Tararua.

Council made a provision of $52,000 in 2017/2018 for building two additional cabins at the Eketahuna Camping ground. The custodians have requested that Council look at installing more toilets rather than providing extra cabins. The challenge for Council is that the budget provision was made on the basis of two un-serviced cabins. The budget provision will not be sufficient for additional toilets, particularly when it is unclear whether the septic tank system is capable of handling the extra volumes.

Council Officers recently met with three of our larger maintenance contractors to discuss Health and Safety along with other contract requirements. The three contractors submitted health and safety plans as part of the tender process, and are prepared for the legislative changes that come into affect on 4 April 2016. Peter Sinclair is working as part of the Council’s health and safety team that will support smaller contractors to get up to speed with the requirements and to have safety plans in place.

Utilities

32. Water Supplies

District Wide Water Restrictions

Full water restrictions remain in place in Eketahuna, Pahiatua, Woodville and Norsewood. Alternate day restrictions are in place in Dannevirke. We had good rain through the district last week but it did cause some turbid water problems. More rain is needed to relieve the current water situation. Staff will continue to monitor the river levels and endeavour to lift the restrictions as soon as possible.

Woodville

River flows have been below extraction consents through the month. The impounded supply has subsequently been used, resulting in taste and odour issues, and operational challenges. When possible, a blend of river and impounded waters have been utilised, that are dosed with activated carbon for taste and odour control. Trials on improving coagulation are being carried out on a regular basis with suppliers to look at ways to improve processes.

Pongaroa

The chlorine dosing system failed and a positive e-coli result was recorded at the school. A boiled water notice was put in place for the whole town and was lifted on 22 March following 3 consecutive compliant days of testing.

Staff have been working with the rural scheme to address the issue. The chlorine dosing system pipe work has been replaced with new pipe and the operator has been issued with a new chlorine monitor. The water treatment team leader has provided training to the operator on the use of the meter to enable accurate monitoring of chlorine levels through the system.

Norsewood

The existing treatment processes are being looked at to achieve an improvement of the water quality extracted from the bore. The present equipment is operator dependent and other options are being sought. A positive e-coli result has been recorded at the plant. MidCentral Health was notified and compliant sampling has been put in place.

33. Wastewater

Eketahuna

The Herbert Street sewer main replacement is approximately 50% completed. Interflow have completed the Eketahuna earthquake damage relining programme.

Staff are looking into identifying the poorest property laterals with infiltration problems in Newman Road. We are also looking into the option of a separate main to remove the long property laterals across the State Highway. This may be the most effective and long-term solution.

Woodville – Reticulation

The sewer main relining programme is well underway. 632 metres have been completed to date in McLean, Gladstone, Grant,and Fergusson Streets.

MfE Projects – Woodville

The drainage work in the No.2 pond is well underway. A manhole has been installed and approximately two-thirds of the drainage pipe. This should be completed within the next two weeks for Viking to re-weld the liner.

MfE - Dannevirke

The installation of the drum screen filters and pipe work is almost complete and ready for commissioning.

Continuation of the sludge removal from the pond is ongoing. The depth of the sludge in pond no.1 is at varying heights across the pond. Two more sludge cells are being constructed and membrane lined. The contractor is working hard at removing all the sludge out of the pond as soon as possible prior to any sustained wet weather.

Property

34. Housing for the Elderly

Occupancy

75 flats are presently occupied, there are currently 7 vacant flats, which are:

Aften Court, Dannevirke	1 flat vacant	60 days
Ballarat Court, Dannevirke	2 flats vacant	112, 171 days
Elsinore Court, Dannevirke	1 flat vacant	91 days
Gordon Street, Dannevirke	1 flat vacant	60 days
Lyndon Flats, Pahiatua	1 flat vacant	11 days
Ruahine Flats, Woodville	1 flat vacant	29 days

We have recently filled three flats and are negotiating to fill two other vacant flats in Dannevirke, and one in Woodville.

Inspections

All inspections of pensioner flats have been completed. The next step is to collect the maintenance items together and organise the work. We received 45 customer satisfaction surveys back, which is just over half of what were sent out. A report will be completed on this survey and the results reported as part of the annual report.

Painting Tenders

Three tenders were received for the painting of the Burns Street complex and the Ruahine Flats Complex. Staff will need to assure that the preferred tenderer is able to meet all the new health and safety requirements before the tender is let.

35. Commercial Property

Thyra Street

Council staff recently met with the purchaser of the Thyra Street Depot. Agreement has been reached for Council to provide assistance with the land use consent application, to ensure that the sale is able to be completed.

Pahiatua

The tender for the sale of the two industrial sections in Pahiatua closed with the Solicitor on the 18^th of March. Only one complying tender was received, which will be declined due to the value offered.

36. Camping Grounds

Bookings for the district camping grounds in February 2016 were:

	February 2016	February 2015	% Change
Dannevirke	736	400	84% increase
Pahiatua	363	454	20% drop
Woodville	90	85	6% increase
Eketahuna	720	404	78% increase

Numbers continue to rise in Dannevirke from the previous year. The cabins have been particularly popular. The sharp increase in Eketahuna corresponds with the Hurricanes game and other events in town. The decrease in Pahiatua is largely because in 2015 cabins were occupied by contractors working on the Fonterra site.

Sale of old Custodian House and New Section – Dannevirke

The auction on 18 March resulted in the sale of both the house and the section. The house sold for $150,000 and the section for $32,000.

Woodville

The Tararua Alliance have prepared a drainage and site layout for the camping ground, based on the topographical survey. Assets staff have reviewed the plan, and are requesting a few changes. This plan will be shared with the camping ground consultative group. The next step will be for the Alliance to prepare a cost estimate for the work, and commence work on site as soon after Easter as is practicable.

Eketahuna

Council made a provision of $52,000 in 2017/2018 for building two additional cabins. This was in response to a submission from the Eketahuna Community Board. The custodians have requested that Council look at installing more toilets rather than providing extra cabins. The Community Board support this request. The challenge for Council is that the budget provision was made on the basis of two un-serviced cabins. Based on the recent toilets at the Dannevirke Domain, the budget provision will not be sufficient for additional toilets, particularly when it is unclear whether the septic tank system is capable of handling the extra volumes.

37. Parks and Reserves

Eketahuna Playground

Council Officers met with Tararua Alliance staff on site to discuss drainage for the site and also the laying of new matting under the play equipment. Council is now gathering matting specifications and putting together a proposed layout of equipment and park furniture so the Alliance can prepare a cost estimate for the job.

Eketahuna Skate Park

The Eketahuna Youth Trust have been working with Council to amend the MoU and resubmit an application to Eastern and Central for funding towards their project. The Mayor has written a letter in support of the application. The Trust also intends to make an application to the Council’s recreation fund.

Kaitawa Domain

Lease documents have now been sent to the successful tenderer. We are waiting for the documents to return for signing.

38. Cemeteries

General

March has been another quiet month with burials and ashes interments. We have had two ashes interments and one burial so far. The Tararua Alliance have now taken over the grave digging and the first burial occurred on 19 March.

There seems to be more and more enquires regarding cemeteries, with people wanting to know where their loved ones are or any information we have on them and this involves considerable time. Whilst we do not mind providing this service, this suggests people are not accessing our records online. We are investigating ways to make the information we have more accessible through a refresh of our cemeteries page on the website.

Council Officers attended the Cemeteries and Crematoria Conference in Nelson on the 14-16 March and found it very beneficial. There was a lot of discussion around where things are going in regards to “Councils running out of room” and also with the new Health and Safety regulations coming in on 4 April - what does this mean for grave digging? Unfortunately, WorkSafe could not be there so they will be holding a webinar at a later date instead.

The growing trend seems to be in DIY funerals where the family does everything themselves with the guidance of independent embalmers if required. Natural/green burials are on the rise with a lot of questions around how natural is natural? There was a discussion around natural/green burials and how they are considerably more expensive than the norm and therefore only for the wealthy but this was challenged by others who advised they don’t have to be.

Pinfold Road Cemetery, Woodville

Council Officers met on site with Fulton Hogan to discuss the planting of trees and hedging within the cemetery. It is proposed that there will be a new hedge planted along the current boundaries along with a trellis and climbers in behind the stillborn area.

Pongaroa Cemetery

We have received the recommendation from Pongaroa the Way to Go regarding the quotes for the removal of the old macrocarpa trees at the cemetery. This work will be undertaken whilst the ground is dry.

39. Public Toilets

Dannevirke Sports Centre Toilet Upgrade

Work has commenced on the upgrade of these facilities. The builders have started in the women’s toilets and will complete these before moving to the men’s. In the men’s, the old urinal will be removed and replaced with two urinettes.

A regular user has raised their concerns about the lack of disabled toilets within the building. Rather than replicate disabled toilets inside, which would reduce the number of pans available to other users, and may raise a consent issue, staff are looking to provide better access for people in wheelchairs to the disabled facilities in the outdoor block.

40. Swimming Pools

The Woodville swimming pool closed on 6 March and the Pahiatua swimming pool closed on 19 March.

Finance

41. Rates Debtors Report

Council’s manages the rates debtors by classifying them to categories based on risk. This allows staff to take a risk-based approach to managing rates debtors.

The following tables and graph summarises the rates debtors as at 14 March 2016.

Details of current rates debtors by category:

Overview of current rates debtors:

The above table shows the significant progress we have made to reduce the arrears amount owing.

Staff will focus on the abandon land debtors this year and work with MWLASS Debt Management Central (DMC) to manage the better debtors in the categories highlighted in yellow.

Economic Development and Communications

42. Regional Growth Study: Accelerate25 Update

Agri Investment Week took place from 14-19 March and coincided with the Central District Field Days. Its objectives were to achieve greater investment in capital raising, innovation and talent in line with the Accelerate25 programme and a land optimisation workshop - which was held as part of this series of events. Lianne Simpkin was one of the speakers and on the panel for discussion regarding land optimisation ‘good ideas shared about using the soils and climate of the region better’ (GO! Project).

A communications team has been set up to increase public, community and media awareness and understanding of the Accelerate25 (A25) Programme. We are a member of communication professionals from councils and key organisations within the region. Each member will look for opportunities relating to A25 activities, or actively generate them.

The new communications team will keep in touch with regular meetings and weekly updates and they have set up an information sharing drop-box.

Council communications team will identify engagement opportunities, media opportunities and online opportunities.

43. Tararua Statistics

Migration Statistics

Migration continues to exceed records, with a net gain for the year to January of +22 from Australia. The net migration overall is +60, which is the highest annual gain since records began in 1991. The story here is there are declining departures, mostly driven by fewer prospects in Australia. In between (2006-2013), over the period of the last census, Tararua had a net loss of 552 people in the district.

All data collected is showing we have gone past the turning point and showing modest increases, a +60 migration is the equivalent of about 20 households, which could be significant for Tararua. The exciting news is that these are working age people and there has been a rise in the primary school age group; a flow on effect has been an increase in tenancy bonds.

This information is extracted from the departure arrival information at the international airports and does not include any internal migration statistics.

Paymark Statistics

The leap day every four years distorts the annual change comparison, adding around 3.5% to the monthly growth rate for February and around 0.3% to the growth rate for the 12-month period.

Statistics from Infometrics (data loaded from various Stats NZ free date). Includes GDP numbers we cannot normally access.

44. Manawatu River Leaders’ Accord – River Action Plan

A series of community events were held across the Manawatū River Catchment from 4 -16 March to coincide with the launch of the Manawatū River Leaders’ Forum Action Plan for the next five years.

The marketing team supported Te Kauru to host a community celebration at the river in Tararua at the new Kaitoki Walkway on Friday 11 March to coincide with the Action Plan launch.

The weather was not that pleasant but it was pleasing to see the community taking the new walk along the river and one person brave enough to take a swim.

Business Potential

45. Use of Facilities (2015/16)

We have met with a few businesses in the Pahiatua Office and are making appointments for the second and fourth Wednesday of every month. Starting in March, we will be joined by Karen Blair, our consultant from Vision Manawatu, who will be available for appointments on the fourth Wednesday of every month. Our Consultant from Vision Manawatu will also be available at the Pahiatua Office to meet with these businesses.

46. Support for Southern Tararua Business Awards

All nominations have closed for the awards and we have provided assistance to the organisers, providing business packs for all the nominees. We have negotiated a free workshop for these businesses, delivered by:

· Steve van der Splinter – the business coach, offering a workshop:
‘Build A Better Business - Is your business operating to its full potential?’ and;

· Renee Floyd – Tosh Creative, offering a workshop:
‘Build A Better Brand - Do you want your brand to stand-out in the market?’

cid:image007.jpg@01D17EAC.7930C8D0

47. Tararua Business Network - Businesses Receiving Support

48. New Business Support

There has been a strong focus on tourism accommodation/opportunities this month, all outside of the main town centres. These have been linked to a range of council services to ensure they are fully aware of all regulations, as well as the i-Site for specific tourism support. The Tararua Business Network team have also held sessions with these potential businesses to run through our DOSAC (DESCRIPTION, OBJECTIVES, STRATEGY, ACTIONS, CONTROLS) process, to facilitate the development of their ideas.

The Regional Manager at MBIE has continued to assist with an enquiry from a business around Immigration policy.

49. Growing Existing Business Potential

A number of property enquiries have been received and information provided, with the assistance of the Building and Planning Teams.

50. Training/Consultancy

The Introduction to Business workshop delivered by the IRD and held in Dannevirke continues to be well attended. The GST workshop being held at the end of March is almost full and we are looking into the possibility of holding workshops in both Pahiatua and Dannevirke over the coming months.

Marketing Potential

51. Event Sessions

Motorhome Supershow

We have added an additional event to our schedule – the Motorhome Show allowed us the opportunity to promote Tararua Country and support our motorhome strategy. We were very proud to report that this was a very successful event and we were presented ‘Stand of the Show’. Congratulations go to Renee Floyd who is our new Contract Event Coordinator. Carole Wilton supported Renee and with over 20 years experience in Tararua Tourism assisted to maximize the opportunities.

Central District Field days

We had a very slow Thursday afternoon with adverse weather and fewer visitors to our stand – however, Friday and Saturday provided great opportunities to profile the district and encourage locals to consider the GO! Project opportunities. Thank you to the team – especially the new staff at the i-SITE and Mayor Roly Ellis, Councillor Hull and Councillor Isaacson. It was very beneficial for locals and our neighbours to see how passionate we all are about Tararua Country.

52. Facebook Key Statistics

53. Community Potential

Assistance provided to community groups/events in the district (in February):

54. Talking Tararua – Digital Newsletter

Our department is excited to announce that the first edition of our Council’s new digital newsletter – Talking Tararua – launched on 14 March 2016.

Council staff are invited to subscribe or submit content. You can view the March issue at the following link (whether you have subscribed or not): http://talkingtararua.buzzit.co.nz/

To book space in the new digital newsletter, the contact is Lianne or Kimberley. To subscribe to the newsletter, click here: http://talkingtararua.buzzit.co.nz/subscribe/

Comments so far:

“I have just finished reading Talking Tararua and what a fabulous form of communication you all have created. Informative, newsy, colourful, interesting. Love it!”

RV Travel Lifestyle

We continue to link to opportunities to promote Tararua as a traveller destination.

Tararua i-SITE Visitor Information Centre

55. Welcome Packs

A total of 15 Welcome packs were sent in February, two of these were sent outside of the district.

56. Enquiries

International Holiday Visitor statistics

57. Creative Communities NZ

The funding round has been advertised and over 50 application forms sent out to various groups.

58. A & P Show

i-SITE staff assisted at the promotion at the A & P Showgrounds

59. Woodville Lions Track & Tunnel Walk

Due to new Health & Safety regulations, Kiwi Rail have not given permission for this iconic event to be held in the future. This is very disappointing for both the Lions Club as a major fundraising event, as well as our district as this has been a popular iconic event over the last 22 years. We will work with the Woodville Lions Club to brainstorm and assist them with another iconic fundraising event in the future.

60. Customer Surveys

Method of travel

Length of stay in Tararua

Origin

Type of enquiry

Visitor Satisfaction

Accommodation & Travel Sales– Tararua i-SITE

February 2016

An 7.1% increase of travel sales from the same period in 2015.

· These sales do not include souvenirs, photocopying/fax, fishing licences, Hut tickets and other miscallaneous sales

61. Social Media

Facebook

Summer in Tararua’ photo competition

Results for February

62. Google+ my Business

February 2016

Regulatory

Alcohol Licensing

63. General Matters

A hearing was held on Thursday 4 February 2016, to determine the application for an On-Licence for a premises known as “Black Dog”. The application attracted two public objections and a Police opposition. The Police withdrew their opposition and of the public objections one was withdrawn just before the hearing and the other objector did not attend the hearing. Subsequently the On licence was granted. The full decision is available on the DLC portion of the council’s website.

The licensing cover that is being provided to Carterton District Council is going well with the additional workload being absorbed in to the day-to-day work of the inspector.

An application for a new Off-Licence was received for a proposed independent stand alone bottle store in Woodville. The application has attracted a significant number of public objections and petitions, opposition from the Police and Medical Officer of Health. The application will go before the DLC for determination in April.

64. District Licensing Committee Activity

65. Non Financial Performance Measures Year to Date

Animal Control

66. General Matters

Another two dog traps have been made, to keep up with the demand of streetwise dogs that are still wandering at large during the night and weekends.

Two Officers attended a branch meeting of the Animal Control Officers Institute at Martinborough and attended a Fire Arm practice day at the range out from Masterton sharpening up our accuracy skills.

We are re still waiting for a Court Hearing date for the offender involved in a ramming of an Animal Control vehicle in Woodville.

We have been busy with customer requests and yet to make progress to action the unregistered dog list. But we intend to send out a final letter of warning to the dog owners, then follow up with visits and seizures if required.

We are in discussions to explore options in regards to councils strategy to reduce Feral and Stray cats in NZ.

67. Monthly Dog Pound Statistics

68. Registration Statistics

69. CRMs

70. Non Financial Performance Measures Year to Date

Note 1: This was due to the availability of ACO in the first quarter. On most days, we only had one Officer available hence, response times have exceeded. We are investigating opportunities to improve processes with afterhours, which will address response times for dog attacks outside business hours.

Note 2: The new Senior ACO is working on the publishing the educational articles.

Note 3: We will be working with Elayne Hand who is a dog trainer and behaviourist to implement the “DogSmart Educational program for schools, in conjunction with the “ZeroBites Dog Training” developed by Christchurch City Council.

Non Financial Performance Measures for Month

Total number of calls received for dog attacked was five and four were responded to within 2 hours. One call was in relation to an attack that occurred several days before the incident was reported, an ACO responded to the complaint 2 hours and 51 minutes after the report was made.

Building

71. General Matters

LIM’s and Building Packet requests are remaining high in volume.

18 Building Consents were issued for the month of February, 94 inspections were carried out with 88.3 passing inspections.

16 Code Compliance certificates were also issued within the month of February 2016.

The largest of these consents was for a new drystore being built for Kiwi Lumber to the value of $350,000.

Building officers are still receiving a large amount of queries from customers as to whether they require a building consent for work. Some of the queries come from customers who have already done the work and are now trying to sell their property and want to ensure everything is done correctly. If customers have queries it is better that they contact us to see if a building consent is required before any work is carried out.

72. Monthly Building Consents Statistics

73. Non Financial Performance Measures Year to Date

74. Swimming Pool Inspections

The owners of the Pools that have failed have been sent a letter asking that repairs and or modifications be made.

General Inspection

75. General Matters

The pedestrian walkway between Edward Street and Wilson Street Pahiatua is being used by local residents as a dumping area. Nappies, broken bottles, food scraps, general household waste, bones and dog faeces have been removed on three occasions in 2016.

76. Illegal Dumping Collection

77. CRMs

Comments on CRMs

Two of the abandoned vehicles were removed by council and disposed of after 10 days. The last registered owners have been sent invoices.

78. Non Financial Performance Measures Year to Date

Non Financial Performance Measures for Month

Staff are waiting on outstanding paperwork from the Afterhours service provider. The actual response statistics may not be actual reflection of response times

Health

79. General Matters

Have been working with IT and Publications to develop the new register in Authority for managing the new data required to be captured under the Food Act 2014, including updating letter templates and application forms.

Completed the monitoring of School swimming pool water quality. There has been a marked improvement since the previous year however, there were still some issues with chemical balancing at the time of visiting.

80. Short Course

Attended a 2-day Hazard Analysis Critical Control Point (HACCP) course in Auckland run by AsureQuality.

Key Learnings

Learnt how to identify hazards relating to food manufacturing and write HACCP processes in accordance with Codex Alimentarius (internationally recognised standard).

81. Legislation Changes or Legislation Comments

The Food Act 2014 commences on 1 March 2016. Some of the key information that has been advised by the Ministry for Primary Industries (MPI) follows:

· Registration Authorities under the Food Act 2014 will be the enforcement for matters relating to non-compliance with food business.

· TA’s will be required to apply to MPI for recognition to verify National Programmes. This will be as a limited class due to some of the competencies required for recognition.

· A quality management system is required to verify all classes of National Programmes. This does not have to be accredited, but must meet the standard for recognition.

· Business that fit into this risk based measure will be required to find a Third Party verifier if the Tararua District Council does not apply for recognition to verify National Programmes.

· There is a fee to apply for recognition, and there maybe additional costs to have the quality management system evaluated before application.

82. CRMs

Comments on CRMs

Have noticed a spike in complaints regarding Roosters in Urban areas, these have mainly occurred in Eketahuna and Norsewood.

The offensive odour complaints involved one business, Health Protection Palmerston North and myself have been working with the business concerned to manage and reduce the effects of the nuisance.

83. Non Financial Performance Measures Year to Date

Emergency Management

84, Fire Season

The recent rain has brought the Fire Danger Index down considerably. This coupled with cooler temperatures, higher moisture rates and the onset of Autumn have seen the end of the fire season for 2015/2016 with effect 8.00am, Saturday, 19 March 2016.

A total of 142 fire permits were issued this season with a high number of controlled burns. 98% of permits were issued on the same day of application. There were no uncontrolled burns from permitted fires and two accounts were sent to persons responsible for fires that were lit without a permit and required fire brigade assistance to extinguish. Most permits were for slash pile burns, farm rubbish pits and a small number for rubbish fires in the urban areas.

A total of 49 Restricted fire signs were erected throughout the District and 8 half grapefruit signs changed to notify the public of the Restricted Fire Season.

85. Field Days

The Tararua Rural Fire tents and displays were again used for the regional Field Day rural fire display this year. The PRFO attended the show and worked on both the Regional Rural Fire Committee and CDEM Group displays on 17 March 2016.

86. Incident Reports

*NRFA Classification Type*	*Jul*	*Aug*	*Sep*	*Oct*	*Nov*	*Dec*	*Jan*	*Feb*	*Mar*	*Apr*	*May*	*Jun*	*Total*
Power Lines	1	0	0	0	0	0	0	1					2
Vehicle - Car, Truck etc.	0	0	0	1	1	3	0	0					5
Farm/Forest Machinery	0	0	0	0	0	0	0	0					0
Camp fires/bonfires/rubbish fires	1	1	0	2	0	3	1	2					10
Smokers	0	0	0	1	0	3	0	0					4
Land clearing escaped - Open Fire Season	0	0	0	2	0	3	1	0					6
Land clearing escaped - Restricted/ Prohibited Fire Season (no Fire Permit)	0	0	0	0	0	0	2	1					3
Structural - House/Shed	4	0	3	2	3	2	1	1					16
Pyrotechnics Fireworks	0	0	0	0	0	0	0						0
False Alarm	4	6	2	2	6	2	1	2					25
Medical Assist	1	0	0	0	1	2	0						4
Motor Vehicle Accident	0	1	0	0	0	1	3						5
Miscellaneous	0	0	1	1	0	0	1	1					4
*Total*	11	8	6	11	11	19	10						76

87. Radio Training Course

The PRFO ran a radio user course at the Tiraumea VRFF training night on 18 February 2016. A total of 10 students from the Tiraumea VRFF attained unit standard 4573.

88. Aircraft Course

The PRFO ran an aircraft course at Tiraumea on 10 March 2016. The theory and part of the practical were carried out on the day however there was no flying due to high wind conditions. The course covers safety around helicopters and bucket filling for rural fire fighting and was attended by 12 volunteers from Weber VRFF and Tiraumea VRFF. The flying will be conducted on 30 March 2016, weather permitting.

89. Meetings

The PRFO attended the Manawatu-Wanganui Regional Rural Fire Committee meeting held in Palmerston North on 24 February 2016.

90. Rural Fire Training Records

The PRFO visited the Taranaki CD Group to evaluate a training records system currently in use for recording volunteer training and equipment. The system appears to be suitable for use by Rural Fire however during the visit it was discovered that the Wellington Enlarged Rural Fire District have just commenced using it for Rural Fire Training records in their region. Paddy will assess the Wellington system and recommend a solution for Tararua mid May 2016.

Civil Defence

91. Local Welfare Plan

Now that the Local CDEM Plan has been completed work has started on the Local Welfare Plan. As the Manawatu-Wanganui CDEM Group have not yet compiled a new plan based on the National Plan we will be using the draft Christchurch CDEM Group plan as a guide. It complies with the new format recommended in the MCDEM Directors Welfare Guideline. Once our plan has been produced we will use this as a base for training our volunteers in our Civil Defence Centres. The plan should be completed by the end of June 2016.

92. Community Civil Defence Meetings

Meetings have been held with the Woodville, Pahiatua, and Pongaroa groups. All are progressing well toward completion of Community CD Plans.

93. Woodfest

The Woodville Community CD Response Group ran a civil defence tent at Woodfest on 6 March 2016. This was an opportunity to start distributing their new local CD pamphlet along with the MCDEM booklet “Get Ready Get Through” An excellent effort by that group and a great example of Community CD in Action.

94. Meetings

Paddy attended the CDEM Group Welfare Coordination Group meeting in Palmerston North on 3 March 2016.

Paddy attended the CDEM Group Coordinating Executives Group meeting in Waiouru on 17 February 2016.

Paddy attended the CDEM Group Emergency Management Officers meeting in Palmerston North on 8 March 2016.

Library

95. Pahiatua Library – Alterations

The replacement front window has been installed and we are looking at options for carpeting.

96. Replacement Library Management System

The initial data extraction is complete. At this stage, there is only approximately 1000 borrower cards and item records requiring renumbering. These are duplicates with other items on the national system. The data itself appears quite clean, so no major problems are expected. Heather Taylor and Natalie Raynel will be attending the initial training in Christchurch mid-March. After this training, a clearer picture of how the new system works will allow library staff to look at current processes and refine these where necessary to make the most of the new system.

The rest of the library staff will be trained by Natalie and Heather starting in April. Kotui trainers will come up to Tararua for the specialised training around system admin, serials and cataloguing during this time also.

97. Children’s Holiday Programmes

The first term holidays this year will be a Digital Literacy programme. Library staff have been receiving training prior to the programme. GIF making is the first of the new skills they have been learning in anticipation of this programme.

98. Stepping Up Computer Classes

In partnership with Wairarapa REAP, the Pahiatua and Eketahuna Libraries are hosting the Stepping Up programme. Both libraries have reported the programme is going well and is well supported at both sites.

99. Collection Management – Children’s and Young Adult

The weeding team has been to all branches and removed those items in these collections that are not circulating. Nikki Price is assessing these items either for relocation to a different branch, or deletion from the collection if appropriate. Due to the natural disasters at both Vanawatu and Fiji, the library will donate some of the weeded stock to these countries. Joy Kopu is organising the books being delivered to Vanawatu and there is a public library initiative in place to get the books to Fiji. Wheelers Books in Auckland will store these items until it is appropriate to send them over and Mainfreight provide the transport as a charity initiative.

100. Statistics – as at 29 February 2016

Customer Services

101. Customer Requests – 1 – 29 February 2016

Recreation and Sports Report

102. Tararua District General

· The Tararua Recreation Advisor presented a SportStart Gymnastics topic to Ballance School staff, reinforcing the SportStart Philosophy and teaching techniques. Following this, she modelled a SportStart Gymnastics lesson. The lesson requires teachers to observe delivery by the Recreation Advisor to their students. The next lesson will involve the Tararua Recreation Advisor observing the teachers delivery, offering guidance where required.

· The Tararua Recreation Advisor attended the Dannevirke Netball Centre AGM. The centre is looking at ways to grow participation numbers in both the junior and senior grades. In order to accomplish this they will look at returning to school based teams (alternative to centre based teams) and running both junior and senior competitions on a week day. The centre has also seen a decline in committee members; returning to school–based teams will ensure growth of the committee, as each school is required to provide a representative.

The committee will hold a general meeting inviting all stakeholders to discuss their wants and needs. This will provide an opportunity for people to share their suggestions and give the centre an idea on how to adapt their product to suit the majority.

· The Tararua Recreation Advisor is back on air with Central FM on Saturday’s (on a fortnightly basis). The Sport Show with the Coach and Principal is a great avenue to further promote upcoming events and sport in the district.

· The Active Teens Programme got underway in Dannevirke being held at Dannevirke High School; activities have seen the teens do a spin class at Activate Gym and also fitness testing at the High School gym. This programme is being assisted by the Tararua Recreation Advisor.

· The Māori Community Sport Advisor attended a meeting with Jacqui Thompson, Clinical Manager for the MHT Diabetes Trust engaging with people in the Tararua area (Dannevirke). The aim was to provide information to those who have diabetes and need help managing their condition. The Māori Community Sport Advisor presented information on the programmes and initiatives that Sport Manawatu have running, in addition to demonstrating simple but effective elastic band exercises that could be useful for those who do not have access to exercise equipment.

· The Māori Community Sport Advisor supported the Tararua Recreation Advisor during Wero A Marae, an initiative to get Māori from different Marae to compete in games such as Netball, Basketball, Touch, and Volleyball as well as traditional Māori games including a Kapa Haka competition. The Māori Community Sport Advisor managed to promote Sport Manawatu events including the Whānau Tri event on Sunday, 20 March at Ongley Park in Palmerston North.

The Whānau Tri Training Programme is a 10 week supported training programme providing coaching towards completing the Whānau Triathlon (Palmerston North) and Rangitane Tryathlon (Dannevirke) events. The programme is a family inclusive programme that encourages all ages to give it a go.

· The Active Transport Advisor delivered a Grade 2 Cycle Skills programme to 26 Whānau Tri participants in Dannevirke.

· The first Secondary School Sports Coordinator meeting of the year was held. 12 schools were present including Tararua College and Dannevirke High School. The purpose of the meeting was around creating a helpful learning community.

· The Secondary School Sport Advisor helped organise a Sports Coordinator Goalnet (football registration) seminar which the sports coordinator from Tararua College attended to assist with registering her 40+ footballers.

· A Club WoF (Sport NZ capability resource) was undertaken with Dannevirke Football, with the findings suggesting that promotion and workforce management are their main priorities. Capability Advisor is currently supporting them through the process and will endeavour to transition the club into the very successful ‘Quality Club Mark’, a Football NZ capability resource.

· The Sport Manawatu Coach Connect Facebook page has been regularly updated. The aim is to get local coaches discussing coaching, sharing Best Practice coaching information and building a coaching community. The page now has 173 people (13 more than last month) following it and the articles posted have reached more than 1,509 people to date.

· The Coach Development Advisor has distributed a comprehensive coaches’ survey. The survey was designed with the help of Sport NZ and will assist in giving Sport Manawatu insight into the wants and needs of coaches, as well as the development of future coach development programmes. So far over 90 people have completed the survey with the results currently being collated.

· As part of Bike Wise Month (February), the Tararua Recreation Advisor organised Tararua Workplaces Go by Bike Day on Wednesday 16 February. Forty participants from four local workplaces, including Tararua District Council, took part on the day by using active transport to get to work.

· Exactly 400 schoolchildren and pre-schoolers participated in Tararua Schools Go by Bike Day on Wednesday 25 February. This popular event encourages children and their families to use active transport (cycle, scooter, and skate) to and from school.

· It is great to see schools support the event. Many have added their own activities, including obstacle courses, games, and practical cycle sessions at the school.

· The Tararua Recreation Advisor supported Rangitane o Tamaki nui a Rua staff with planning and event delivery of Wero a Marae (annual inter-marae sports tournament). This year’s event took place on Saturday 27 February at Huia Range School.

· The event provides a platform for the young and old to be involved in sport and recreation and encourages hapu members to reconnect to their marae and whanau through the medium of sport. Many family members return home from out of the district or overseas to participate in the event.

· Almost 170 people were involved in one or more of the activities available on the day. The activities included netball, basketball, touch, Ki o Rahi, 100m relay sprint, tug o war, chess and Kapa Haka.

· Sport Manawatu continues to look at initiatives that encourage retirees to remain physically active. Planning for and implementing physical activity programmes is ongoing, with Sport Manawatu to consult with the Positive Ageing Forum members and other local community groups. The Green Prescription (GRx) ‘Have a Go’ days have been an effective medium in other districts to engage older members in the community into sustained physical activity. This initiative allows clubs to host activities including Lawn Bowls, Petanque, Bocce, and Badminton. Participants then link directly back to the club should they develop an interest in that specific activity.

· KiwiSport Regional Partnership Fund

Dannevirke High School and Tararua College have both signed their contracts for KiwiSport Funding.

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

· The Tararua Recreation Advisor and Primary School Sports Advisor will work with Pahiatua School Principal and staff to plan and deliver the Tararua Primary School Seven a Side Tournament. The event will be held at Bush Multisport Park on Wednesday 15 June (postponement Friday 17 June).

· The Tararua Recreation Advisor and Active Transport Advisor will be delivering Cycle Instruction lessons at Ballance School. The lessons will include helmet and bike checks with learn to ride instruction for the junior class and cycle instruction for the senior class in preparation for a road ride.

Strategy and District Development

104. MW LASS

A major strategy document has been completed for the Region’s information systems. This establishes the principles and framework for alignment of technology and software services. This encompasses both internal and external customers over the medium to long-term. A business case is now being developed on establishing a business unit to resource the delivery of the strategy. There will be multiple stop/go points that will allow member councils to opt in or out of participating in projects.

105. Bylaws Work

Initial work to review Council’s bylaws has been completed for staff review. This is a status update:

Action	Notes	Timeline
Preliminary work and research Investigate effectiveness of existing bylaws, engage with staff and stakeholders, Councillors, Community Boards & Committees. First draft	Must review policies on Alcohol and dog control when bylaws are reviewed or introduced	Nov 2015 – March 2016
Discuss changes based on best practice, confirm changes or identify Council direction with bylaws review group		April 2016
Finalise draft bylaws for reviews		May 2016

106. Section 17A

The initial Library s17A review has been completed for staff review. Further work is continuing on the Regulatory activities. The Chief Executive forum is also keen to pursue joint development of S17A reviews.

107. Tararua Aquatic Community Trust

The Trust will take over operations of the Wai Splash Community Pool on Friday 1^st April 2016. Kendyl Paget commenced full time work on 21 March and the Trust is presently completing the job offers to staff. The Trust is making improvements for Pool Safe requirements, with a chemical shed being installed and further staff training.

108. Mayoral and Chief Executive Forum

The honourable Peter Dunn, as Associate Minster of Health, is reviewing options to introduce the fluoridation of drinking water. Further details are expected over the next few months as to who might be responsible for this service should it proceed.

IT Major Projects

109. Records Management

Hewlett Packard Enterprise (HPE) – Document Management System Upgrade

A major upgrade to Council’s electronic database records management system is underway. HP Enterprise released its new system in 2014. This is now well settled as a product and we are proceeding with an upgrade of TRIM to “RM 8” Records Management version 8.3.

This is now the core system for all major information flows at Council, other than email. It is a key system for the efficient delivery of Local Government Official Information and Meetings Act requests.

Back Scan Project

Once again the student workforce was highly productive. Projects/Tasks undertaken during this last round of students included:

· Approximately 4 linear metres of Building packets have been prepared ready to be entered into the register – (this is work required before scanning can commence).

· Eight boxes of historic Resource Consents have been reviewed. This process includes a quality check and finalisation of the digital image, error correction as required, and linking each consent so the information is available through Intramaps. Once this task was completed these hardcopy files were moved to Archives Central – (approximately 3 linear metres).

· Creation of a draft pamphlet outlining all repositories of historic information within the Tararua region which are accessible to the public.

· Digital remedial work on approximately 3,000 building permits to bring them in line with the standards of the back-scanning project.

· Completion of a spreadsheet database outlining details of each culvert under the maintenance regime of TDC – a project completed for the Alliance.

· Preparation work on all historic Notices of Sale from 2002 to 2008 to enable digitisation. These files have now been scanned and moved to Archives Central, and the profiling of the digital images has commenced. (Approximately 2.5 linear metres of records).

· Disposal of 2007/08 financial records – (both from TDC and Infracon).

· Preliminary work on a spreadsheet database of all LIM reports provided by TDC since 1995.

· Data-cleansing of records held in our old digital repository – (Alchemy). This included date-tagging of almost 18,000 old rates records. This date tagging has enabled the Records Manager to appraise and delete almost 5,000 digital records that were up to 13 years past their destruction date. It also means at the next annual appraisal it is a five minute process to delete the next year of obsolete records – (another 2500).

While there was not a 100% focus on building and property records during this last intake, there was a substantial amount of preparatory and remedial work completed by the students. This work means that the next student intake can commence immediately with the back-scanning project and the production-line processes we have developed will be fully utilised with no delay waiting for records to be prepared.

110. Civica

Planning for implementation of a major release upgrade is underway from Civica. This will reflect the new development programme from Civica to improve their Authority enterprise suit of council software. A Business Analyst recently visited Tararua to complete design work for a new bank reconciliation module for New Zealand.

The upgrade is due to go live in May 2016.

111. Purchase of Land Woodville

Council were successful in purchasing the property in Woodville, 40 Vogel Street, that was formerly used as a car sales yard immediately next to the Engineering Services building. This was purchased at a cost of $135,000 (The asking price was $149,000 and rateable value was $142,000).

112. Climate Change

The recent El Nino has been in the top three events since the 1960’s, yet was moderated in New Zealand by other conditions, possibly associated with the high recorded temperatures ever recorded in the Indian Ocean.

A recent report noted “We find that recent warming during summer in arid and semi-arid subtropical regions such as the Mediterranean and Middle East is at least two standard deviations, far exceeding natural variability.” J Hansen

113. Infracon

The third Liquidators report is now available for review on the Companies Office website. One further minor payment is expected in April 2016 before the liquidation is complete.

Recommendation

That the report from the Chief Executive dated 23 March 2016 concerning an update on key projects and items of interest to the Council (as circulated) be received.

Attachments

Nil.

7.1	Project Tararua (Item 3.1)
7.1.1	Some names have been identified by board members to contact for the purpose of sending invitations to the Project Tararua community get-togethers to be arranged in the Board’s area.
7.1.2	The Board waits to receive from Robin Winter the confirmed details of when and where these meetings will be held.
7.2	Fencing at the Dannevirke Railway Station (Item 7.1)
7.2.1	Little progress is being made in getting a response from KiwiRail to the request for them to rectify the poor condition of the Dannevirke Railway Station fencing.
7.2.2	Board Member Christison offered to ask an appropriate representative for KiwiRail to contact the Governance Manager and discuss possible actions to attend to this matter.
7.3	Dannevirke Community Board General Assistance Grants Scheme (Item 9.1)
7.3.1	The applications received for funding from the Board’s 2015/2016 General Assistance Grants Scheme will be included as an item of business on the agenda for next month’s meeting.

9.1	First World War Commemorations Committee
9.1.1	Board Member Delaney reported on the First World War Commemorations Committee meeting held on 2 March 2016, and this includes reference to the following matters: · Three new members were welcomed to the committee, being Monique Ashworth and Denis Tatere (RSA) and Sean Newell (High School). · The Mayor is in communication with an army unit regarding a possible Charter of Freedom which would enhance the proposed horse parade on 6 August 2016. If this happens it makes issues like road closures much easier to accomplish. · Gift packs for the armed forces were discussed, with two concepts considered. These are a competition at next year’s A & P Show for a World War One version, and contemporary versions to be distributed to current serving members of the forces. Discussion was enthusiastic, but any decisions on this proposal are a long way off. · Alex Lewis reported on progress with the Places of Remembrance project, and suggestions were made to him for more possibilities. · All copies of the Rob McDonald World War One book are sold, and he is looking at publishing an addendum publication in the future. · The proposed horse parade commemoration event is the main project planned for this year.
9.2	Cycle/Walkway - Smith/Cole Streets and Adelaide Road
9.2.1	Board Member Christison reported that the development of the cycle/walkway has been reviewed following its completion to identify any tidy up work required to be undertaken.
9.2.2	The spraying of the cycle/walkway is to be followed up with the Alliance to request that this work is programmed as previously agreed.
9.2.3	It is disappointing to note that horses were galloped on the cycle/walkway as the surface is not designed for that purpose, and they caused damage and defecated in the area.
9.2.4	Signage may be required in the future to state that the riding of horses is prohibited on the cycle/walkway.
9.3	Dannevirke Chamber of Commerce
9.3.1	Board Member Christison reported that there have been some changes to the members of the Dannevirke Chamber of Commerce executive.
9.4	Tararua District Road Safety Group
9.4.1	The Chairperson reported on the Tararua District Road Safety Group meeting held on 16 February 2016, and this includes reference to the following matters: · Work on the Saddle Road upgrade is progressing well, and the New Zealand Transport Agency funding has increased from $4.5 million to $8.34 million to undertake this project. · The Regional Road Safety Coordinator continues to provide and implement a programme of community road safety education initiatives and projects.

10.2	Covered Bus Stop Shelters
10.2.1	It is disappointing to note that the Palmerston North City Council does not have any surplus covered bus stop shelters to offer at this time, and their next planned replacements are in the 2017/2018 financial year.
10.2.2	As a result of this situation Board Member Delaney contacted Goldpine Dannevirke, and they intend to look at other avenues to obtain the two bus stop shelters required for installing in High Street.
10.2.3	Hopefully their proposal will be received shortly to enable the presentation of these details at the Board’s next meeting.

12.1	Anzac Day Community Concert
12.1.1	*That the Board facilitate arranging an Anzac Day community concert held in the Dannevirke Town Hall on the afternoon of 25 April 2016.* Dresser/Christison Carried
12.1.2	It is intended that the community concert will be a matinee event commencing at 2.00pm, and acknowledging this year is the centenary of Anzac Day.
12.1.3	This community concert is additional to the Dannevirke Rotary Club life and music of Vera Lynn community concert at the Town Hall on 3 April 2016.
12.1.4	The Deputy Chairperson will coordinate the arrangements for the Anzac Day community concert in liaison with the First World War Commemorations Committee and the Dannevirke Theatre Company.

6.1 6.1.1	Eketahuna Public Conveniences Upgrade (Item 6.1) The Eketahuna public conveniences unique signage features and Radio Eketahuna music provides good publicity that is generating complimentary remarks from visitors stopping in the town.
6.2	Old Fred West Building (Item 6.2)
6.2.1	The Council’s Team Leader Building Services has indicated that the property owner completed the work to repair the water leaking issues relating to this building.
6.2.2	The condition of the verandah shall continue to be monitored in terms of its potential risk to cause a hazard that creates danger to public safety.
6.3	Jackson Enterprises Southern Tararua Business Awards (Item 8.4.2)
6.3.1	It is pleasing to note that a good number of businesses from Eketahuna are nominated for these awards.
6.4	Rongokokako Hall Funds (Item 11.1)
6.4.1	Consideration is being given to apply some of this funding to support the history site at the Eketahuna War Memorial through contributing to providing a commemorative pole for the Rongokokako area.
6.5	Eketahuna Super Rugby Pre-season Game Between the Hurricanes and the Blues (Item 15)
6.5.1	This event held at the Eketahuna Rugby Club grounds was a great success, and it attracted many visitors to the town.
6.5.2	The Eketahuna tourist T-shirts signed by the retiring All Blacks Captain Richie McCaw are still to be raffled or auctioned for future fundraising.
6.6	Eketahuna Town Centre Upgrade (Item 16)
6.6.1	The Facebook page has been created to provide information and publicity about this project.
6.6.2	The ceremony held to acknowledge the start of the upgrade was good and well attended by the community.
6.7	Eketahuna Community Barbecue (Item 17.1)
6.7.1	The Eketahuna Health Centre is hosting the Eketahuna community barbecue tomorrow from 11.00am to 3.00pm to bring the rural community together for a celebration to acknowledge and value their contribution.
6.8	Presentation to Linda (Lindy) Nelson (Item 19)
6.8.1	The presentation held following the Board’s previous meeting to acknowledge Linda (Lindy) Nelson becoming a Member of the New Zealand Order of Merit was well received.

7.2	Review of the Council’s Governance Process
7.2.1	The Board notes the outcome of the Local Government New Zealand review of the Council’s governance process and the decisions made regarding this matter.
7.3	Social Media Facebook
7.3.1	Photos promoting locations of Eketahuna over the summer period are encouraged for entry to the Tararua photo competition launched on Facebook.
7.4	Tararua Cycleway Project Steering Group
7.4.1	It is noted that a walk was held of the proposed Tararua cycleway route to scope the work relating to this project.

8.2	Tararua Emergency Management Committee
8.2.1	The Chairman reported on the Tararua Emergency Management Committee meeting held in Dannevirke on 11 February 2016, and this includes reference to the following matters: · There is still a need for more doctors to support the district’s health service. · The number of call outs received by the district’s fire brigades was up 4% in 2015 and is down 24% so far in 2016. · A Civil Defence Response Group is being set up by the Woodville community. · The New Zealand Fire Service is looking at a review plan for the delivery and operation of its functions and activities.
8.3	Newman Reserve Board
8.3.1	The Chairperson reported on the Newman Reserve Board Annual General Meeting held in Eketahuna on 16 February 2016, and this includes reference to the following matters: · Twelve people attended the Annual General Meeting. · Support was made available to various local community organisations, and the history site at the Eketahuna War Memorial through contributing to providing a commemorative pole for the Newman area. · John Duffy and Bruce MacKisack have each given thirty-one years service as members of the committee for this reserve. · The next Annual General Meeting is to be held this year in October. · The Community Assets and Property Manager has been requested to spray the grave sites at Newman for lichen. · Consideration is being given to preparing a time capsule for siting at the reserve.
8.4		Eketahuna St John Ambulance Service
8.4.1		Board Member Eagle spoke on the need to discuss with the community the future plan for the Eketahuna St John ambulance garage facility in town and ensuring there is ongoing support to maintain this essential community service.
8.4.2		It is agreed that this subject be discussed through the Project Tararua community get-together held in the Eketahuna Community Centre on 8 May 2016.
8.4.3		Through that discussion consideration may be given to forming a group of community representatives to liaise regarding the planning focused on the provision of a sustainable long-term ambulance service based in Eketahuna.
9.	Correspondence
9.1	*That the correspondence as listed be received.* *(a) Kerry and Loreen Cunningham* *Re: Eketahuna Camping Ground January report* *(b) Robin Winter 15 February 2016* *Re: Project Tararua community get-together in the Eketahuna Community Centre on 8 May 2016* Shannon/Collis Carried

9.2	Eketahuna Camping Ground
9.2.1	It is noted that the operators of the Eketahuna Camping Ground management contract would prefer extra toilets and shower facilities rather than constructing an additional two cabins as previously intended.
9.2.2	The Board support the changed priority relating to this development work through reallocating the project budget included in the 2017/2018 financial year to provide funding for this purpose.
9.2.3	The Eketahuna Camping Ground operators are to be asked whether they consider rubbish bins are required at both ends of Cliff Walk.
9.2.4	The seat made for Cliff Walk is ready to be installed, and the Chairperson is to follow up this matter.

10.	Anzac Day
10.1	The Chairperson outlined the arrangements for the Anzac Day civic ceremony held in Eketahuna.

11.	Alf Rowden Humanitarian Award
11.1	An item is to be placed in the community newsletter inviting written nominations for the presentation of the Alf Rowden Humanitarian Award this year.
11.2	All nominations are to be addressed to the Board’s Chairperson, and can be submitted through the Eketahuna Service Centre/Library closing on 22 April 2016 at 4.00pm.
12.	Eketahuna Town Centre Upgrade
12.1 12.2 12.3	Matters discussed concerning the Eketahuna town centre upgrade includes reference to the following: · The establishment of the history site at the Eketahuna War Memorial through developing the remembrance place will not be rushed to complete the work for this Anzac Day, and options to fund the commemorative poles are being pursued. · An agreement is to be entered into with Chorus to document their consent to relocate the giant Kiwi to the area of their building. · It is proposed that work on the upgrade will start on the Four Square business side of the road, with details of the programme timescale to be received by the project team. · The town signs are being prepared for installation. · The Council will consider funding the Bridge Street intersection stage of the project through including a budget in the Draft Annual Plan 2016/2017. · Discussion needs to occur with the community to determine the project they would like to do from the proceeds of the town painting tiles sold. · A flier was sent to residents to inform the community about the upgrade launch. The Eketahuna Our Town Committee is reviewing its goals and objectives, and submissions can be made to them regarding this matter. Cr Collis will circulate her comments on the above subject to board members and initiate discussion to identify any items that the Board may wish to convey to the Eketahuna Our Town Committee review.

14.1	Rubbish Bins for Cliff Walk
14.1.1	This matter was discussed earlier at the meeting as set out in item 9.2.3 of these minutes.

15.1	Horizon Signs
15.1.1	The Chairperson agreed to allow Brian Barnes the opportunity to speak on the services that Horizon Signs can provide to prepare road closures applications and implement traffic management plans for community events.

2.	Classification of Dogs as Menacing Dogs
2.1	The Chairperson opened the hearing by introducing the committee members and staff in attendance at the meeting.
2.2	Mrs G Losch verbally presented the objection to the menacing dog classification applied to her dogs Neyo-Potter and Becky, and this includes reference to the following matters: · The dogs have never been a threat to anybody, and when they stay in her shop people come in and pat them. · The training of the dogs has been undertaken through a trainer to educate them and ensure their behaviour is good. · The officer’s report is biased, and the investigation of the complaint was undertaken when Mrs Losch was sick and upset by the allegations. · The way that the investigation was conducted displayed a lack of consideration and courtesy, and it questioned her character and integrity. · The requirement to muzzle the dogs when in any public place or private way is unreasonable, and the reliability of the affidavit is questioned. · The alleged incident regarding the dogs aggressive behaviour is questioned as to how they are considered to be menacing. · There are many dogs unregistered/wandering and uncontrolled in Woodville that are not classified by the Council as menacing, and they go largely ignored and their owners are not penalised. · Dogs should be appreciated and valued for the contribution they make to the community and people, and this is worthy of acknowledgment rather than punishment. · This situation has adversely impacted on the health and welfare of Mrs Losch, and she is intending to leave Woodville in the future.
2.3	The Planning Manager read a statement to support the Acting Regulatory Manager’s report circulated to the committee, and this includes emphasis on the following points: · The complaint was investigated by Council staff professionally, neutrally and without bias, and they conclude that the complaint is justified. · The recommendation to retain the menacing dog classification is made in the interests of community safety and compliance with the Dog Control Act 1996. · The affidavit clearly establishes that the complainant was rushed at and menaced by the dogs in question. · The menacing dog classification provides an appropriate option to take action to prevent an aggressive incident from happening again, and it applies precaution to minimise a continued threat to community safety. · Past behaviour can be seen as a predictor of the future behaviour in dogs, and these dogs did rush at and behave in a menacing manner towards the complainant. · The committee should now focus on the potential danger to the community, and consider the intention for the action initiated by staff is to ensure a lasting resolution is provided to this matter. · The committee need to decide whether the menacing dog classification is appropriate or unreasonable based on the evidence presented. · The committee cannot modify the requirement relating to the muzzling of the dogs unless the classification is rescinded. · If the committee decide to revoke the classification there is a risk to the community that this display of menacing behaviour will occur again.
2.4	The Chairperson closed the hearing by acknowledging the potential for situations to occur with dogs when their owner is not there, and the dogs may then behave in a different manner.
2.5	The meeting adjourned to enable the committee to make its decision, and the staff departed from the Council Chamber whilst this occurred.
2.6	That the Tribunal and Hearings Committee, after considering the objection and the information presented to it, rescind the classification of menacing dog applied to the dogs Neyo-Potter and Becky owned by Mrs G Losch, and *That in making this decision, the committee considers the exceptional circumstances of the alleged incident do not warrant the imposition of the menacing dog classification, and* That Mrs G Losch is given notice and warned that if another complaint is received by the Council involving the control and behaviour of her dogs, and it is found to be justified in the Animal Control Officer’s professional opinion following investigation in accordance with the requirements of the Dog Control Act, then the classification of menacing dog will be imposed, and That the obligations to be fulfilled by dog owners be emphasised to Mrs Losch in respect of taking all reasonable steps to ensure that her dogs do not injure, endanger or cause distress to any person, and they are kept under control at all times. Crs Hull/Collis Carried

Date	:	15 March 2016
To	:	Mayor and Councillors Tararua District Council
From	:	Malcolm Thomas Strategy and Policy Adviser
Subject	:	Food Act 2014 Fees and Charges Statement of Proposal
Item No	:	10.1

2.1	201.2014.36.1	Tararua District Council – 29 George Street, Dannevirke
2.2	201.2015.49.1	T. & P. Kent, BDI Trustees Ltd – 405 Rakaiatai Road, Dannevirke
2.3	201.2015.51.1	B. & C. McNeil – 262 Condoit Road, Papatawa

Managers Certificate - Renewal of Manager Certificate
License / Cert No	Premises	Applicant	Issue Date	Expiry Date
401.2011.00005046.001	Pahiatua New World	Mrs E W Sargent	09 Feb 2016	25 Jan 2019

Club Licence - Renewal of Club Licence
License / Cert No	Premises	Applicant	Issue Date	Expiry Date
400.2009.00002193.001	Eketahuna Rugby Football Club	Eketahuna Rugby Football Club	08 Aug 1990	08 Aug 2018
400.2009.00002172.001	Akitio Boating Club	Akitio Boating Club Inc.	13 Oct 2000	14 Aug 2018
On Licence - Renewal On Licence
License / Cert No	Premises	Applicant	Issue Date	Expiry Date
400.2009.00003374.001	The Black Stump Cafe and Harrows Restaurant	Mr G G Franklin	19 Feb 2009	16 Feb 2018
400.2012.00005173.001	Post Office Hotel	Bourke K P and A J Family Trust	09 Feb 2012	17 Nov 2018
400.2014.00005389.001	The Lindauer Cafe and Restaurant	Lindowner Ltd	04 Dec 2014	04 Dec 2018
Off Licence - Renewal of Off Licence
License / Cert No	Premises	Applicant	Issue Date	Expiry Date
400.2009.00002226.001	Post Office Hotel	Bourke K P and A J Family Trust	19 Apr 2010	17 Nov 2018

Managers Certificate - New Manager Certificate
License / Cert No	Premises	Applicant	Issue Date	Expiry Date
401.2015.00005171.001	The Bottle - O Pahiatua	Mrs H R Elms	09 Feb 2016	09 Feb 2017
401.2015.00005172.001	The Bottle-O Pahiatua	Mr K I Newman	09 Feb 2016	09 Feb 2017

Special Licence - Special Licence
License / Cert No	Premises	Applicant	Issue Date	Expiry Date
400.2015.00005475.001	Tautane Station	Wainui Dog Trail Club	04 Feb 2016	06 Feb 2016
400.2015.00005466.001	Eketahuna Rugby Football Club	Eketahuna Rugby Football Club	09 Feb 2016	13 Feb 2016
400.2015.00005474.001	Dannevirke Dog Trial Club Rooms	Dannevirke District Dog Trial Club	09 Feb 2016	13 Feb 2016
400.2016.00005477.001	Pahiatua Makuri Sheep Dog Trial Club Rooms	Pahiatua Makuri Dog Trial Club	09 Feb 2016	20 Feb 2016
400.2016.00005476.001	Pukaha Mount Bruce	Pukaha Mount Bruce Board	09 Feb 2016	26 Feb 2016
400.2016.00005481.001	Atholbrae Gardens	Junction Wines	26 Feb 2016	28 Feb 2016
400.2016.00005479.001	Dannevirke Services and Citizens Club	Dannevirke Services and Citizens Club Inc.	10 Feb 2016	01 Mar 2016
400.2016.00005480.001	Akitio Sheep Dog Trial Club	Akitio Sheep Dog Trial Club	26 Feb 2016	05 Mar 2016