Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 2 August 2017 commencing at 1.00 pm.

1. Present

Her Worship the Mayor - Mrs T H Collis, Crs A L Benbow (Deputy Mayor), E J Christison, A K Franklin, S A Hull, C J Isaacson and P A Johns.

In Attendance

Mr B King - Chief Executive

Mr R Taylor - Governance Manager

Mr P Wimsett - Manager Strategy and District Development

Mr R Suppiah - Chief Financial Officer

Mr M Maxwell - Economic Development and Communications Manager

Mr C Chapman - Alliance Network Manager

Mr R Sharp - Alliance Asset Engineer

Mr C McKay - Finance Manager

Mr W Labuschagne - Management Project Accountant

2. Council Prayer

2.1	The Mayor opened the meeting with the Council Prayer.

3. Apologies

3.1	*That the apologies be sustained from Crs J E Crispin and A J Thompson for non-attendance at the meeting.* *Crs Franklin/Christison Carried*

4. Public Forum

4.1

Nil

5. Notification of Items Not on the Agenda

5.1

Nil

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

6.1

Nil

7. Personal Matters

7.1

The Mayor acknowledged the passing of Pat Fouhy (former Pahiatua County Council Chairman) through a tribute to his achievements and contribution to the community.

7.2

The Council note and congratulate the following on their achievements:

· Anna Christenson on receiving the Alf Rowden Humanitarian Award to recognise her voluntary service to the Eketahuna Community.

· Mavis Mullins on being inducted to the New Zealand Business Hall of Fame.

8. Confirmation of Minutes

8.1	*That the minutes of the Council meeting held on 28 June 2017 (as circulated) be confirmed as a true and accurate record of the meeting.* Crs Isaacson/Johns Carried

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

9.1	Ferry Reserve (Item 10.4.2)
9.1.1	It is clarified that off roaders four-wheel drive vehicles are causing damage to the Ferry Reserve (rather than individuals doing burnouts).

10. Community Boards and Community Committees Reports

10.1

Dannevirke Community Board

10.1.1

That the report of the Dannevirke Community Board meeting held on 3 July 2017 (as circulated) be received.

Crs Johns/Christison Carried

10.2

Eketahuna Community Board

10.2.1

That the report of the Eketahuna Community Board meeting held on 7 July 2017 (as circulated) be received.

Crs Johns/Christison Carried

10.2.2	Traffic Island Repairs
10.2.2.1	It is noted that Britton Housemovers Limited has been asked to repair the damage caused by their vehicle cutting up the traffic island grass surface in the Eketahuna town centre.

10.3

Pahiatua On Track

10.3.1

That the report of the Pahiatua On Track meeting held on 5 July 2017 (as circulated) be received.

Crs Johns/Christison Carried

10.3.2	Advertising Costs for Road Closures
10.3.2.1	It is clarified that waiving of advertising costs for road closures through notifying them on the Council Bush Telegraph page only applies to Anzac Day events and Christmas parades.
10.3.2.2	All other road closure applications from community organisations must be advertised in the usual manner, with the cost charged to the applicant.

10.4

Woodville Districts' Vision

10.4.1

That the report of the Woodville Districts’ Vision meeting held on 4 July 2017 (as circulated) be received.

Crs Johns/Christison Carried

10.4.2	Manawatu Gorge Closure
10.4.2.1	It is noted that through Council the email list was developed for circulating information as it comes to hand regarding this matter.
10.4.3	Signage Welcoming People to Woodville
10.4.3.1	Cr Christison is thanked for donating timber to construct six signs welcoming people to Woodville.
10.4.4	Walkway
10.4.4.1	Planning for the Gottfried Lindauer Arts Trail walkway needs to take into account KiwiRail has a national policy to seek a rental return where their land is used for such projects.

11. Reports

11.1

Temporary 70 km/h Speed Limit on Oxford Road

11.1.1

That the report from the Chief Executive dated 26 July 2017 concerning a temporary 70 km/h speed limit on Oxford Road (as circulated) be received, and

That the Council approve a temporary speed limit of 70 km/h as per the Land Transport Rule Setting of Speed Limits 2003 to apply on Oxford Road (between Pinfold Road and Woodlands Road) and Pinfold Road (from the corner of Oxford Road to State Highway 2) due to accelerated pavement damage, and for the duration of the State Highway 3 Manawatu Gorge closure.

Crs Johns/Hull Carried

11.1.2

Cr Christison requested his dissenting vote be noted concerning this item of business.

11.2

Proposed Changes to the Governance and Administration of the Manawatu-Wanganui Regional Disaster Relief Fund Trust

11.2.1

That the report from the Chief Executive dated 26 July 2017 concerning proposed changes to the governance and administration of the Manawatu-Wanganui Regional Disaster Relief Fund Trust (as circulated) be received, and

That Mayor Tracey Collis be confirmed as the Council’s representative on the Manawatu-Wanganui Regional Disaster Relief Fund Trust board, and

That the Council supports Cr Bruce Gordon’s appointment as Chair of the Manawatu-Wanganui Regional Disaster Relief Fund Trust board, and

That the Council acknowledges the Manawatu-Wanganui Regional Disaster Relief Fund Trust will now be administered by the Horizons Regional Council.

Crs Johns/Franklin Carried

11.2.2

Mayor Collis abstained from the discussion concerning this item of business and voting on the motion regarding that matter.

11.3

Amendments to Fees and Charges for 2017/18

11.3.1

That the report from the Chief Financial Officer dated 27 July 2017 concerning amendments to fees and charges for 2017/18 (as circulated) be received, and

That the following amendments to the 2017/18 fees and charges schedule be adopted effective from 1 July 2017:

· Casual rental for one bedroom flats $110.00 per week

· Cemetery interment on weekends $350.00

Explanatory Note

Cemetery interments on weekends are defined as from 12pm on Saturdays and all day Sundays and public holidays

Crs Hull/Benbow Carried

11.4

Annual Report on the Administration of Dog Control Policies and Practices for 2016/17

11.4.1

That the report from the Manager Regulatory Services dated 24 July 2017 concerning the Annual Report on the Administration of Dog Control Policies and Practices for 2016/17 (as circulated) be received and adopted subject to deleting the table included in error within section 4.5.3 of this report.

Crs Johns/Isaacson Carried

11.5

Delegated Authority to Council Officers for Regulatory Services Functions

11.5.1

That the report from the Manager Regulatory Services dated 24 July 2017 concerning delegated authority to Council officers for Regulatory Services functions (as circulated) be received, and

That the Council approve the delegations detailed in the schedule attached to this report to enable staff to deliver and fulfil the statutory responsibilities regarding the following legislation:

· Dog Control Act 1996

· Impounding Act 1955

Crs Christison/Benbow Carried

11.6

Outcomes of the Local Government Act 2002 Section 17A Service Review Process

11.6.1

That the report from the Strategy and Policy Adviser dated 26 July 2017 concerning the outcomes of the Local Government Act 2002 Section 17A service review process (as circulated) be received, and

That the Council confirm the directions indicated during workshop sessions for the following services as part of meeting the requirements under Section 17A of the Local Government Act 2002.

a. Services considered exempt by Council under Section 17A(3)a (existing committed contract or required by legislation):

· Solid Waste

· Water and Wastewater Reticulation, Stormwater

· Roading and Footpaths

b. Services considered exempt by Council under Section 17A(3)b (the cost of undertaking a review outweighs the benefits):

· Economic Development

· Commercial Property

· Libraries/Service Centres

· Regulatory (Animal Control, Health and Safety, District Planning)

· Emergency Management

· Parks and Reserves (includes Domain Boards and Camping Grounds), Community Buildings, Public Conveniences, Pools and Cemeteries

· Community Support

· Representation

· Water and Wastewater Treatment

c. Confirmation of results of full reviews:

i. IT service contract - seek new contract (from July 2018) with MBS to provide IT support services

ii. Pensioner Housing - exit activity (now on hold)

Crs Christison/Johns Carried

11.7

Grant Application of Anne Cairns to the International Representatives Scheme

11.7.1

That the report from the Recreation Officer Sport Tararua dated 25 July 2017 concerning the grant application of Anne Cairns to the International Representatives Scheme (as circulated) be received, and

That the Council approve the application made by Anne Cairns for assistance towards her costs to represent New Zealand at the World Rafting Championships held in Miyoshi City, Japan from 3 to 9 October 2017, and

That the sum of $500.00 be granted from the International Representatives Scheme for this purpose.

Cr Hull/Mayor Collis Carried

11.8 Staff Report

11.8.1		Flood and Snow Event on 13 July 2017
11.8.1.1		It is acknowledged there is a need to better link the information from farmers along a route to identify the priorities for response needs when such events occur.
11.8.1.2		The District Resilience Manager in conjunction with Cr Hull has arranged a meeting on 22 August 2017 at 7.00 pm in the Alfredton Community Hall to discuss arrangements for Civil Defence within that area.
11.8.2		Housing for the Elderly
11.8.2.1		It is requested it be ascertained if there is a reason why the flat in Gordon Street has been vacant for fifty days.
11.8.3		Manawatu Gorge Closure - Woodville
11.8.3.1		Tararua Business Network staff member Angela Rule is available at the Woodville i-SITE each Monday between 10.00 am to 1.00 pm and the Mayor from 1.00 pm to 3.00 pm to support local businesses affected by the closure of the Manawatu Gorge.
11.8.4		Monthly Dog Pound Statistics
11.8.4.1		It is requested clarification be provided regarding the monthly dog pound statistics reporting relating to separate details of roaming, unregistered and roaming and known to be unregistered dogs, and whether the basis of this information is duplicated.
11.8.5	*That the report from the Chief Executive dated 26 July 2017 concerning an update on key projects and items of interest to the Council (as circulated) be received.* Crs Benbow/Hull Carried

12.

Correspondence

12.1

That the correspondence as listed be received.

Horizons Regional Council 21 July 2017

Re: Response to submission on the 2017/18 Annual Plan

Crs Christison/Johns Carried

13. Portfolio Reports

13.1	Economic Development/Marketing
13.1.1	The economic development/marketing portfolio holders will be meeting this Friday, and their discussions shall include considering points of significant potential regarding the Ngapaeruru Scenic Reserve.
13.1.2	Also to be discussed is the number of empty shops particularly in Dannevirke, and the possibility of painting their windows to enhance the image of the town.
13.2	One Plan
13.2.1	The Deputy Mayor reported endeavours are being made to establish a support mechanism facilitation group to bring the relevant parties together to determine a collaborative approach to consider initiating a proposed change to the One Plan.
13.3	Events
13.3.1	The following councillors reported on various events they had attended to represent the Council: Cr Franklin - Methamphetamine community meeting in Dannevirke (also attended by the Mayor, Crs Christison, Hull and Isaacson) - New Zealand Transport Agency Ashhurst meeting on the Manawatu Gorge closure Cr Isaacson - Dannevirke and Districts A and P Association Annual General Meeting Cr Hull - Central Energy Trust Annual General Meeting
13.4	Fonterra Visit
13.4.1	Councillors appreciated the opportunity to visit the Fonterra dairy factory in Pahiatua.
13.5	Dannevirke Community Board
13.5.1	Cr Isaacson reported on the arrangements for the Wackrow Memorial Youth Award supported by the Dannevirke Community Board to acknowledge the community service of youth in the North Tararua Ward.
13.6	Woodville Districts’ Vision
13.6.1	Cr Johns reported Woodville Districts’ Vision has been approached by a representation group intending to establish a structure to advocate and promote the interests of Woodville businesses.
13.6.2	They propose a promotion programme be undertaken in September/October, and are seeking sponsorship through financial assistance for this purpose.
13.7	Akitio/Pongaroa
13.7.1	Cr Christison reported residents are concerned about the movement of the hill at Akitio Beach.
13.8	Youth
13.8.1	Cr Christison reported the signwriting is being undertaken on the car acquired by Dannevirke High School for students preparing to get their drivers licence.
13.9	Woodville i-SITE/Library/Service Centre
13.9.1	The opening of the new i-SITE, Library/Service Centre building in Woodville has been well received and appreciated by their community.
13.10	Local Government New Zealand Conference
13.10.1	Cr Franklin thanked Council for the opportunity to attend the Local Government New Zealand Conference held in Auckland, and acknowledged the very good speakers and topics of discussion.
13.10.2	The Mayor spoke on the Local Government New Zealand Conference that focused on future thinking and creating liveable communities through developing pathways to 2050.
13.10.3	The programme of presentations was fantastic, with the Annual General Meeting following the conference electing Dave Cull (Mayor of Dunedin) as the new Local Government New Zealand President (replacing Lawrence Yule who stepped down after nine years in the role).
13.10.4	Remits voted on in a secret ballot at the Annual General Meeting were as follows: · Give councils greater powers to combat littering, passed with 95% support. · Return a portion of GST to the district it was generated in, passed with 68% support. · National legislation to manage cats, passed with 51% support. · Development of a Sugar Sweetened Beverages Policy for council workplaces and facilities, passed with 61% support. · Government implementation of a free and all-inclusive universal drivers licence programme for all students at NCEA level two, passed with 79% support.
13.10.5	The next Local Government New Zealand Conference is held in Christchurch from 15 to 17 July 2018.

14. Mayoral Matters

14.1	Mayoral Clinics
14.1.1	The Mayoral Clinics held in Woodville have been well received along with the Mayor being available in the mornings at the Pahiatua Service Centre.

15. Items not on the Agenda

15.1

Nil

There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 2.33 pm.

____________________________

Mayor

Report

Date	:	23 August 2017
To	:	Mayor and Councillors Tararua District Council
From	:	Raj Suppiah Chief Financial Officer
Subject	:	Annual Report and Council Performance for the 2016/17 Financial Year ending on 30 June 2017
Item No	:	11.7

Contents

1. Reason for Report

2. Background

3. Dashboard

4. Performance Overview for the Year

5. Executive Summary

6. Summary of Activity Financial Results and Variances

7. Summary of Service Performance Results

8. Capital Expenditure Report

9. Forestry Report

10. Debtors Report

11. Treasury Report

12. Compliance Exception Report

13. Recommendation

14. Appendices

a. Appendix 1: Capital Budget to be Carried Forward to 2017/18

b. Appendix 2: Forestry Activity Financial Statements.

c. Draft Annual Report 2016/17 placed on Dashboard for reference

1. Reason for Report

1.1 For the Council to:

1.1.1 Receive and comment on Council’s 2016/17 Year End Performance Report and Draft Annual Report 2016/17.

1.1.2 Approve the Draft Annual Report 2016/17 subject to the updates noted in 2.3 below to be provided to Audit New Zealand for their audit of the Report as recommended by the Audit & Risk Committee.

1.1.3 Consider and approve the carry forward of capital expenditure budgets to the 2017/18 financial year.

2. Background

2.1 This report is the 2016/17 Year End Performance Report and the last of the quarterly report for the financial year 2016/17 – which covers the period 1 July 2016 to 30 June 2017.

2.2 The structure and content of this report is consistent with the other quarterly reports. The difference being the additional reports included in the Appendix:

2.2.1 Appendix 1 – Capital Budget to be Carried Forward to 2017/18

2.2.2 Appendix 2 - Forestry Activity Financial Statements.

2.3 The Draft Annual Report 2016/17 that will be submitted for audit will include details that are not included in the enclosed Draft Annual Report. The following sections are currently being worked on:

2.3.1 Mayor and CE Introduction.

2.3.2 Highlights of the Year.

2.3.3 Graphs and info graphics in the Activities section.

2.3.4 Water Supply service performance measures:

· Awaiting on a report from Mid Central Health for compliance with part 4 and part 5 of the NZ Drinking Water Standards

· Analysis of the 2 water wastage measures, measuring average water consumption and real water loss.

2.3.5 Final financial adjustments, namely Inventory and Domain Boards.

3. Dashboard

4. Performance Overview for the Year

4.1 Key Highlights

Capital Project Performance

This year we delivered on $16.7 million of capital expenditure against an original annual plan budget of $13.9 million. However, as a result of carry forward budgets and additional budget variations, the total capital budget for the year grew to $21.8 million. This amounts to a completion rate of 76%. This was slightly lower than 2015/16 where we completed $16.8 million.

Graph 1 – Capital Expenditure versus Budget

Operational Performance

We have performed well, with favourable net operating result compared to budget. Despite the large investments in infrastructure, Council is in a very strong financial position with low debt and low rate increases. Council achieved the favourable operating result despite the low rates increase for the year of 1.72%.

Treasury Performance

Our treasury position remains strong overall with maintaining debt at a low level of $11 million and holding $5.6 million of cash. With low deposit rates continuing, our return on investment was lower than expected.

Council now has access to commercial paper through the LGFA for short term borrowing needs. We were able to borrow $1 million at very favourable rates of between 2.21% – 2.29%. Together with the current market conditions, we will need to revisit our strategy of internally borrowing against the Housing and Forestry reserves as the short term borrowing rate is less than the rate received on term investment.

Service Levels Performance

We performed well, overall achieving 79% of our performance measures, consistent with last year. It should be noted that 22 measures were not applicable last year as they related to the community survey that was performed this year.

	2016/17 measures
	Council	Survey	Mandatory
Achieved	37	12	38
Not achieved	11	10	1
Not applicable	1	-	-

Table 1: Service Performance Measures Results

In terms of the mandatory performance measures, we performed well with only 1 not achieved compared to 6 in 2015/16. However, the customer survey results show that we have areas of improvement. This will be a focus for the long term plan and we will develop an action plan to address the issues raised.

Debtors Performance

Rates debtors have decreased slightly for the year. This is due to proactive management of rates debtors, combined with the services of Debt Management Central

This year has seen an emphasis on reducing our long standing rates debtors. Council has started this with a focus on abandoned land. The first batch of 13 properties has been advertised for the owner, or relatives of the land to come forward. If no owner is identified, Council will approach the District Court for the abandoned land to be sold. This will be progressed in the 2017/18 year. Abandoned land accounts for 33% of the total rates debt owed to Council.

4.2 Upcoming challenges and our response

Operational Performance
Challenge	Our Response
Increasing legislative compliance requirements in relation to; · Wastewater discharge consents, · Drinking water standards following the Havelock North Inquiry, and · Resource Management Act and One Plan changes	Council continues with its emphasis on proactive improvements to our wastewater and drinking water plants, and developing new operating standards.
With increasing weather events, a key challenge will be our response and readiness for further climate events	We will continue to work with local communities to help promote resilience where assistance may not be immediately available. Reviews post-events has highlighted opportunities to improve around communications during an event.
Developing a robust Long Term Plan, while continuing to deliver on business as usual.	This project is well advanced. We have managed our limited resources through good project disciplines and by including a larger project team than the previous LTP.
Capital Project Performance
Challenge	Our Response
Delivery on the 2017/18 Capital Programme including the carry forwards will be a challenge. The carry forwards will add an additional $5.8 million to the budget bringing the total budget to $20 million	During 2016-17, Council restructured the Assets Team with more maintenance work being placed into the Tararua Alliance, and additional project management resource bought in. In 2017-18, we will be reviewing our Procurement Policy and processes to ensure · More capital projects are delivered under an early contractor engagement design/build model · Grouping similar projects together and procuring in one process · Pre-qualification of contractors to reduce lead times in procurement
Service Delivery Performance
Challenge	Our Response
The recent community survey highlights that we have a challenge to improve customer satisfaction in a number of areas, particularly the perceptions on value for money and aesthetics on drinking water.	We will analyse the latest results along with our proposed performance measures as part of the Long Term Plan.

5. Executive Summary

	2015/16 Actual 000’s	2016/17 Actual 000’s	2016/17 Budget 000’s	Variance to Budget 000’s
Revenue	38,047	33,800	34,150	(350)
Operating Expenditure	35,546	33,209	34,008	799
Operating Surplus/(Deficit)	2,501	591	142	449
Other Gains/(Losses)	640	25	77	(52)
Total Comprehensive Revenue & Expense	3,141	617	220	397

Table 2: Summary income statement

5.1 Operating Results

Council has achieved a favourable operating variance for the year of $397,000. We had budgeted for a net surplus of $220,000, but currently reporting a surplus of $617,000.

5.2 Operating Revenue

Total operating revenue is slightly lower than budget by $350,000.

The following table explains significant favourable variance explanations:

Activity	Current Favourable Variance	Reason	Reported in Previous Quarter	Reflected in Annual Plan 2017/18
Roading	$180,000	Due to the weather events in April, Council received further emergency works funding. $800,000 of this this was at the higher subsidy rate of 83%.	Yes	No
Support	$125,000	Rates penalties are higher than budget by $80,000, as outstanding rates debt is managed. The remaining $50,000 relates to gains on sale of motor vehicles as part of the programed fleet renewal.	Yes	Yes, increased to reflect actuals
Parks & Reserves	$30,000	$30,000 relates to higher camping revenue from the Dannevirke Camping Ground. Council also received a $20,000 grant for the upgrade of Norsewood Water Wheel Playground. This will be increased further as the Domain Board revenue is still to be processed.	No	Yes, camping grounds revenue has been increased
Animal Control	$22,000	With the additional Animal Control Officer we were able to respond to CRM’s in a timely manner and improve our level of service by following up unregistered dogs. As a result, revenue from Infringements and impounding are higher than budget by $25,000 and $9,000 respectively. Other positive gains from the 3^rd Animal Control Officer include increased community patrols in known risk areas, and re-homing an additional 46 dogs more than 2015/16.	Yes	Yes, increased to reflect actuals

Table 3: Favourable operating revenue variances

The following table explains the significant unfavourable revenue variances to budget:

Activity	Current Unfavourable Variance	Reason	Reported in Previous Quarter	Reflected in Annual Plan 2017/18
Commercial Investments	$350,000	Due to the poor weather, harvesting has been significantly delayed. Harvesting at the Kaiparoro block did not proceed this financial year as planned. This activity has no rates impact and is self-funding.	Yes	Yes, harvesting is planned for the 2017/18 year.
Health & Safety	$60,000	Although the number of consents is higher than last year, the amount of chargeable time has reduced due to the value of the building consents being significantly lower.	Yes	Yes
Water Supplies	$370,000	Subsidy revenue is $400,000 under budget. This is due to delays in Pongaroa Water Supply project. This has been partially offset from higher revenue from water meter charges.	No	No

Table 4: Unfavourable operating revenue variances

Refer to Section 6.1 for variance analysis at an activity level.

5.3 Operating Expenditure

The favourable variance for operating expenditure is $799,000. The major variations are explained below.

The table below explains the significant unfavourable variances to budget:

Activity	Current Unfavourable Variance	Reason	Reported in Previous Quarter	Reflected in Annual Plan 2017/18
Public Conveniences	$6,000	The overspend was expected to increase to $25,000 by year end due to new contracts being let in the current year having additional cleaning frequency to address issues around cleanliness. However, the increase in contract cost was offset by fewer cleaning variations.	Yes	Yes, also included an increase for additional cleaning at the Ferry Reserve.
Service Centres	$42,000	The cost overrun is due to additional resource required to manage the Customer Request (CRM) system. An additional 26 hours a fortnight has been required to allow the Customer Services Team Leader to focus on learning the CRM system as well as staff management. This is a reversal of resource savings (from a previous staff resignation) made in recent years	Yes	No – this will result in a cost overrun for the activity, as there is little opportunity for other cost reductions
Representation	$40,000	During election year, representation is budgeted to make a loss as Council funds the election from the Election reserve. This reserve is in deficit as the result of two by-elections.	Yes	Yes, additional funding is budgeted to replenish the Election Reserve.
Animal Control	$60,000	This is due to the additional resource employed during the year. This has resulted in an improved level of service as explained in section 1.2 above.	Yes	Yes
District Planning	$57,000	The variance relates to consultant costs incurred relating to the following areas: · Proposed Plan Change ($10,000) as the scope has increased. · Monitoring and Compliance Advice ($15,000) due to consultation and review of issuing abatement notice, which has been a rare activity of Council. · Resource Management Act Advice ($25,000) to develop new statutory instruments to attach to the district plan. This has been offset in the activity by higher LIM revenue of $28,000	Yes	Yes, an increase in consulting costs was budgeted.
Stormwater	$25,000	Due to the unseasonably wet year experienced in the district, additional stormwater maintenance was required to minimise the impact of flooding from high rain falls.	Yes	Yes, the Annual Plan budget has been increased slightly.
Water Supplies	$60,000	The unfavourable variance relates to the unexpected costs from the water quality issue in Pahiatua which resulted in additional testing and monitoring costs of $45,000, as well as additional treatment costs of $15,000	Yes	Yes, additional water treatment and testing costs. However, the budget for testing costs based on total actuals and the additional Dannevirke testing for log credits will not be enough. If the Dannevirke testing is successful it will eliminate the need for a costly treatment plant upgrade.
Roading	$106,000	The unfavourable variance relates mainly to accelerating pre-seal repairs in preparation for the next reseal programme ($600,000). This has been partially offset by re-classifying $500,000 of emergency works to renewals.	No	No

Table 5: Unfavourable operating expenses variances

The following activities have significant favourable variances:

Activity	Current Favourable Variance	Reason	Reported in Previous Quarter	Reflected in Annual Plan 2017/18
Commercial Investments	$190,000	Due to the poor summer, harvesting at Kaiparoro will be delayed until next summer.	Yes	Yes
Health & Safety	$50,000	The favourable variance relates to mainly 2 areas. Liquor Licensing operations are $25,000 under budget mainly due to fewer district licensing committee hearings than budgeted ($5,000) and no fee refunds requested ($15,000). The remaining savings are from lower staff costs than budgeted.	Yes	Yes, additional resource
Parks and Reserves	$84,000	This activity has a favourable variance that relates to the following 3 items; $25,000 rates that relate to Waste Water, the budget has been corrected in the 2017/18 Annual Plan, $30,000 for domain board expenditure to be processed, and the remainder relates to lower extraordinary expenditure to date.	Yes	Yes
Community Buildings, Housing	$80,000	The variances mainly relate to painting and extraordinary maintenance. The painting tenders were awarded in November, but due to the poor summer and contractor availability the painting was delayed.	Yes	No
Support	$110,000	This variance relates to lower staff costs due to time taken to hire new staff to replace staff resignations during the year and lower legal costs incurred than budgeted.	No	No
Community Support	$57,000	This is mainly due underspent expenditure in relation to CCTV camera’s, Community Grants, and Main Street Funding	No	No

Table 6: Favourable operating expenses variances

Refer to section 6.2 for variance analysis at an activity level.

5.4 Treasury Position

5.4.1 Cash and Cash Investments

Cash and cash investments are currently $5.6 million, being below budget by $6.4 million. This is due to the following:

· $1.8 million of NZTA subsidy was not received until July

· Capital expenditure spent was higher than the 2016/17 Annual Plan by $2.7 million.

· External Debt lower than budgeted by $850,000 due to Council allowing internal borrowing against the forestry and housing reserves.

Council’s average investment interest rate of 3.16% is lower than our budgeted investment rate of 3.6%. This is due to the Reserve Bank of New Zealand keeping the Official Cash Rate (OCR) at 1.75%. The impact of this is on call investments held for working capital is receiving less interest.

We have selected term deposit maturities of 3-8 months to maximise the interest return to ratepayers. However, due to lower available interest rates and holding less cash as explained above resulted in a $75,000 unfavourable variance to budget.

5.4.2 External Debt

Council has core debt as at 31 March of $10 million, and short-term borrowing of $1 million. This is all with the Local Government Funding Agency (LGFA).

Council has also borrowed $1million commercial paper from LGFA on a 6 month term at a very favourable rate of 2.29%. This has enabled Council to maintain its term deposit investments that are at more favourable interest rates. This was rolled over in April for a further 6 months at a rate of 2.21%

LGFA debt is at varying terms ranging from 6 months - 7 years

5.4.3 Debt Financing Cost

Inte9+rest expense is $29,000 below budget. Our effective interest rate was 4.90% compared to a budgeted rate of 5.1%.

5.4.4 Cash Flow

Council’s cash position compared to budget is lower than budget due to subsidy revenue from NZTA for May and June being received in July.

5.5 Capital Expenditure

We have completed 76% of our capital budget for the year. 82 projects have been completed, 20 are in commissioning phase and 32 under construction. The following significant projects were not completed, and were signalled in earlier quarterly reports.

· Saddle Road

· Woodville Water Storage

· Pahiatua Water 4.5 day storage

· District Stormwater Management

· Water & Wastewater District generators

· Dannevirke Wastewater pond 1

· Sewerage Treatment Plant Cassettes renewal

· Information Services Hardware Renewals

· Pongaroa Water Supply

· Akitio water

For a detailed report see section 8 – Capital Expenditure.

5.6 Service Performance Measures

We performed well, overall achieving 79% of our performance measures, consistent with last year. We are waiting on four more measures for which we are yet to receive the results from the external agencies. It should be noted that 22 measures were not applicable last year as they related to the community survey that was performed this year.

Please refer to section 7 for further detail.

6. Summary of Activity Financial Results and Variances

The following table summarises the financials at the activity level. Refer to 6.1 and 6.2 below for details.

	Actual 30 June 2017	Budget 30 June 2017	Variance in Dollar
Activity Revenue	34,088,013	34,354,851	(266,838)
Activity Expenditure	21,923,589	22,162,465	238,876
Total	12,164,424	12,192,386	(27,962)

Table 7: 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 result” and the “Trend from last Quarter”.

The legend to explain the traffic lights are:

6.1 Revenue

Table 8: Summary Activity Revenue Results and Significant Variances

6.2 Expenditure

Table 9: Summary Activity Expenditure Results and Significant Variances

7. Summary of Service Performance results

We use a range of service performance measures to monitor the service levels we deliver to our customers.

This year we completed the community survey but used a different service provider. Two surveys were completed – September/October 2016 and June/July 2017. Total residents surveyed for the first survey was 450 and the second was 277. The reason for doing the survey at different times in the year is to see trends and seasonal input on resident satisfaction. Council intends to complete the survey quarterly but sample 113 residents for each survey making it total of 452 residents for the year.

The objectives of the survey are:

· To provide a robust measure of satisfaction with the Council’s performance in relation to services.

· To determine performance drivers and assist Council to identify the best opportunities to further improve satisfaction, including satisfaction among defined groups within the district

· To assess changes in satisfaction over time and measure progress towards the Long Term Plan objectives

The full results with comments are contained in the Activities section of the enclosed Draft Annual Report 2016/17. The legend for the scores is:

A change from the 2014 survey is that we have chosen (advice from the new survey company) that a score of 5 is treated as “somewhat dissatisfied” instead of “somewhat satisfied”. This has meant some of the survey results show a worsening of customer satisfaction when compared to the 2014 survey results.

	2015/16 Measures		2016/17 measures
	Council	Mandatory	Council	Survey	Mandatory
Achieved	37	32	37	12	34
Not achieved	12	6	11	10	1
Not applicable	21	-	1	-	-
Awaiting Results					4

Table 10: Service performance results

Graph 2: Service Performance Measures by Council Activities

8. Capital Expenditure Report

We have spent $16.67 million of a total revised budget of $21.85 million, equating 76% completion. This compares favourably to 2015/16, which had 73% completion. This reflects progress on action taken to improve project management and delivery within Council.

Out of 170 projects at year end:

· 82 are completed. The bulk relates to Roading and 3 water renewal programmes. Significant development projects completed include the Woodville library/i-Site building, phase 1 of the Eketahuna Main street upgrade, Dannevirke dog pound and installation of heat pumps in all pensioner housing units.

· 20 are being commissioned or near completion. Significant projects include

o Dannevirke Pond 1. Lining has been completed and pond is refilling.

o Phase 2 of the Eketahuna Main St upgrade, with minor work on the corner of Bridge Street to complete.

o Pahiatua Water supply UV & kliptank.

· 32 are under construction. Significant projects currently underway include Woodville Water storage, Pahiatua 4.5 day water storage, Sewerage Treatment Plant membrane cassettes in Dannevirke and Pongaroa water supply plant.

Multi-year projects currently underway include:

o Saddle Road upgrade. Currently in discussion with NZTA regarding future of project in face of Gorge closure

o Roading emergency reinstatements from flood events in late 2016/17. Some work is incomplete due to the short timeframe between event and financial year end.

· 25 are being planned or procured. Examples include:

o District Stormwater management, which is driven from stormwater modelling.

o Pongaroa Wastewater Treatment plant, construction commencing soon.

o Pahiatua and Woodville swimming pool, where initial design work is underway for construction in 2017/18 to 2018/19

· 3 projects have not been started. All relate to minor renewals spent as required in Community Buildings.

· 8 projects are on hold. These include:

o Eketahuna Wastewater Treatment plant, which was postponed to 2017/18 while in discussion with Ministry for Environment for funding.

o Pahiatua and Woodville service centres earthquake strengthening, postponed to 2017/18.

o Cemeteries growth and solid waste capping where existing capacity is sufficient to meet demand.

The table below summarises the capital expenditure report.

Note: dollar amounts are in $’000

	Carry forward Budget to 2016/17	Budget 2016/17	Authorised Revision	Total Annual Budget	Year to June 2017	Total Budget Remaining	%
Growth	15	82	-	97	63	34	65%
Level of Service	4,518	6,315	1,683	12,516	7,748	4,768	62%
Renewals	1,542	7,512	184	9,238	8,855	383	96%
Grand Total	6,075	13,909	1,867	21,851	16,666	5,185	76%

Table 11: 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 2016/17	Budget 2016/17	Authorised Revision	Total Annual Budget	Year to June 2017	Total Budget Remaining / (Overspent)
Communities and Recreational Facilities	722	1,296	(402)	1,616	1,380	236
District Promotion and Economic Development	10	20	-	30	42	(12)
Regulatory Services	111	6	-	117	261	(144)
Roading and Footpath	1,498	7,729	100	9,327	8,145	1,182
Solid Waste Management	73	60	-	133	60	73
Stormwater Drainage	128	843	-	971	94	877
Wastewater	585	830	63	1,478	1,034	444
Water Supplies	1,486	2,067	(739)	2,814	2,288	526
Support	1,462	1,058	2,845	5,365	3,363	2,002
Grand Total	6,075	13,909	1,867	21,851	16,666	5,185

Table 12: Capital expenditure by group of activity

8.1 Budgets to Carry Forward to the 2017/18 Year

The details of the projects that we have identified that will be carried forward to the 2017/18 year are in Appendix 1. The summary of the budgets to be carried forward (by activities) are listed below.

Activity	Count – prior year	$ - Prior year	Total Annual Budget	Spend for the Year – 30 June 2017	Total Carry Forward	Count – current year
Wastewater	11	1,486	2,814	2,288	950	11
Water Supplies	13	1,462	5,365	3,363	2,384	10
Roading	2	1,274	8,703	7,703	1,527	1
Support	12	585	1,478	1,034	571	9
Parks and Reserves	15	291	383	285	47	7
Footpath	2	224	624	441	183	4
Community Buildings	5	213	672	416	176	5
Animal Control	2	104	104	255	-
Libraries	2	74	267	216	23	1
Solid Waste	2	73	133	60	44	3
Stormwater	1	128	971	94	15	1
Cemeteries	2	30	129	94	35	3
District Promotion and Economic Development	1	10	30	19	4	1
Health & Safety	1	7	7	1	6	1
Swimming Pools	2	(1)	7	55	-
Housing	2	15	15	146	(104)	1
Public Conveniences	1	100	144	168	-
Emergency Management		-	6	5	-
Commercial Property		-	-	23	-
TOTAL	76	6,075	21,851	16,666	5,861	58

Table 13: 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 82% of the total carry forward budgets:

S/N	Project Description	Total Annual Budget	Year to June 2017	Carry Forward	Notes
1.	Saddle Road upgrade	2,815	1,288	1,527	Multi-year project. In discussion with NZTA on future of project.
2.	Pahiatua water - 4.5 Day storage	1,446	493	953	Construction underway
3.	Woodville water storage	2,070	1,495	575	Construction underway
4.	Pongaroa Town Water Supply	500	75	425	Procurement complete, construction commencing soon
5.	Eketahuna EQ Sewer replacements	400	6	394	Underway with infiltration remediation
6.	Information Services Hardware Renewals	540	283	257	Underway with 2^nd phase of server renewal
7.	Dannevirke STP membrane cassettes	500	255	245	Underway, equipment on order. Proceeding with alternative design that increases capacity.
8.	Akitio Water upgrade	150	-	150	Procurement underway
9.	Water & Wastewater Generators	300	26	274	Installation subject to plants completion. Procured mobile generator in interim.
	TOTAL	8,721	3,921	4,800

Table 14: Significant projects to be carried forward

9. Forestry Report

9.1 Summary of Results from 2016/17:

Forestry achieved a net operating surplus of $460,000, the result of a favourable valuation movement. Discounting non-cash transactions show a net cash deficit of $93,000 for the 2016/17 year. This is driven from replanting and pruning operations in the recently harvested Birch North site, and delays in harvesting operations in Kaiparoro forest.

Table 15: Summary forestry financial performance

9.2 Operating Result:

Total revenue was $200,000 from log and honey sales, with the associated harvesting costs $193,000. Both are below budget, driven from delays in harvesting Kaiparoro due to wet weather and concern on sediment around Eketahuna water intake.

Birch North is undergoing replanting and maintenance after the last harvesting cycle. $83,000 was spent on replanting, spraying and pruning new plantings to increase the long term value of the lot.

Development of access roads and skid sites at the Kaiparoro site in preparation of the harvest cost $24,000, treated as capital expenditure.

Refer to Appendix 2: Forestry Financial Statements, for further detail.

9.3 Forestry Valuation:

The valuation had a net gain on fair value of $570,000. This contains two key parts:

1. The bulk relates to including Kaiparoro in the valuation. Previously, Kaiparoro was deemed not economically viable due to the difficult site access and compliance costs, and was excluded from the previous valuations. Capital improvements to improve site access along with installing a bridge have made harvesting the Kaiparoro forest block viable.

2. The second portion relates to greater compliance costs in the sector offsetting the valuation increase from higher log prices.

The current cash reserve balance is $888,000. Harvesting operations in Kaiparoro during the 2017/18 summer period are expected to increase this.

10. Debtors Report

Council’s continues to manage 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.

10.1 Arrears Debtors

At 1 July 2016 we had 1,666 rating units with rate arrears of $1,822,820. Of these 1,518 rating units cleared their arrears balance by 30 June 2017. The remaining 148 rating units had a closing arrears balance (including penalties) remaining of $937,993 – refer to table 13: Categories of rates owing. This is inclusive of the Abandoned Land and Legal Action we have commenced.

We collected a total of $884,827 (49%) of arrears in 2016/2017. This was collected by direct debits, automatic payments and arrears agreements managed by Council staff. Refer to Graph 2: Total rate arrears. This summarises the rates debtors’ arrears as at 30 June 2017.

In 2016/2017 we put 352 (122 in 2015-2016) rating units with Debt Management Central (DMC) with 51% being paid in full. 10 historical files were also paid within the rating year. There are some that have started agreements to clear the rates owing. Refer to Graph 3: Total rate arrears owning by category as at 30 June 2017, this shows the movements in the arrear categories compared to the previous quarter.

10.2 Abandoned Land

16 rating units with 13 owners of Abandoned Land were put with DMC and have been advertised for the owners or relatives to come forward. We have not received any response from the advertisements. We will apply to the District Court in September 2017 for approval to sell the rating units under the Abandoned Land process prescribed in the Local Government (Rating) Act 2002.

There are 9 rating units of Abandoned Land that will be put forward to DMC later this year. There are a further 6 rating units outstanding as follows:-

· One was sold in July 2017 by the owners.

· A possibility of another 3 rating units being sold by the owners.

· 1 rating unit went through the abandoned land process in 2008 and never sold.

· 1 is Maori Land which will follow a different process.

10.3 Legal Process

We have commenced legal action on 6 rating units which may result in rating sales. This was indicated to Council in the 3^rd Quarter Report in May 2017.

10.4 At Risk Debtors

At risk ratepayers are those who have left the district and we have not received payments from. Council had 11 at risk ratepayers as at 1 July 2016. Of these 11, only 1 remained at 30 June 2017. However, a further 9 have been added to the list. The debt from these 10 ratepayers will be placed with DMC to follow up on.

10.5 Current Debtors

While 1,518 paid their rates in full, 706 rating units still have a balance owing for current 2016-2017 rates. The remaining 148 ratepayers who are still paying their arrears (as mentioned above) have current rates owing.

A further 783 rating units that did not have arrears at 1 July 2016 have not pay their rates in full by 30 June 2017 – refer to the category “Current Year Rates Owing” in Table 13. The total rates invoiced for the 783 rating units in the 2016/2017 financial year was $1,544,663, of which $126,499 (8%) is currently owed.

At 30 June 2017 we have 1,637 ratepayers that had rates owing, being 15% of total ratepayers. Of these, 1,489 owe current 2016/2017 rates only with 591 ratepayers have less than $100 owing. The remaining 148 owe both arrears and current 2016/2017 rates. At risk debtors, abandoned land and those with legal action make up 3% of these debtors making up 40% of the total owing.

In September 2017 we will be going through the list of rates owing at 1 July 2017 and any that are not already on agreement we will be referring to DMC to follow up with formal demands or other appropriate action.

Debt status	Number of debtors	Total Owing 30/06/2016	Total Rate Arrears & Penalty Owing 30/06/2017	Current Year Rates Owing	Total Owing 30/06/2017	Number of debtors
Arrears cleared	-	-	-	311,709	311,709	706
Direct Debit	945	69,077	6,396	8,030	14,426	3
Automatic or Regular payment	53	105,754	-	-	-	-
Payments received	512	729,609	81,910	30,869	112,779	6
Arrears Agreement	107	333,004	92,193	101,065	193,259	38
Formal demand on balance	4	13,158	-	-	-	-
MWLASS DMC Advice Issued	4	39,375	128,582	100,467	229,049	44
No payments received to date*	-	-	14,251	10,325	24,576	9
Left the District*	11	38,873	1,948	2,152	4,100	1
MWLASS Advice Agreement	-	-	33,833	32,753	66,586	10
Legal action commenced	-	-	66,510	23,797	90,307	6
Abandoned Land	30	493,970	512,370	77,906	590,276	31
Current Year Rates Owing	-	-	-	126,499	126,499	783
TOTAL	1,666	1,822,820	937,993	825,572	1,763,565	1,637

* At risk debtors Table 16: Categories of rates owing

Debt status	Total owing as at 30/06/2016		Total owing as at 30/06/2017
Debt status	Total number of assessments	Total owing	Total number of assessments	Total owing
Managed	1,625	$ 1,289,977	1,590	$ 1,054,306
At Risk	11	$ 38,873	10	$ 28,676
Abandoned Land	30	$ 493,970	31	$ 590,276
Legal Process	-	-	6	$ 90,307
Total	1,666	$ 1,822,820	1,637	$ 1,763,565

Table 17: Status of rates owing

Graph 3: Total rates arrears

Graph 4: Total rate arrears owning by category as at 30 June 2017

Graph 5: Total Council rates owing as at 30 June 2017

Graph 6: Report from Debt Management Central of rates debt as at 30 June 2017

11. Treasury Report

11.1 Compliance with Investment Policy

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

11.2 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 4.28%.

11.3 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.

11.4 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%	17.51%
Net Interest on external debt as a percentage of total revenue	<7%	0.89%
Net Interest on external debt as a percentage of annual rates income (debt secured under debenture)	<10%	1.43%
Liquidity (External term debt+ committed loan facilities +cash and cash equivalents TO existing external debt )	>110%	174.83%

Table 18: Compliance with Debt ratios

12. Compliance Exception Report

12.1 Financial Prudence Benchmarks

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 2016/17 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

In 2016/17 Council did not comply with the following two measures:

Benchmark Name	Measure	Results		Comments
Benchmark Name	Measure	Annual Plan	Full Year Results	Comments
Operations Control Benchmark	Net cash flows from operations equals or exceeds budget	N/A	û (98%)	The overall shortfall is $212,000. We did not receive planned cash of $345,000 from the harvesting of Kaiparoro Forest due to adverse weather.
Debt Control Benchmark	Net debt is less than or equal to net debt in LTP	N/A	û	This is due to holding less cash than planned in the LTP.

Table 19: Compliance with financial prudence benchmarks

The Financial Prudence Measures are reported in the Annual Report Disclosure Statement section (page 22) in the attached Draft Annual Report 2016/17.

12.2 Investment Policy

No non-compliance noted.

12.3 Liability Management Policy

No non-compliance noted.

12.4 Accounting Standards

No non-compliance noted.

12.5 Rating Remissions Policy

All remissions provided were compliant with policy.

12.6 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.

12.7 Local Government Act (LGA)

Council has adopted the 2017/18 Annual Plan on 28 June 2017 prior to the statutory deadline of 30 June.

13. Recommendation

13.1 That the report from the Chief Financial Officer dated 23 August 2017 concerning the Annual Report and Council Performance for the 2016/17 Financial Year ending on 30 June 2017 (as circulated) be received and the contents are noted, and

13.2 That the Council approve the capital budgets as set out in paragraph 8.1 of this report to be carried forward to the 2017/18 financial year, and

13.3 That the Council approve the Draft Annual Report 2016/17 subject to the inclusion of items as stated in section 2.3 of this report to be provided to Audit New Zealand for their audit of the 2016/17 Annual Report.

14. Attachments

a. Appendix 1: Capital Budget to be Carried Forward to 2017/18

b. Appendix 2: Forestry Activity Financial Statements

c. Draft Annual Report 2016/17 placed on Dashboard for reference

Report

Date	:	23 August 2017
To	:	Mayor and Councillors Tararua District Council
From	:	Blair King Chief Executive
Subject	:	Staff Report - 30 August Council Meeting
Item No	:	11.8

1. Reason for the Report

This report is to update Councillors on key projects and items of interest for the period from 26 July 2017 to 23 August 2017.

Key Points

2. Manawatu Gorge Closure

With the construction season starting 1 October, engineering staff are talking with NZTA on options for progressing the Saddle Road realignment by Cook Road at the summit.

Update number 5 from the NZTA noted they intend to appoint the consultancy firm that will develop a business case detailing options for the Manawatū Gorge alternative route, by the end of August. The consultancy firm will have three months to come up with a final option for the Transport Agency Board to consider in December. That leaves a very short timeframe to engage meaningfully with the public. The NZTA has asked whether Council can use its communication channels to ensure affected/interested communities have a say. This includes links advertising the NZTA website (where they will have all the consultation documents), or open days, or information that may be in libraries.

Part of the Pre-election announcement was the Gorge Alternate Route delivery now had the status of a Road of National Significance (RONS).

3. Drinking Water Assessment report for Tararua District Council

MidCentral Health’s Drinking Water Assessors have sent us their draft report for the 2016-17 year. The report notes non-compliance with the Drinking Water Standards due to our protozoa barriers not being in for all schemes, being UV and 24 hour monitoring data. Dave Watson is preparing a response, which will enable the finalisation of this report, to reflect the investment by Council into UV and additional monitoring during 2016-17. We will also meet the Drinking Water Assessors to ensure our work programme this year will deliver the documented risk reductions sought by the Ministry of Health in their Part 1 findings for the Havelock North Water Inquiry. The final report will be on the Agenda for the next Audit and Risk Committee meeting.

4. Woodville Water Dam

A drone has been used to enable us to confirm earthwork volumes remaining once construction restarts. Once the volumes and confirmed areas are known, planning approval will be sought to enable the earthworks to commence – likely to be October.

5. Local Government Elected Members Remuneration

The Remuneration Authority has issued the Local Government Elected Members Determination for the 2017/18 financial year. This takes effect from 1 July 2017, and provides a 1.7% increase to elected members remuneration based on Labour Market Statistics for the public sector. It recognises elected members are self-employed, and further aligns the allowances with provisions of the Inland Revenue Department.

This results in the following annual salary remuneration payments for the Council and the district’s two Community Boards:

Council

· Mayor $87,054 (previously $85,599) after the deduction of $3,627 relating to the value of full private use of the vehicle provided by the Council

· Deputy Mayor $34,880 (previously $34,297)

· Audit and Risk Committee members $27,457 (previously $26,998)

· Councillor $24,914 (previously $24,498)

Dannevirke Community Board

· Chairperson $11,258 (previously $11,070)

· Board member $5,629 (previously $5,535)

Eketahuna Community Board

· Chairperson $7,297 (previously $7,175)

· Board member $3,649 (previously $3,588)

Further to the above, the determination also includes the following changes:

· Meetings for proposed changes to District Plans and their review are now covered under hearing fees ($100 per hour for chairs and $80 per hour for members excluding mayors) to recognise the requirement for Resource Management Act accreditation.

· For periods when a vacancy or temporary absence occur the member filling the position of mayor or chairperson (either as a result of resignation or through having being granted unpaid leave by the Council) receives the full remuneration and allowances attached to the role for the period of their tenure.

· The 30 kilometres threshold rule has been removed and is no longer applicable to vehicle mileage allowance payments.

· Vehicle mileage allowance payments are now .73c for the first 10,000 kilometres (previously 5,000 kilometres) and .37c for any distance thereafter. For those using electric vehicles the allowance is .81c for the first 10,000 kilometres.

· Travel time allowance of $37.50 per hour after the first hour of travel can now be claimed by mayors, the same as for councillors.

· Communications allowances for the Council retains the option of either providing the hardware to elected members or payment of an allowance for the use of the member’s own hardware.

· This provides an annual allowance of $550 to councillors for the use of their mobile telephone on Council business (previously this was $460).

The Remuneration Authority is considering the issue of providing childcare allowances to elected members, and this will be a subject for possible inclusion in future determinations. This forms part of its work on longer term issues regarding council sizing and consequent remuneration levels, and the intention to implement any changes in 2019 following the next election.

It is pleasing to note many of the changes made reflect requests sought by this Council, and the Remuneration Authority will continue its dialogue with local authorities at Local Government New Zealand zone meetings and through its consultation document for response by 20 October 2017.

Human Resources

6. Recruitment

Customer Services Telephonist – Part time, Dannevirke

Applications for this role closed on Friday 11 August. 48 applications have been received and we are currently in the process of short listing for interviews. This role has arisen through seconding June Vermeer into supporting HR, given the increasing compliance and organisation development needs.

Regulatory Administration Assistant – Fixed Term

Applications for this fixed term position close 18 August 2017. Currently nine applications have been received with some promising candidates coming through.

6.1 Welcome

We are happy to advise that we have been successful in recruiting for the following positions:

Dannevirke Library Assistant

Welcome to Alanna Barkle who joined the Dannevirke Library team on 31 July 2017.

Records & Information Administrator

Welcome back to Andrea Hamblyn (previously Alliance/Engineering Services) who joined the Records & Information team on 2 August 2017.

Assets Administration Assistant – Fixed Term

Welcome to Denise Walker who joined the Assets group on 14 August 2017.

Licensing & Compliance Officer

Welcome to Graham Howse who was the successful candidate and will join the Regulatory Services team on 28 August 2017.

Treatment Plant Operator

Update to follow in the next staff report.

Tararua Alliance

Executive Summary

7. The majority of July’s efforts focused on the weather event, where snow then heavy rain and strong winds caused damage to many roads throughout the district.

With all roads reopened, clean-up work ongoing, and investigation underway for sites requiring engineered repairs, our focus starts to return to business as usual activities such as the routine maintenance and the upcoming construction season.

Council’s Long Term Plan is also a key project currently, with proposed projects identified and Asset/Activity Management Plans being developed for Transportation, Water, Wastewater, and Stormwater. Through this process it is pleasing to note the huge improvements in asset information carried out over the past three years.

Before and after photos of scour damage at Cochrane’s Bridge on Route 52 between Weber and Wimbledon

Roads

8. Maintenance

With initial response to the weather event predominantly complete, maintenance teams are busy catching up on their business as usual work across the network. Due to the amount and consistency of rainfall across the district, the maintenance graders are busy travelling around the network, with maintenance metal also applied where required. We’ve also utilised Council’s pipe jetting unit to clear the many culverts blocked by slip material across the network.

The key focus looking forward is to complete pre-reseal repairs, which mainly include drainage and pavement maintenance repairs, in time for construction season. We’ll also be focusing on “high risk” pavement faults, to be completed in conjunction with the pre-reseal repairs, and a programme has been developed for this.

Clearing fallen trees on Weber Road

Wet weather and increased logging vehicles are resulting in significant damage on some of our typically low volume, unsealed rural roads around the district. We are working with the forestry managers to ensure the roads are safe for both heavy vehicles and general motorists through heavy metal application and minor drainage and sight distance improvements.

9. Renewals

Confirmation that the Saddle Road and Pahiatua Track routes are now being managed by the NZ Transport Agency due to the ongoing closure of the Manawatu Gorge, and Council’s confirmation that Route 52 (between the northern boundary and Weber) will be planned for capital improvements have resulted in some changes to the renewals forward works programmes. Alternative sites have been identified as substitutes for the resurfacing and pavement rehabilitation programme and investigation of these sites has commenced.

Exact timing for resurfacing around the district is being confirmed shortly and pavement rehabilitation work is planned to begin later this year.

Projects

10. Emergency Works

Crews, including subcontractors, have been kept extremely busy completing repairs across the district following July’s storm event. Slip and fallen tree clearing has been carried out on numerous roads.

Geotechnical investigation, surveying and design of repairs are progressing on multiple dropout sites, the largest being on Riverdale Road where detailed design of a retaining structure is underway.

The Akitio seawall is very near complete, with only the planting of native shrubs left to finish. This will be followed by an inspection by Horizons to close off the resource consent. This has been a very successful project for both the Akitio community and the Alliance with a huge amount of positive feedback received.

11. Saddle Road Upgrade Project

We have met with the NZ Transport Agency who are eager for the Saddle Road Upgrade Project to continue, despite the ongoing Manawatu Gorge closure, and for it to continue to be managed by Tararua District Council / Tararua Alliance.

Site 4, which is near the summit where trees have already been removed, will be the first site to progress. A review of the design is currently being completed due to changes in expected functions and use, as well as the need for construction to have minimal impact on motorists using the route.

Another high priority is a dropout on the Woodville side of the summit, which initially occurred during cyclone Debbie. It has deteriorated somewhat in the significant weather events following, however has stabilised due, in part, to the measures that have been put in place to mitigate the risk of further deterioration. These include diversion of the stormwater, closure of the road shoulder, and implementation of the temporary 50km/hr speed restriction. Site investigations have been carried out, including topographical surveying and geotechnical testing, and a preliminary repair has been designed. Further geotechnical testing is arranged before the final design can be completed, with construction planned immediately following provided site/weather conditions allow. The site is being regularly monitored during this time.

Dropout on the Saddle Road

The NZ Transport Agency continue to manage and maintain the Saddle Road route, from State Highway 3 at Woodlands Road to State Highway 3 at Ashhurst. NZTA’s management of the Pahiatua Track, from State Highway 2 in Pahiatua to State Highway 57 at Aokautere, has also been formalised recently.

Huxley Street Footpath Construction

Our urban construction team is working in Huxley Street, Pahiatua, building 140m of new footpath and kerb and channel. This is being completed in conjunction with development of the new skate park.

3Waters

12. Maintenance

............. Maintenance of 3Waters assets has kept the team busy, with 64 requests responded to during July. This included 21 toby replacements, 7 water lateral leaks, 2 mains break, 22 minor water related attendances, 9 minor sewer attendance, 2 blocked sewer pipes, and open drain clearing.

One of the water main breaks was in Septimus Street, Eketahuna, where the 200mm asbestos concrete main feed into Eketahuna burst. It is showing obvious signs of deterioration and renewal of the pipe will be assessed. Our other main repair was in Woodlands Road, Woodville, where a non-Tararua Alliance contractor has struck the pipe while installing temporary signage. Water leak in Pahiatua

13. Renewals

Renewal of water reticulation assets continues, with the renewal of a watermain in Sedcole Street underway, between George Street and Tiraumea Road in Pahiatua. 270 metres of new main, with fire hydrants, has been installed and we are currently working on laying the new laterals. Once the laterals are complete our next stage will be pressure testing and disinfection prior to connecting to the existing reticulation network and decommissioning the existing redundant infrastructure.

Our next planned water renewal is a 75 metres pipe in Neptune Street, Dannevirke. This line is corroded and we regularly receive water quality complaints from affected residents. Sedcole St Watermain Renewal

Projects

14. Stormwater Modelling

We have received a draft report from Opus that contains system performance analysis for all existing assets in our district’s stormwater systems. This confirms our existing infrastructure is vulnerable to rainfall events, which we already knew, and enables us to pinpoint the ‘weak links’ - locations and assets at which performance is very poor and/or critical. We are now looking to identify some “quick wins” by upsizing or optimising existing assets where they have significant impact to the stormwater performance.

We have also modelled several concepts for proposed capital projects, which will provide guidance as to where our efforts and investigative actions should progress in determining solutions by township.

Performance

15. Customer Management

The storm event during July resulted in a huge number of customer requests for the month. Requests associated with the event were recorded and prioritised, however the decision was made not to reply to everyone based on the priorities at the time. The majority of feedback received regarding our response to the event has been positive.

Outside of the immediate storm event, 362 customer requests were received for roading and 65 for 3Waters during the month. Customer request response times continue to be well within the five day requirement, with an average of 1.3 days for roading and 0.2 days for 3Waters during July.

Feedback scores also continue to trend well, with an average satisfaction level of 4.0 out of 5 for July. The majority of concerns were regarding timeliness to complete routine maintenance, although most acknowledged the situation relating to the weather event.

16. Corridor Access Requests

Twenty Corridor Access Requests and 36 Before-Udig requests were submitted during the month of July.

17. Traffic Management

Only one traffic management site was formally audited during July, a Tararua Alliance site. Additional audits, on both Alliance and non-Alliance sites, will be completed during coming months.

18. Performance Framework

The results for July are as follows:

KRA

Name

Frequency

Comments

RESULTS

PEOPLE RESULTS

Alliance Team

Safety

Monthly

66 Safe Behaviour Observations (SBO) were undertaken in July. A great result highlighting the ongoing commitment to Safety and Zero Harm

Workplace

Health

6 Monthly

Loss time injuries (LTI) 0

Medical treated injuries (MTI) 0

Environmental incidents 0

CUSTOMER RESULTS

Timely Communications

Monthly

100% of all CRMs received were responded to on time during July

Effective Communication

Monthly

Average feedback score was 4.0 out of 5

Minimise Operational Impacts

3 Monthly

One complaint received during July

SOCIETY RESULTS

Compliance with TMP

Monthly

One traffic management audit carried out in July - more focus on this required

Zero Harm – Environment

Monthly

Site safety audit results have all been to an acceptable high standard.

19. Key Performance Framework Results - Non-Financial

Description	Detail	Unit	July-2017
Alliance Team Safety	Medical Treated Injuries (MTI)	No.	0
	Loss Time Injuries (LTI)	No.	0
	1st Aid Treatments	No.	0
	Near Miss Reports	No.	0
	Site Observations	No.	66
TMP Compliance - Alliance Sites	Total Audit Score	No.	0
	Dangerous Sites	No.	0
	Sites scoring below 30	No.	0
	Total No. Sites Audited	No.	0
TMP Compliance - Non-Alliance Sites	Total Audit Score	No.	0
	Dangerous Sites	No.	0
	Sites scoring below 30	No.	0
	Total No. Sites Audited	No.	0
Overall Standard	Total of All Sites Audited	No.	1
Overall Standard	Total Non-Compliant Sites	No.	0
Effective Communication	Total Number of Customer Surveys	No.	31
	Overall Feedback Score	Index	4.05
	No. Scoring Below 3	No.	2
Timely Communication - 3Waters	Total Number of Three Waters CRMs Received	No.	65
	Average Completion Time	Days	0.26
	Total Number of CRMs open	No.	0.00
	Number completed within target	No	65
	% Target	%	100%
	% Carried to following month	%	0%
	% Completed on Time	%	100%
Timely Communication -Roading	Total Number of Roading CRMs Received	No.	362
	Average Completion Time	Days	1.33
	Total Number of CRMs open	No.	0.00
	Number completed within target	No	362
	% Target	%	100%
	% Carried to following month	%	0%
	% Completed on Time	%	100%

Assets Group

20. General

Michelle Westerman is away for the next two weeks, and we have a new staff member on a fixed contract to assist in the Assets Department. We welcome Denise Walker to the team, with her first day being 14 August 2017. Denise will be assisting with the pensioner housing tenancies and maintenance, as well as administration support and we are glad to have her on-board.

Staff have been busy with the LTP documenting projects and budgets, Water & Wastewater Asset Management Documents, Resource Consent annual reporting and Water Safety Plan annual reports.

Water Treatment Cadet Thomas Kuggeleijn has just returned from a Wasterwater Principles & Trends Course in Wellington.

Solid Waste

21. Eketahuna Landfill and Transfer Station

The pre-cast concrete floor and wall have been built and ground works for the new transfer station have started with the scrapping off of the site to be used as shown in the photo below. River run material will be trucked in within the next few weeks for a base.

Council has managed to have some clay type material trucked in from a slip on Alfredton Road that we will be able to use as capping material with the landfill closure. It is hoped that the majority of the capping will be completed over this coming summer. This will then leave the current cell and final contouring to be completed when the landfill consent expires on 30 June 2018.

22. Rural Kerbside Collections

With Council withdrawing from district kerbside refuse collection, Budget Waste has started their own yellow bag sales in Pongaroa, Herbertville and Akitio so that these areas still have a kerbside refuse service. We also have rural contractors pick up bags in Alfredton and Makuri. Budget Waste has now discovered that to provide this service in these rural locations, it is not financially viable for them to collect these bags for the amount of bags sold. Council officers have been in discussion with the rural contractors for options of these contractors selling their own refuse labels.

23. Glass Recycling

Council officers are investigating the option of sending Tararua glass to O-I NZ Glass Recyclers in Auckland. Discussions are being had with Palmerston North City Council to act as a glass hub for O-I NZ.

Utilities

24. Water Quality CRM's

Three clarity related CRM’s were reported for the month of July; one was regarding the Woodville water supply whereby a pipe repair had taken place and caused temporary turbidity, and the remaining two were related to a flushing incident in Queen Street, Dannevirke.

Two taste related CRM’s were also reported regarding the Pahiatua supply; one was at the time of the weather event and the complainant had been into the Pahiatua Service Centre to express his concern.

25. District Water Usage

July
Month	Dannevirke Reservoir 2 Export	Pahiatua Bore Intake	Eketahuna Plant Import	Woodville Plant Production

1/07/17	2684	493.01	513.2	1054.3
2/07/17	2635	556.94	592.1	1057.7
3/07/17	3068	428.71	589.4	1035.8
4/07/17	2978	432.36	599.7	1058.9
5/07/17	3109	20.76	551.2	1037.9
6/07/17	3201	401.13	551.6	750.6
7/07/17	2989	613.63	607	1036.5
8/07/17	3108	609.62	546.7	1060.8
9/07/17	2960	496.58	556.7	903.4
10/07/17	3264	465.36	583.7	1095.2
11/07/17	3077	509.27	580.2	1053.7
12/07/17	3005	64.52	587.3	1094.1
13/07/17	3029	461.73	567.3	1036.2
14/07/17	3237	457.1	722.7	995.3
15/07/17	3138	572.74	888.3	1070.1
16/07/17	3148	516.56	860.7	1113.9
17/07/17	3264	5.92	844.4	1073.2
18/07/17	3447	589.33	630.3	1045.9
19/07/17	3750	522.83	600.2	919.1
20/07/17	4012	76.84	596.1	1129.1
21/07/17	3908	509.77	525.6	1104.7
22/07/17	3141	521.01	436.4	1052.5
23/07/17	3181	554.45	383.4	1029.2
24/07/17	4035	606	395.6	1041.5
25/07/17	4022	72.16	340.3	1039.4
26/07/17	4104	588.3	399	1038.7
27/07/17	4006	574.29	359.4	963.8
28/07/17	3979	52.31	427.8	1038.1
29/07/17	3208	49.69	405.3	1050.7
30/07/17	3378	571.99	465.9	1047.7
31/07/17	4272	9.16	398.2	1089.0

26. Dannevirke Water

We have received our fourth clear Cryptosporidium/Giardia water sample back from Massey for the Dannevirke raw water sample.

27. Pahiatua Water

The grade control at the water intake weir has been rebuilt after the storms earlier in the year.

28. Pahiatua Reservoir Site

No site preparation being done at present due to weather conditions.

29. Eketahuna Extraordinary Users

Farming commitments at the present time are holding up scheduling of site meetings with farmers and staff to change water connections.

30. Woodville Water

The bridge at the intake has been replaced. This was a joint venture between landowners and TDC, and gives staff all weather access from Foleys Road to the intake area.

Wastewater

31. Resource Consents

TDC has submitted recommended conditions for the Pahiatua Wastewater Consent in accordance with the minute from the hearing panel.

32. Dannevirke Wastewater Ponds

The No 1 pond is filling slowly in conjunction with some of the flow still going via No 2 pond. We cannot stop the flow to No 2 as we are still maintaining some flow to be processed at the membrane plant. Once No 1 pond is over a meter deep Viking will float in the baffles for installation.

The management of the pond levels is critical as we drop down to one train processing when the membranes are replaced in the next few weeks.

33. Pahiatua Wetlands

A proposed draft Wastewater Treatment System Wetland Design was received and circulated to both Rangitane and Ngati Kahungunu Iwi for discussion and comments.

Chris Southgate will be on site the first week of September to carry out a property valuation.

Property

34. Housing for the Elderly

78 flats are presently occupied; there is currently 1 vacant flat that is waiting renovation, which is:

Gordon Street, Dannevirke

The new tenancy starts on 4 September 2017. The new curtains and carpet will be in place by then.

35. Eketahuna Flats

The severe frost on the night of Saturday 29 July 2017 resulted in the pipework in the ceiling bursting in flats 2 and 3. As both tenants were away the water was not noticed until late Sunday afternoon.

The burst water pipes resulted in both flats being completely flooded and despite efforts to suck up the water, the chipboard floor is ruined.

In flat 2 the kitchen, toilet and half of the bedroom had already been replaced with ply flooring. This area has held up but the other half of the bedroom and the lounge need replacing with ply. Hopefully the carpet is salvageable.

In flat 3 the total flooring area is irreparable and will have to be replaced. There is also a possibility that the water has gone up the walls and some of the linings will need replacing.

Up to 17 August, the floor in the bedroom, lounge and kitchen in flat 3 has been removed, leaving only the toilet/shower area to be removed.

All the tenants’ possessions from flat 3 have had to be removed from the flat and they are stored in the kitchen area of the library.

In flat 2 the flooring that needs replacing has been removed. The installation of the new floors will commence on 21 August 2017.

It is hoped to get the tenant from flat 2 back into the flat fairly quickly. The tenant in flat 3 is away until early October so we will have the flat renovated by then.

Camping Grounds

36. Statistics

	July 2017	July 2016
Dannevirke	165 (closed to 10.07.17)	236
Pahiatua		198
Woodville	49	Closed
Eketahuna	138	179

37. Eketahuna Camping Ground Additional Toilets

Work on the additional toilets has been delayed due to weather conditions. The ground is saturated.

Cemeteries

38. Statistics

July	Burials	Ashes
Mangatera	4	1
Mangatainoka	4	0
Mangaoranga	0	1

Leases

39. Memorandum of Grazing Permit for the Ormondville Domain Board

Documents for the Grazing Permit have been produced and the Permit has been advertised with a closing date of 21 September 2017.

A meeting was held with locals regarding the possibility of doing some riparian plantings along the river of the Buckland’s Road block to allow for public access. The group is to draw up a proposal of how they intend to fund the project and they will present this to the Ormondville Domain Board for their consideration.

Parks and Reserves

40. Property Maintenance Contracts

A new contract has been signed for the Property Maintenance at Waihi Falls.

We are currently discussing the water supply to the Reserve with the new property owner who supplies the water.

Community Buildings

41. Dannevirke Sports Centre

Following concerns from users about the safety of the glass in the hallway area of the Sports Centre Stadium, all the glass in this area has been lined with a safety film that complies with the New Zealand Safety Code 4223 Part 3 2016, to ensure no one gets hurt should they run into them.

42. Painting Contracts

Eketahuna Community Centre

The contractor has submitted his Health and Safety Plan and is now waiting for the weather to improve to commence painting.

Eketahuna War Memorial Hall

The painting of the War Memorial Hall is progressing well.

Pahiatua Town Hall/Library

The installation of the aluminium windows in the Library reading room has been completed. The internal painting around the new windows has also been completed.

43. Ormondville Hall

The Ormondville Hall falls under the jurisdiction of the Ormondville Domain Board. The hall currently has no Fire Evacuation Scheme. The hall has received a booking in September for a fire brigade function and they have applied for a liquor licence for the function. To obtain the liquor licence the hall must have a current Fire Evacuation Scheme. Staff have been busy compiling the documentation and making sure the hall has the necessary plans and signage to obtain an approved Evacuation Scheme. The application has been submitted to the Fire Information Unit.

44. Fire Evacuations

Evacuations have been carried out in the Dannevirke Sports Centre and the Woodville Sports Stadium.

Swimming Pools

45. Woodville Pool

Filtration and Pumping are installing the automatic dosing equipment and dose pumps. A swamp fox has been ordered to monitor the outputs of the dosing equipment so the water quality data can be sent to our Scada computer system. It will give the chlorine and pH levels and has the perimeters that if these levels deviate from the settings an alarm will advise the Scada system that the pool has a problem.

This system is also to be installed in the Eketahuna and Pahiatua pools, and will help the Committees with the water quality and reduce Council’s risk in this area.

Strategy and District Development

46. Town Centre Cleaner Replacement

The new cleaner has arrived and will commence operation in the next few weeks. A trial of the steam cleaner/water blaster on a footpath with high levels of lichen growth is effective but still time demanding to undertake. Options are being looked at for safely spraying the lichen first to loosen the powerful grip of the root systems that bind into the AC pavements. This will mean less damage to footpaths and reduce the chance of re-growth.

Local contractors who clean the town centres have been trained in the new system. They are subcontracted to and supervised by the Tararua Alliance. The new trailer mounted system is being garaged in Dannevirke and is expected to be useful in cleaning property, buildings, pools, and removal of street markings, as well as cleaning footpaths. The ability to add chemicals will enable areas contaminated with biological matter to be dis-infected.

47. Tararua Aquatic Community Trust

Winter numbers remain seasonally low due to a cold, wet winter. This has been putting pressure on the Trust’s cash reserves before spring numbers cause these to improve. A number of external funding options are now being considered alongside promotion for the 20^th Anniversary celebrations (December 2017) being planned. Council’s ongoing support is very appreciated by the Trust. The Trust has now been operating the business directly for 17 months and a number of systems and processes are now operating well.

A new Trustee, Jessi Hobart, has been appointed to the Trust. Jessi has previous significant senior management experience at a large pool facility in the United States. Two pool staff are expected to complete NZ Standards next month for pool water quality management – the first time the facility has had staff qualified to this level.

Major repairs to pipe work in the balance tank were undertaken last month and a new water blaster is now operational for cleaning purposes. Underway is a project to improve the changing rooms and fit proper disabled toilets. Final quotes are also being sought for new emergency lighting and fire alarm system, prior to seeking external grant funding for these projects.

48. Pongaroa Fuel Stop

Council funding of $60,000 towards the Pongaroa Fuel Stop was made to the Incorporated Society in late July 2017. The fuel stop is very close to completion with power being the last major item for installation. An official opening is likely to be held in October 2017. Final funding for the project is still being gathered and local support has been essential. The Pongaroa Fuel Stop Inc wants to thank Council for all their support to date.

49. Drone Project

Council is embarking on its long planned drone project to build capacity around the new technology. Other councils have noted quick paybacks with inspection work in bridges and buildings being particularly effective, while use in emergencies will provide fundamental improvements in how we assess issues and make appropriate response decisions. Council will have access to four trained people from the IT team and Tararua Alliance. Three drones with different capacities have been purchased and are now to be deployed in the field.

50. Electric Vehicle Charging Stations

Council has received a confirmed contract from ChargeNet New Zealand for three charging stations in Eketahuna, Woodville and Dannevirke. They are in the process of preparing the charging station units for installation but are yet to confirm the arrangements for Eketahuna.

51. MarketView - Paymark and BNZ Data

Growth remains high in the Tararua at 5.1% for both the month of July against the national average annual growth of 3.4%. Eketahuna and Dannevirke continue to experience strong growth, while rural retail areas are significantly down and Woodville continues to be in decline.

Economic Development and Communications

Economic Development

Business

52. Woodville Business Email Group

After attending an earlier Woodville Districts’ Vision meeting to discuss the Manawatu Gorge closure, the Economic Development Manager, Mark Maxwell, has developed a Woodville Business email group. The objective of the email group is to help businesses stay up-to-date on matters related to the Gorge, including advising them of training and mentoring services available, notifying them of events in neighbouring districts that might create traffic flows and discussing signage options.

Mark has also arranged for new signage to be installed on Saddle Road to encourage traffic to “Experience Woodville”.

Mark and the Business Support Administrator, Angela Rule, attended the NZTA public meeting in Woodville.

53. Business Groups

Mark was co-opted on to the Dannevirke Chamber of Commerce committee at the July meeting. Mark and Angela also attended an evening meeting of Eketahuna businesses. This was primarily an opportunity for Mark to meet the group.

54. Eastern Institute of Technology (EIT)

Mark met with EIT Deputy CEO, Mark Oldershaw, to discuss potential opportunities to expand tertiary training in the district. EIT has strong interest in expanding into Tararua and has advised UCOL that they will consider areas UCOL does not wish to explore.

55. Innovate 2017

To date, the competition has generated a total of 50 entrants and 9 are from our district. Entries close 8 September 2017.

The Innovate competition – run by Building Clever Companies (BCC) - evolves each year and to widen the audience and opportunities this year, it is not just open to people with new ideas but also open to problem solvers too. The campaign has been run predominantly through radio advertising, with live interviews of the organisers, mentors and previous winners featured on More FM and especially Mike West’s show – a full range is included in the following link:

https://soundcloud.com/innovatecomp

The BCC has used a local company to produce a signboard on SH2, and we are pushing their advertising messages on our website & Facebook page.

56. GO! Project

Mark had multiple meetings with a feijoa grower group to provide support with growth opportunities; one of the meetings involved introducing the Mayor to the group.

57. Business Support

A wide range of support has been provided by the Tararua Business Network, with half the enquiries being generated by new residents to our district. We have provided information about training opportunities within the district, including workshops facilitated by us, marketing opportunities and business-to-business connections. For new residents, the emphasis has been on providing information about the characteristics of our district, and linking to opportunities we are aware of.

Workshops and Training Opportunities

58. Cashflow Management Seminar

After being approached by Callum Skeet of Lumina Ltd for business support, the Business Network identified an opportunity for him to grow his business by running workshops throughout the district that would also benefit the business community.

Callum presented four 90-minute seminars in Eketahuna, Dannevirke, Woodville and Pahiatua throughout July. The focus of these seminars was understanding cashflow management (and how to improve it). There was a total of 11 attendees across the four seminars.

59. Geographic Statistics (1 July 2017 – 30 June 2018)

Business assistance provided by the Tararua Business Network in the 2017/2018 financial year.

60. Use of Facilities (1 July 2017 – 30 June 2018)

Marketing

61. Eastern Bridge

Mark met with Simon Appleton of Eastern Bridge to discuss the current contract with Eastern Bridge, our Asia consultancy partner. Simon is to prepare a draft Asia Strategy to explore marketing and investment opportunities in Asia for Council to consider.

62. Tararua College Student Diaries

We have taken up our yearly advertising spot in the Tararua College Student Diaries, with a focus on young entrepreneurs.

Community

63. Rangitane o Tamaki nui a Rua

Mark had an introductory meeting with Arapera Paewai to discuss areas of mutual interest and opportunities for collaboration. Social enterprise is an opportunity for further discussion.

64. Tu Te Manawa Project - Ferry Reserve

Mark attended an update meeting for stakeholders on this project, arranged by Arapera Paewai. The various stakeholders allocated a number of small maintenance tasks amongst the group during the meeting and agreed questions regarding on-going maintenance funding needed to be referred to the Governance Group.

65. Tararua REAP

Mark attended an introductory meeting with Tararua REAP to discuss opportunities to collaborate in future. Agreement was reached to discuss social housing options at a future date.

66. Community Event Assistance

Independent, Community Group or Organisation	*Event*	*Assistance Provided*
Ngati Kahungunu Ki Tamaki nui a Rua	Matariki	Printing
Independent	Batons up	Spot prizes
Dannevirke Library	Adult Trivia Quiz Night	Spot prizes
Dannevirke ANZ Bank	Daffodil Day Quiz Evening	Spot prizes

67. 2017 Trustpower Tararua District Community Awards

Judging for the 2017 Trustpower Tararua District Community Awards takes place on Tuesday, 29 August. The category winners (including the Youth Spirit Award Winner) and the Supreme Winner will be announced at the Awards night in Dannevirke on Monday, 18 September 2017.

For more information about the Trustpower Tararua District Community Awards, contact Mercedes Waitere on 06 374 4989 or email
mercedes.waitere@tararuadc.govt.nz.

Communications

68. Long Term Plan 2018-2028

The Team has been heavily involved in planning the consultation for the Long Term Plan (LTP). A consultation plan has been developed with the support of Mark Raffills from Drycrust, who was involved in the previous LTP consultation process. Two workshops have been arranged for 28 and 31 August with over 130 invitations sent to a broad cross section of people representing the interests of business and community.

69. Severe Weather Event (July)

A large low covered New Zealand with snow to low levels on 13 July. The northern part of the Tararua District and ranges received significant snowfall while the southern area experienced heavy rain and surface flooding and the coastal areas had heavy rain, strong winds and large waves. Many Tararua District roads were affected by snowfall, surface flooding, and slips.

The Communication Team worked to notify the public of the key messages and information, as well as monitoring social media sites throughout the day.

To view all the releases from Tararua District Council during the weather event, go to: http://www.tararuadc.govt.nz/Alerts/Severe_Weather_Event_130717

70. Websites

Council Operated Websites

§ Tararua Country (www.tararua.com)

See Tararua i-SITE report for statistics.

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

Page summary from the last 30 days:

Social Media

§ Tararua i-SITE Visitor Information Centre Facebook
See Tararua i-SITE report for statistics.

§ Tararua District Council Facebook (www.facebook.com/tararuadc)
Page summary from the last 28 days:

TARARUA I-SITE REPORT

71. Welcome Packs

A total of 39 welcome packs were sent during July 2017, 12 of these were sent outside of the district.

72. Creative Communities

The funding round has now been advertised on the Council website, Facebook applications sent out to groups and individuals. Copies are available at all Service Centres.

Training

73. Famils in Tararua

The team has completed two local famils during July. The purpose of these famils is to increase knowledge of what Tararua has to offer so that the team is able to speak from experience. New staff member Jennifer from the Dannevirke Information Centre is also joining us on these famils and an invitation has been extended to the Pahiatua Information Centre.

Eketahuna & Pahiatua Area

Visits were made to Annies Log House, Eketahuna Camp ground, Putara, and Middleton Model Railway.

Pahiatua Area

Carnival Park and Masters Hall - Accommodation and Conference Centre.

Dannevirke & Norsewood

Visits were made to Lammermoor B & B, Native Woodcraft, Cottage B & B, NZ Natural Clothing, Norsewood Museum, and Ormondville Rail Station.

The next famils during August will be : Pongaroa area, Woodville/Ballance, and the Coastal area.

74. Tararua i-SITE and Information Centre Statistics

Norsewood Info Centre remains open but not staffed so no enquiry statistics are kept.

The Norsewood Info Centre was closed during July.

	Local	NZ	Overseas
July 2017	1,589	588	160
July 2016	1,680	535	117

Local visitors are down this month whilst NZ and overseas enquiries are up on the same period last year

75. Accommodation & Travel Sales– Tararua i-SITE

Interislander and Coach sales up, accommodation bookings nil this month.

76. Facebook

During this period, the i-SITE facebook posts reached 12,565 people and engaged with 7,777. There were 29 more likes of the i-SITE page in the last month. Team use of Facebook to share information and stories is increasing as they become more confident in doing this.

Regulatory

Alcohol Licensing

77. General Matters

Graham Howse has been recruited as the new licensing and compliance officer to replace Clayton Locke.

78. District Licensing Committee Activity

Application Type	Applications Received	Applications Granted	Applications Refused
On Licence - New	0	3
On Licence - Renewal
Off Licence - New
Off Licence - Renewal	1	1
Club Licence - New
Club Licence - Renewal
Manager Certificate - New	3	3
Manager Certificate - Renewal	6	1
Special Licence	5	4
Temporary Authority - On
Temporary Authority - Off
TOTAL FOR MONTH	16	2
TOTAL FOR YEAR (from 1 July)	16	2

79. Inspections of Licensed Premises

	Total Inspections	Total Premises	% Inspected
July	3	3	3
August
September
October
November
December
January
February
March
April
May
June
TOTAL FOR YEAR (from 1 July)	3	3	3

80. Non Financial Performance Measures Year to Date (from 1 July)

Performance Measures - Alcohol Licensing
Major Aspect	Level of Service	Performance Measure	2016/17 Results	2017/18 Target	Current Result
Community Outcome(s): Prosperous Economy • Collaborative Council • Great Lifestyle
Public Health	Protect Public Health by regulating the sale of alcohol	Percentage of licensed premises inspected annually for compliance	Result 92% Target 95%	95%	3%

Animal Control

81. General Matters

We are investigating an alternative process for following up late dog registrations. The aim is to create operational efficiencies, reduce the number of dogs requiring seizure, and increase the number of registered dogs.

82. Short Course, Workshop or Conference Attendance

Three ACO’s hosted the central branch AGM of the NZ Institute of Animal Management at the Business Network in Dannevirke.

There was some discussion around relevant training courses for officers specific to their needs; this is also being investigated by the institute.

Key Learnings

The team learnt that when a letter has been sent it is deemed to be received 3 days after being sent according to The Interpretations Act. This would apply to impounding letters and fines for example.

83. Legislation Changes or Legislation Comments

The changes to the Dog Control Act will be implemented after the elections have been held.

84. Monthly Dog Pound Statistics

Reason for Impounding	Total for Month	Total for Year (from 1 July)
Roaming	13	13
Unregistered
Roaming and known to be unregistered	8	8
Rushing
Barking
Failure to comply with classification - Menacing
Failure to comply with classification -Dangerous
Failure to comply with Bylaw
Attacking - Person
Attacking – Stock	1	1
Attacking - Domestic Animal	1	1
Attacking - Protected Wildlife
Released to Council	1	1
Welfare	7	7
TOTAL	31	31

Resolution of Impounding	Total for Month	Total for Year (from 1 July)
Returned to Owner	16	16
New Owner/Rehomed	5	5
Destroyed	5	5
TOTAL	26	26

85. Registration Statistics

Classification	Registered	Unregistered	Total
Dangerous Dog	8	2	10
Preferred Dog Status	361	17	378
Rural Domestic Dog	1678	249	1927
Urban Domestic Dog	776	280	1056
Working Dog	2987	463	3450
TOTAL	5810	1011	6821

86. Menacing Dogs in the District

Menacing Classification Type	Total
33A(1)BII - Characteristics typical of Dogs Breed/Type	0
S33C(1) - Dog of Breed / Type in Schedule 4	59
33A(1)(BI) - Observed or Reported Behaviour of Dog	9
TOTAL	68

87. Infringements Issued under the Dog Control Act 1996

Section	Offence	Total for Month	Total for Year (from 1 July)
18	Wilful obstruction of Dog Control Officer or Ranger
19(2)	Failure or refusal to supply information or wilfully providing false particulars
19A(2)	Failure to supply information or wilfully providing false particulars about dog
20(5)	Failure to comply with any bylaw authorised by the section
23A(2)	Failure to undertake dog owner education programme or dog obedience course (or both)
24	Failure to comply with obligations of probationary owner
28(5)	Failure to comply with effects of disqualification
32(2)	Failure to comply with effects of classification of dog as dangerous dog
32(4)	Fraudulent sale or transfer of dangerous dog
33EC(1)	Failure to comply with effects of classification of dog as menacing dog
33F(3)	Failure to advise person of muzzle and leashing requirements
36A(6)	Failure to implant microchip transponder in dog
41	False statement relating to dog registration
41A	Falsely notifying death of dog
42	Failure to register dog
46(4)	Fraudulent procurement or attempt to procure replacement dog registration label or disc
48(3)	Failure to advise change of dog ownership
49(4)	Failure to advise change of address
51(1)	Removal, swapping, or counterfeiting of registration label or disc
52A	Failure to keep dog controlled or confined	2	2
53(1)	Failure to keep dog under control
54(2)	54(2) Failure to provide proper care and attention, to supply proper and sufficient food, water, and shelter, and to provide adequate exercise
54A	Failure to carry leash in public
55(7)	Failure to comply with barking dog abatement notice
TOTAL		2	2

88. CRMs

	Historical Rating Unit	Ind/Com Nth Ward	Ind/Com Sth Ward	Non Rateable	Rural Nth Ward	Rural Sth Ward	Not Known	Urban Nth Ward	Urban Sth Ward	Total for Month	Total for Year (from 1 July)
Aggressive Dog					1					1	1
Barking Dog - First Call - Record Only					15			3	6	24	24
Barking Dog - SECOND CALL / ATTENDANCE REQUIRED					5				2	7	7
Dead Dog							1			1	1
Dog Attack					1				4	5	5
Dog Bylaw Breach
Dog Other					6	8	21	17	9	61	61
Dog Welfare Concern			1			2		1	1	5	5
Roaming Stock				1	2		19		1	23	23
Roaming/ Uncontrolled/ Secured Dog		2		3	1	1	18	12	5	42	42
Rushing Dog							1	2		3	3
TOTAL		2	1	4	31	11	60	35	28	172	172

89. Comments on CRMs

One dog acted aggressively towards a passer-by and the owner of the dog was spoken to and warned to keep the dog under better control.

17 of the 20 North Ward rural barking dog complaints were from the Ormondville/Makotuku area from the same complainants. There has been an increase of complaints recently after two minor incidents involving the neighbourhood.

There were two separate dog attacks on sheep at a property in Pahiatua. Three were killed on 16 July and another 5 killed on 22 July. No dog was seen in the vicinity.

A dog trap was deployed on the 17 July and no dogs have been caught since. Three CRM’s were generated for this incident.

A dog wandered onto a property in Pahiatua and grabbed another dog by the neck. There were no injuries. The dog owner was to be put on notice, but has since left the district with the dog.

An unknown dog attacked and killed one sheep and another had to be euthanised. One other sheep had a badly torn lip which was vet treated. A brown Pitbull type dog was seen running from the paddock and has not been located. A trap was installed that morning, however the dog remains at large.

Both the sheep killing incidents were reported on social media. This may be the reason the offending dogs are no longer at large.

There was a rushing incident at Norsewood, however the dog could not be identified accurately. A rushing dog at Ormondville was an out of district dog, and when Afterhours spoke to the dog owner they refused to provide any details.

90. Non Financial Performance Measures Year to Date (from 1 July)

Performance Measures – Animal Control
Major Aspect	Level of Service	Performance Measure	2016/17 Results	2017/18 Target	Current Result
Community Outcome(s): Prosperous Economy • Collaborative Council • Great Lifestyle
Public Safety	Animal Control complaints and issues are resolved in a timely manner	Percentage of residents rate Dog Control as “Fairly Satisfactory” or “Very Satisfactory” in the Community Survey to be conducted in 2017, 2020 and 2023	Result Not measured Target Not measured	Not measured	N/A
		Percentage of calls that involve dog attacks responded to within 2 hours	Result 100% Target 100%	100%	100%
	Promoting responsible animal ownership through public education	Educational publications and programmes are available to the community	Result 8 Target 6	Minimum of 6 articles per year	1
			Result 2 Target 4	Minimum of 4 educational presentations per year	0 Note 1

Note 1: Presentations are provided on an ‘as requested’ basis. Council can encourage schools to receive presentations, but has no power to require this.

91. Non Financial Performance Measures for Month – Dog Attack

Month	TOTAL CRM’s	Responded to within 2 hours (%)
July	5	100%
August
September
October
November
December
January
February
March
April
May
June

Building

92. General Matters

This month 48 building consents were issued, including 2 new dwellings and 1 relocated dwelling. The bulk of the building consents were for fires, garages, and renovations.

93. Short Course, Workshop or Conference Attendance

The Team Leader Building Services and one of the Building Officers attended a training course in Masterton for Compliance Schedules and Building Warrants of Fitness run by Rosemary Killop of Building Networks Ltd.

Key Learnings

The Course was very informative and focussed. Everyone appears to have similar issues with Independently Qualified Persons. A number of tricky situations were discussed and new ideas for resolutions were gained.

94. Monthly Building Consents Statistics

Consent Time Frames	Total for Month	Total for Year (from 1 July)
Code Compliance Certificate issued	32	32

10 days or Less	26	26
11 - 15 Days	10	10
16 - 17 Days	7	7
18 – 19 Days	4	4
20 Days
>20 Days	1	1
TOTAL	48	48
Percentage processed within 20 day limit	98%	98%

Total Value	$1,702,765	$1,702,765
Average Value	$35,474	$35,474

Inspection Results Report –	Month	Year to date
No of passed inspections	119	119
No of failed inspection	16	16
TOTAL	135	135

95. CRMs

	Historical Rating Unit	Ind/Com Nth Ward	Ind/Com Sth Ward	Non Rateable	Rural Nth Ward	Rural Sth Ward	Not Known	Urban Nth Ward	Urban Sth Ward	Total for Month	Total for Year (from 1 July)
Unlawful Building Works
Dangerous Buildings
Insanitary Buildings
Earthquake-Prone Buildings
TOTAL										0	0

96. Swimming Pool Inspections

	Total Inspections *Note 1*	Total Passed	Total Failed Note 2	Total Removed *Note 3*	Total Pools	% Inspected
July	10	4	1	5	194	19.4%
August
September
October
November
December
January
February
March
April
May
June
TOTAL FOR YEAR (from 1 July)	10	4	1	5	194	19.4%

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

Note 2: The owners of the Pools that have failed have been sent a letter asking that repairs and/or modifications be made.

Note 3: On inspections the recorded pools are no longer present i.e. removed by owners.

97. Non Financial Performance Measures Year to Date (from 1 July)

Performance Measures – Building
Major Aspect	Level of Service	Performance Measure	2016/17 Results	2017/18 Target	Current Result
Community Outcome(s): Prosperous Economy • Collaborative Council • Great Lifestyle
Public Safety	Ensure that the district’s built environment is safe and healthy	All swimming pool and/or spa fencing inspected once every 5 years	Result 100% Target 100%	100%	19.4%
Customer Services	Building safe communities through cost effective and streamlined processes	Consents issued within statutory timeframes	Result 99% Target 100%	100%	98%

General Inspection

98. Illegal Dumping Collection

	Tonnage	Transfer Station Cost ($)
July	0.52	102.00
August
September
October
November
December
January
February
March
April
May
June
TOTAL FOR YEAR (from 1 July)	0.52	102.00

99. CRMs

	Historical Rating Unit	Ind/Com Nth Ward	Ind/Com Sth Ward	Non Rateable	Rural Nth Ward	Rural Sth Ward	Not known	Urban Nth Ward	Urban Sth Ward	Total for Month	Total for Year (from 1 July)
Abandoned Vehicle							7		2	9	9
Fire Hazards
Illicit Dumping					1	1	10	1		13	13
Noise - Stereo/ Drums/ Party - First Call - Record Only							5	2	1	8	8
Noise - Stereo/ Drums/ Party - SECOND CALL / ATTENDANCE REQUIRED								4	1	5	5
Machinery / Vehicle Noise on Private Property - First Call - Record Only								2		2	2
Machinery / Vehicle Noise on Private Property - SECOND CALL / ATTENDANCE REQUIRED
Noise Other - First Call - Record Only
Noise Other - SECOND CALL / ATTENDANCE REQUIRED
Overhanging Trees or Projections from Private Property
Stock Crossings
Wasp & other Pests Complaints
TOTAL					1	1	23	9	4	37	37

100. Non Financial Performance Measures year to Date (from 1 July)

Performance Measures – General Inspection
Major Aspect	Level of Service	Performance Measure	2016/17 Results	2017/18 Target	Current Result
Community Outcome(s): Prosperous Economy • Collaborative Council • Great Lifestyle
Liveable Communities	Excessive noise complaints will be attended to by council to minimise disturbance to others	Percentage of noise complaints responded to within an hour	Result 95.9% Target 95%	95%	100%
Attractive Communities	Control excessive rubbish dumping, overhanging vegetation and fire hazards through monitoring and enforcement	Percentage of complaints responded to within 48 hours	Result 98.1% Target 90%	100%	95.5%

101. Non Financial Performance Measures for Month (from 1 July) – Noise

Month	TOTAL CRM’s	Responded to within 1 hour
July	5	100%
August
September
October
November
December
January
February
March
April
May
June

Health

102. General Matters

The Environmental Health Officer has been busy covering for the Liquor Licencing Inspector until recruitment processes are completed. The Hazardous Substances and New Organisms (HSNO) annual Intentions Report was completed and returned to the Environmental Protection Agency (EPA).

103. Short Course, Workshop or Conference Attendance

Intermediate Foundation Training for Civil Defence – Feilding Fire Station

Key Learnings

Ability to understand the roles for the different functions in a Civil Defence Centre.

104. Legislation Changes or Legislation Comments

The changes to the Food Regulations 2015 commenced on the 01 July 2017. The changes extended the timeframes for verifying new businesses and provided more clarity on technical aspects for National Programme businesses.

105. CRMs

July	Historical Rating Unit	Ind/Com Nth Ward	Ind/Com Nth Ward	Non Rateable	Rural Nth Ward	Rural Sth Ward	Unknown	Urban Nth Ward	Urban Sth Ward	Total for Month	Total for Year (from 1 July)
Dead Animal/s - Private Property						1	1		1	3	3
Hazards Environmental Spill
Health Complaint Miscellaneous
Industrial Noise Complaint
Offensive Odour
Poultry Noise
Rodent Infestation								1		1	1
Smoke Nuisance
TOTAL						1	1	1	1	4	4

106. Inspections of Registered Premises

	Total Inspections	Total High Risk Food Inspections	Total Low Risk Food Inspections	Total Food Control Plan Audits	Total New Business Enquiry	Total New Business Registered	Total Business Closed	Total Registered Premises	% Inspected
July	0	0	0	9	1	2	1	146	6%
August
September
October
November
December
January
February
March
April
May
June
TOTAL FOR YEAR (from 1 July)	0	0	0	9	1	2	1	146	6%

107. Non Financial Performance Measures year to Date (from 1 July)

Performance Measures – Health
Major Aspect	Level of Service	Performance Measure	2016/17 Results	2017/18 Target	Current Result
Community Outcome(s): Prosperous Economy • Collaborative Council • Great Lifestyle
Public Safety	Protect public health by regulating the sale of food, funeral parlours, offensive trades, hairdressing salons and camping grounds	Percentage of registered premises inspected for compliance	Result 92.5% Target 90%	90%	6%

Planning

108. General Matters

National Monitoring System data for 2016/17 financial year was due and submitted to the Ministry for the Environment (Mfe).

The second phase of changes from the Resource Legislation Amendment Act come into force on 18 October 2017. The main changes include a new fast-track process for consent applications, exemptions for marginal/temporary non-compliance, and new process to determine public or limited notification. The changes will require updating our computer systems, forms, and reports.

The National Environmental Standard (NES) Plantation Forestry was signed off by the Governor General by Order in Council on the 31st July 2017 and comes in to force on the 1st May 2018. The NES means Council may no longer need to have forestry specific rules in the District Plan.

109. Legislation Changes or Legislation Comments

Submissions for feedback on the Mfe National Planning Standards (NPS) closed on the 31 July 2017. The proposal includes standardisation of formats and structure across 78 councils within NZ. The three discussion papers propose approaches to accessibility online, mapping standards and zones and overlays (spatial) which will have an impact on how councils publish their district and regional plans online. The proposed implementation of these standards will occur over 12 month and 5 year timeframes after the gazettal of the NPS.

110. CRM’s

111. Monthly Resource Consents Statistics

Consent Time Frames	Total for Month	Total for Year (from 1 July)
Subdivision Consents	4	4
Land Use Consents	0	0

Public notified	0	0
Limited notified	0	0
Non-notified	4	4

Number processed within statutory limits (Note 1)	3	3
Number in excess of statutory limits	0	0
Percentage processed within statutory limits	100%	100%

Average of days taken – Non-Notified Consents	18	18

Number declined	0	0
Number returned as incomplete	1	1
Number approved	3	3
Percentage approved	100%	100%

Note 1: Statutory limits are:

- 20 working days for non-notified consents without a hearing.

- 100 working days for limited notified consents with a hearing.

- 130 working days for public notified consents with a hearing.

112. Non Financial Performance Measures Year to Date (from 1 July)

Performance Measures – Planning/ Resource Management
Major Aspect	Level of Service	Performance Measure	2016/17 Results	2017/18 Target	Current Result
Community Outcome(s): Prosperous Economy • Collaborative Council • Great Lifestyle
*Resource Management*	Advice to customer is of good quality (fit for purpose)	Survey of customer rate advice was helpful	Result 90% Target 85%	85%	N/A NOTE 1
	Resource consents are administered effectively and efficiently	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	Result 100% Target 100%	100%	100%
	Council responds effectively to complaints about non-compliances	Non-compliances are resolved within 3 months of customer complaint.	Result 100% Target 100%	95%	100%

Note 1: Surveyed customers are those who request a formal pre-consultation meeting with the planning team.

113. Statutory Acknowledgement of Rangitane Iwi attached to the District Plan

A statutory acknowledgement is required as part of Rangitāne o Manawatu Claims Settlement Act 2016 . It is public information that has to be attached to the District Plan by 2 September 2017. It provides legal recognition of Rangitāne's association with particular areas. It also requires Council to forward summaries of resource consent applications to the trustees.

Emergency Management

114. General

· On 29 July 2017, both Blair Rogers and Paddy Driver attended a “GIS for Emergency Response” seminar in Palmerston North. This seminar showcased Arc GIS which has been used successfully by other councils and in particular was useful during the Edgecombe floods. We will implement some of the lessons learnt in our Council. Of particular interest to those attending was the work that Blair Rogers has done with road information which is now available on Intramaps.

· Paddy Driver represented the Council at the Wairarapa Rural Fire District awards evening in Greytown on 22 July 2017.

· Paddy attended the Regional Coordinating Executive Group (CEG) meeting at PNCC. Annual Plan objectives were discussed and agreed for the Group Annual Plan. A presentation was given by GNZ on the slow slip problems identified in the Hikurangi Trench and how this may affect both the East and West Coasts.

· A meeting was held in the Council Chamber between the Building team and Paddy to discuss readiness in relation to Building Impact Assessment following a major event. Some great ideas were discussed and Paddy will follow up with tasks to be completed culminating in Impact Assessment Standing Operational Procedures (SOP). Building impact assessment will only form one part of the SOP and other assessment types such as initial impact assessment will be included.

· More resources have been identified and provided to the Kura Kaupapa. This included provision of 50 “Never Happens? Happens” booklets that the students will take home for their whanau to read.

· Paddy attended an EMO meeting at Rangatikei District Council at Marton on 9August 2017. The Group is particularly interested in our Civil Defence Centre Guide and has requested copies for review with the view of making it a best practice guide for the whole Group.

· We held a local Emergency Management Committee meeting in the Council Chamber on 10 August 2017. An excellent presentation was provided by Ross Brannigan who set up the regional Rural Coordination Group. TDC is currently represented by the local Rural Support Trust, however we will also include local Federated Farmers reps and other local reps in future. It was great to see a large local attendance at the meeting, which is a growing trend.

· Paddy attended a Manawatu Gorge Pre-Slip Stakeholders meeting in Palmerston North on 11 August 2017. The meeting involved Horizons rivers staff, civil defence reps from Tararua and PNCC, New Zealand Transport Agency, KiwiRail, DoC and others. The aim of the meeting was to discuss a plan in the event of a major blockage of the Manawatu River and the upstream and downstream effects this may have on our towns. Recreational use of the Gorge was also discussed in depth. The Group felt they had enough information to form a response plan and to provide information to the public including recreational users. Horizons are to provide a media release and formalise the response plan.

· Work is continuing on the Welfare Plan.

· New tuff boxes have been purchased for the EOC for each of the sectors involved.

· We have been busy preparing for two days of EMIS training for new staff and EOC staff which will be held late August 2017.

· Civil Defence training records are being back loaded on to D4H (an emergency management training records system). In future, staff and volunteer attendance at all training courses, exercises, real time experience and attachment to other coordination centres during events will be recorded on D4H to provide a complete record of an individual’s experience.

· Paddy is still working on completion of FENZ agreements in relation to vehicles, equipment and stations. This should be completed by the end of August. We will transfer all equipment to FENZ but lease the land and buildings for a fee to cover our costs.

· Mercedes Waitere is working with Paddy to promote readiness during the National “Get Ready Get Thru” week campaign.

Library

General Matters

115. Recruitment / Retirement

Alanna Barkle from Norsewood has joined the team as the new Library Assistant at Dannevirke.

116. Radio Frequency Identification Project

The RFID equipment was installed in mid-July. The three southern branches equipment has been installed and is working. The pads at Dannevirke are operational, however the self-check and self-return machines require Bibliotheca to remote login to complete the programming for this equipment to work. We are waiting for a confirmation of when this work will occur.

117. Winter Warmers

All four branches are busy with this mid-winter reading programme. Staff from Dannevirke, Woodville and Pahiatua are visiting those schools participating to sign off the children’s reviews. Planning is underway to run finales at each of the schools and at each library for those children participating as individuals.

During the school holidays, entertainers the Travelling Tuataras visited each branch. The sessions at Pahiatua and Dannevirke were postponed due to the snow event, however the “E.C.Rean’n” programme convenor did an amazing job reorganising the timetable for the entertainers and they were able to come another day during the holidays. One hundred and eleven children attended these sessions. The entertainers had a very interactive programme and it was wonderful to see a “train of children” snaking their way around their library, and enjoying every moment of it.

Winter Warmers finishes on 18 August.

Planning

118. Adult Learners Week

Planning the Adult Learners Week in September is underway. This includes the popular annual Trivia Quiz, which is highly contested across the district.

119. Poetry Day – 25 August

Events for Poetry Day are being held at Woodville and Dannevirke. Woodville is holding an Open Mic evening on 24 August. Dannevirke is hosting Poetry and Pikelets on Friday 25 August. The winner of the Poetry Competition will be announced on 25 August also.

120. NZ Books Awards for Children & Young Adults

The Annual Kids Lit Quiz is being held on the 16^th August. To date we have received eight entries from five schools. Entries close on the 4^th August.

121. Maths is Fun

Planning is underway for this programme that will be run at all four branches during the Term 3 holidays.

122. Statistics – as at 31 July 2017

Customer Services

123. Customer Requests – 1 July 2017 – 31 July 2017 (includes storm events)

Recreation and Sports Report

124. Tararua District

· The Tararua Active Ageing Sport & Recreation pamphlet is now available from Tararua District Council offices, Tararua i-SITE, Tararua Information Centres, Bush Multisport and the Sport Manawatu offices in Dannevirke and Palmerston North. A copy has also been given to local medical centres and retirement homes.

· Sport Manawatu hosted two Sport Volunteer Brunches for local club and recreation providers at the Black Stump Dannevirke and Pahiatua. The purpose of the event was to reward and recognise those that give their time to sport in our district. 27 volunteers attended.

· To cover Tararua Recreation Advisor Natarsha Nikora while she is on extended leave, Sport Manawatu has contracted the services of Ailsa Castles as the Tararua Recreation Coordinator. Ailsa has a teaching and fitness background and is also the owner/operator of Habit HQ Fitness Club in Dannevirke. Her six month appointment starts on Friday 28 July.

· Sport Manawatu staff hosted a thank you lunch for 12 Huia Range students that assisted as runners at the Tararua Primary School Seven-a-side Tournament.

· The Active Teens schedule for term 3 includes; fitness testing, nutrition, crossfit, boxing, volleyball skills and drills, volleyball game and multisport activities.

· Sport Manawatu staff will present on the Green Prescription Programme to Anglican Aged Care Services on 23 August.

· The Physical Literacy Advisor (previously coaching advisor) observed the Tararua College Hockey Coach on a practise session. The Green Prescription (GRx) community programme in Dannevirke had suspended delivery in term 2 but has returned this month to commence classes for term 3.

· The Secondary School Sport Coordinator Meeting, hosted by Massey University at the Sport and Rugby Institute: Jacob Oram presented on the advancement in sport services and facilities and upcoming projects and how they affect Secondary Schools and their students. Jane from Dannevirke High School attended and Bridget put in her apologies due to a bereavement. Nine other Sport Coordinators were present.

· Facilitated the 5^th Student Leadership Council with 2 Tararua College Students in attendance. The Council played games to build relationships and discussed the upcoming Inter-school mixed gender tournament.

· Assisted the teacher in charge of the Student Support Centre to deliver a hand, eye coordination session with the special needs students.

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

· Registrations for the Dannevirke Basketball Spring league are now open with 15 teams expressing an interest in registering within the first opening week of registrations.

· The Anthony Gray and Faith Chase Touch Tournament is scheduled for Saturday 16 December at Coronation Park, Dannevirke. This year’s event will be hosted by Sport Manawatu and Dannevirke Tigers Rugby League Club. The intention moving forward is to hand the project leadership over to the Dannevirke Tigers Rugby League Club.

1. Recommendation

1.1 That the report from the Chief Executive dated 23 August 2017 concerning an update on key projects and items of interest to the Council (as circulated) be received.

Attachments

1 ⇩. Statutory Declaration - Rangitane

3.1	Victoria Avenue Landscaping
3.1.1	Debbie Webster outlined the outcome of her consultation with residents in Victoria Avenue seeking their views regarding the streetscape and replanting of trees in that area, and this includes reference to the following matters: · As some properties had several people the survey numbers are based on one survey for each property number. · Residents from twenty-five properties responded to the survey, with twenty-one in favour of replacing the trees and four against their replacement. · Residents at properties beyond the bridge on Victoria Avenue were not surveyed, and this could be considered as part of wider community consultation. · Many people remarked it is hard to visualise a design without an option, and for this reason a photo of Ormond Street in Woodville was provided where trees have been planted within kerbside protrusions. This example appealed to eighteen residents, with three residents undecided. · Fourteen residents believed that vehicle speeds had increased since the London Plane trees were removed, and five were not sure (two of the five were new residents). · Four residents believed they had not noticed any increase in speed, with it being noted they lived closest to the Queen Street/Victoria Avenue roundabout. This would suggest they were travelling at slower speeds in that vicinity, with residents from that area having a different perception. · One resident suggested the Council should extend the 50 km/h speed limit to the end of Victoria Avenue due to the increased volume of vehicles off Adelaide Road and the speed some are travelling heading to town. · The feedback from the survey as well as face-to-face engagement with the wider community indicates there is support for trees to be replanted in Victoria Avenue. · It is recommended the Board continue discussion with the Council regarding a budget being allocated in the 2018/2028 Draft Long Term Plan for the above purpose. · To progress the investigation of streetscape design and the type of species suitable for Victoria Avenue the Board should establish a working group with residents. · The Board may also wish to address the streetscape of King Street, Edward Street and Cole Street as these areas were also affected by the removal of London Plane trees in 2013. · At the time there was a commitment from Council to recreate the character and ambience of those streets as well as Victoria Avenue.
3.1.2	The Chairperson thanked Debbie Webster for her work in undertaking this consultation, and requested the letter and survey details tabled be circulated to board members for their consideration.
3.1.3	This subject will be referred to the Board’s next meeting as an agenda item for discussion.

7.1		Recognition of Maori Heritage in Dannevirke (Item 3.4)
7.1.1		Cherry Peeti-Tapurau is to be invited to attend the Board’s next meeting to provide an update on her proposal to establish a link to the area’s Maori heritage alongside the current Viking branding.
7.1.2		Any such proposal based on this concept must be supported through consultation and agreement from both iwi in the district.
7.2		Wackrow Memorial Youth Award (Item 10)
7.2.1		Eight nominations were received for this year’s Wackrow Memorial Youth Award, and the presentation function will be held in the Hub on 29 August 2017 at 7.00 pm.
7.2.2		Bob Dresser is the community representative that will chair the judging panel, and the Deputy Chairperson is the Board’s representative.
7.2.3		*That the Board provide a payment of $50.00 to each nominee outside of the first three places in the Wackrow Memorial Youth Award to acknowledge their participation in this event.* Hynes/Isaacson Carried
7.3		Carnegie Centre - Earthquake-prone Buildings Standards (Item 12.3)
7.3.1		It is agreed this matter be discussed at the end of the meeting.
7.4		Dannevirke Gallery of History Signage (Item 12.4)
7.4.1		That the Board pay from its discretionary funds the cost of the resource consent application for the Dannevirke Gallery of History promotional signage to be erected on the Stanley Street road reserve. *Macdonald/Isaacson Carried*
8.	Tararua District Council Report
8.1	*That the report of the Tararua District Council meeting held on 2 August 2017 (as tabled) be received.* Isaacson/Spooner Carried

9.1	Tararua Community Youth Services
9.1.1	Board Member Hynes reported Tararua Community Youth Services continue to provide a diverse range of services to support and develop young people within the district.
9.1.2	These include assistance with their drivers licence test, career expo, CV’s, getting birth certificates and IRD numbers.
9.2	Dannevirke Chamber of Commerce
9.2.1	Board Member Hynes reported a successful after fives meeting was held at the Black Stump Restaurant and Bar, with Labour candidate Kieran McAnulty as the guest speaker.
9.2.2	The winter windfall business promotion is currently being held to encourage shopping locally, and the Chamber of Commerce Annual General Meeting is this Wednesday at 5.15 pm in the Tararua Business Network Training/Seminar Room.
9.3	Dannevirke Brass Band
9.3.1	Board Member Spooner reported the Dannevirke Brass Band Annual General Meeting will be held on 16 August 2017.
9.4	Dannevirke and Districts A and P Association
9.4.1	Board Member Spooner reported the Dannevirke and Districts A and P Association has held their Annual General Meeting, and they are in a good financial position and their current chairperson continues in this role.
9.5	Dannevirke Information Centre Management Committee
9.5.1	The Chairperson is requested to discuss with the Dannevirke Information Centre Management Committee the possibility of making improvements to upgrade the appearance of their facility.
9.5.2	It is noted that to enhance the layout could be achieved at minimal cost, and a visit to the new Woodville i-SITE, Library/Service Centre building would provide some ideas for consideration.

13.1	Vandalism of Street Signs
13.1.1	It is concerning and disappointing to note the vandalism of street signs in Dannevirke.
13.2	Sound System for Community Events
13.2.1	Tom Kamura and Peter Tairea are doing a great job supporting community events such as the Country Carnival Market, and the purchase of a sound system would be of assistance to them.
13.2.2	To enable the Board to consider any such funding request a written application is required from an entity outlining their proposal to provide that equipment for community use, including a quote detailing the cost involved.

6.1	Electric Car Charging Station in Eketahuna (Item 6.1)
6.1.1	Charge Net New Zealand Limited has now decided to proceed with installing electric car charging stations in Dannevirke, Woodville and Eketahuna.
6.2	Alf Rowden Humanitarian Award (Item 6.2)
6.2.1	A good evening was held in the Eketahuna Community Centre Supper Room on 18 July 2017 to present the Alf Rowden Humanitarian Award to Anna Christenson.
6.3	Traffic Island Repairs (Item 7.2)
6.3.1	Repairs are still to be undertaken to the damaged traffic island grass surface and its signage in the Eketahuna town centre.
6.4	Community Boards Supreme Award Winner’s Prize (Item 6.3)
6.4.1	The complaints and constructive conversations workshop planned to be held in Palmerston North on 27 October 2017 is not proceeding.
6.4.2	Local Government New Zealand is committed to providing this workshop to the Board as its Supreme Award winner’s prize, and is considering options to enable this to occur.
6.4.3	This is likely to either be through a shared workshop as there is some interest from Carterton District Council, or a dedicated workshop for the Board held in Eketahuna.
6.4.4	The trophies and certificates received by the Board may be placed on display in the Eketahuna Information Centre.
6.5	2017 Trustpower Tararua District Community Awards (Item 13.1)
6.5.1	The presentation of the 2017 Trustpower Tararua District Community Awards will be held on 19 September 2017 in Dannevirke.

7.	Tararua District Council Report
7.1	*That the report of the Tararua District Council meeting held on 2 August 2017 (as tabled) be received.* Eagle/Wilson Carried
7.2	Alfredton Community Civil Defence Meeting
7.2.1	The District Resilience Manager in conjunction with Cr Hull has arranged a meeting on 22 August 2017 at 7.00 pm in the Alfredton Community Hall to discuss arrangements for Civil Defence within that area.

8.1	Eketahuna Civil Defence Response Group
8.1.1	The Chairperson reported on the Eketahuna Civil Defence Response Group yearly meeting held in the Fire Station on 10 July 2017, and this includes reference to the following matters: · Twelve members attended the meeting and four apologies were conveyed. · There is a need for replacement representatives for the School and the Health Centre. · An offer to make a food truck available was received. · The Chairperson entered the Group for the 2017 Trustpower Tararua District Community Awards. · In future the yearly meeting will involve a training workshop at the conclusion. · An election of officers shall be held next year.
8.2	Tararua District Road Safety Group
8.2.1	The Chairperson reported on the Tararua District Road Safety Group meeting held in Dannevirke on 1 August 2017, and this includes reference to the following matters: · The section of State Highway 2 south of Eketahuna that is currently a 100 km/h to 50 km/h speed limit may be reviewed to consider a change to 100/70/50 km/h north of housing in Eketahuna. · Work to improve the approaches to Bridge E37 is programmed to be undertaken by the end of September. · With the closure of the Manawatu Gorge cycles are using the Saddle Road and Pahiatua Track. · Due to the high risk of rock-fall within the confluence of the Manawatu River and its tributaries the Manawatu Gorge is closed to water activities. · The flood and snow event on 13 July 2017 caused significant damage within the district. · Route 52 was the worst affected road, with closures between Tiraumea and Alfredton due to a large washout where a temporary road has been constructed. · The Chairperson is meeting with the Regional Road Safety Coordinator today regarding the pedestrian crossing in Eketahuna and to observe an area in Bridge Street where some safety concerns have been raised by a resident.
8.3	Eketahuna Our Town Incorporated
8.3.1	Board Member Wilson tabled a copy of the Eketahuna Our Town minutes of its committee meeting held on 19 July 2017.
8.3.2	Congratulations are conveyed to Eketahuna Our Town on moving the Eketahuna Information Centre to its new premises, and the help and assistance willingly given by members of the public is greatly appreciated.
8.3.3	The waka has been constructed and is presently at Eketahuna Engineering getting the cradle attached.

14.	2017 General Election
14.1	The Board is not intending to arrange a public meeting to meet the candidates standing in the 2017 General Election for the Wairarapa electorate Member of Parliament.

15.1	Wairarapa Motorhomes
15.1.1	The Chairperson is to make a presentation in Eketahuna on 12 August 2017 to Wairarapa motorhomes members regarding motorhome friendly places to stay and visit within the area.

Date	:	24 August 2017
To	:	Mayor and Councillors Tararua District Council
From	:	Blair King Chief Executive
Subject	:	Timing of the Tararua Sports Awards
Item No	:	11.2

Date	:	2 August 2017
To	:	Mayor and Councillors Tararua District Council
From	:	Sandy Lowe Electoral Officer
Subject	:	Electoral System for the 2019 Election
Item No	:	11.3

3.1	The value of this morning’s workshop briefing session is acknowledged as providing a worthwhile opportunity for councillors to gain an understanding on risk management and how the Tararua Alliance operates relative to its key strategic risks.
3.2	The draft risk management framework and policy from the workshop briefing session is to be discussed at the end of this meeting.

6.2	Control Environment Tax Review
6.2.1	The Finance Manager spoke on the ongoing Control Environment Reviews that the finance team has planned, and the review performed by PwC on Council’s compliance with its tax obligations.
6.2.2	PwC reported on a number of items covering the areas of GST, FBT and PAYE, and provided a number of recommendations that were actioned as well as undertaking a voluntary disclosure to IRD resulting in a refund of overpaid tax.
6.2.3	That the report from the Finance Manager dated 9 August 2017 concerning the Control Environment Tax Review (as circulated) be received and the resulting actions taken by management are noted, and *That the Audit and Risk Committee support a similar review is undertaken every three years.* Crispin/Collis Carried

6.3	Annual Report and Council Performance for the 2016/17 Financial Year Ending on 30 June 2017
6.3.1	The Finance Manager gave an overview of the Council’s financial, treasury and service performance results for the 2016/17 financial year.
6.3.2	Overall the outcome is favourable, and the Council is in a good financial position with a significant capital expenditure infrastructure projects programme undertaken.
6.3.3	The Management Project Accountant spoke on the results of the capital expenditure programme that achieved completion of 76% of the year’s budget. There were 82 projects completed, 20 in the commissioning phase and 32 under construction.
6.3.4	It is noted a number of capital projects were not completed and are carried forward for various reasons, and this may indicate the Council’s resource level needs consideration to deliver the intended programme of projects.
6.3.5	The Chief Financial Officer outlined the results from the service performance measures that monitor service levels delivered to the community, with 79% achieved overall.
6.3.6	This year a different service provider was used to complete the community survey, and it was undertaken at different times (September/October 2016 and June/July 2017) to assess trends and seasonal input on resident satisfaction.
6.3.7	The customer survey results indicate there are some areas of improvement required, and this will be a focus for consideration by the Council in developing its Long Term Plan.
6.3.8	The Audit and Risk Committee could look at the appropriateness of the Council’s service performance measures for the Long Term Plan and the basis of questions asked through future community surveys.
6.3.9	The Revenue Manager circulated details concerning rates arrears and current rates and penalty owing and collected. The total rates arrears balance at 30 June 2016 was $1,822,820 and reduced to $937,993 by 30 June 2017. For the year the Council collected $903,328 (68%) of rates arrears.
6.3.10	That the report from the Chief Financial Officer dated 10 August 2017 concerning the Annual Report and Council performance for the 2016/17 financial year ending on 30 June 2017 (as circulated) be received and the contents are noted, and *That the Audit and Risk Committee note and recommend to the Council the capital budgets as set out in paragraph 8.1 of this report be carried forward to the 2017/18 financial year, and* That the Audit and Risk Committee, subject to any further changes arising from the quality reviews and comments from the Audit and Risk Committee, recommend to the Council the approval of the financials and service performance measures results to be provided to Audit New Zealand for their audit of the 2016/17 Annual Report. Hull/Collis Carried