Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 3 August 2016 commencing at 1.00pm.

1. Present

His Worship the Mayor - Mr R A Ellis, Crs W H Keltie (Deputy Mayor), T H Collis, J E Crispin, 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 C Lunn - Manager Regulatory Services

Mr C Edsall - Alliance Manager

Mr P Wimsett - Manager Strategy and District Development

Mr R Suppiah - Chief Financial Officer

Mrs K Dever-Tod - Manager Assets Group

Ms K Stevens - Marketing Coordinator

2. Council Prayer

2.1	The Mayor opened the meeting with the Council Prayer, including reference to the passing of Cr Keith Fenemor and recognition of his contribution to the district.

3. Apologies

3.1

Nil

4. Notification of Items Not on the Agenda

4.1

Nil

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

5.1

Nil

6. Personal Matters

6.1

Nil

7. Confirmation of Minutes

7.1	*That the minutes of the Council meetings held on 29 June 2016 and 22 July 2016 (as circulated) be confirmed as true and accurate records of these meetings.* Crs Johns/Collis Carried

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

8.1	Cell Tower (Item 8.1)
8.1.1	The committee established to pursue this matter is meeting with representatives from Spark New Zealand and Vodafone to discuss improving mobile telephone coverage and broadband access in the Oporae Range area.
8.2	Submission on the Local Government Act 2002 Amendment Bill (No 2) (Item 3.1)
8.2.1	The Council’s submission on the Local Government Act 2002 Amendment Bill (No 2) has been forwarded to the Local Government Select Committee.
8.2.2	The Chief Executive will be presenting this submission on behalf of the Council with either the Manager Strategy and District Development or the Strategy and Policy Adviser.

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 4 July 2016 (as circulated) be received.

Crs Keltie/Isaacson Carried

9.2	Eketahuna Community Board
9.2.1	*That the report of the Eketahuna Community Board meeting held on 1 July 2016 (as circulated) be received.* Crs Keltie/Isaacson Carried
9.2.2	Eketahuna Our Town Committee Rainbow Fence Project
9.2.2.1	Community concerns have been raised regarding the Eketahuna Our Town Committee rainbow fence project at the playground.
9.2.2.2	This matter is the subject of discussion at a public meeting held in Eketahuna tonight.
9.3	Pahiatua On Track
9.3.1	*That the report of the Pahiatua On Track meeting held on 6 July 2016 (as circulated) be received.* Crs Keltie/Isaacson Carried

9.4

Woodville Districts’ Vision

9.4.1

That the reports of the Woodville Districts’ Vision meetings held on 5 July 2016 (as circulated) be received.

Crs Keltie/Isaacson Carried

10. Reports

10.1

Extraordinary Vacancy of a Councillor

10.1.1

That the report from the Chief Executive dated 26 July 2016 concerning the extraordinary vacancy of a councillor (as circulated) be received, and

That the Council note the extraordinary vacancy in the office of a district councillor for the North Ward as a result of the sad passing of Councillor Keith Fenemor, and

That given the relatively short period of time until the forthcoming local government election on 8 October 2016, the vacancy for this position is not to be filled.

Crs Roberts/Hull Carried

10.2

Road Closures Requested Under the Tenth Schedule of the Local Government Act 1974

10.2.1

That the report from the Alliance Manager dated 26 July 2016 concerning a road closure application under the Tenth Schedule of the Local Government Act 1974 (as circulated) be received, and

That pursuant to Section 342 (1) (b) and the Tenth Schedule of the Local Government Act 1974, the Council resolve to close the following road for the purpose of allowing the Ross Shield Tournament Organising Committee to hold a street parade event.

Road name: High Street, Dannevirke, from Stanley Street to McPhee Street

Date of closure: Tuesday 27 September 2016

Period of closure: 10.00am to 10.30am

Crs Keltie/Roberts Carried

10.2.2	*That the report from the Alliance Manager dated 29 July 2016 concerning a road closures application under the Tenth Schedule of the Local Government Act 1974 (as circulated) be received, and* That pursuant to Section 342 (1) (b) and the Tenth Schedule of the Local Government Act 1974, the Council resolve to close the following roads for the purpose of allowing Team Ashhurst Sports Cycling to hold the North Range Traverse event. *Road name: North Range Road* *Date of closure:* *Saturday 27 August 2016* *Period of closure: 6.00am to 3.00pm* *Road name: Hall Block Road* *Date of closure:* *Saturday 27 August 2016* *Period of closure: 6.00am to 3.00pm* *Conditions Applied to the Granting of these Road Closures* 1. That the Tararua Alliance in conjunction with the organiser will assess shortly prior to this event the condition of the roads involved to determine their suitability for this purpose. 2. That if the Tararua Alliance identify any road or roads as being in an unsuitable condition arising from this assessment then they have the discretion to request the organiser to withdraw such road from the route of this event. *3. That shortly after the event has been held the Tararua Alliance shall carry out a drive over of the roads that were closed for this event to assess their condition.* *4. That approval of these closures is subject to the outcome of the public notification process, for which the statutory objection period closes on 12 August 2016.* 5. That all affected landowners and emergency services are notified of the proposed closures and given the opportunity to raise any objection prior to the close of the notification period. 6. That if any objection is received and cannot be resolved between the event organiser and the objecting party, the closure of the roads will not be allowed. The Council grant to the Tararua Alliance discretion to decide in respect of this situation occurring prior to the event. *Advisory Note* *That should the Council incur any additional maintenance costs as a consequence of the event then those expenses shall be recovered from the event organiser.* Crs Hull/Johns Carried
10.3	Report on the Administration of Dog Control Policies and Practices for the Year Ended 30 June 2016
10.3.1	That the report from the Manager Regulatory Services dated 26 July 2016 concerning the report on the administration of dog control policies and practices for the year ended 30 June 2016 (as circulated) be received and adopted. Crs Crispin/Collis Carried
10.3.2	It is noted that the Council is currently advertising to employ a further Animal Control Officer to increase the support provided to undertake this activity.
10.3.3	This will then result in three Animal Control Officers to cover the district, and reflects the previous decision beginning in the 2014/15 financial year to progressively increase dog registration fees to provide funding for additional resources.
10.3.4	In determining to take that action it represents the agreed increase to animal control service levels required to improve public safety arising from risks associated with wandering and dangerous dogs.

10.4

Tararua District Council 2015/16 Annual Report to the Alcohol Regulatory and Licensing Authority

10.4.1

That the report from the Secretary of the Tararua District Licensing Committee dated 27 July 2016 concerning the Tararua District Council 2015/16 Annual Report to the Alcohol Regulatory and Licensing Authority (as circulated) be received and adopted.

Crs Crispin/Collis Carried

10.5

Liquor Licensing Matters Determined Under Delegated Authority

10.5.1

That the report from the Liquor Licensing Officer dated 26 July 2016 concerning Liquor Licensing matters determined under delegated authority (as circulated) be received and noted.

Crs Crispin/Collis Carried

10.6

Planning Matters Determined Under Delegated Authority

10.6.1

That the report from the Manager Regulatory Services dated 27 July 2016 concerning Planning matters determined under delegated authority (as circulated) be received and the Council note the approvals granted.

Crs Roberts/Collis Carried

10.7	Staff Report
10.7.1	Local Government New Zealand 2016 Conference
10.7.1.1	Discussion at the Local Government New Zealand 2016 Conference emphasised council’s from throughout the country are very concerned about the implications of the Local Government Act 2002 Amendment Bill (No 2), and its potential to undermine and diminish local democracy.
10.7.2	Towai Road Maintenance
10.7.2.1	The Alliance Manager is requested to follow up a lack of metal and maintenance of water tables on Towai Road.
10.7.3	Dannevirke Lower Domain Walkway
10.7.3.1	The work undertaken to develop a new walkway and river access area at the Dannevirke Lower Domain is commended.
10.7.4	Economic Development and Communications Training Workshops
10.7.4.1	The possibility of some of the planned workshops scheduled for August being held in Pahiatua is being considered.
10.7.5	Go Project
10.7.5.1	It is pleasing to note the Council’s Go Project is receiving good recognition and interest at both a local and national level.
10.7.6	Fire and Emergency New Zealand
10.7.6.1	The Chief Executive is to be involved in the work streams for the transition from Rural Fire and the New Zealand Fire Service to the new Fire and Emergency New Zealand organisation.
10.7.6.2	There are various work streams that have to be addressed in order to achieve a successful outcome for the transition, and the Chief Executive is attending a meeting tomorrow in Wellington regarding this matter.
10.7.7	*That the report from the Chief Executive dated 26 July 2016 concerning an update on key projects and items of interest to the Council (as circulated) be received.* Crs Isaacson/Collis Carried

11. Portfolio Reports

11.1	Community Relations
11.1.1	Cr Isaacson attended the Eastern Institute of Technology graduation dinner and presentation of certificates to the students.
11.2 11.2.1	One Plan Cr Collis attended a Ministry for the Environment meeting in Palmerston North regarding the implementation of the Horizons Regional Council One Plan.
11.3	Economic Development/Marketing
11.3.1	Cr Crispin commended the very helpful assistance provided by Tararua Business Network staff to a person intending to move from a city to reside in this district.
11.4	Finance
11.4.1	Cr Crispin reported that the finance portfolio holders held a meeting with the Chief Financial Officer to receive an update, and he acknowledged the good state of the Council’s financial position.
11.5	Woodville Flooding Issues in Ross and Ormond Streets
11.5.1	That a report be requested for the Council’s next meeting to consider a proposal to enter into an agreement with the residents concerned to resolve flooding issues regarding their properties in Ross and Ormond Streets, Woodville, and *That the basis for this proposed agreement is as a goodwill gesture the Council cover the cost of legal expenses to create the necessary easements to rectify this situation.* Cr Johns/Mayor Ellis Carried
11.6	Local Government New Zealand 2016 Conference
11.6.1	Cr Hull thanked the Council for enabling her to attend the Local Government New Zealand 2016 Conference, and noted the theme of the presentations and speakers reflected an emphasis on building resilient communities.
11.6.2	This represented a change of approach in contrast to the previous focus directed to building sustainable communities.
11.6.3	Of note was the presence and involvement of youth leadership and its contribution to influencing and shaping the future direction of communities.

12. Mayoral Matters

12.1

Nil

13. Items not on the Agenda

13.1

Nil

14.

Public Excluded Item of Business

14.1

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

Civic honour nomination

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows.

*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*
*Civic honour nomination*	*To protect the privacy of natural persons*	*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)(a) The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

Crs Isaacson/Johns Carried

14.4	*That open meeting be resumed.* Crs Johns/Collis Carried

14.5

Sale of Three Pensioner Units at 21 Swinburn Street, Dannevirke (Item 14.2)

14.5.1

That the following decision made at the Council’s meeting held on 29 June 2016 as a public excluded item of business be confirmed in open meeting.

“That the Council agree to sell the land and buildings comprising three pensioner units at 21 Swinburn Street, Dannevirke to Bridgeman Properties Limited for an amount of $138,000 plus GST if any”. (This property is the remaining part of the Hovding Court complex, with this party previously purchasing the other older units located in that area).

Crs Isaacson/Johns Carried

There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 2.05pm.

____________________________

Mayor

18 August 2016

Submission from Tararua District Council

On the Fire and Emergency New Zealand Bill

To the Government Administration Select Committee

Whilst Council accepts the intent and principles of the Fire and Emergency New Zealand Bill, we wish to make the following comments and suggestions with respect to specific sections of the Bill:

Section 6

“Essential services” as defined in yellow below, are referred to also in Section 49-52, and the definition creates a circular argument. This needs clarifying so readers are clear on whether essential services are the same as that referred to in other legislation.

essential services means the work of FENZ in carrying out the functions set out in section 11 (other than work carried out by FENZ volunteers

The expressions “fire control” and “firefighting” in yellow below need amending do not reflect the old legislation that ensured fire is a land management tool. Given the experience of Australia where removal of potential hazards such as excessive fuel loading through preventative burns is of benefit, using fire research to study the optimum control and modelling of fire behaviour, and farmers removing potentially contaminated stock (vegetative and animals), the FENZ Bill should explicitly also allow fire as an effective land management tool.

fire control means— (a) preventing, detecting, controlling, and putting out fire: 25 (b) protecting persons and property from fire

firefighting means taking any action to control, restrict, suppress, or extinguish fire

The expression “fire plan” should be amended to be “fire and emergency plan” to reflect what the intent of the Bill covers.

The expression “volunteer capacity” should be amended to reflect the findings of the NZFS Volunteer Sustainability group, which recognised the need to ensure volunteers are reimbursed for time off work for formal training days, or multi-day events.

Section 10

In section 10(a), one of the main objectives of FENZ is described as ‘to reduce the incidence of unwanted fire and the associated risk to life and property’. We ask the Committee to add the word ‘consequence’ to this description since we are focused not just on preventing unwanted fire but also on reducing the consequence once a fire has started. Although ‘reducing the associated risk to life and property’ forms a key focus of reducing the consequence of unwanted fire, there may be other unwanted consequences not captured by that phrase. The suggested changed sentence would read ‘to reduce the incidence and consequence of unwanted fire and the associated risk to life and property’.

Section 11

Section 11(2) lists the main functions of FENZ. We ask the Committee to consider adding as main function: ‘to allow for the safe use of fire as a land management tool’. The use of fire in the rural environment is an important tool. Examples are: prescribed burns for land clearance; the use of fire by horticulturalists for disease control; and back-burning to create defensible space against the spread of fire. The inclusion of the above function would provide FENZ with a clearer mandate to ensure that ‘fire as a land management tool’ is applied in a safe and responsible way.

Section 11(2)(e) reads ‘to rescue persons who are trapped as a result of transport accidents or other incidents’. Our concern is that the term ‘other incidents’ is very broad and could potentially lead to jurisdictional conflict between the lead agencies. We invite the Committee to consider whether there is a way to more precisely define what is meant by ‘other incidents’.

Section 17

Section 17 states that ‘FENZ must undertake local planning for each local area’ and proceeds to identify (a) what the local planning has to take into account and (b) what it should include. It is our understanding that the local planning would culminate in a specific ‘fire plan’ or – as we would prefer – a ‘fire and emergency plan’ as described in the interpretation of ‘fire plan’ in section 6. We are therefore not sure what is meant by section 17(c) which reads ‘in relation to which FENZ has developed and issued a specific fire plan’. We ask the Committee for a clarification of section 17(c) to be able to understand its meaning and the reason for its inclusion.

Section 35

Section 35 lists the actions which authorised persons who are responding to an alarm of fire or any fire reported may follow. We ask the Committee to add another point to this list as follows: (f) not take any action if no action is required given the assessed risk. In practice, there are several situations where an alarm of fire has been raised or a fire reported which do not require any action or where the benefits of taking action would not outweigh the cost of the action. The key factor in these situations would be that the fire is not presenting a significant risk to life or property. Examples include the use of fire as land management tool and the use of fires at cultural ceremonies.

Section 40

Section 40(2) and 40(3) mention that ‘authorised persons may cause any tree or other plant (...) to be cut down or pulled down (either wholly or in part)’. We suggest to the Committee to add the words ‘and be removed’ Since the reason for cutting down the trees and other plants is to prevent the spread of fire, it may also be required for the cut-down trees and plants to be removed from the location. This section should provide the authorised persons with the authority to do so.

Section 41

Section 41 (1)(d)(ii) provides the authorised person who is in charge of personnel engaged in a fire or other emergency with the power to remove any person ‘who, in the authorised person’s opinion, is in danger.’ We invite the Committee to consider the addition of ‘or is likely to cause danger to others’ to broaden the scope of this protective power.

In addition, we felt that in Section 41(1)(d) the word ‘opinion’ may not adequately convey the level of rational consideration which would precede any intervention – especially if the intervention includes using ‘reasonable force if necessary’. A suggestion would be adding the word ‘considered’ in front of ‘opinion’.

In Section 41, mention is made in several sub-sections of actions allowed in ‘the vicinity of the fire or emergency’. We would like to bring the Committee’s attention that sometimes actions may be required at some distance from the fire or emergency as an indirect measure. For example, the flight route of airplanes may have to be altered. We invite the Committee to consider expanding section 41(1)(g) to include the power to take actions at a greater distance if required.

Section 45

We suggest the Committee rephrase this title and definition “Power to use water in mains for any emergency and training purposes”. The National Policy Statement for Freshwater requires limits set on rivers especially in low situations. If FENZ is proposing that water is used in training regardless of the underlying ability of the Water Reticulation owner to resupply, this will create conflict and potential breaches of the Resource Management Act or Health Act. Under an emergency, we agree there is provision to take water and that the cost of refilling is a cost of the fire.

Section 49

Section 49(1)(a) provides FENZ with the power ‘to prohibit the lighting of open fires in an area’. In practice, the lighting of fires in the open air does not always have to be prohibited but it may need to be restricted to ensure the safe use of fire. As mentioned earlier, it may be used as a land management tool. Therefore, we suggest to the Committee to consider adding the word ‘restrict’ to section 49(1)(a). Together with our earlier suggestion to use the term ‘open air’ fires, it would then read: ‘prohibit or restrict the lighting of fires in the open air’.

Sections 56 and 57

Compared to sections 25 and 26 in the current Forest & Rural Fires Act, sections 56 and 57 in the proposed Bill deal with similar subject matter but the descriptions have been simplified. Although we support the move towards simplification, the proposed sections 56 and 57 may not provide sufficient guidance to hold persons liable or not liable for specific actions. We invite the Committee to compare the sections in the current Act and the Bill with our comments in mind. We welcome the opportunity to provide examples as part of our oral presentation.

A specific concern with section 56 is restriction of the title to the spread of fire to ‘vegetation’. Section 56(3)(b)(i) refers to the consequence of fire burning or damaging vegetation or other property. We suggest the Committee considers broadening the title to ‘Spread of fire to vegetation or other property’.

Another specific concern with section 56 is the lack of specificity of section 56(1)(b) A person must not ‘leave any fire that the person has lit (..) without first taking precautions against the spread of the fire to any vegetation’. We invite the Committee to consider whether there is a way to clarify what is meant by ‘taking precautions’. In addition, we suggest the Committee adds the words ‘or other property’ to the sentence.

Section 58

Section 58 focuses on the creation of firebreaks on forestry land. We believe that the sole focus on forestry land is too limiting since firebreaks are also sometimes required for other types of land such as high scrub lands close to the urban interface and space around buildings in rural areas. We therefore suggest to the Committee to change ‘forestry land’ to ‘forestry and rural land’.

Sections 59 – 61 We support these sections.

With respect to the Industrial Fire Brigades, we would like to stress the importance that any new agreements should be well and truly entrenched before the transition date of 01 July 2017. Without the resources and manpower these brigades contribute, many areas – particularly in the major forest areas – would be rendered inefficient and incapable of mounting a tangible response to any large fire event.

Section104 - Levy regulations

It is noted that funding for FENZ will alter the incidence of payment within the community with only those insured contributing when previously all ratepayers would contribute. We have seen no impact assessment on the effect of this likely reduction in the broader sources of revenue.

Schedule 1 Transitional, savings and related provisions

Part 1 Provisions relating to Act as enacted

Section 1 Interpretation

With regard to the interpretation of transferred employee, section (a)(ii) states ‘is employed solely for fire service duties on a full-time or part-time basis’. We ask the Committee to change this clause to ‘is employed substantially for fire service duties on a full-time or part-time basis’. Some of the employees – who logically would be transferred to FENZ since they are substantially employed for fire service duties – currently may have certain minor duties other than fire service duties. An example is Rural Fire Officers working for a Territorial Authority where they are also responsible for Civil Defence or Contract Management, but the bulk of their time is on fire management duties.

Section 7 Copies of records held by affected rural fire authorities

Section 7 requires affected rural fire authorities to provide copies to FENZ of relevant records. We suggest to the Committee that it may be beneficial to the parties involved to have clarification with respect to the type of records which are regarded as relevant (e.g. financial records, incident documentation, permit data, internal policy, Health & Safety Management Plans?) and the age of the records (e.g. last five years or further back?).

Section 8 Consequence of continuation of FENZ

Section 8(f) states that the commencement, continuation, or enforcement of proceedings by or against an affected rural fire authority may instead be commenced, continued, or enforced by or against FENZ without amendment to the proceedings. Clarity is sought regarding the ability for rural fire authorities (RFA’s) to recover costs for fires that occur prior to 1st August that fall within the existing requirements for cost recovery as specified in the Fire Service Act 1975 [s46C (1) (d)]. In accordance with this, RFA’s could reasonably expect to be submitting claims for fire-related costs for any significant fire incidents that occur in the 3 month period prior to 1 July, which would fall due for payment after the commencement of FENZ. RFA’s seek assurance that they will still be eligible for grant assistance for fire-fighting costs relating to the period in question. They would also like assurance that any costs incurred by a Council acting in its capacity as the RFA in any cost recovery actions against a culpable party or landowner, and are subsequently recovered in that action, will be paid to the Council regardless of timing of the proceedings/cost recovery.

Section 16 and 17 Transfer Arrangements

When compared to the legislation that Councils must operate under when obtaining an interest in property such as the Public Works Act, these two sections provide for “nationalisation of assets” that do not belong to the NZFS or the NRFA. We believe this is unprecedented, and Section 17 in particular provides no incentive for FENZ to conclude these arrangements as suggested by Section 16. Section 17 should be removed and make it explicit that until such negotiations are complete, FENZ is liable for all and any costs relating to these assets including funding depreciation and operational costs. Tararua District Council has close on $1m of assets that are used both for Rural Fire, Civil Defence and similar. If FENZ has first call on those assets as implied by Section 17, how are we to manage our CDEM responsibilities? If urban brigades have covered a district need through fund raising and sponsorship, why should ownership of those assets and associated restrictions on use be now controlled by Section 17.

For efficiency, Council delivers services that share in physical resources. The transfer of assets may include physical assets that are not separable from other council functions, such as our Radio Telephone network and equipment that are also used for delivery of roading services and civil defence functions.

Using another example: A number of urban volunteer fire brigades have fund raised to convert ex Fonterra Tankers into Water Tankers. These are invaluable for rural fires and urban incidents including that which has recently affected Havelock North Drinking Water. Brigades who own these assets use them to carry Drinking Water, which provides a valued rural need. If FENZ has first call, these assets will no longer be registered as Water Carriers, FENZ have not previously budgeted for their upkeep and capital replacement, and we can see higher risks in the rural/urban interface if these assets disappeared.

Excluded from the definition of assets are intellectual property assets, such as GIS data, aerial photography, general hazard data and software systems developed to inform the public of rural fire information.

Liabilities

A number of Councils have debt or internal funding arrangements for the owned assets. It is clearly unfair not to recognise and compensate all mechanisms used for asset funding purposes. These obligations will be ongoing. In Tarraua debt is funded for repayment over 20 years. This may result in rates being charged for rural fire for a further 20 years while Ratepayers will be left funding that debt with no underlying asset.

It is unclear how section 17(4) will be managed if Subpart 2 of Part 1 of Schedule 1 item 5 is applied, which makes this matter discretionary. Liabilities should be re-defined to include internal borrowings if this clause is to remain.

16 Duties in relation to transfer arrangements for response assets (1) All parties, when negotiating transfer arrangements for use of response assets, must— (a) act collaboratively with each other and in good faith; and (b) take into account— 25 (i) the preferences of the asset owners; and (ii) the principles specified in subclause (2). (2) The principles are as follows: (a) transfer arrangements may vary from case to case, depending on legal, commercial, and financial circumstances; and 30 (b) firefighting assets acquired significantly through fund-raising or community donations should be allowed to be retained by the community that has the greatest need of, and interest in, those assets. (3) Asset owners must engage with FENZ for the purposes of this subpart. (4) All parties must endeavour to complete transfer arrangements by the close of 30 June 2017.

17 Transfer arrangements for use of response assets (1) On and after the day after the date on which this Act receives the Royal assent, a person who is in possession of a response asset transferred in accordance with clause 16 must give to FENZ access to the response asset for the purposes of FENZ carrying out its main functions and additional functions. 5 (2) The access to the response asset must be given to FENZ— (a) without any restriction; and (b) as soon as is reasonably practicable after the person receives a request from FENZ; and (c) on terms and conditions negotiated in good faith with FENZ in accordance with this subpart; and (d) subject to the other provisions of this Act. (3) Owners of response assets who are an affected entity must transfer ownership of the assets to FENZ in accordance with the relevant transfer arrangement entered into under clause 16. 15 (4) FENZ is responsible for any liabilities transferred to it under a transfer arrangement entered into under clause 16.

Part 2 Amendments to legislative instruments

Land Transport (Road User) Rule 2004 (SR 2004/427)

We suggest amending the wording in both (a) and (b) to ‘owned and operated’ to more accurately describe the situation

The current statement reads “In rule 1.6, replace the definition of fire service vehicle with: fire service vehicle means a vehicle that is—

(a) owned by Fire and Emergency New Zealand; or

(b operated by a defence fire brigade or an industry fire brigade.

Schedule 1 Transitional, savings and related provisions

General

In the transitional provisions, we are missing a clause which deals with the transfer of fire permits and fire seasons. Since these were issued by the Fire Services and not FENZ, we have to ensure that they remain valid after 1 July 2017.

Transfer of issued fire permits and fire seasons In the transitional provisions, we are missing a clause which deals with the transfer of fire permits and fire seasons. We ask that there be provision to carry issued permits over during this period for permits issued by the Fire Authority until the permit expiry date. Any new permit or renewal, post transition on the 01 July 2017, will be issued under FENZ authority.

Personnel who are not employees nor volunteers Another issue with respect to the transitional provisions is regarding personnel who do not fall under the definition of employee nor under the definition of volunteer. For example, many of our Rural Fire Officers hold warrants of appointment. These warranted Rural Fire Officers are not direct employees of Rural Fire Authorities but are warranted because of their experience, skills and training in rural fire management and come from outside organisations such as forestry companies, heavy machine contractors and territorial authorities. We would like to bring to the attention of the Committee that these warranted Rural Fire Officers need to receive appointments as ‘authorised persons’ as of 01 July 2017 in order for the existing level of service to their communities to be retained.

Roland Ellis Blair King

Mayor Chief Executive

Report

Date	:	24 August 2016
To	:	Mayor and Councillors Tararua District Council
From	:	Blair King Chief Executive
Subject	:	Staff Report
Item No	:	10.7

1. Reason for the Report

This report is to update Councillors on key projects and items of interest for the period from 27 July to 24 August 2016.

Key Points

2. Fire and Emergency NZ Bill Submission

The Mayor and I sent a submission by the closing date of 18 August highlighting our concerns with potential increases in levies to fund the new combined service as opposed to the proposal that indicated savings would arise from efficiencies. With Council’s significant investment in Civil Defence and Emergency Management, having control of assets used by rural fire compulsorily vested in the new government agency, is also opposed. The submission is attached in the main agenda. We will have the opportunity to speak further to that submission when the Select Committee meets.

3. Water Treatment

Recent events in Havelock North have highlighted the risks on drinking water where Chlorination is not used. Although two of our supplies are not currently chlorinated (Pahiatua Bore and Norsewood Bore), we are now looking at options to provide that additional barrier to waterborne risks. To recap, all the new plants being commissioned in our District have Ultraviolet Light (UV) to deal with 99.99% of microorganisms. UV creates no disinfection byproducts and avoids wastage of water from the process. However, turbid or even partially cloudy water requires pre-filtration or clarification to ensure UV disinfection works.

Chlorine, or more accurately Free Available Chlorine (FAC), is a disinfection process that leaves a residual chlorine level in the reticulation pipes. So, if any step of the treatment process fails, the FAC helps avoid waterborne illnesses created from waste products such as E-Coli, and some viruses. Chlorine alone though does not deal with the two parasites that cause common stomach upsets, being cryptosporidium and giardia. These parasites can be killed with the correct use of UV.

Dave Watson has been exploring options to store 1 day’s raw water from the Pahiatua Bore, and also enable Chlorine injection, on the site cleared by the current bore treatment shed. This is likely to be a Clip-tank solution that can be used over the summer whilst the larger reservoir is built, and then relocated to Eketahuna. Pricing will be discussed at the workshop.

4. Sealing of Documents

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

· Consent and certifying vesting of stopped road to be equitable - Mark and Ailsa Hemopo, Mangatainoka

· Assignment of lease for Carnegie Community Centre Incorporated, Dannevirke to Tararua Community Youth Services

5. Health and Safety

In February this year, Sylvie Hickton undertook a gap analysis audit on our Health and Safety practices and procedures. Since then, we have been working to fill these gaps and progress health and safety practices within Council. A large part of this involves creating an improved Health and Safety culture amongst staff.

To achieve this, emphasis has been put on hazard identification, safe working practices and controls, incident reporting, as well as education and understanding. Tararua District Council’s Hazard Register has been completed earlier this month, new incident reporting has been implemented for ease of use, regular updates and information have been relayed to staff, and practical steps such as Red Cross first aid training are currently being considered. Recent training includes formal NZQA assessments for regular drivers of 4wd vehicles, and practical examples how to use the safety features, along with what briefings to expect when visiting farm properties.

We anticipate that we will be ready to engage an Auditor towards the end of September to apply for ACC accreditation. In the 2015/16 year we paid a total of $30,386.00 in ACC levies, achieving a level of accreditation will provide the discount on this amount as follows:

Three levels of Workplace Safety Management Practices (WSMP) achievement

There are three levels of WSMP, and better health and safety systems will receive better levy reductions.

If the level you achieved is…	then your business demonstrates…	and your levy reduction is…	A total saving of…
Primary	a minimum standard of workplace health and safety performance standards	10%	$ 3,038.60
Secondary	a good standard of workplace health and safety practice	15%	$ 4,557.90
Tertiary	a commitment to continuous improvement in workplace health and safety	20%	$ 6,077.20

6. Incident Reporting

On Saturday 20 August 2016, an incident occurred at the Dannevirke Library in which a staff member was hit in the head by a member of the public. The staff member has experienced neck pain and headaches since this event and was quite shaken by the incident. Investigation into the incident is currently underway and the outcome of the investigation will be included in the next report.

Activity Reports

Tararua Alliance

Executive Summary

7. The focus for the Alliance for July has been on planning for the 2016/17 financial year. This has included developing Forward Works Programmes for renewals and planned maintenance and aligning these to the approved budgets.

The desktop analysis and subsequent network drive over validation was undertaken in February this year to develop the draft 2016/17 Forward Works Programme. Work is currently underway in finalising the Target Cost Estimate and Budget for 2016/17 and once this is complete the budgets will be aligned to the Forward Works Programme to finalise for the 2016/17 financial year.

Work is also underway on developing a Forward Works Programme for Water, Waste Water and Stormwater for 2016/17. With the Alliance only recently taking over these activities, the focus is on building up a Forward Works Programme based on a combination of historical information and condition rating priorities and aligning this to the roading programme to get best value with the limited information available.

We have seconded additional resources into the Alliance and created a team to review the existing condition data and Asset Management Plan, develop budgets, Target Cost Estimates and an overview report for the management of the 3 waters activities. This will form the strategy for 2016/17 and beyond. Draft programmes and budgets are expected to be finalised in early September.

The maintenance teams are continuing to work on pre-reseal repairs for the 2016/17 reseal sites. This includes high shoulder removal, drainage work and pavement repairs. In addition the Planning Team are undertaking seal designs and arranging stockpiling of sealing chip for next season. This is the main priority at present to enable the Delivery Team to undertake the 2016/17 reseals in November 2016.

The Asset Management team recently undertook a right track workshop with Frank Aldridge to develop a specific project plan for the ONRC implementation in Tararua. As this progresses the Alliance will begin communicating with the Tararua District Council and its stakeholders on future implications and strategies.

With the upcoming challenges in implementing the ONRC and developing a data driven approach to the 3 waters activities, the Alliance is committed to creating a centre of excellence in Network/Asset Management within Tararua. We have recently employed an additional Asset Engineer (Rob Sharp) and Network Manager (Chris Chapman) to bolster our asset management capability.

Safety continues to be the key focus within the Alliance and the results to date have been very pleasing. The delivery team has led the way in developing a Zero Harm culture within the group and the changes to the Health & Safety Legislation have been well received and seamless. While there is still work to do on improving some of our subcontractors Health & Safety practices, the overall results have been very good.

Planning

8. The month of July has involved undertaking various reporting activities to both NZTA and TDC. This has centred on annual achievement reporting and involves verifying the data to capture the location and road of the work completed along with lineal or square metres of work completed, and types of material used.

Future management of this data is planned using the software programme known as ASETIC to assist with speed and accuracy of reporting data.

9. 2016/2017 Reseals

The 2016/2017 reseal programme has been confirmed with 66km of resealing identified, validated, and programmed. The pre-reseal repairs on the initial 2016/17 sites are 100% complete.

Efficiency gains in last year’s original reseal programme, largely due to lower bitumen costs, resulted in a surplus on the initial 2015/2016 resealing budget. This enabled an additional 12km of reseal sites to be brought forward into the 2015/16 season. This will result in additional pre-reseal repairs and work being completed at the end of September 2016.

Work is underway on finalising seal designs and stockpiling sealing chip throughout the district, and the 2016/17 Reseal Programme is scheduled to begin in November 2016.

Decisions on reseals are now based on a combination of factors including condition, texture, traffic counts, and current and future demand. This has resulted in the average age of the seal lives now estimated at an average of 16 years.

10. 2016/2017 Rehabilitations

The draft 2016/17 Renewals Programme has been finalised and this is now being aligned to the approved budgets. Pavement testing and designs are currently underway and once completed will be aligned with Target Cost Estimates. This is expected to be complete by the end of August and initial testing indicates a combination of pavement stabilising and overlay treatments. The Alliance has currently identified 5.7km of rehabilitation sites for the 2016/17 season, with the majority located in the rural areas. Work will commence on the 2016/17 rehabilitation sites in October.

11. 2016/17 Water and Wastewater Renewals

The draft 2016/17 Water and Wastewater Renewal Programmes are currently being drafted and aligned to the approved budgets. The majority of the renewal programme has been based on historical information and priorities developed by the Assets team. This is currently being aligned to the roading programmes to ensure a ‘dig once’ policy.

Work involved includes Wastewater Renewals programmed in Dannevirke for Cadman St, Hunter St, King St and Tennyson St, totalling 650 m of sewer main. In addition work is also programmed to replace 150 m of sewer main on Arthur Street in Pahiatua.

Potable water renewals include Albert St and Sedcole St to remove 80mm cast iron mains, which have been identified as causing water clarity issues as well as poor firefighting capacity. In addition, there are two new water renewals that will be replaced on the Makirikiri Bridge on SH 2 and Victoria Ave. Both are in poor condition and causing ongoing maintenance costs.

12. 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 the traffic count programme. The culvert asset register update project is almost complete with approximately 20% of the network left to finish. This is expected to happen over the next 3 months. At that point we will report the scope of the improvements in terms of quantity of assets now fully populated in the asset register. The inspectors continue to maintain and improve the All Faults data set, which has become a reliable source of condition data for the network. This data will be used as a source for upcoming hot spot analysis and deterioration modelling so the quality is crucial. The inspectors are also now working on updating the signs asset register in FUSE, which also has significant gaps. To date the team has completed Dannevirke, Pahiatua and Eketahuna townships, and will continue working on the rural network and Woodville over the coming months. The asset team is currently compiling a new traffic count programme which will begin in September.

Implementation of JunoViewer Web is still 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 the Asset team are working to ensure the most current data is available when this tool is ready for use.

13. One Network Road Classification (ONRC) Update

The ONRC tool is continuing to mature and now has the ability to compare results between different networks, and to take a yearly snapshot to be able to compare annual achievements. There is still some work being done by other parties to confirm the results being generated are accurate. There is currently anomalies in various local authorities’ data being used, which is causing some strange results. We will be undertaking some sanity checks on the reports generated from this tool and will publicise the reports once we are confident in the results.

The Alliance has recently undertaken a Right Track Workshop for the ONRC initiative with the aim of aligning the Whanganui and Tararua Alliances towards a standardised strategy and approach. The goal is for the Alliances are to be recognised as leaders in the early adoption of the ONRC and Business Case approach.

14. dTIMS Pavement Predictive Modelling Update

The Downer dTIMS model is still in the development phase, with Hamish Featonby taking the lead role as part of the Downer dTIMS team. This project is in its early stages and there is quite a lot of work to be undertaken before this initiative will be implemented. However, the Tararua Alliance will be one of the first networks modelled by the Local Authority version. At this stage we expect to see full implementation and a 30 year programme beginning in 2018/19 once the model has been beta tested. Hamish is looking at how we can tailor the model to the different ONRC classifications for local authorities, in particular how the condition scores relate to the different road classes.

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.

15. FUSE Update

FUSE is now up and running in the Tararua Alliance. We are currently using FUSE extensively to manage asset updates, All Faults, programming and CRM processes. As a new tool it is still maturing with each iteration showing improvement over the previous version. Although there have been numerous teething issues, new reports, searches and processes recently implemented have greatly improved the usability and repeatability of the tool. As on-going improvements are implemented the work required to process the data will reduce and the Alliance can begin undertaking more investigative and trend analysis activities, rather than data management.

16. Emergency Works Update

The Alliance is currently developing an application to NZTA for funding to repair sections of roads that have been damaged due to the consistent rainfall and high winds during the month of July and early August. The table below shows some of the roads and proposed methods of repair that have been affected.

Work will commence on permanent repairs once funding has been approved and final designs confirmed.

The Alliance has also been in early discussions with NZTA regarding the risk to the pavement at Akitio due to the erosion of the seawall. The estimated repair cost is $1,030,000 to undertake repairs on a section of Coast Road, Akitio where the high tidal action has damaged a section of the Rock Wall.

The Alliance has also applied to Horizons Regional Council for a resource consent to realign the Mangatoro Stream on Waitahora Road at R.P. 23.4 km. The stream is currently threatening the road edge of Waitahora Road, so we are investigating options to relocate the stream back to its original course so we can repair the road edge.

17. Stormwater Modelling

The Alliance and Assets team recently met with Opus International Consultants regarding the Stormwater modelling that is currently being undertaken throughout Tararua. There is further work to do on understanding the data, however this information will assist with future renewal and maintenance needs to reduce the risk of flooding within the urban areas.

18. Minor Safety Improvements

Makirikiri Road Intersection sight improvements will begin in early September. Liaison with landowners has progressed well and they have been very agreeable for the work to proceed.

A recent safety audit has been completed by GHD for the Millers Road sight rail which is located approximately 100m past the Makirikiri Rd intersection. A number of recommendations have been put forward and the Alliance is now reviewing these options and cost implications.

Delivery

19. General Maintenance

Work is programmed for the month of July around the district to complete sign maintenance installation, minor maintenance - pavement and drainage repairs. The change in weather conditions has increased some activities such as slips and trees, as well as some minor dropouts.

Over the past month the Alliance had experienced a spate of vandalism around the network on our roadside furniture such as signs, marker pegs and bridge end markers, the area supervisors have programmed the replacements and are being installed as replacement materials arrive.

20. Sealed Pavement Maintenance

The teams have programmed and approved the remaining 2016/17 pre-reseal repair programmes for commencement of physical work. Due to recent weather conditions the pavement crew have been delayed in undertaking the pavement work, this has pushed out the completion of the 2016/17 pre-reseal sites until early October. The team will then move straight on to undertaking repairs on the 2017/18 reseal sites.

21. Unsealed Pavement Maintenance

Maintenance metal is beng applied to the unsealed roads in a planned approach via CRMs, feedback from network inspectors, patrolmen and grader operators.

Some of the roads completed for the month of July are:

· Esdale Rd

· Glenora Rd

· Knight Rd

· Putara Rd

· Rock Rd

· Range Rd A

The maintenance graders have a programme of work ahead of them, and as well as responding to CRMs as and when required, the team travel around the network in an efficient manner. Some roads completed for the month of July are:

· Angora Rd

· Bridge Rd

· James Rd

· Limestone Rd

· Falls Rd

· Sawmill Rd

· Seaview Rd

· Castlehill Rd

22. Emergency Works

Due to recent weather conditions and heavy rain we have had a number of slips, dropouts and wind-blown trees occurring. The teams have made these sites safe and an emergency works package has been put forward to NZTA for funding approval. Once approved, physical works will be programmed and undertaken.

23. Pavement Rehabilitations

The team has now shifted their focus to the planning phase for the 2016/17 rehabilitation programme, with an emphasis on using our learnings from the current season and applying them to the next. Site testing is nearing completion and pavement designs have begun. Work is programmed to commence in September as the weather allows.

24. Pavement Reseals

The team has now shifted their focus to the planning phase for the 2016/17 reseal programme. The team is currently working on seal designs and marking out the sites, and once seal designs have been completed, stockpiling of chip will commence. Work is programmed to commence in November and will be undertaken by the Hastings surfacing crew.

25. Eketahuna Main Street Upgrade

The majority of the work has now been completed and the focus is on finishing the Memorial Hall work. Inclement weather has caused delays in finishing this project. The Kiwi has been moved to its new home outside the chorus building, rocks and bollards have been installed and the planting plan of trees and shrubs has been finalised. The street lights have also now been installed.

In addition, work is also scheduled for the 2016/17 financial year on further developing the Bridge Street intersection.

26. Saddle Road Construction

Stringfellows are continuing to maintain the Saddle Road and undertaking any required maintenance work.

Work has begun on Rehab Site 3 at the bottom of the hill on the Woodville end. Work involves clearing of the watertables and then overlaying the existing pavement with basecourse material to increase the pavement strength.

Survey work is still required for the realignment at Site 4, as well as rehabilitation for Sites 4 & 5. Work is currently underway designing the retaining wall for site 4. This is being undertaken by the Whanganui Alliance to help with resourcing and the more technical design calculations.

Pavement design work for Site 4 will continue as soon as survey work is completed, with the aim of keeping ahead of the contractor to ensure no hold ups once the construction season arrives.

The heavy rain 2-3 weeks ago has resulted in a large failure in one of the cut batters on Site 3 near Cook Road, which is now threatening the high voltage Meridian cable at the top. The Alliance is currently working on a repair option in the form of a 3.0m high retaining wall at the toe of the batter, at which point backfill will be placed up against the cut batter to support the unstable material.

We are hoping to have a design signed off this week, allowing construction to begin as soon as possible.

27. Water, Wastewater and Stormwater

The water and wastewater teams continue to attend to CRMs and general maintenance of the 3 waters network. The following CRMs were actioned during July:

CRM -Water Faults attended 43

Wastewater 2

The following planned renewal and maintenance work was completed during July:

· Watermain renewal in London St, Dannevirke – Job fully completed with the sealing and hotmix laid in July.

· Installation of new service connections for the TDC dog pound, including RPZ backflow protection, stormwater connection to 450mm storm boss. Work also included raising of the existing leachate pump chamber and valve chamber by 2.5m to suit new ground levels. The pump chamber has also had the guide rails, floats, chains etc. all replaced.

· Albert St Pahiatua - Watermain renewal – Includes 155 lm of 100mm O-PVC watermain, 1 x 63mm od MDPE connection and 7 standard 20mm service connections. This job is now ready for testing and disinfection prior to making connection to the existing main.

· A 32mm water meter and double check valve have been installed at the Wai Splash centre. Providing the community protection from cross contamination.

Forward work planned for August includes:

· Replacement of 80mm diameter cast iron watermain in Sedcole St, Pahiatua:

We are starting the section between Kiwi St and King St. This will tie in and link up with the recently renewed100mm main laid in Queen St.

· Maire St, Pahiatua wastewater pump station upgrade:

We have had a new lid manufactured and galvanised by Sedco Engineering. We are programming to undertake the install and replacement of the collapsed guide-rails in August.

Work is continuing on undertaking CCTV camera work on the waste water and stormwater networks. The team is developing a systematic programme to complete the network, with a focus on the critical assets. This information will form our maintenance and renewal programme for 2016 through to 2017.

The following streets pipework were CCTV surveyed during July.

Wakeman St	Pahiatua - Stormwater
Wilson St	Pahiatua - Stormwater
McLaurin St	Dannevirke Sewer
Dawson St	Dannevirke Sewer
Fraser Collins St	Dannevirke Sewer
Queen St south End	Dannevirke Sewer
Station St	Dannevirke Sewer
Guinane St	Dannevirke Sewer
Nelson St	Dannevirke Sewer
Henderson St	Dannevirke Sewer
Gordon St	Stormwater Drain Woodville
Main St	Pahiatua
Grey St	Top of West Side – Woodville
King St	Dannevirke Sewer

The Alliance has also checked the flows within the wastewater manholes through Pahiatua. This is to try to identify and isolate areas of the network experiencing high infiltration volumes. Once identified, we can then concentrate efforts on identifying the main sources of infiltration.

Performance

28. Financial Performance

The Target Cost Estimates for 2016/17 are currently being finalised and budget graphs will be developed once this process is finalised. However, current expenditure and committed work are as follows:

29. Corridor Access Request Management System

During the month of July, 43 Before U Dig requests were lodged and it is pleasing to see that land owners are requesting service locates for their farm activities.

During July, 34 corridor access requests were received and processed.

30. Customer Feedback

The CRM response rate and feedback scores continue to trend well. Results from July are up on the previous month with a score of 4.16 out of 5.

31. Response Times

CRM response times are also trending very well. Results for July saw the Alliance achieve an average response time to CRMs of 1.1 days, with the target of 5 days initial response.

Overall, there has been a significant improvement over the past 12 months in 32.

32. Traffic Management

During the month of July, 4 sites were audited. All sites were rated as compliant.

33. Performance Framework KRAs & KPIs

The Alliance Performance framework is now being embedded into the Alliance and the majority of the KRAs and KPIs are now being measured.

34. Key Performance Framework Results

All CRM’s were completed within the month

Assets Group

Executive Summary

35. Project planning meetings and establishing timelines have been one of the primary focuses for the team this month. Staff are continuing to manage time between documenting project phases and risk controls whilst delivering day-to-day operations.

Eketahuna Waste Water Treatment Plant and the Pongaroa Water Treatment Plant are progressing with ROI (Registrations of Interest) for a Designer being advertised. Discussions have been held with the Ministry of Health to update the project of the Pahiatua Reservoir to secure the Drinking Water Assistance Grant.

In light of the recent issues around Havelock North’s water supply, our water team has increased the sampling run around the district as a pro-active measure to ensure all supplies are compliant.

The short-term solution of placing two flushing portaloos at the Eketahuna camping ground is underway to cater for high demand over the spring/summer period. Staff continue to work on an options analysis for a permanent solution, and this will be reported to Council in October.

Three separate cleaning contracts for Dannevirke Public Conveniences, Woodville Building Cleaning and Pahiatua Building Cleaning have been put out to the market based on the New Zealand Standard 3917:2013 Conditions of Contract for Building and Civil Engineering. There has already been promising interest with 17 copies of the tender documents being downloaded from the TenderLink site. Tenders close at the end of this month with the new contract start dates being 1 October 2016.

The first stages of the project around preferred suppliers/contractors for Council has been initiated with project meetings taking place. The next step will be information gathering and collating before an indicative timeline can be put in place.

Water treatment staff have undertaken various training courses and refreshers over the last month to ensure health and safety around all handling of dangerous goods and operation of plant and machinery is up to date and current. Assessment of all sites is continuing with controls being put in place where necessary. No major health and safety issues have occurred over the last month.

Solid Waste

36. District – General

The solid waste contracts are all running very smoothly with very few service requests (CRM’s) coming in. Most CRM’s relate to missed kerbside refuse bags. The main reasons for these missed collections are bags being put out too late, cars parked in front of the bags not allowing the truck to see the refuse, or labels on the bags not facing the road therefore being mistaken for recycling. Our customer service staff are very good at asking the right questions and educating the public when these CRM’s come in.

37. Health & Safety

Most of the contractors that look after the remote recycling containers are one-man operations only doing 8-16 hours per month and therefore before the new Health & Safety at Work Act 2015 came in, they had no Health & Safety policies in place. These contractors have adapted well to the new requirements and almost all of the solid waste contractors now have Health and Safety policies in place.

38. EnviroSchools – Horizons

Recently Council was invited by Horizons to attend an open day at Norsewood Country Kids Pre-School to witness what the children have learnt from this programme and put in place in their facility; also to witness the Pre-School being presented their Bronze Enviroschools award. It was great to see the kids being so keen and active on recycling, water conservation, composting and worm farming and the initiatives that they have put in place. Parents and teachers have commented how well the children are at taking their learnings home.

Utilities

Water Supplies

39. District – General

Staff are currently working with Peter Wood from the Ministry of Health on the Water Information NZ (WINZ6) Compliance Data and Supplementary questionnaire results. This data is for the ESR Annual Report.

After the recent Havelock North water issues, we have taken a pro-active approach and extended our water sampling regime from what is normally once a week for Pongaroa and Akitio and two days a week in Dannevirke, Woodville, Norsewood, Pahiatua and Eketahuna to five days a week consecutively. Our first few days testing results have all come back clear.

Our water treatment staff have recently completed their Dangerous Goods, Approved Handlers, Forklift and Hiab operation courses. Staff are also looking at health and safety at each site to ensure all the appropriate controls are in place.

Staff have been very involved with project meeting this month, with the Pongaroa Water, Eketahuna Waste Water, Pongaroa Waste Water and the Woodville Impounded Supply all in the planning phases.

40. District River Flows – Last 30 Days

41. District Rainfall

42. District Water Usage

43. Eketahuna

A new water pump has been fitted at the water treatment plant. It is being trialled to help stabilise the reading at the chlorinator. This will allow the system to chase the Free Available Chlorine (FAC) residual in the town reticulation. If this proves efficient, it will then be automated.

44. Dannevirke Treatment Plant

All plant components have been installed and we are waiting on Scanpower to install a new transformer and then we can connect and commission the new pumps and Ultraviolet Light (UV) disinfection unit. This should be done in the next couple of weeks.

45. Pahiatua Reservoir

We have been working through getting an updated design report to John Harding at the Ministry of Health in Wellington so that we can progress the funding contract. We are still looking for a preferred reservoir site. There are a couple of options that we are working through at present to give us the best locality for the new reservoir as access to the site behind the Wakeman Street reservoir is very wet at present and getting trucks up there could be a safety issue.

Wastewater

46. Resource Consents

Eketahuna and Pahiatua’s second pre-hearing is in Pahiatua on Tuesday 30 August. We have had several meetings with Horizons staff, Opus and our environmental engineer to ascertain how we deliver Council’s objectives to get these consents finalised.

Council staff are endeavouring to set up a meeting with Iwi prior to 30 August to clarify a couple of points on achieving Policy 5-11 where the discharging through a rock filter meets Iwi’s provisions.

47. MfE – Dannevirke

Council staff are awaiting a meeting with Alliance staff after the drone analysis was completed by Opus on the amount of metal that is left to remove from No.1 pond. This will be later this month. Once discussions have been had, we can then go back to the contractor to get a forecast budget price on finalising and completing the project.

48. MfE Projects – Woodville

The No.2 Pond has been completed and is refilling as normal. The repositioned screen is almost complete, we are just waiting for the concrete stand and bin to be installed. This will be completed in the next couple of days.

49. Infiltration

All towns are being affected by the high levels of infiltration in the reticulation. This is becoming a constant issue which is not an easy fix to lessen the high inflows into the system. We are going to concentrate over the next two weeks on shops and Council buildings around the district to ensure any roof downpipes are not discharging into the reticulation and giving excessive flows into the system.

Property

50. Housing for the Elderly

51. Camping Grounds

	July 2016	July 2015	% Change
Dannevirke	236	103	129% increase
Pahiatua	198	406	200% drop
Woodville	0	8	Closed
Eketahuna	179	250	28% drop

The Fonterra construction works last year still effect the Pahiatua figures.

52. Woodville

The upgrade of the Woodville camping ground is near completion. The Alliance is working on the stormwater pooling issues. Scanpower have now installed all three pillar boxes which will supply power to motorhomes and caravans. We are waiting for lockouts for the power outlets to arrive before these are livened. Once completed the new grassed area will be fenced off and the hardstands areas will be open for use.

53. Council Building Cleaning Contracts

Council staff have been busy analysing and preparing new contract documentation for the cleaning of the Dannevirke Public Toilets, Woodville Building cleaning and Pahiatua Building cleaning over the last month. Tenders opened for these three separate contracts on 15 August and the tender period closes Tuesday 30 August. A date for the inspection of the properties has been set for next Wednesday 24 August for any interested parties to view before submitting a tender.

Administration Buildings

54. Pahiatua Service Centre Earthquake Strengthening

Following the Right Track Workshop on 21 June, nine staff have been seconded to form the Project Management Team for the earthquake strengthening.

Three meetings have been held to redefine the project plan.

The scope of the project has been broadened to include the temporary relocation of the service centre staff and services into the work area of the Library. Library and Service Centre managers have visited the Pahiatua Library to come up with a plan for the temporary relocation to take place. Council’s IT staff will be visiting the library on 23 and 24 August to lay cables in the work area for the relocation and afterwards for the librarian’s office.

The project has progressed as far as it can until Beca come back to us with estimates for drawing up the detailed plans and an updated estimate of the building costs. We are expecting this information by 1 September 2016.

Cemeteries

55. General

July	Burials	Ashes
Mangatera	3	1
Mangatainoka	2

August
Mangatera	4
Mangatainoka	3
Ormondville	1
Eketahuna	1

There have been 20 cemetery enquiries by way of email or phone over the past month. Most of these relate to funeral directors wanting plot locations, niche allocations, maps, database corrections, monumentalists needing graves marked out for headstone installation, cemetery maintenance and damage, selling plots back to Council or general enquiries about where people are interred.

Swimming Pools

56. Outdoor Pools

Community Leisure Management has been approached to give us a quote to do an audit on our Eketahuna, Pahiatua and Woodville pools. The audit is to include all procedures relating to water treatment, health and safety, chemical handling and pool supervision.

Public Toilets

57. Eketahuna Camping Ground Toilets

Council is making good progress on the additional toilets for the Eketahuna Camping Ground. Staff have now secured two flushing Portaloos to cover the additional demand at the camping ground between September of this year and next March.

Three options are being looked into for a permanent solution. These include composting toilets, installing a holding tank and having it emptied by a sucker truck when full and the option of piping and pumping the waste up to the existing sewer in Stanly Street. The option analysis phase involves costing and evaluating each option. The project team will report to the Council in October on the preferred option.

Community Buildings

58. Fire Evacuations

Trial fire evacuations for the Community Buildings are all up to date apart from the Pongaroa Community Hall, which is in the process of having an evacuation scheme approved. Once this has been approved by the New Zealand Fire Service, a trial fire evacuation will be completed.

Procedures and maps of the buildings and fire action notices have been updated as required.

Strategy and District Development

59. SOLGM Community Planning Conference

Planning is underway for the next long term plan. Some key highlights from the conference identified four major themes.

· Asset Management Plan data – 30 year view combined with current condition

· Depreciation funding versus renewals

· Climate change – realistic impact assessments

· Ageing Population – impacts on service delivery and demand

60. Service Level Agreement Reviews

New management service level agreements for Pongaroa Rural Water Supply and for Bush Multisport have been drafted. We will use these to initiate discussions with each of the respective incorporated societies. Both contracts will have linkage with the Annual Plan or Long Term Plan processes to ensure Council is able to keep within the expectations of the Community and to possibly vary the services required.

61. Fairbrother Trust

In accordance with the purpose of $20,000 gifted in trust to Council in 2012 by Mrs Gwen Fairbrother for the Community Vehicle, a further $3,474.20 has been released for vehicle lighting, leaving $6,525.80, before interest income, in the trust account.

62. Bluff Road

Discussion continues with building owners in respect of remedying the illegal buildings on road reserve at or about 231 Bluff Road, Woodville. Formal options are now being presented by both parties. In addition, an application for a building consent for a fireplace in the house sited on the road reserve has had to be regretfully rejected. Should the status of the land change in future then the owners will be able to reapply for a Building Consent for a new fire. This indicates the difficulty of managing the situation within the current legal framework.

63. Infracon Update

The objection period to oppose Infracon Limited (In Liquidation) being struck off by the register of companies ends on 28 August 2016. A further receipt of cash has been received from Hastings District Council from the in-specie distribution of debtors to Council. Tararua’s share of this was $12,890. In addition, a final distribution was received of $11,221.93.

64. Tararua Aquatic Community Trust

Pool usage numbers over the past two months have now recovered from a very poor autumn April/May period. Excellent feedback on the stage one lighting upgrade for the floodlights has been received. A request for Stage 2 funding to convert the remainder of the facility lighting to LEDs has been made to the Infinity Foundation. A review of emergency exits has identified a need for improvements to existing doors and an additional door by the changing rooms, with quotes now being obtained for this purpose.

65. IT - Computer Hardware Upgrades

The Council main computer server system is being upgraded and the existing server system is being redeployed to Pahiatua as our disaster recovery back-up system. These servers are estimated to save up to 70% in power over the old out-of-service back-up system and will connect seamlessly over our fibre network.

The project to upgrade Council’s network system commenced. This has been continuously operating now for 8 years. The equipment is likely to move from the old 1 Giga bit per second hardware (currently known as “giga city” for the Ultra Fast Broadband programme) to the new 10 Gbps level-entry hardware. An internal “roof” has been installed in the main computer room to protect from overflow from internal guttering.

66. Mobile Community Black Spots

Discussions are underway with Spark Digital and Vodafone to establish their respective requirements to improve mobile black spots in the Tararua. Coverage issues remain a concern for both the community and Council’s own use of retail services in the District from an efficiency and health and safety perspective. Two particular sites show great promise to greatly enhance the 3G and 4G coverage in the Northern Tararua. Generally, a cell phone tower may cost up to $500,000 each to install depending on a number of factors such as access to power, roads, environment and height.

67. CCTV Systems

Work has started on community funded options for a public CCTV system for the Dannevirke Community Hospital. This work is being undertaken in conjunction with the Dannevirke Promotions Group.

A request has been received from Pahiatua On Track for Council to take over ownership of the town public system. At this stage we have recommended that ownership remain with Pahiatua On Track to enable future funding requests for CCTV expansion. Maintenance is being managed by Council in accordance with funding provisions in the Annual Plan.

68. Records

Records continues to complete the digitisation of historic building records in anticipation of the next major scanning “marathon” starting in November. Last year’s marathon was deferred due to the commitment of Regulatory Services to complete the building accreditation process so planning is underway now to advance the work programme.

Other records projects underway include the digitisation of all Liquor Licensing files, the indexing and cleansing of historic personnel files, and project work to increase the efficiency of the Contracts Repository. Work continues on the data cleansing of legacy files migrated from Alchemy to TRIM. To date 6 of the 10 migrated databases have been completed.

The Retention and Disposal for the 2008/09 financial records has been completed. This process also involves the Infracon Records for the next six years.

69. Formal Public Survey

We are preparing for a formal public survey for external reporting purposes. This is an independent survey conducted by Key Research Group from a random sample selected proportionally across the towns and rural areas based on population, with a total sample size of 450 people.

Previous NRB questionnaires, Long Term Plan performance requirements and mandatory reporting have been used to highlight key questions that will help determine Council’s performance from the perspective of our customers and stakeholders.

The survey will not commence until after the election with quarterly updates. A final management report will be completed after 12 months

Economic Development and Communications

Marketing

70. Three Viaducts Festival

We met with the organiser of the Ormondville Rail Preservation ‘Three Viaducts Festival’ to assist planning and development of this event to be held at the Ormondville Township in March 2017. A meeting is scheduled with the Ormondville Community in September.

Background:

The president of the Ormondville Rail Preservation Group is seeking more local interest and involvement in the Ormondville railway precinct. He believes that the long-term future of the group depends on this.

Over the last two years, he has been promoting the idea of an event to attract this interest, using the successful completion of $150,000 worth of works restoring the goods shed (and some works on the station building) as a ‘hook’ to attract that interest.

The Three Viaducts Festival will involve rides on the Pahiatua Railcar Society train from Ormondville to the three viaducts closest to the Ormondville station with commentators aboard (six tours in total). The railway station is a key attraction and numerous activities are planned at the station and in the upgraded goods shed and station buildings.

We have agreed to support the town festival as our sponsorship (work in kind) of this event.

71. 2016 Trustpower Tararua District Community Awards

Judging for the 2016 Trustpower Tararua District Community Awards – empowering volunteers – took place on 18 August 2016; see below for key dates for the Awards:

~~Entries open: Monday, 23 May 2016~~

~~Entries close: Friday, 22 July 2016~~

~~Information forms due: Friday, 29 July 2016~~

~~Judging: Week beginning Monday, 15 August 2016~~

Awards: Monday, 12 September 2016

For more information about the Trustpower Tararua District Community Awards, contact Kimberley Stevens, Marketing and Communications Administrator, Tararua District Council by emailing kimberley.stevens@tararuadc.govt.nz – alternatively, phone 06 374 4080 (north) or 06 376 0110 (south).

72. Proposed Walkway (Nae Nae Paper Road)

We met with the organiser who developed Otangane Loop who is now looking at the feasibility of connecting the Otangane Loop to Nae Nae Paper Road. The group worked closely with Department of Conservation (DoC) on the initial project and DoC has agreed to support them on the discovery phase on extending this track.

A meeting was held at the Business Network with representatives from Council Planning, Tararua Alliance and Strategy for an early discussion on their progress to date and going forward.

73. Asian Connection – Eastern Bridge

Simon Appleton, Eastern Bridge, will be conducting a tour of China and South Korea during September to promote New Zealand investment opportunities to the Asian market. We have worked with Simon to produce a booklet that profiles the GO! Project and the new GO! Project website (see below).

Communications

74. Local Elections 2016

The communications team has been assisting the Electoral Officer with the implementation of the Local Government New Zealand (LGNZ) ten-month campaign Vote2016 (or #Vote16NZ) which aims to lift voter numbers above 50 per cent nationally for the first time since 1998.

We have developed a communications schedule and we are disseminating information for both voters and candidates.

Since 18 July, the following communications and publications have been published/released:

§ Local Communication
Time is running out for local council candidates to come forward

§ Local Communication
Council contenders put their best feet forward

75. Media and News

Below you will find a breakdown of media releases from the Tararua District Council, as well as an overview of local, regional and national news stories relating to the Tararua District Council:

Websites

76. Internal Websites

§ Tararua Country (www.tararua.com)

Great progress is being made and this project is nearing completion. We are planning to launch this before the summer holiday period.

§ Tararua District Council (www.tararuadc.govt.nz)

Substantial progress has been made, following a year’s worth of consistent updates, tweaks and alterations.

Page summary from the last 30 days:

§ GO! Project – Unearthing Potential (tararuacropping.wordpress.co.nz)

We are very pleased to report the launch of a new website with a central repository for all information pertaining to the GO! Project and land utilisation in the Tararua District.

In light of the recent increase in GO! Project and cropping enquiries (from all over New Zealand), this is a very timely project and is due for release in the coming weeks. We will be linking to this site from our Council website and social media pages (Facebook and Google+).

External Websites

§ Wellington City Council Website

Twenty-one councils around central New Zealand have signed up to GoShift – a programme to standardise and simplify the building consenting process. We have forwarded information to Ross McCarthy, Strategic and Engagement Manager – GoShift, Wellington City Council for inclusion on their website.

77. Social Media

· Facebook (www.facebook.com/tararuadc)

Page summary from the last 28 days:

§ Google+ (www.tararuabusinessnetwork.co.nz)

Business

78. Innovate 2016

This year, we are again sponsoring the Innovate competition that is run by Building Clever Companies (BCC).

The competition provides the opportunity for budding entrepreneurs in our district to have their dream idea realised; as well as a wide range of business support and business validation tools available to help take their idea to the next level. They are connected to industry experts, mentors and investors who can help launch, shape and grow a business idea into reality.

For the first time this year, promotion of this competition is being driven through social media channels and radio advertising. Find out more - www.innovate2016.co.nz

79. GO! Project - Industrial Hemp Business Development

Eastern Bridge has commissioned two students who have identified two business opportunities for industrial hemp. The students will develop both (with the assistance of Richard from the New Zealand Hemp Association).

The first process is taking the plant and separating the fibre. This commodity can be sold locally or exported. The investment in this business will be minimal and funds have the potential to be raised through the farmers (a collective model).

The value-add part they have identified was the production of insulation. This will be a larger investment ($2million estimated). In theory, the material used for insulation could also be used in other products.

The time frames:

1 September - the students will provide a project overview (one pager)

20 November - first draft

20 December - second draft.

Eastern Bridge are working to engage investors looking at options in the Tararua District. Additionally they have a financial adviser who has experience in packaging businesses who will work with the students from October to ensure they have the required information for investors.

80. Business Consultations

We continue to support a whole range of businesses, at various stages of development. They range from specialist retailers to tradesman and food producers. Each individual consultation can lead to a variety of outcomes, linking to Council Regulatory Services, referrals to Vision Manawatu for Capability Development Funding (through the NZTE voucher scheme), business mentors, as well as providing a sounding board for ideas and providing information about training workshops and seminars available in the district.

81. Marketing Workshop

Tararua Business Network secured an opportunity for local businesses to hear the Holloway Team explain the ‘Successful Scientific Advertising’ method. Over 35 business people from our district attended to listen to Mark Holloway talk about how to successfully market their business and increase sales.

Thanks to Mark from Holloway & Hudson for travelling to Tararua to present this fantastic seminar! We received great feedback and this has been posted on google+ page:

https://plus.google.com/105033463273020194463/posts/392mxwRqZGQ

82. Business Training Program

A program of workshops and seminars is being developed for the Tararua Business Network in Dannevirke and Pahiatua, predominantly using local businesses to support new business growth. These will cover a range of business topics:

§ Esther McHardy from MCI Accountants presenting ‘Do I need an Accountant?’

§ Chelsea Millar from Grass Roots Media (who is re-locating to live in Pahiatua) presenting a social media workshop.

§ Bevan Ellison from AON Insurance presenting ‘Business Insurances – Where to Start?’

§ As well as continuing to host the great workshops run by the IRD.

83. Geographic Statistics (1 July 2016 – 30 June 2017)

Business assistance provided by the Tararua Business Network to date.

84. Use of Facilities (1 July 2016 – 30 June 2017)

Tararua i-SITE

85. Welcome Packs

A total of 14 welcome packs were sent in July; five of these were sent outside of the district.

86. i-SITE Training

Well done to both Sam and Joanne, who have now completed their training within the time frame. Their certificates will be sent out from i-SITE NZ in due course.

87. Creative Communities

The second round of funding is being advertised. The funding round will close on Monday, 5 September and has been advertised in the Bush Telegraph and on the Council’s website.

88. Enquiries and Statistics

Enquiries to i-SITE and Information Centres

Customer Surveys

Method of Travel

Length of stay in Tararua

Origin

Type of enquiry

Visitor Satisfaction

89. Accommodation and Travel Sales

A decrease in commissionable bookings from the same period last year

90. Social Media

Regulatory and Planning

Alcohol Licensing

91. Short Course, Workshop or Conference Attendance

The Inspector attended the Certificate 4 in Government (Statutory Compliance) Investigation Skills workshop that was held in Dannevirke.

92. District Licensing Committee Activity

93. Non Financial Performance Measures Year to Date

Animal Control

94. General Matters

There seems to be more reports of stock roaming and, when officers and Police respond, in most instances no stock have been found.

The new dog pound is nearing completion and interviewing for a third ACO will occur over the next two weeks, which will be a huge help this year in gaining compliance in following up on known unregistered dogs.

Wellington City Council has voted to introduce compulsory microchipping for cats through their animal bylaw. Members of the public have threatened legal action against the council around has Council introduced requirements above that allowed in legislation, and using this to determine whether cats are domestic or not.

We have been fielding a few more calls about cats than normal.

95. Monthly Dog Pound Statistics

96. Registration Statistics

97. CRMs

98. Comments on CRMS

A large proportion of the barking dog complaints have been received from Makotuku and officers are continuing to manage this situation on an ad hoc basis.

As it has been abnormally wet this winter, a few more welfare calls have been fielded about dogs living in muddy conditions; one of which was referred to the SPCA for their attention.

99. Non Financial Performance Measures Year to Date

NOTE 1: One call received for dog attack which was responded to within 2 hours.

NOTE 2: Two “DogSmart” Educational Presentations were provided to Norsewood School.

100. Non Financial Performance Measures by Month – Dog Attack

Building

101. General Matters

A total of 34 building consents were issued within the month of July with all being issued within the 20 day timeframe.

The building officers also continued to process some consents for Horowhenua District Council.

During the month of July, 31 Code Compliance Certificates were issued, unfortunately one of these was issued outside of our timeframe.

Real estate queries have still been coming in consistently with customers querying if work on the properties they are looking at purchasing have had consents issued and if these have had a Code Compliance Certificate.

102. Legislation Changes or Legislation Comments

Building (Earthquake-prone Building) Amendment Act 2016 has been passed by Government but will not come into force until the methodology requirements from MBIE have been sorted, probably around July 2017

103. Non-Compliance Issues and/or Breaches of the Act

Staff are dealing with a complaint that a landowner near Pahiatua constructed a building without a building consent. The owner has been asked to confirm that this building is located on his property, which bounds a river reserve, and has a primitive wastewater system close to a river. If it is within the property, they will be required to either apply for a Certificate of Acceptance if they can prove the Building would have met the Building Act, or remedy the breach of the Building Act.

104. Monthly Building Consents Statistics

105. Non Financial Performance Measures Year to Date

NOTE 1: Swimming pool inspections are generally undertaken in the summer months.

106. Swimming Pool Inspections

General Inspection

107. Illegal Dumping Collection

108. CRMs

109. Comments on CRMs

This month there has been a notable rise in the complaints about vehicles parking the wrong way on our streets. Although this is a common problem in larger cities and towns where the council has the ability to issue infringements, in the Tararua District we rely upon the police to deal with this matter.

The illegally dumped refuse tonnage for July 2015 was dramatically larger being 1.330 t compared to July 2016 of 0.340. We had one person who we were able to invoice and infringe.

110. Non Financial Performance Measures year to Date

111. Non Financial Performance Measures for Month – Noise – Second Call

Health

112. General Matters

Business as usual for the month of July 2016. Work was able to be undertaken to finalise the Quality Management System for verifying National Programme Food Businesses. It is anticipated that an application to become a Recognised Agency will be submitted early September 2016. Preparations for the annual renewal of Health Licences was undertaken ahead of the invoices being sent out in August.

113. Short Course, Workshop or Conference Attendance

Attended the Investigative Skills course held over three days at the Tararua Business Network.

Key Learnings

How to conduct interviews and gather evidence for complaint investigation and prosecutions. To be aware of the legislative requirements for individual activities, determine whether any offence had been committed and the possible defences able to be used by the defendant.

114. Legislation Changes or Legislation Comments

No changes to legislation for the Food Activities administered by the Ministry for Primary Industries. However, in May 2016 the Environmental Protection Agency released the Hazardous Substances (Enforcement Officer Qualifications) Notice 2015. The Notice provides guidance to agencies, including Council, on the knowledge and training a person requires to become a warranted hazardous substances enforcement officer.

115. Non-Compliance issues and or Breaches of the Act

No non compliances reported for the month of July 2016.

116. CRMs

117. Non Financial Performance Measures year to Date

Planning

118. National Monitoring for 2015/16

NMS was completed and submitted on 29 July 2016. The MfE project team is processing and validating the data received. Once this process is complete, clarification on particular matters or amendments to the data may be required where any errors have been identified.

119. Short Course, Workshop or Conference Attendance

The Planning Officer attended an Investigations Skills Workshop on 13-15 July 2016.

Key Learnings

Documentation of evidence is paramount. Understanding what the legislation is asking/requiring and how to document the evidence of each of those elements that a person has or has not contravened that law is very interesting and important. Many lessons to take back and apply day-to-day.

120. Legislation Changes or Legislation Comments

Resource Management (National Environmental Standard for Assessing and Managing Contaminants in Soil to Protect Human Health - NESCS) Regulations 2011 Review.

The MfE review has led to amendment of the NESCS & HAIL (Hazardous Activities and Industrial List). The consultation document will cover the whole NESCS framework in September/October 2016 with potential updated amendments to cabinet in early 2017.

121. Non-Compliance issues and or Breaches of the Act

There were no non-compliances/ breaches of the Act to report.

122. CRMs

123. Monthly Resource Consents Statistics - 2016/17

124. Non Financial Performance Measures Year to Date

Note 1: There were no pre-application meetings held during the month to survey.

Emergency Management

Rural Fire

125. Fire Season

Fire danger level is LOW, and no major issues re wild fires.

126. Incident Reports

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

127. Meetings

Paddy attended the Eastern Regional Rural Fire Committee meeting and the new FENZ Bill was discussed in-depth at this meeting. A submission was formulated and agreed on by all present prior to sending to Government.

Paddy also attended the Manawatu-Wanganui Regional Rural Fire Committee meeting in Palmerston North on 24 August 2016.

Paddy attended the presentation of a new appliance to the Mauriceville VRFF. The local MP Alistair Scott, Masterton Mayor, Councillors and the Board members of the Wairarapa Rural Fire District were present.

128. Forest and Rural Fires Conference Masterton

The PRFO and members of the Volunteer Rural Fire Force attended the conference in Masterton on 27-29 July 2016. The main theme for the conference centred around the new FENZ transition. The Hon Peter Dunne, Minister of Internal Affairs addressed the meeting, as did members of the Transition Board and Transition Team. One of the highlights of the Conference was the prominent Australian fire industry guest speakers who confirmed that they were impressed by the way the Government was handling the FENZ transition process.

129. FENZ Submission

The CE and Mayor sent a TDC submission to Government on the FENZ Bill. The Council has also put its name to the submissions raised by the Eastern Regional Rural Fire Committee and the Manawatu-Wanganui Regional Rural Fire Committee. Blair is also on the Enlarged Rural Fire District Chairpersons and PRFO’s Committee that has also put in a submission. Generally the submissions have highlighted similar issues within the proposed legislation.

130. 4WD Course

Members of the Tararua District Council Rural Fire Authority attended the 4WD course 17/18 August 2016. An excellent course, which in the main highlighted many of the new safety features available in our newer model four wheel drive vehicles.

Civil Defence

131. Incidents

Nil

132. Meetings

Paddy attended a meeting of the Woodville Community CD Response team on 11 August 2016. Good attendance and a keen bunch of volunteers.

An Emergency Management Committee meeting was held in the Council Chamber in Dannevirke on 11 August 2016. An excellent presentation was given by the new Neighbourhood Support regional organiser and a request was made for volunteers to start in the Tararua District. It was great to see that the meeting was attended by most of our local emergency organisations with minimal representation from regional managers. It was also agreed at the meeting that a local Welfare group be started and Paddy is to meet with the local MSD manager to discuss this and to also discuss Recovery arrangements.

Paddy met with Constable Gary McKernon from the Dannevirke Police to discuss future cooperation between CD and the Dannevirke Community Patrol, particularly during a CD event. It is intended to invite a member of the Community Patrol to attend our EMC meetings in future.

133. New CD Booklet

The booklet, “Get Ready, Get Thru” has been replaced with a new booklet titled “Never Happens, Happens” This is part of the new Ministry of Civil Defence and Emergency Management campaign to promote resilience within our communities. Indivdual Councils are expected to organise their own printing of this booklet and 5,000 copies have been ordered for TDC. Two thousand of these will be distributed in the Pahiatua area along with an individual pamphlet promoting the Pahiatua Community Civil Defence Response Group.

134. Civil Defence Plans/Standard Operating Procedures/Manuals

Still waiting for the resources page for the Pahiatua Community CD Response Group plan.

The Draft Tararua Civil Defence Centre Guide has been completed and is with Michelle Thompson for tidying up. It will be used for training the various CD Centre Groups volunteers

135. Seminars/Workshops/Courses/Forums/Training

Paddy gave a CD presentation to the South School Board on 25 July 2016 and this was followed up with a presentation to the teachers of South School. They have agreed to let the school be used as a CD Centre to cover the south end of Dannevirke. The next step is to find volunteers to staff the Centre in an emergency. This involves providing suitable training for the volunteers.

Two Civil Defence Integrated Training Introduction Courses will be held at the TDC Business Network Training Room on 19 September 2016, one in the morning with a second course in the afternoon. The course is specifically aimed at new staff in Council and CD Volunteers from the Community. Specific details will follow.

A Civil Defence Centre Volunteer course will also be run on 4 October 2016. This course will be based on the new TDC CD Centre Guidelines manual and is aimed at Community CD Centre volunteers.

136. New Tsunami Signage

The Manawatu-Wanganui CDEM Group has produced Tsunami signage for the coastal villages within the Region as part of the National Resilience Programme funding. It is intended to place the signs at Herbertville and Akitio during September and October. The signs include a large information sign and smaller direction signs for evacuation. Included in the project were the printing of posters and information pamphlets for the specific villages.

Library

137. General Matters

The Wairarapa REAP Stepping Up courses continue to be run from the Eketahuna and Pahiatua libraries. Most of the modules run have a full complement enrolled.

The quarterly Book Sale was held at Dannevirke Library during July, with those books not sold at the end of the month donated to the Lion’s Club for their Book Sale.

The library is celebrating National Poetry Day in August by holding an online poetry competition. Funding for the event and the Open Mic night at Woodville Library is funded by the New Zealand Book Awards Trust. Entries for the competition opened in July.

The District Librarian spoke to the Dannevirke branch of Grey Power about library services.

Pahiatua Kindergarten has expressed interest in the Little Ears preschool programme. This programme is run out of Dannevirke, Woodville and Pahiatua libraries. Attendance at the Pahiatua sessions has been less than ideal, so a kindergarten showing interest is very positive. The staff at Pahiatua have been working hard to promote the programme to their community.

Planning

138. National Poetry Day

Entries for the competition close on the 22 August. The judge is Akitio local author, Muriel Cowen. The winners will be announced on National Poetry Day (26 August).

On 24 August, an Open Mic night is planned at Woodville Library. This evening event will celebrate poems and poetry reading.

139. Maths is Fun

This programme will be running out of all four branches during the Term three holidays. During August, the children’s programme co-ordinators at each library will be setting the dates and format for the programme at their library. They will also co-ordinate with Wairarapa REAP to ensure that teachers and their aides are available for their programme. Once these are set, staff will start to promote this Eastern & Central Community Trust funded programme.

140. Adult Learner’s Week – 5 – 11 September

Planning is well underway for this event. The library will be holding their Annual Trivia quiz during this week. Dannevirke Library will be hosting the Tararua Outstanding Adult Learner’s Week Awards. Early in the week, staff from the Dannevirke Library will attend an Adult Learning Promotional Day at Norsewood. We will demonstrate the library databases and eBooks as well as offer the opportunity for those attending to sign up as a library member.

141. New Zealand Book Awards for Children and Young Adults - Quiz

Planning for this event began in July and will continue throughout August. The Quiz is open for Year 7-8 children to participate in school teams. This hotly contested competition is held simultaneously across the four towns.

142. Roald Dahl 100^th Anniversary Party

The library plans to hold Roald Dahl parties in each of the branches in September. This will be an opportunity to promote this author’s books, which continue to be very popular.

143. Radio Frequency Identification (RFID)

During August, the two companies that provide RFID for libraries in New Zealand will be approached to provide a costing for consideration. Investigation into how each of these products works with Kotui, and how they may affect any plans will also be a consideration during the selection process.

144. Children’s Programmes

Once enrolments for our Winter Warmers programme closed in early July, there were 1,028 children enrolled across the District. (Dannevirke – 604; Pahiatua – 198; Woodville – 155; Eketahuna – 70).

Throughout July staff across the district visited schools on twenty-four occasions as part of Winter Warmers programme. With the exception of Eketahuna (whose school asked for no visits from staff until after the holidays), participating schools from Huia Range down to Mangamarie and east to Makuri, Pongaroa and Weber received visits by library staff. During these visits, staff checked the children’s reviews and presented incentives. By the end of July, 100 % of children from Makuri and Ballance schools participating in the programme had completed.

During the school holidays, children participating through their schools were able to continue to present their reviews directly to their local library.

The programme finishes on 12 August.

Entertainer, Murtle Chickpea ran Zine Making workshops at each of the libraries during the school holidays. These workshops were funded by the Eastern and Central Community Trust as part of the Winter Warmers programme. Fifty-eight children attended these sessions.

145. Statistics – as at 31 July 2016

Customer Services

146. CRM Requests – 1 July 2016 to 31 July 2016

Recreation and Sports Report

147. Tararua District

· Following on from the side-line behaviour work with Bush Multisport Trust, Sport Manawatu hosted a side-line behaviour workshop at Tararua College. 18 students attended. Engagement with the students and understanding their point of view was a priority focus. The students were given a scenario to role-play. Their peers and Sport Manawatu staff then gave feedback.

· Sport Manawatu met with Principals of Te Kura Kaupapa Maori o Tamaki nui a Rua and Totara College to promote the Active Teens Programme. Two students from Te Kura Kaupapa Maori o Tamaki nui a Rua have since joined the programme.

The Active Teens programme, based at Dannevirke High School Gymnasium runs every Monday afternoon for the duration of the school term.

· Dannevirke Basketball Association was successful in their KiwiSport application to fund a junior basketball development academy. The project aims to develop the skill level of primary aged children through a series of training workshops. The sessions are held at Dannevirke Sports Centre on Monday afternoons.

· Sport Manawatu staff visited potential event sites for the proposed new Tararua significant event. Concluding with Te Apiti Windfarm as the preferred site option. Sport Manawatu has developed an event proposal for Meridian Energy. The proposal supports permitting public access to Te Apiti Wind Farm for a run/walk event.

· Sport Manawatu continues to provide administrational support for Dannevirke Basketball Summer League, including the development of a Facebook page. The adult social league aims to provide social and competitive grades for participants. The competition starts with a grading tournament on 1 October; the weekly Monday night competition starts on 10 October.

· In recognition of local sport volunteers, Sport Manawatu hosted two volunteer brunches. 45 guests attended.

· A meeting was held with the Schools Sport Advisor from Sport Whanganui to talk about further best practice. Clare from Sport Whanganui has agreed to join the Sport Manawatu Dropbox and will contribute key information to the Dropbox, such as how to set up a coach recruitment strategy.

· Sport Manawatu staff attended the Physical Education New Zealand Conference hosted by Palmerston North Boys’ High School to learn best practice alongside over 200 Physical Education teachers and other key stakeholders such as Sport NZ and NZSSSC.

· Sport Manawatu staff assisted the Sport Coordinator from Dannevirke High School to apply for KiwiSport Funding to get students participating in boxing. Overall 50 students will participate in the programme. To achieve this the programme will be funded $2,800 and will work in conjunction with BAMS Boxing.

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

· Grassroots Sports Awards date and venue have been set. The event will now be held on 18 November 2016 in the Elwood Room of the Palmerston North Convention Centre. Nominations will open 5 September 2016.

· Secondary School Sports Awards nominations will open 15 September, with the event set for 26 October 2016.

· Nominations for the Central Energy Trust Manawatu Sports Awards are now open, and will close on 31 December 2016. The Awards ceremony is set for 3 March 2017.

1. Recommendation

1.1 That the report from the Chief Executive dated 24 August 2016 concerning an update on key projects and items of interest to the Council (as circulated) be received.

Attachments

Nil.

2. Executive Summary

	2014/15 Actual 000’s	2015/16 Actual 000’s	2015/16 Budget 000’s	Variance to Budget 000’s
Revenue	35,454	36,633	33,122	3,510
Operating Expenditure	34,050	34,239	32,924	(1,315)
Operating Surplus/(Deficit)	1,824	2,393	199	2,195
Other Gains/(Losses)	(251)	640	45	595
Total Comprehensive Revenue & Expense	171	3,034	243	2,791

Table 1 : Summary Income Statement

2.1 Operating Revenue

For variance at an activity level, refer to section 3.1 of this report. Major budget variations are noted in the following activities:

Subsidies received from NZTA are higher than budget by $2.16 million. This is due to higher subsidies from flood damage ($900,000) and the Saddle Road project carried forward from last financial year with $1.1 million additional subsidy received.

We have yet to commence the Pahiatua new bore and treatment project, therefore we have not received any of the $530,000 budgeted subsidy. The scope and timelines have significantly changed, as the second bore option was not viable.

We have reporting revenue of $1.98 million for forestry against a budget of $325,000. The $325,000 budget was net of cost of goods sold such as harvesting costs, cartage, and value of logs harvested. As can be seen in the table below, the operating result for forestry was significantly under the budgeted surplus of $237,000. This was mainly due to increased costs of harvesting, as the current harvesting site was difficult to access.

Forestry	2015/16 Actual 000’s	2015/16 Budget 000’s	Variance to Budget 000’s
Forestry Revenue	1,979	325	1,654
Operating Expenditure	1,998	89	(1,910)
Surplus/(Deficit)	(19)	237	(256)

In addition, Commercial Property was under budget as we have been unable to tenant the sites vacated by Infracon.

2.2 Operating Expenditure

For variance at an activity level, refer to section 3.2 of this report. Major variations are explained below.

The main reason for the unfavourable variance of $1.32 million is attributable to the Commercial Investment activity:

· Commercial Property has incurred significantly higher expenditure due to contamination costs of $86,000. However, we have received $56,000 compensation for remedial work from the liquidation of Infracon.

· Due to financial reporting requirements, Forestry revenue and expenditure has been grossed up. These activities are self-funding.

On a very positive note, the other activities of Council have achieved a favourable variance of $680,000.

Favourable variations were received in the following activities:

· Roading - mainly due to the reclassification of Emergency Works from operational cost to renewal : Total variance of $488,000.

· Health and Safety - lower staff costs of $60,000, and in Building we are still in the process of resolving the potential weather-tightness claim for which we had budgeted $50,000 : Total variance of $138,000.

· Solid Waste - This was mainly due to lower refuse tonnage, resulting in lower disposal and transport costs of $45,000 and lower kerbside recycling costs of $40,000. Also, the closure of the Pahiatua Recycling Centre during the rebuild following an arson attack saved $23,000 of operational cost : Total variance of $147,000.

· Housing - mainly due to lower maintenance costs than budgeted : Total variance of $92,000.

Stormwater and Water Supply and Waste Water activities are over budget by $48,000, $74,000 and $145,000 respectively, due to higher maintenance cost in response to customer requests.

Net positive variance at an operating level excluding depreciation, interest and other gains/losses was $431,000.

2.3 Other Gains/(Losses)

The favourable variance on Other Gains / (Losses) is mainly due to receiving a cash distribution on liquidation of Infracon of $679,942. The net proceeds after expenses incurred of $654,611 have been placed in the General Purpose Reserve. A final distribution was received on 28 July 2016 of $11,220 with the Liquidators filing their final report the same day.

2.4 Debt Financing Cost

Interest expense is higher than budget due to a significant decrease in book valuation of our fixed rate swaps ($443,000). However, interest expense was lower than budgeted financing costs by $90,000 mainly due to external debt being lower than budget. Our effective interest rate was 5.33% compared to a budgeted rate of 5.3%.

2.5 Cash Flow

The Council’s cash position is consistent with budgets. Helping the cash flow position is receipt of subsidies from the Saddle Road and flood damages from NZTA, proceeds received from the liquidation of Infracon, and proceeds for the sale of Hovding Court.

2.6 External Debt

The core debt as at 30 June is $9 million, all with the Local Government Funding Agency (LGFA). We had budgeted for $13 million core debt this financial year. However, the Council has been able to maintain its core external debt at $9 million due to delays in starting significant capital projects (especially in Water and Wastewater activities) planned this year and borrowing internally. Total debt, both internal and external has decreased from $22 million last year to $19.6 million at year-end.

LGFA debt is at varying terms ranging from 2 to 7 years.

2.7 Operating Results

We are in a favourable position and this is mainly due to additional subsidies from NZTA (flood damage and Saddle Road) and Ministry for the Environment (MfE funded wastewater projects).

2.8 Treasury Position

The Council’s average investment interest rate of 3.16% is lower than our budgeted investment rate of 4.0%.

This is due to the Reserve Bank of New Zealand lowering the Official Cash Rate (OCR) from 3.25% in June to the current level of 2.25%. This in turn has a direct effect on investment rates offered by the bank.

However, due to active cash management by putting more funds into short-term deposits we have been able to achieve favourable interest income compared to budget by $39,000.

2.9 Capital Expenditure

We are under spent for the year by $5.6 million. However, we are in a better position as compared to last year with 75% of the capital budget spent in the year, totalling $16.7 million. We are starting to see results from the processes we have put in place. We will continue to place more emphasis and refine/improve process where required.

2.10 Service Performance Measures

We performed well, overall achieving 83% of our performance measures compared to 73% last year. 14 of the 22 activities of Council met all of their service performance measures. The number of measures not achieved was 15 compared to 16 last year.

3. Activity Financial Results and Significant Variances

The following table summarises the financials at the activity level. Refer to Appendix 1 for details.

	Actual 30 June 2016	Budget 30 June 2016	Variance in Dollar
Activity Revenue	37,173,736	32,877,544	4,296,192
Activity Expenditure	22,799,691	21,236,371	(1,563,320)
Total	14,374,045	11,641,173	2,732,871

Table 2 : Summary Activity Financial Results and Significant Variances

Note: The revenue excludes finance income, depreciation and finance charges, other gains/losses, but includes support activities’ overhead allocations.

In the detailed activity income and expenditure, we have also included the “End of Year Forecast Variance”.

The legend to explain the traffic lights are:

3.1 Revenue

3.2 Expenditure

Table 4 : Summary Activity Expenditure Results and Significant Variances

4. Summary Cost of Service Performance

We use a range of service performance measures to monitor the service levels we deliver to our customers. This year we are also reporting on the Mandatory Performance measures introduced by Parliament in the 2014 amendments to the Local Government Act 2002.

It should be noted that 22 measures were not applicable this year, and not included in the calculation. Of these, 20 measures relate to the community survey, which is done once every three years. The next survey will be conducted in 2016/17.

			2015/16
	2013/14	2014/15	Council	Mandatory
Achieved	69	42	36	36
Not achieved	14	16	13	2
Not applicable	4	29	22	N/A

Table 5: Service performance results

The service performance measures that ate “not achieved” are:

S/N

Activity

Performance Measure

Last Year’s Results

Target
2015/16

Results

to 31 Dec 2015

Comments

Public Conveniences

The number of complaints received per annum about the condition of public toilets

Not Achieved

<50

Not Achieved

The majority of the complaints during the six months relate to maintenance items (e.g. blockages) as opposed to cleanliness. This highlights the importance of continuing to upgrade public toilets.

Year	No of service request
2015/16	73
2014/15	67
2013/14	47
2012/13	44
2011/12	40
2010/11	24

Commercial Investments

Occupancy of commercial buildings each year

Not Achieved

100%

Not Achieved

The ex- Infracon yards in Thyra Street, Dannevirke and Vogel Street, Woodville are currently not occupied. This is because of the liquidation of Infracon. The Thyra street property is on the market for lease or sale. The other properties in Woodville are waiting on the decision for Service Centre/Library/i-Site projects.

Commercial Investments

Net operating surplus each year

Achieved

59%

100%

-3%

Not Achieved

This activity made a loss this year of $83,000 (includes the $17,000 contribution to reduce rates).

This is mainly due to the loss of rental income and significant replanting and silviculture programme for the forestry activity.

District Planning

Percentage of resource consents processed within the statutory time frame.

· Non-notified 20 working days

· Notified 70 working days

· Notified and Limited Notified not requiring a hearing -50 working days

Achieved

100%

93%

Not Achieved

14 resource consent applications processed to a decision were decided within the statutory timeframe. 1 resource consent application took an additional 16 working days.

Statistics for applications by notification type as follows:

Non-notified – 15

Limited notified – 0

Publicly notified - 0

Animal Control

Percentage of dog attacks responded to within 2 hours

Not Achieved

83%

100%

89%

Not Achieved

This was due to the availability of an ACO during the July/August period. During those months, we only had one Officer available, henc, response times have exceeded.

Animal Control

Educational publications and programmes are available to the community

New Measure

Minimum of 6 articles per year

Not Achieved

A sixth educational article was drafted and scheduled for publication to ensure this performance measure would be met. However, due to competing articles with statutory requirements, publication of this article was delayed. A publication programme is in place to ensure this measure is achieved in the next financial year.

Animal Control

Educational publications and programmes are available to the community

New Measure

Minimum of 4 educational presentations per year

Not Achieved

A contract for educational services was procured in May 2016. Presentations were advertised to schools in early June 2016. Two presentations were provided in the financial year. Demand will grow as schools become aware of the programme.

District Planning

Survey of customer - rate advice was helpful

New Measure

85% agree

83%

Not Achieved

6 telephone interviews undertaken with applicants who had pre-application meetings.

District Planning

Percentage of resource consents processed within the statutory time frame.

· Non-notified 20 working days

· Notified 70 working days

· Notified and Limited Notified not requiring a hearing -50 working days

Achieved

100%

98%

Not Achieved

49 resource consent applications processed to a decision were decided within the statutory timeframe. 1 resource consent application took an additional 16 working days.

Statistics for applications by notification type as follows:

Non-notified – 50

Limited notified – 0

Publicly notified - 0

10.

Solid Waste

All Horizons resource consent conditions are met

Achieved

4,262

<4400

4,451

Not Achieved

Exceeded by 51 tonnes (about 3 truckloads) as rubbish was diverted from Eketahuna landfill to the Waipukarua landfill via Dannevirke Transfer Station.

11.

Solid Waste

All Horizons resource consent conditions are met

Achieved

100%

50%

Not Achieved

The volume of one of the cells at Eketahuna exceeds the allowances provided within the resource consent. We are working with Horizons to resolve this issue, through a variation to the consent conditions. This is the only condition that has not been met at Eketahuna landfill. The Pongaroa landfill is fully compliant.

12.

Wastewater

Number of schemes that are current

Achieved

Not Achieved

4 out of the 7 schemes do not have renewed consents. They do however meet the conditions of the expired consents.

The consent for Norsewood has been issued. Council has lodged a new consent application for Woodville, however, this is on hold due to the issues with the pond liner. Applications for Eketahuna and Pahiatua are being processed by Horizons.

13.

Water Supplies

Number of recorded complaints per 1,000 connections to Council’s networked reticulation system for: drinking water taste

New Measure

Not Achieved

There were 32 complaints received during the year. Most of the complaints were from Woodville during the summer months where we had to draw from the impounded supply.

14.

Water Supplies

Number of schemes that comply with Part 4 (bacteria compliance criteria) of the NZ Drinking Water Standards.

New Measure

Not Achieved

Council’s sampling regime had not been updated to meet the new standards. This resulted in the time between samples being exceeded, and noncompliance even though no bacteria were found to be present in the supplies. The sampling regime has been compliant since Council was alerted to the issue.

15.

Water Supplies

The percentage of real water loss from the Council’s network reticulation schemes based on the minimum night flow (mnf) analysis.

New Measure

46%

Not Achieved

The bulk meter results show higher than expected water flows into the towns in the early hours of the morning when usage should be minimal. This indicates unaccounted for water usage. This is being investigated further, and the reported result is expected to be much lower next year when this usage can be quantified and therefore legitimately deducted from the water loss equation.

5. Capital expenditure

We are under spent for the year by $6.1 million. However, we are in a better position as compared to last year with 73% of the capital budget spent in the year. We are starting to see results from the processes we have put in place. We will continue to place more emphasis and refine/improve processes where required.

Our total spend this year was significantly higher than last year - $16.7 million this year compared to $13.6 million last year.

The table and graph below summarises the capital expenditure report.

Note: dollar amounts are in $’000

	Carry forward Budget to June 2015	Budget 2015/16	Authorised Revision	Total Annual Budget	Year to June 2016	Total Budget Remaining	%
Growth	7	23		30	16	14	53%
Level of Service	1,045	5,635	4,090	10,770	6,598	4,202	61%
Renewals	3,059	8,327	659	12,045	10,158	1,857	84%
Grand Total	4,111	13,985	4,749	22,845	16,772	6,073	73%

Table 7: Summary of Capital Expenditure

The following table provides an overview of the budgets and spend at a Group of Activity level.

	Carry forward Budget to June 2015	Budget 2015/16	Authorised Revision	Total Annual Budget	Year to June 2016	Total Budget Remaining / (Overspent)
Communities and Recreational Facilities	28	1,426	76	1,530	793	737
District Promotion and Economic Development	16	40	(30)	26	49	(23)
Regulatory Services	-	138	170	308	184	124
Roading and Footpath	1,489	7,059	1,968	10,516	8,607	1,909
Solid Waste Management	110	70	386	566	562	4
Stormwater Drainage	96	101	-	197	80	117
Wastewater	894	1,598	3,050	5,542	4,292	1,250
Water Supplies	823	2,771	(640)	2,954	1,517	1,437
Support	655	782	(231)	1,206	688	518
Grand Total	4,111	13,985	4,749	22,845	16,772	6,073

Table 8: Capital Expenditure by Group of Activity

5.1 Budgets to Carry Forward to the 2016/17 Year

The details of the projects that we have identified that will be carried forward to the 2016/17 year are in Appendix 1. The summary of the budgets to be carried forward (by activities) are listed below.

Activity	Total Annual Budget	Spend for the Year – 30 June 2016	Total Carry Forward
Wastewater	4,735	3,178	1,557
Water Supplies	2,449	983	1,466
Roading	3,499	2,225	1,274
Support	935	331	604
Parks and Reserves	441	50	391
Footpath	547	323	224
Community Buildings	222	13	209
Animal Control	264	160	104
Libraries	166	92	74
Solid Waste	82	9	73
Stormwater	156	99	57
Cemeteries	42	12	30
District Promotion and Economic Development	13	3	10
Health & Safety	7	-	7
Swimming Pools	6	7	(1)
TOTAL	13,564	7,485	6,079

Table 9: Carry forward budgets for Capital projects

The significant projects and the reasons for the delay in completing the projects are detailed in the table below. These projects make up 75% of the total carry forward budgets:

S/N	Project Description	Total Annual Budget	Year to June 2016	Carry Forward	Notes
1.	Manawatu/Hawkes Bay Alternate Route	2,875	1,515	1,360	Work in progress. Phase 1 nearing completion and Phase 2 of project proceeding ahead of schedule. Brought forward portion of 2016/17 budget as a variation to budget for phase 2. Carry forward remaining budget to 2016/17 year.
2.	Pahiatua New Bore and Treatment - Phase 1	1,406	171	1,235	Work in progress. Cost incurred this year was for Phase 1 - 4 day storage. Carry forward remaining budget to the 2016/17 year.
3.	MfE Project - Dannevirke Sewerage Treatment Plant	2,361	1,854	507	Work in progress. Project delayed due to change in scope and design. Carry forward remaining budget to the 2016/17 year.
4.	Eketahuna EQ Sewer replacements	1,460	1,060	400	Work in progress. Project is nearing completion for mains replacement. Focus will shift to renewal of laterals to reduce infiltration. Carry forward remaining budget to the 2016/17 year.
5.	Information Services Hardware Renewals	304	70	234	Work in progress. Carry forward budget to 2016/17 year.
6.	Septic tank treatment/dewatering	200	2	198	Work in progress. Project is in design phase .Carry forward remaining budget to 2016/17 year.
7.	MfE Project - Woodville Sewerage Treatment Plant	378	188	190	Work in progress. Outstanding work is mainly repairing the liner issues, completing the Tephra beds, safety rails for Clarifier and screen installation. Carry forward remaining budget to 2016/17 year.
8.	Pongaroa Treatment Plant	159	4	155	Project delayed due to change in scope and variation to design. Carry forward remaining budget to 2016/17 year.
9.	District off-road carpark sealing	150	-	150	Project was delayed as a robust Forward Work Programme had to be developed first. Carry forward budget to the 2016/17 year.
10.	District Wide Generators	150	-	150	Project delayed due to prioritisation of projects. Carry forward budget to 2016/17 year.
	TOTAL	9,443	4,864	4,579

6. Debtors Report

The 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.

We use internal resource and also the MWLASS debt management services (DMC) to manage/collect rates debtors in arrears.

The following tables and graph summarises the rates debtors areas as at 30 June 2016.

The category in the dotted lines are the high risk debtors. The total arrears owing is 3% of total rates for the year and the “high risk” debtors are 0.9% of total rates.

With DMC focusing on the high risk debtors, Council’s focus will be on the abandoned land and debtors who are starting to miss payments.

7. Treasury Report

7.1 Compliance with Investment Policy

The following report details the specific requirements of the Investment Policy. No breaches were noted.

7.2 Swap Repricing

We have recently identified two swaps to apply this strategy, which has resulted in reducing our average swap interest rate from 4.53% to 4.38%.

7.3 Cash flow Management and Liquidity

We have recently extended our Multi Option Credit Line Facility (MOCL) with Westpac until 2020. In doing so, we have reduced our MOCL limit from $5 million to $3 million. This will reduce the monthly line commitment fee for having the facility available.

This has been made possible by improved cash management forecasting, and the Local Government Funding Agency being more easily accessible.

The MOCL facility provides liquidity in the event that short-term funding is required. We will continue to use the Local Government Funding Agency for longer-term borrowing as we are able to access lower interest costs.

7.4 Debt Ratios

Debt is to be managed within the following limits subject to the Council continuing to control and maintain its share of the roading network requirements in the event of civil emergencies:

Item	Borrowing Limit	Actual
Net external debt as a percentage of total revenue	<50%	2.78%
Net Interest on external debt as a percentage of total revenue	<7%	1.38%
Net Interest on external debt as a percentage of annual rates income (debt secured under debenture)	<10%	2.52%
Liquidity (External term debt+ committed loan facilities +cash and cash equivalents TO existing external debt )	>110%	220%

Table 10: Compliance with Debt ratios

7.4.1 Policy Statements

S/N	Policy Statements	Results	Comments
1	Council will manage its debt in accordance to limits set.	ü	Council has complied with all limits above.
2	New borrowings and refinancing existing debt should be evaluated for cost effectiveness and compliance with policies.	ü	Debt levels have remained consistent with last year.
3	Council assets may be pledged as security where it is advantageous and cost effective to do so	ü	Council has not pledged any assets as security. As part of its banking agreements (for borrowing) Council has in place a Deed of Charge over rates with the BNZ and Westpac.
4	Council should retain tax-deductible debt ahead of non-tax deductible debt provided the benefits of doing so continue to exceed the risks.	ü	This will be reviewed in line with Council’s review of the group structure.
5	Council may act as guarantor to financial institutions on loans or enter into incidental arrangements for organisations, clubs, trusts, or business units, when the purposes of the loan are in line with Council’s strategic objectives.	ü	Council has not acted as guarantor to any institutions or organisations.
6	Council may authorise use of special funds to reduce the requirement for external debt where there is financial benefit to borrow internally.	ü	Council continues to use special funds (depreciation funds only) for internal borrowings for capital expenditure where it is beneficial to do so.
7	Capital works will be funded through raising new debt or by utilising depreciation reserves when such reserves exist for the classes of assets. The use of long-term loan funds will be restricted to capital items only.	ü ü	As above Loans (internal and external) are only used for capital expenditure.

Table 11: Compliance with Liability Management Policy

7.4.2 Risk Management Compliance with Liability Management Policy

S/N

Policy Statements

Results

Comments

Total amount of debt should be spread across the range of financial institutions and maturity dates

Council term debts are with LGFA, with maturity dates ranging from 2 – 7 years. Council has a credit line of $5 million with Westpac.

Variable debt compared to fixed debt should be no greater than 45% of total external 12 month core debt amount.

Council’s current fixed to floating debt is 77% fixed to 37% floating.

Hedging instruments can be used but they should not increase Council’s overall risk.

As all of Council’s term debt are hedged using the swaps, the overall all-up fixed rate cost of borrowing is approximately the weighted average Swap rate of 4.53%.

Council’s portfolio shall be arranged to provide, at all times, sufficient funds for planned expenditure and to allow for payment of its obligations as they fall due

Council has placed investment in deposits of varying maturities with none greater than 6 months, providing sufficient funds for planned and unplanned expenditure.

The risk of default in respect to any individual investment will be minimised by the selection of quality investments spread across different entities.

Council’s investment spread is as follows:

Institution	Amount ($m)	%
BNZ	6.00	72
Westpac	1.97	23.6
Domain Boards	0.37	4.4
TOTAL	8.34

Domain Board investments are either with Westpac or BNZ.

Council may invest in equity instruments where they meet Council’s strategic goals.

No new equity investment.

Table 12: Compliance with Risk Management Policy

8. Financial Prudence benchmarks and indicators

As part of the Local Government reforms, a set of financial prudence measures and indicators were introduced and the Council is required to report against these in the 2015/16 Annual Report.

A total of seven measures were introduced. The seven benchmarks were organised around the three elements and financial prudence – affordability, sustainability and predictability. The desired outcome of this reform is to:

· Encourage and provide local government an opportunity to showcase excellence and to share best practice.

· Lift the local authority performance and avoid the need for central government intervention in individual authorities

The following table details the measures and Council’s results. For the details of the results refer to Appendix 2.

S/N	Elements	Benchmark Name	Measure	Results		Comments
S/N	Elements	Benchmark Name	Measure	Annual Plan	Full Year Results	Comments
1.	Affordability Benchmarks	Rates Benchmark	Rates income complies with the limits set in the Financial Strategy	ü	ü	4.24% was the limit set with the planned rates increase being at 2.92%
2.	Affordability Benchmarks	Debt Benchmark	Debt complies with the limits set in the Council’s Financial Strategy	ü	ü	Refer to Table 7: Compliance with Debt ratios of this report
3.	Sustainability Benchmarks	Balanced Budget Benchmark	Revenue equals or exceeds operation	ü	ü	Revenue is currently higher than Expenditure. This is due to timing of receipt of subsidy.
4.		Essential Services Benchmark	Capital expenditure on five core network infrastructure equals or exceeds depreciation on those five services	ü	ü
5.		Debt Servicing Benchmark	Borrowing cost less than 10% of operating revenue	ü 1.7%	ü 1.4%
6.	Predictability Benchmarks	Operations Control Benchmark	Net cashflows from operations equals or exceeds budget	N/A	ü
7.		Debt Control Benchmark	Net debt is less than or equal to net debt in LTP	N/A	ü	In the LTP net debt was $5.8M but actual in was $5.3M

Table 13: Financial Prudence benchmarks and indicators

9. Compliance Exception Report

9.1 Investment Policy

No non compliance noted.

9.2 Liability Management Policy

No non compliance noted.

9.3 Accounting Standards

No non-compliance noted.

9.4 Rating Remissions Policy

All remissions provided were compliant with policy.

9.5 Specific Policy on Giving of Securities

Council may act as guarantor to financial institutions on loans or enter into incidental arrangements for organisations, clubs, trusts or business units, when the purposes of the loans are in line with Council’s strategic objectives. Council has not provided any guarantees as of 30 June 2016.

9.6 Local Government Act (LGA)

Council has adopted the 2016/17 Annual Plan on 29 June 2016 prior to the statutory deadline of 30 June.

The Pre-election report is also a requirement this year, being an election year. Management had the Pre-election report, compliant with the requirements of the Act, available to the public on 15 July 2016.

10. Recommendation

10.1 That the report from the Chief Financial Officer dated 25 August 2016 concerning the Financial Report for the year ended 30 June 2016 – Annual Report 2015/16 (as circulated) be received and the contents noted.

10.2 That the Council note and approve the capital budgets to be carried forward to the 2016/2017 financial year as set out in paragraph 5.1 of this report, and

10.3 That the Council approves the 2015/2016 Annual Report, subject to changes arising from the quality review, to be provided to Audit New Zealand for their audit of the Report.

7.1	Wackrow Memorial Youth Award (Item 11)
7.1.1	This matter is discussed at the end of the meeting.
7.1.2	Board Member Christison entered the meeting at 3.05 pm.

9.1	Dannevirke Information Centre Management Committee
9.1.1	The Deputy Chairperson reported that the Dannevirke Information Centre Management Committee held a meeting on 18 July 2016, and their activities are operating satisfactorily.
9.1.2	The Dannevirke Information Centre is in a good financial position, and they continue to provide the booking service for the community vehicle.
9.1.3	The long-standing issue relating to payment of proceeds from providing TicketDirect ticketing services has been resolved.
9.2	Dannevirke A and P Association
9.2.1	Board Member Delaney attended the Annual General Meeting of the Dannevirke A and P Association, and they are operating well.
9.2.2	Of note is that their grounds are used for community events on 42 out of 52 weekends every year.
9.3	Strengthening Communication Links Within the Oporae Range Area
9.3.1	Board Member Delaney reported that the committee pursuing this matter is meeting with representatives from Spark New Zealand and Vodafone to discuss improving mobile telephone coverage and broadband access for that area.
9.4	Project Tararua Housing Working Group
9.4.1	Board Member Delaney reported that this working group is continuing its discussion to consider the quality and quantity of rental housing in the district.
9.5	Cycle/Walkway - Smith/Cole Streets and Adelaide Road
9.5.1	Board Member Christison reported that a meeting was held with the Council’s Chief Executive and the Alliance Surveillance and Liaison Manager to discuss the drainage/culvert issues relating to the development of the cycle/walkway.
9.5.2	Project coordinator, Chris Southgate was present at this discussion, and agreement was reached that the necessary work will be undertaken through a joint approach involving the Alliance and Mr Christison completing some repairs requiring his attention.
9.5.3	The arrangements for providing and implementing the traffic management plan were also considered and determined relative to the associated work that is occurring.
9.6	Riverdale Road Walkway Proposed Project
9.6.1	That to assist with supporting a case to provide a walkway for Riverdale Road the Board request the traffic counter be placed on this road by the Alliance to ascertain traffic movements in that area. Delaney/Christison Carried
9.7	Dannevirke Chamber of Commerce
9.7.1	Board Member Christison reported that the Dannevirke Chamber of Commerce Annual General Meeting is held on 8 August 2016 at 5.15 pm in the Tararua Business Network Training/Seminar Room.
9.7.2	The Dannevirke Chamber of Commerce has formed a committee to progress the arrangements for this year’s Dannevirke Christmas Parade, and planning is underway including preparing the road closures application and traffic management plan relating to this community event.

6.1	Alf Rowden Humanitarian Award (Item 6.2)
6.1.1	The Alf Rowden Humanitarian Award was presented to Olive Stevenson at a function held in the Eketahuna Community Centre Supper Room on 8 July 2016, and she also received some flowers from the Board.
6.1.2	The engraving of the award presentation tray needs redoing, and this is to be arranged when it is returned.
6.1.3	Board Member Eagle conveyed an apology for not being able to attend this event.
6.2	Eketahuna Our Town Committee Rainbow Fence Project (Item 5.1)
6.2.1	A public meeting was held in Eketahuna to discuss the Eketahuna Our Town Committee rainbow fence project at the playground.
6.2.2	The Eketahuna Our Town Committee has agreed to leave consultation on this subject open until 11 August 2016 to consider options for the proposed design.
6.2.3	It is noted from the public meeting the indication implies majority support favour proceeding with implementing this project.

Managers Certificate - Renewal of Manager Certificate
License / Cert No	Premises	Applicant	Issue Date	Expiry Date
401.2012.00005057.001	Dannevirke Four Square	Ms K M England	15 Jul 2016	27 Apr 2019
401.2010.00004130.001	Pahiatua New World	P Palmer	15 Jul 2016	02 Jun 2019
401.2010.00003596.001	Tararua Wines and Spirits	Ms R Fulton	15 Jul 2016	07 Jun 2019
401.2013.00005092.001	Mangatera Hotel	Ms T F Beardsley	15 Jul 2016	14 Jun 2019
401.2015.00005155.001	Dannevirke Services and Citizens Club	Miss E R Katene-Wright	15 Jul 2016	23 Jun 2019
401.2012.00005067.001	Merrylees Hotel	Mr J E Jackson	15 Jul 2016	20 Jul 2019
401.2010.00004351.001	Dannevirke New World	D F Young	15 Jul 2016	21 Jul 2019
401.2010.00003765.001	Dannevirke New World	Mr M M Lewis	15 Jul 2016	29 Jul 2019

Managers Certificate - New Manager Certificate
License / Cert No	Premises	Applicant	Issue Date	Expiry Date
401.2016.00005178.001	Dannevirke Four Square	Mrs S E Curtis	15 Jul 2016	15 Jul 2017
401.2016.00005180.001	Janine Anne Swansson	Mrs J A Swansson	15 Jul 2016	15 Jul 2017
401.2016.00005182.001	Pahiatua New World	Ms J C Falkner	15 Jul 2016	15 Jul 2017
401.2016.00005184.001	Merrylees Hotel	Miss K S Johnston	15 Jul 2016	15 Jul 2017

4.1	The meeting observed a minute of silence as a mark of respect to Keith Fenemor and Cecil (Ces) Edwards (two well-respected members of the community) on their recent passing.
4.2	The Board acknowledge the community service and contribution they each made, and convey its condolences to their family members on this sad occasion.

3.1	The Board acknowledge and convey its congratulations to Derek and Matthew Ramsay on their success as the award winner of the Sidecar Competitor of the Year at the New Zealand Speedway Awards held in Wellington.
3.2	The Chairperson sent a card from the Board to convey its condolences to the family of Cr Keith Fenemor on his recent passing.
3.3	The Board note the achievements of Jason White who competed at the Rotorua marathon, and is in the Whanganui team playing tomorrow against Waikato for the Ranfurly Shield.

9.	Correspondence
9.1	*That the correspondence as listed be received.* *(a) Kerry and Loreen Cunningham* *Re: Eketahuna Camping Ground June report* *(b) New Zealander of the Year Awards Coordinator 13 July 2016* *Re: Nominations for the 2017 New Zealander of the Year Awards* Death/Shannon Carried
9.2	New Zealander of the Year Awards
9.2.1	Board members are to consider individuals linked with Eketahuna for possible nomination and acknowledgement through these awards.

Date	:	16 August 2016
To	:	Mayor and Councillors Tararua District Council
From	:	Clayton Locke Liquor Licensing Officer
Subject	:	Liquor Licensing Matters Determined Under Delegated Authority
Item No	:	10.4

Date	:	25 August 2016
To	:	Mayor and Councillors Tararua District Council
From	:	Raj Suppiah Chief Financial Officer
Subject	:	Financial Report for the Year Ended 30 June 2016 and Annual Report 2015/16
Item No	:	10.8