Agenda of Council meeting

Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 28 February 2018 commencing at 1.05 pm.

1. Present

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

In Attendance

Mr B King - Chief Executive

Mr R Taylor - Governance Manager

Mr P Wimsett - Manager Strategy and District Development

Mr R Suppiah - Chief Financial Officer

Mr C McKay - Finance Manager

Mr W Labuschagne - Senior Financial Accountant

Mr R Sharp - Alliance Planning Manager

Mr D Watson - Group Manager Plant and Property

Mr M Maxwell - Economic Development and Communications Manager

2. Council Prayer

2.1	The Mayor opened the meeting with the Council Prayer.

3. Apologies

3.1

Nil

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	Cr Franklin is congratulated on the first anniversary of commencing her position as a councillor.

8. Confirmation of Minutes

8.1	*That the minutes of the Council meeting held on 31 January 2018 (as circulated) be confirmed as a true and accurate record of the meeting.* Crs Johns/Christison Carried

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

9.1

Nil

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 5 February 2018 (as circulated) be received.* Crs Hull/Thompson Carried
10.1.2	High Street Pear Trees
10.1.2.1	It was necessary to remove six of the High Street Pear trees situated at the intersections on the corners of Allardice and Gordon Streets.
10.1.2.2	This was undertaken as the trees were significant road safety visibility hazards, and pruning them had not successfully resolved that concern.
10.1.2.3	It is intended that mature lancewoods will be planted as a replacement for these trees.
10.1.3	Tararua Community Youth Services
10.1.3.1	The Chief Executive is to attend a meeting of Tararua Community Youth Services governance board to discuss the Carnegie Community Centre that has been identified as an earthquake-prone building (this is owned by Council and tenanted by Tararua Community Youth Services).
10.1.4	Adelaide Road Walkway
10.1.4.1	Maintenance of Adelaide Road walkway is to be undertaken by Tararua Alliance as part of their works programme.

10.2

Eketahuna Community Board

10.2.1

That the report of the Eketahuna Community Board meeting held on 2 February 2018 (as circulated) be received.

Crs Hull/Thompson Carried

10.3

Pahiatua On Track

10.3.1

That the report of the Pahiatua On Track meeting held on 7 February 2018 (as circulated) be received.

Crs Hull/Thompson Carried

10.4	Woodville Districts' Vision
10.4.1	*That the report of the Woodville Districts’ Vision meeting held on 30 January 2018 (as circulated) be received.* Crs Hull/Thompson Carried
10.4.2	Woodville Impounded Water Supply
10.4.2.1	The concrete ring beam around the perimeter that the liner and cover attaches to is approximately 60% completed.
10.4.2.2	The Viking membrane installation team is to undertake the ring beam bolts that each have to be drilled and placed at 300 mm intervals around the outside of the total impounded supply.
10.4.3	Gottfried Lindauer Arts Trail Walkway
10.4.3.1	Woodville Districts’ Vision can make application to Council’s Community Recreation Fund for part financial assistance towards the cost of extending the Gottfried Lindauer arts trail walkway project, and information regarding this matter will be forwarded to them.
10.4.4	Events and Projects
10.4.4.1	Woodville Districts’ Vision and their support committees are congratulated on the various events and projects being undertaken in Woodville.
10.4.4.2	It is pleasing to note another Mad Hatters Day is intended to be held on 17 November 2018.

11. Reports

11.1

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

11.1.1

That the report from the Alliance Network Manager dated 21 February 2018 concerning Dannevirke Car Club’s road closure application to hold a motorsport event on Tararua Road (as circulated) be received, and this matter is uplifted from the table for consideration at this meeting, and

That pursuant to Section 342 (1) (b) and the Tenth Schedule of the Local Government Act 1974, the Council closes the following road for the purpose of allowing the Dannevirke Car Club to hold a motorsport event.

Road name: Tararua Road

Date of closure: Saturday 9 June 2018

Period of closure: 8.00 am to 6.00 pm

Conditions Applied to the Granting of this Road Closure

1. That the Tararua Alliance in conjunction with the organiser will assess shortly prior to this event the condition of the road involved to determine its suitability for this purpose.

2. That if the Tararua Alliance identify the road as being in an unsuitable condition arising from this assessment then they have the discretion to request the organiser to withdraw the road from the route of this event.

3. That shortly after the event has been held the Tararua Alliance shall carry out a drive over of the road that was closed for this event to assess its condition.

4. That the traffic management plan applicable to this event is approved by the Tararua Alliance for implementation by the event organiser, and they provide an updated certificate to confirm their public liability insurance cover is current.

5. That all vehicles associated with this event shall be accommodated within Tararua Road, and not be parked on either Ballance Valley Road or Ballance Road.

Advisory Note

That should the Council incur any additional maintenance costs as a consequence of the event then those expenses shall be recovered from the event organiser.

Crs Christison/Thompson Carried

11.2	Six Months Performance for the 2017/2018 Year
11.2.1	The Senior Financial Accountant and the Finance Manager elaborated on the Council’s financial position and performance at the midway point of this financial year, and the variances to revenue and expenditure budgets.
11.2.2	Overall the outcome is favourable, and good progress is being achieved with the completion of projects programmed in capital expenditure budgets.
11.2.3	Emphasis continues to be directed to collecting and managing outstanding rates arrears debts, and the abandoned land process is being undertaken through MWLASS debt management services seeking District Court approval to sell such properties.
11.2.4	That the report from the Senior Financial Accountant dated 22 February 2018 concerning Council’s six months financial position and performance for the 2017/2018 year (as circulated) be received and noted, and *That the capital projects budget variations as outlined in paragraph 5.1 of this report be approved.* Crs Hull/Christison Carried

11.3	Staff Report
11.3.1	Woodville Shops - Vogel Street Stormwater Upgrade
11.3.1.1	It is disappointing to note there is still one property owner reluctant about this project, and at the present time they are not willing to enter into the proposed agreement with Council relating to providing the easements involved.
11.3.2	Emergency Management Local Welfare Committee
11.3.2.1	It is requested that further details be provided regarding the intended arrangements to set up an Emergency Management Local Welfare Committee, with the first meeting planned in March.
11.3.3	Downer Tararua Sports Awards
11.3.3.1	Nominations are open for the Downer Tararua Sports Awards to recognise and acknowledge athletes, coaches, officials and administrators from the district doing great things locally, nationally and internationally.
11.3.3.2	This year’s awards nominations period covers back to 1 August 2015 and right up until the end of 2017.
11.3.3.3	Nominations close on 23 March 2018, and the awards dinner and presentation ceremony will be held in the Dannevirke Town Hall on 20 April 2018 (doors open at 6.30 pm and the awards begin at 7.00 pm).
11.3.4	*That the report from the Chief Executive dated 20 February 2018 concerning an update on key projects and items of interest to the Council (as circulated) be received.* Crs Franklin/Isaacson Carried

12. Portfolio Reports

12.1

Events

12.1.1

The following councillor and the Mayor reported on various events they had attended:

Cr Johns and Mayor Collis

· Water New Zealand seminar in Palmerston North

· Government announcement in Gisborne to launch funding for projects from the Provincial Growth Fund

Mayor Collis

· Makuri School trail ride fundraiser event

12.2

Youth

12.2.1

The Mayor, Crs Isaacson and Johns have been looking at skate parks in places they have visited to see these type of facilities provided in other communities outside the district.

12.3

Connectivity

12.3.1

Cr Franklin reported the Connect Tararua Governance Group is progressing road mapping the district for connectivity with the assistance of Tararua Alliance.

12.3.2

Accelerate25 (regional economic programme) provided seed funding of $5,000 to Connect Tararua Governance Group to hire the services of business management consultants Tregaskis Brown to facilitate a business plan strategy workshop.

12.3.3

This was extremely valuable and a good use of that funding to assist in developing the business case to take to Government, and the support received from Tararua Business Hub in providing their venue and catering for the workshop is appreciated.

12.3.4

A delegation went to the Beehive in Wellington to meet with the Honourable Clare Curran (Minister of Broadcasting, Communications and Digital Media and Government Digital Services) to discuss the connectivity project for the district. That meeting was also attended by Wairarapa Labour List Member of Parliament Kieran McAnulty, and they were impressed with the proposed project.

12.3.5

The key focus and significant benefit from proceeding with this project is the economic productivity value it will provide to the district.

12.4

New Zealand Transport Agency Joint Working Group to Consider a Business Case on a Long Term Solution for the Manawatu Gorge Route

12.4.1

The Deputy Mayor reported the working group has concluded its work, and their report will be considered by the New Zealand Transport Agency Board at its March meeting.

12.4.2

A public announcement will then follow regarding the decision for the route to replace the Manawatu Gorge road.

12.5

Horizons Regional Council One Plan

12.5.1

The Deputy Mayor reported that work is proceeding for Horizons Regional Council and this Council to make a joint presentation to Government ministers and the district’s Members of Parliament to outline the economic implications of implementing the One Plan, and to pursue proposing a plan change to facilitate an acceptable way forward.

13. Mayoral Matters

13.1	Forestry Portfolio
13.1.1	*That the following councillors be appointed to the forestry portfolio to oversee Council’s interests regarding this activity:* *Crs A L Benbow (L), E J Christison and P A Johns* *Note: (L) indicates the leader portfolio holder for this activity* Mayor Collis/Cr Hull Carried
13.2	Anzac Day Services
13.2.1	The Mayor confirmed the arrangements for councillors to attend various Anzac Day services throughout the district.
13.3	Local Government New Zealand Rural and Provincial Sectors Meeting
13.3.1	The next Local Government New Zealand Rural and Provincial Sectors meeting is held on 8 and 9 March 2018, and Cr Hull indicated her interest in attending that meeting.
13.4	Meet the Mayor Clinic
13.4.1	The Mayor is not available to attend the Meet the Mayor Clinic in Pahiatua on Monday of next week from 9.00 am to 12 noon, and Cr Hull will be present to cover that morning.

14. Items not on the Agenda

14.1	Nil
14.2	The meeting adjourned at 2.15 pm, and resumed at 2.40 pm.

15.

Public Excluded Item of Business

15.1

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

Metered water charge write-off request

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

*General subject matter to be considered*	*Reason for passing this resolution in relation to each matter*	*Ground(s) under Section 48(1) for the passing of this resolution*
*Metered water charge write-off request*	*To protect the privacy of natural persons*	*Section (1)(a)(i)*

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

s7(2)(a) The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

Crs Isaacson/Johns Carried

15.2

That the report from the Chief Financial Officer dated 21 February 2018 concerning a metered water charge write-off request (as circulated) be received, and

That the Council agree to remit the calculated charges amounting to $2,137.14 (being 50% of the total invoiced) relating to water charges incurred as the result of damage done to the property’s water pipelines by the previous tenants, and

That the Council emphasise to the property owner their responsibility is to ensure the water supply lines remain intact, and they must proactively implement steps to prevent and find leaks prior to Council discovering them.

Crs Hull/Benbow Carried

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

15.4	*That the decision taken with the public excluded be confirmed in open meeting.* *Crs Thompson/Crispin Carried*

There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 2.45 pm.

____________________________

Mayor

Report

Date	:	21 March 2018
To	:	Mayor and Councillors Tararua District Council
From	:	Raj Suppiah Chief Financial Officer
Subject	:	Adoption of Supporting Information for the Consultation Document 2018/2028
Item No	:	11.2

1. Reason for the Report

1.1. This report is for the Council to review and adopt the supporting information that provides the basis for the preparation of the Draft Long Term Plan 2018/2028 (Draft LTP) and the Consultation Document for consultation with the community.

2. Background

2.1. Council is required by legislation to adopt a Long Term Plan every three years.

2.2. The process to develop Council’s Draft LTP began in November 2016 with our first Council workshop in April 2017.

2.3. The Local Government Act 2002 (LGA) sets the requirements for consultation. The LGA states that the consultation material and process should provide an effective basis for the public to participate in local authority decision-making processes.

2.4. Information that reflects the decisions of the elected members has been prepared. This information is termed the supporting information. The supporting information forms the basis for the Consultation Document and preparation of the Draft LTP.

2.5. The supporting information attached for Council’s review and adoption are:

a) Draft Long Term Plan 2018/2028

Contained within this document are the following key strategies and information:

i. Financial Strategy

ii. Infrastructure Strategy;

iii. Financial Prudence Benchmarks;

iv. Activity Profiles and Performance Management Framework

v. Revenue and Financing Policy;

vi. Rates Funding Impact Statements and Rating Policy;

vii. Rates Remission Policy;

viii. Forecast Financial Statements, Funding impact Statements and Accounting Policies;

ix. Significant Forecast Assumptions and Risks;

x. Policy on the Development of Maori Capacity to Participate in Council Decision-Making

b) Asset Management Policy;

c) Asset Management Plan Part A;

d) Treasury and Risk Management Policy;

e) Significance and Engagement Policy; and

f) Draft Fees and Charges 2018/2019

3. Key Messages

3.1. The Draft LTP was not a “business as usual” for Council. We are faced with many new challenges and this Draft LTP details Council’s strategies, outcomes and outputs. The following paragraphs summarises the key messages/highlights in this Draft LTP.

4. Council Vision and Strategy

4.1. Council’s Vision was first established in the 2012–2022 Long Term Plan.

4.2. This year, the vision and strategic focus were reaffirmed and updated using a consultation process of workshops with business and key stakeholders, as well as the community.

4.3. Worth noting is that Council’s vision and strategies have remained stable with minor changes in the strategies to emphasise the focus for each Long Term Plan.

4.4. Page 15 of the Draft LTP details the changes we had made to the strategic limbs underpinning the vision. In this Draft LTP, the Council expanded the strategic priorities to include building a resilient and connected community, and to develop key reserves and recreational facilities to aid economic development.

4.5. The programme of work and funding requirements reflect these new priorities.

5. Commitment to Key Stakeholders

5.1. This Draft LTP reaffirms Council’s commitment to :

· Working closely with Iwi, key stakeholders and the wider community;

· The Manawatu River Accord;

· One Network Road Classification;

· Local Government Leaders Climate Change Declaration 2017; and

· Continue to build a strong and vibrant district.

5.2. The strategies, policies and programme of work for the next 10 years are a reflection of Council’s commitments above.

6. Levels of Service and Performance Measures

6.1. Levels of service are outputs that Council expects will be generated by an activity. Good levels of service flow from the rationale for service delivery, and demonstrate a customer focus.

6.2. Levels of service are attributes that either demonstrate value to the community or are key to the way the public uses or experiences the activity.

6.3. We do that with having an overarching defined performance management framework. For each activity we then have established performance measures and targets that will demonstrate ‘value for money’ and our performance against these targets.

6.4. Performance management is the process of determining objectives, measuring progress against those objectives, and using the results to improve your local authority’s delivery of services to the community.

6.5. Timely, relevant performance information helps us demonstrate ‘value for money’ to the public. This means the information we report must mean something to the community, elected members, and staff.

6.6. Performance management helps elected members and staff assess whether the Council’s policies and services are actually making the community’s lives better. Performance management is not just a legal requirement, it explains what our Council is doing and why.

6.7. These are detailed in the “Performance Measures” section for each activity. In the Draft LTP we are proposing a total of 113 performance measures compared to 111 in the current year. We have introduced 27 new measures, increased the targets for 25 and reduced the targets for 5 measures.

6.8. The notable changes are:

Activity	Key Changes
Roading	· 10 new measures were introduced – aligned to One Road Network Classification and Council’s strategy. · Response targets were increased.
Water Supplies	· Response times, targets for customer complaints for water pressure and odour were reduced. · Customer satisfaction target was increased. · Water loss targets were increased from 7% to 20%
Wastewater	· Response times were reduced. · Customer satisfaction target was increased.
Stormwater	· Targets for flooding events impacting habitable floor was reduced.
Solid Waste Management	· 2 new measures introduced to align targets to the Waste Management and Minimisation Plan. · Customer satisfaction target was increased.
Emergency Management	· All measures (3 measures) are new given Rural Fire has been transferred into FENZ and the focus on training and readiness.
Animal Control	· Customer satisfaction target was increased.
District Promotion and Economic Development	· 2 new measures were introduced and target for a measure has increased – aligned to Council’s strategy.

Table 1 : Key changes to the Service Performance Measures

7. Financial Strategy

7.1. The Financial Strategy is at the core of the Draft LTP – “The Financial Strategy provides a financial framework for making decisions, and outlines how Council intends to manage its finances prudently for the next 10 years, and the impacts on rates, debt, levels of service, and investments.”

7.2. This strategy outlines the issues and challenges in the Long Term Plan, how Council intends to respond and the resulting outcomes and impacts.

Infrastructure Challenges

7.3. The quality of life, health, and economy of the Tararua district is reliant on infrastructure. The impact of infrastructure failure through natural disasters can result in loss of service or access, social and business disruption, and costly repairs.

7.4. There are three significant infrastructure issues facing our community:

· The first overarching issue is maintaining affordability whilst upgrading our aging infrastructure and improving resilience.

· The second is meeting increasing environmental impacts and health standards, especially in the areas of water supply (drinking water standards), wastewater (resource consent renewals) and stormwater (impact of frequency and intensity of weather events).

· The third is to fund investments that promote growth and economic development. For example, digital connectivity, walkway and cycleway, utility network extensions

7.5. There are multiple small towns each with their own wastewater and water schemes. These networks are in the process of being upgraded to meet increased environmental and health standards, and to improve the resilience of the infrastructure for the future.

7.6. In order to meet the above challenges, Council has a continued focus on ensuring that infrastructure delivers the agreed levels of service to the community in the most cost effective manner. The focus for the next thirty years will be on assessing options for service delivery and “thinking smart”. The strategies are detailed on page 33 of the Consultation Document (also detailed in section 4, page 13 of the Infrastructure Strategy).

Funding of infrastructure investments

7.7. Total capital investments in the 10 years are $161 million compared to $133 million in the 2015/25 Long Term Plan. For the first three years, the investment is $55 million (34% of total spend for the 10 years) compared to $39 million (29% of total spend for the 10 years).

7.8. As a result, Council debt levels are projected to increase significantly from $13 million to a peak of $35 million in 2024/25, reducing to $33 million in the final year of the Draft LTP.

Graph 1 : Total External debt compared to previous Long Term Plans

7.9. To enable the increased capital programme, Council reviewed the limits set in the Treasury and Risk Management Policy, resulting in one measure, net debt as a percentage of total revenue, being increased from a limit of 50% to 100% (LGFA covenants has a limit of 170%).

7.10. The projected increase in debt has reduced the headroom available to introduce projects outside of what is currently planned. However, Council has the ability to increase the debt headroom if required. The strategies available to Council are outlined on page 31 of the Consultation Document.

7.11. The graph below depicts the current debt limit and potential headroom.

Graph 2 – Council debt positon for the Draft LTP

Our Future State

7.12. The Financial Strategy also indicates where Council expects to be in year 10 of the Draft LTP. In achieving Council’s vision by 2027/28 we would have:

· completed significant capital development investments in our infrastructure and would have begun to repay external debt;

· significantly improved the safety and resilience of the roading network;

· made significant progress in building a connected community ( digital and physical infrastructure);

· completed our water and wastewater infrastructure upgrades to be fully compliant with relevant regulations;

· created more opportunities for current and future residents to live, play, and work in the Tararua district;

· extended town centre upgrades to the smaller towns in the district; and

· undertaken renewals on aging reticulation networks significantly reducing the risk of network failures.

7.13. We will continue to monitor our progress against “Our Future State” and take stock at the 2021/31 Long Term Plan.

Rates increases in this Draft LTP

7.14. The impact of the programmes has meant that over the ten years of this Draft LTP, rates increases average 3.45% compared, to 2.7% in the 2015/25 and 3.8% in the 2012/22 Long Term Plans.

7.15. Over the first three years of the 2015–2025 Long Term Plan, ratepayers had enjoyed an extended period of low rates increases below 3%.

7.16. The level of investment required to address the strategic issues, challenges and opportunities, has resulted in a need of sustained rates increases between 3.5% to 3.9%, during the first 3 years of this Draft LTP.

Graph 3 – Rates forecast for the Draft LTP

Table 2 : Rates increases compared to rates limits in the Financial Strategy

Rates Smoothing and Depreciation Funding

7.17. Council considers rates smoothing is financially prudent and is an effective mechanism to ensure that rates movements are at a level where rate requirements are contained to within acceptable and required limits.

7.18. Council manages this by adjusting its depreciation funding.

7.19. Depreciation represents the charge to the current ratepayers for the use of the asset during each year. This means that today’s generation pay for their share of the “consumption” and/or use of Council’s assets.

7.20. The objective of depreciation funding is to ensure that those who receive the benefit of Council’s assets pay a fair share towards the eventual replacement cost of the asset.

7.21. Council will review the amount of funded depreciation in each Long Term Plan to ensure that it is funding future renewals in a sustainable and prudent manner. The assumptions that are made when undertaking the depreciation modelling are conservative, and are reviewed every three years.

7.22. As a result of depreciation modelling, Council has chosen in this Draft LTP to vary its funding of depreciation expense. When deciding to not fund 100% of depreciation, the following considerations are made:

· Optimisation: Some assets will not be replaced with like assets. Examples of this are where a bridge will be replaced with a culvert, or a two story building is replaced with a single story building.

· Modern Equivalent: Asset management standards prescribe that Council considers modern equivalents in determining its asset renewal programme.

· Compounding interest: Depreciation reserves are available for internal borrowing and earn interest. The compounded interest earned on depreciation funds over the long term life of assets need to be considered to ensure that Council do not over fund for the future renewal of the asset.

Graph 4 : Depreciation Reserves modelling against infrastructure assets renewal profile

Confidence is underlying asset data

7.23. The assets of the Council are in overall good condition. Assets are aging, but Council is making regular and ongoing investments in preventative maintenance and has increased renewals. Council has done substantial work in improving the accuracy of data that drives the asset management plans. This work will continue over the next few years. This will ensure that Council has confidence that these assets are able to continue to deliver the agreed levels of service for the least lifecycle cost without increasing the risk of failure.

7.24. On a network basis, Council has not identified any significant gaps between the levels of service people expect from core infrastructure and the levels of service Council is able to deliver, now and over the next thirty years.

7.25. Table 17 in the infrastructure strategy (page 58) details the improvements and the roadmap with regards to data confidence and completeness for the roading assets.

Table 3 : Data confidence roadmap for roading assets

7.26. The recent valuation (September 2017) for roading and footpath asset also reviewed data confidence. This valuation was peer reviewed by an external consultant and signed off by the external auditor for Tararua Alliance. The following is the extract:

Table 4 : Data confidence assessment for roading assets

7.27. We have completed a similar review of our 3 waters infrastructure assets and an overall assessment was “C-uncertain”. Council is aware of this and a work programme to improve this is in place and included in the Draft LTP.

Rates increases for Year 1

7.28. In the Consultation Document we discussed the drivers for the rates increases. The following graph and commentary summarises the reasons.

Graph 5 : Drivers for rates increase in Year 1

7.29. The graph above highlights the main drivers for the increase in rates funding required for Year 1 of the Draft LTP. The mandatory portion of the rates increase of 2.42% represents the minimum rates funding required for Council to maintain current levels of service and to meet increasing compliance requirements.

7.30. The discretionary drivers are Council’s response to challenges and opportunities mostly in the district and economic development projects and the associated operational costs. Hence, the majority of the drivers for the rates increases are “mandatory”.

7.31. In year 4 of the 2015/25 LTP (Year 1 of this LTP) we anticipated a rates increase of 2.6%. In year 1 of the Draft LTP, we are proposing an increase of 3.50%. A number of significant changes have been factored into the Draft LTP. These include the significant increase in the capital programme, additional funding requirements to comply with new regulations for drinking water and wastewater standards, the increased emphasis on Economic Development and corresponding increases in staff resources.

7.32. Local Government cost indices, represented by BERL, indicates the increase in operating costs as a result of inflation for Council’s inputs to maintain levels of service offered to the community. For Year 1 of the Draft LTP this is 1.8%. Hence, the difference of 0.62% represents the increases in services levels and compliance cost.

Sector rates increases for Year 1

7.33. The following table and commentary summaries the sector rate increases.

Table 5 : Rates increases by sectors

7.34. The rates cap is higher than the 2017/18 cap which is 28.26%. General rates requirements are higher due to activities funded from general rates having increased costs, namely Footpaths, Economic Development and 3 waters. This leads to a trade-off between raising the UAGC (a fixed charge) to offset the increases in general rate in a dollar (based on property value).

7.35. The current rates cap keeps the UAGC and sector rates burden affordable and does not unduly burden the Urban and Industrial/Commercial sector. We have also adjusted the Solid Waste rates by moving a portion towards targeted rates (compliant with Council’s policy), offsetting part of the general rates requirement.

7.36. The detailed analysis of the rates increases impact on all ratepayers shows that there is a concentration of rate dollar increases around the $0-$100 increase range, with all sectors having a similar change.

Graph 6 : Distribution in dollars the change in rates from current year

7.37. The overall rates increases are higher than the previous year. However, if Council had not applied the rates smoothing, actual rates increases given the programme of work in year one would have been 7.39%, with the sector rates as follows:

Table 6: Rates for Year 1 in the absence of any rates modelling

7.38. Given the strong balance sheet, reserves modelling (out to more than 30 years), data confidence and sensitivity analysis, Council has been able to smooth the rates increases over the Draft LTP while still being compliant with the principles of sustainability, prudence and intergeneration equity in its Financial Strategy.

8. Balanced Budget

8.1. Section 100 of the Local Government Act 2002 requires Council to ensure that for every year of the Long Term Plan, its projected operating revenues are set at a level sufficient to meet its projected operating expenditure.

8.2. Council may set projected operating revenues at a different level from that required, if Council resolves that it is financially prudent to do so.

8.3. In assessing a financially prudent position, Council gives consideration to:

· The estimated expenses of achieving and maintaining the predicted levels of service set out in the Draft LTP, including the estimated expenses associated with maintaining the service capacity and integrity of the assets throughout their useful life;

· The projected revenue available to fund the estimated expenses associated with maintaining the service capacity and integrity of assets throughout their useful life;

· The equitable allocation of responsibility for funding the provision and maintenance of assets and facilities throughout their useful life; and

· The funding and financial policies.

8.4. Council’s overall approach is to operate in a fiscally prudent and conservative manner. To achieve this, Council endeavours to keep rates increases at an affordable level to deliver on service levels and maintain and renew its infrastructure assets.

8.5. Council has resolved not to balance its budget in most years of this Draft LTP. The main driver for this is Council’s funding of asset depreciation. Council does not fully fund depreciation, resulting in deficits in those years. This is due to:

· Maintenance and renewal costs of roading are funded (66%) by NZ Transport Agency by way of a subsidy. Council only rates for its share of the depreciation expense being 34%.

· The housing activity is self-funding from rental income. This activity continues to build reserves sufficient to renew and upgrade housing assets in future years. The annual rental income is sufficient to cover operational expenses.

· Some assets will not be identically replaced due to a change in needs. An example of this is replacing a multi-story building with single-story building. Hence, Council will only fund for the estimated replacement cost of a single story building.

· Council earns interest on the depreciation funds it collects. In determining the level of deprecation funding required, Council has considered the effect of compounding interest.

· Pongaroa water scheme – the community will fund the renewal and replacement of the scheme.

9. Fees and Charges

9.1. Council’s Revenue and Financing Policy details how each activity will be funded. It also determines funding splits, i.e. public vs private good; rates vs fees and charges.

9.2. In determining fees and charges for this Draft LTP, we established a pricing strategy. Rather than increasing fees and charges, for example by inflation, we decided to adjust them driven by objectives.

9.3. The objectives which we had used to guide and set the fees and charges for the 2018/19 financial year ( Year 1 of the Draft LTP) are:

Objective	Output	Outcome
Encourage use of community assets	Fees will be set at a low level	Active and supported community, economic development
Demand Management	Fees will be set to manage the demand	Achieve waste management strategy targets, manage water consumption at sustainable levels
Cost recovery	Fees recover the full/substantial cost for delivering service levels	Fair and equitable charges i.e. user pays
Statutory/Legislative compliance	Meet legal requirement	Compliant

Table 7 : Pricing strategy for the Fees & Charges

9.4. The following are the critical changes to the Draft fees and charges 2018-2019:

Fee	The Changes
Metered Water	Changed the minimum charge from 100 to 80 cubic metres each quarter to align to now current consumption data We are also recovering the additional cost for managing metered water rates.
Engineering	Aligned fees to actual cost and introduced new fees that reflect the actual cost and work streams.
Housing	Rents increased by $6 as per Council resolution.
Animal Control	Changed fee structure to ensure compliance with legislation/act and help change dog owners attitude towards registration fees.
Cemeteries	Increase interment fees to reflect the current cost.
Community Buildings	Rather than have an inflation increase across all facilities, we have increased fees only for facilities with high usage.

Table 8: Significant changes to the Fees & Charges

10. Significance Assessment

10.1. The adoption of the supporting information for the LTP is a decision that is recognised as significant in terms of Section 76 of the Local Government Act 2002 and Council’s Significance and Engagement Policy.

11. Conclusion

11.1. The supporting information attached for the Council to review and to adopt for consultation are:

a) Draft Long Term Plan 2018/2028

Contained within this document are the following key strategies and information:

a. Financial Strategy

b. Infrastructure Strategy;

c. Financial Prudence Benchmarks;

d. Activity Profiles and Performance Management Framework

e. Revenue and Financing Policy;

f. Rates Funding Impact Statements and Rating Policy;

g. Rates Remission Policy;

h. Forecast Financial Statements, Funding impact Statements and Accounting Policies;

i. Significant Forecast Assumptions and Risks;

j. Policy on the Development of Maori Capacity to Participate in Council Decision-Making

b) Asset Management Policy;

c) Asset Management Plan Part A;

d) Treasury and Risk Management Policy;

e) Significance and Engagement Policy; and

f) Draft Fees and Charges 2018/2019

12. Recommendations:

12.1. That the report from the Chief Financial Officer dated 21 March 2018 concerning the Adoption of Supporting Information for the Consultation Document 2018/2028 (as circulated) be received, and

12.2. That this matter be recognised as significant in terms of Section 76 of the Local Government Act 2002 and Council’s Significance and Engagement Policy, and

12.3. That the Council:

a) adopt the policies, strategies and documents detailed in paragraph 11 of this report as information defined as supporting information for the Draft Long Term Plan 2018/2028, and

b) in accordance with Section 100 of the Local Government Act 2002, the Council confirm the Draft Long Term Plan 2018/2028 budgets have been prepared based on reasonable judgement and assumptions, and it considers the projected financial results, including the projected operating deficit over the ten year period to be financially prudent given its financial position, the cumulative surplus projected over the ten year period and its financial management policies, and

12.4. That the Chief Executive is authorised to approve any final edits required to the supporting information in order to finalise the documents for distribution.

Attachments

Nil.

Report

Date	:	22 March 2018
To	:	Mayor and Councillors Tararua District Council
From	:	Blair King Chief Executive
Subject	:	Staff Report - 28 March 2018 Council Meeting
Item No	:	11.6

Reason for the Report

This report is to update Councillors on key projects and items of interest over the period from 21 February to 21 March 2018.

Key Points

Pahiatua Wastewater Discharge Consents

The Horizons appointed Commissioners have issued their decision granting consents for the operation and discharge of wastewater via wetland, for approximately 13 years. Whilst pleasing to see that the panel accepted Council doesn’t have a discretion as to providing a wastewater service to this community, the conditions imposed will have significant financial impacts. It is likely that at least one of the objectors will appeal the granting of consent, so we are taking legal advice on whether we should also lodge an appeal. The timeframe expires in early April, and any appeal would be heard in the Environment Court.

Approval by Audit NZ of the Proposed Long Term Plan document

Further to the positive briefing by Council’s Auditor to the Audit and Risk Committee meeting, we have been advised they have now obtained sign off on Council’s Long Term Plan. This has been a significant project across Council and Alliance on top of a high capital programme, and demonstrated the value of using Frank Aldridge to optimise the workstreams. These included updating Asset Management Plans, creating a consultation document that detailed the right debate, schedule briefings and workshops to ensure Councillors vision for the next 10 years was accurately reflected in the proposed activities, and building the financial model to illustrate this over 10 and 30 years.

Sealing of Documents

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

· Memorandum of lease for pasture land adjacent to Pahiatua Transfer Station - John Robert Mudgway

· Memorandum of lease for Gregg Street land in Dannevirke - Warren Leslie Pinfold

Health and Safety

MWLASS Health and Safety Group

The next health and safety regional forum is due to be held at Tararua District Council on 13 April 2018. Adrienne Pryde is presenting on WorkSafe NZ accreditation system SafePlus. Dave Griffith is presenting on roles and responsibilities under the Health and Safety at Work Act (2015). All managers and health and safety committee members have been invited to attend.

Asbestos Management

The Pahiatua Service Centre required an asbestos management plan be put in place to enable the earthquake strengthening project to continue. FibreSafe NZ was engaged to produce the management plan. Asbestos Containing Materials (ACMs) have been found in some areas of the building, however all are in good condition and able to be managed with annual checks for any deterioration. A plan is also in place in case of incident or emergency disturbing asbestos. Following this a number of areas need to be addressed, including staff training for asbestos awareness and emergency procedures.

We are currently working through prioritisation order for all other Council owned sites. The prioritisation framework takes into account upcoming refurbishment plans, activity of the site and accessibility to the public. Once the list is prioritised, we will proceed with the procurement process to engage a licenced asbestos surveyor to work through all sites.

Hazardous Substances

Vanessa McAdam from WorkSafe NZ presented to a group of staff on the new hazardous substances regulations that came into force in December 2017. Sandy Lowe has been working with teams to ensure correct process is in place for all areas where hazardous substances are used and/or stored.

Contractor Management

The internal contractor management process for health safety pre-approved suppliers has been in full swing for around 18 months and the two year review date begins in September 2018. We are reviewing if this service should remain in house considering the high staff time cost. There are a number of pre-qualification systems on the market and being used by local authorities. Tararua District Council is currently investigating options for this service. The costs and structure of fees differ between products.

Health and Safety Committee

The Health and Safety Committee has undergone an election, which has resulted in three new members due to begin their roles in April. The new members will go through the Health and Safety representative stage one and two training.

Risk Management and Monitoring

Two staff recently visited Wairoa District Council to assess the Guardian Angel duress alarms they have recently implemented. It was a really positive session that gave us a good understanding of the product and the issues that Wairoa DC have had. This product will assist in situations where emergency response is required, such as an animal attack or confrontation with aggressive customers, and will either supplement or replace personal locator beacons and the need for a panic alarm at the pound. Sandy is discussing the implementation of this product with the suppliers.

Some issues have been raised with regard to the security of the Woodville i-SITE and Library. Customer access to controlled areas is being reviewed.

Following a recent site audit of the Dannevirke Wastewater Treatment Plant and a notifiable event at the Pahiatua Wastewater Treatment Plant we have reviewed chemical storage, handling, personal protective equipment and emergency response plans. Updates to these areas are being implemented.

Concerns were raised regarding Easton Street access to the Dog Pound and Transfer Station after a near miss between two vehicles. A safety inspection has been undertaken by Anthony Mason and work has been programmed to widen the gate entrance.

Two near miss vehicle incidents have been reported, the first involving a contractor’s vehicle and a cyclist, and the second involving a work vehicle being trapped in flood water. The second incident highlighted the benefit of dash cameras as it enabled an objective post incident review of what, when and how. Staff are looking at the cost effectiveness of adding Dash cams to the wider fleet, as they are already used on multiple utes under the Alliance for recording inspections of roading condition or faults.

Tararua Alliance

Executive Summary

Fine weather for most of February enabled a large amount of work to be done across the district.

However, on 8 and 9 March a significant rainband hit the district. Whilst not forecast to be severe compared with the highly publicised Cyclones Gita and Hola, it caused extensive flooding, slips, large fallen trees, and numerous road closures - predominantly in the northeast of Tararua. Just under 300mm of rainfall was measured at the Horizons’ Toi Flat station over the four days from 7 March, including a massive 240mm of rainfall from Thursday 8 to Friday 9 March This was far more than was measured, at this location, during the two ex-tropical cyclones in April 2017 and the severe weather event in July 2017. It also resulted in the Owahanga River, measured at Branscombe Bridge, rising from a previous average for the month of around 700mm to over 5,000mm and the Waihi, measured at Route 52, rising from approximately 750mm to 6,250mm.

Both office and field staff worked through the nights to coordinate our response and ensure motorists were kept safe. Health and safety, as always, was our highest priority, and staff were stood down to rest if expected to work during the night. With slips and trees coming down around them, we also needed to ensure we weren’t placing field staff in undue, high risk areas during darkness. It was great to see the new tools our Planning Team have developed put successfully into action and how they improved our overall response both during and following the event. While clean up continues, all faults resulting from the event (300+) have been identified and recorded, and an emergency works application will be submitted to the NZ Transport Agency in due course.

Akitio Rock Wall on River Road, 8 March 2018 Waihi Falls, 8 March 2018 (source: Facebook)

River Road, 8 March 2018 Remedial work underway at a large slip on Route 52, 14 March 2018

Horizons’ rainfall data for Akitio at Toi Flat for the past 12 months (note the far right!)

At the time of writing this report, the NZ Transport Agency has just confirmed Option 3, between the Manawatu Gorge and Saddle Road, as the preferred alternative route to the Manawatu Gorge. Whilst this is not the result some may have wanted, it is a great result for the Tararua District. Providing long term sustainability to Woodville, as the only proposed route likely to continue through Woodville in the long term, and the route that will cause the least negative impacts on the Council’s local road network, such as those being seen currently on roads such as Ballance Valley.

We are keenly aware of the ongoing issues around the Ballance Valley route . Formal safety assessments have been completed and we plan to complete some of the recommendations from this before the end of the financial year, including pavement widening and signage improvements.

Construction progress continues, with our crews and subcontractors around the district completing 3Waters renewals projects, pavement rehabilitation sites, repairs to flood damage sites, and general maintenance. Our Planning team is keeping them busy, providing programmes and project design. There have been some recent changes made to the renewals programme, with heavy maintenance and renewal of the surface planned to be carried out shortly at the Swinburn/Waterloo intersection in Dannevirke, in lieu of any major stormwater project likely to be carried out through this area in the near future.

We have recently taken on another Civil Engineering Cadet to work within the Tararua Alliance. It was amazing how high calibre all of the young locals we interviewed were, which made our decision very hard. Recent recruitment of our Engineering Team Leader position has also been successful, we look forward to the successful applicant joining the team in April.

With Long Term Plan consultation beginning soon we are keen to hear more from residents and other key stakeholders about what they want from Council’s core infrastructure, and their thoughts on the projects and/or changes we have proposed. Along this same line, we will soon be moving to the next stage of consultation regarding the Pahiatua Main Street Upgrade project – watch this space!

Planning

Roads

Culvert Floor Replacement – EC-130 on Route 52 near Settlement Road

Through routine cyclic inspections and maintenance programming, this culvert was identified for a concrete floor replacement. The old corrugated iron culvert had rusted out and was in a poor state requiring attention. Corrugated iron culverts were commonly installed many years ago as a cheap alternative to concrete pipes, however the expected life of this material is far less than more commonly used materials today. By replacing the floor of this culvert at significantly less cost than full replacement, we have extended the useful life of this asset.

Before, during and after photos of the culvert

Bridge Railing Replacement – E-26 on Route 52 (Stringfellow’s Bridge)

Two bridge rail replacements were completed during February, including bridge E-26 on Route 52. As shown in the photos on next page the old concrete rails had degraded well past their useful life and also sustained damage from passing vehicles. These issues were identified through our cyclic inspection programme, with the components then programmed for treatment . Management of structures through component replacement, rather than full renewals, can extend the expected life of our bridges significantly.

The old concrete rails also presented a slight safety issue, restricting sight distance for some motorists. We have received feedback from a local farmer who feels a lot safer pulling out onto the road now, due to the steel pipe rails.

Before and after photos of the bridge

3Waters

Water Meter Reading Changes and Demand Management

March is the 3^rd quarter of water readings for the 2017/2018 financial year. Leading up to this quarter, we have reviewed the historic meter reading route maps with a view to making this routine task as simple and cost effective as possible for both field and office staff. We subsequently adjusted the meter reading walking paths to be more efficient and logical, and expect this to at least halve the time spent in the field, saving costs for Council.

Images showing the before and after meter reading route maps

Projects

Emergency Management

The Tararua Alliance’s ability to quickly and efficiently react during an emergency event is a reflection of the plans put in place by the operations and planning teams beforehand, and their experience and ability to react to changing situations. The team is well adept at organising work crews and physical response when required but have historically relied on disjointed and sometimes labour intensive methods to manage the flow of information from the field, into the office and then out to crews to respond.

Identified as an improvement during a ‘lessons learnt session’ following a weather event in 2017, the Planning team has been focusing on ways to improve the flow of information and to enable on the fly decision making. Effort has been put in to streamline the incoming data sources and consolidate that information into one central repository, to be managed and mapped in a consistent manner, with a view to improving response times and to ensure the safety of both members of the public and of our field staff.

A simulated event had been planned during March to test the new system and tools, however the rainfall event in early March allowed us to do this beforehand. The system proved very useful to both Planning and Delivery staff, as we could keep track of all faults and their status, which roads were closed, and where all of our various field crews were working. As a one stop shop for this information, which will be uploaded to Council’s RAMM database, it will also provide clear information and robust justification to the NZ Transport Agency for any emergency works applications.

Cadetships and Learning Pathways

We are committed to developing staff capability and capacity for both organisations, and have recently employed another Civil Engineering Cadet within the Planning Team. The cadetship model, which has been historically supported by both Tararua District Council and Downer, develops technical expertise and practical skills through ongoing professional development both at the beginning of careers, right through to those with more experience. Continual professional development is encouraged and supported throughout the Alliance with a range of cadetships, modern apprenticeships, training opportunities at all levels, mentorship and leadership programmes. Developing a culture of progression and personal development takes a great deal of effort and investment from both individuals and their supporting organisations, but is necessary to ensure positive succession in years to come during this challenging time for the industry.

Delivery

Roads

Maintenance

With the weather being relatively steady through the month of February our maintenance teams have had a good, consistent workload. The third round of roadside verge mowing across the district’s sealed roads is almost complete, following rapid grass growth through the months of December and January, with an aim to improve sight vision and reduce safety deficiencies.

Renewals

With most of the urban sites sealed during the month of February, this year’s resurfacing programme is effectively complete. Three sites remain to be completed which are close to rail crossings - we are working with KiwiRail and the Downer Zero Harm team to ensure the permits and approvals are in place before these are completed.

The Miller Street pavement rehabilitation, completed in conjunction with the realignment, is very close to complete. Addressing a spring and reinstating delineation and other street furniture is left to be completed. We have received some great feedback about the improvements completed, particularly with regard to road user safety when approaching the bridge onto Weber Road.

The Te Rehunga North Road pavement rehabilitation is also progressing well. This is despite finding additional significant failures in the subgrade during construction, which would have contributed to the pavement failing . Additional excavation of isolated areas of poor quality subgrade material is being carried out, to replace with suitable hard fill and ensure the longevity of the new pavement.

Footpath renewal construction has been also been completed in Edward Street in Pahiatua, and in Christian Street in Dannevirke.

Heavy metal overlay, or unsealed road pavement strengthening, sites have been identified and will be completed in coming months. This currently includes areas of Mangatuna Road, Bowen Road South, Cowper Side Road and Tahuokaretu Road. The Planning Team assisted by providing maps of the roads predicted to be impacted by future forestry harvesting, which is playing a big part in making informed decisions. The Performance Team also assisted, by providing analysis of historic unsealed road metalling quantities and identifying roads which have historically been under invested in. Preparation work on some of these roads has begun, including drainage improvements and subgrade strengthening.

Emergency Work

The washout on Route52, between Alfredton and Tiraumea, reached a significant milestone this month, with the first pipes installed along with the outlet headwall. With the outlet structure largely completed, we will look to establish additional resource onsite for construction of the reno mattresses. 1,000m2 of this has been designed for the site, to dissipate the waters energy and prevent scour and asset wear, in lieu of the drop structure being removed from the design.

Repairs to Riverdale Road are now complete. During February the remaining L-unit structures were installed, shock-creting completed, guardrail installed, and reinstated the affected pavement.

Construction is also progressing well at various other flood damage sites across the network, including on Route 52, where a retaining wall is being constructed just southeast of Weber, on Pahiatua-Pongaroa Road, where a retaining wall and realignment are being constructed, and on Surreydale and Woodville Aohanga Roads.

Construction progresses at the Route 52 washout site, between Alfredton and Tiraumea

Construction progresses at the Route 52 dropout site, between Weber and Wimbledon

3Waters

Maintenance

Reactive maintenance work was again busy during February, with 68 requests responded to during the month. These included;

· For water; 18 toby replacements, 22 water lateral leaks, and 16 minor attendances.

· For wastewater; 2 blockages, and 2 minor attendances

· For stormwater; 7 minor attendances

Other reactive works completed for the month include a sewer block in Pongaroa, caused by a mat of roots within the base of a manhole. The manhole is in poor condition and is scheduled for replacement. We also installed vacuum breakers at all campervan dump stations across the district, reducing the risk of public health issues.

Quarterly dead end mains flushing was completed in Dannevirke, Woodville, Pahiatua and Eketahuna during February, reducing the potential for water clarity or odour concerns.

We have also been completing open drain maintenance in Huxley Street, Pahiatua. This work included construction of isolated concrete sand bag walls and other spot repairs due to the erosion and undercutting of the banks.

Before and after photos of a section the Huxley Street drain, highlighting the completed scour repairs

Renewals

A new water service connection has been installed in Bright Street, Dannevirke. Existing laterals have also been replaced in New Street, Dannevirke, in conjunction with the footpath construction work currently being completed.

Renewal of the watermain in Christian Street, Dannevirke, is progressing well, with 300 metres of main installed. The team is now working on installing the new laterals, before line disinfection and bacto testing prior to fully connecting to the mains.

We plan to reline three sections of wastewater pipe in March/April, including in Station Street, Dannevirke, a section in Allardice Street, under the railway in Dannevirke, and in McLean Street, near the Woodville Racecourse.

Performance

Customer Management

The number of customer requests for February increased from previous months, but was less than this time last year. We are receiving increasing numbers of requests regarding footpaths, and are aware through Council’s resident surveys that satisfaction with footpaths is declining. Unfortunately many of the issues are due to the entranceways which cross the footpaths, and are the responsibility of the respective homeowner rather than Council. Increased education will be carried out regarding this, as well as contacting homeowners whose driveways are presenting a safety concern for footpath users.

Corridor Access Requests

24 Corridor Access Requests (CAR) and 42 BeforeUdig requests were received for February. We are still educating many parties wanting to carry out work within Council’s road reserve on the application process.

Traffic Management

Seven temporary traffic management audits were carried out during February, on both Tararua Alliance and other third party sites. Most sites audited were managed to a very high standard.

Performance Dashboard

KRA

Name

Frequency

Comments

RESULTS

PEOPLE RESULTS

Alliance Team
Safety

Monthly

48 Safe Behaviour Observations (SBO) were completed during February, against a target of 40 per month

Workplace
Health

6 Monthly

Loss time injuries (LTI) 0

Medical treated injuries (MTI) 0

Environmental incidents 0

CUSTOMER RESULTS

Timely
Communications

Monthly

100% of customer requests for 3Waters and 98% for roading were responded to on time during February

Effective Communication

Monthly

The average satisfaction score was 3.9 out of 5 for February

Minimise Operational Impacts

3 Monthly

1 compliment was received during February

SOCIETY RESULTS

Compliance
with TMP

Monthly

7 traffic management audits were carried out during February

Zero Harm – Environment

Monthly

No reported actions regarding Enviromental Harm have been reported

Non-Financial Performance

Description	Detail	Unit	Feb-2018
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.	48
TMP Compliance - Alliance Sites	Total Audit Score	No.	30
	Dangerous Sites	No.	0
	Sites scoring below 30	No.	5
	Total No. Sites Audited	No.	5
TMP Compliance - Non-Alliance Sites	Total Audit Score	No.	15
	Dangerous Sites	No.	0
	Sites scoring below 30	No.	2
	Total No. Sites Audited	No.	2
Overall Standard	Total of All Sites Audited	No.	7
Overall Standard	Total Non-Compliant Sites	No.	0
Effective Communication	Total Number of Customer Surveys	No.	12
	Overall Feedback Score	Index	3.9
	No. Scoring Below 3	No.	2
Timely Communication - 3Waters	Total Number of Three Waters CRM Received	No.	53
	Average Completion Time	Days	0.3
	Total Number of CRM open	No.	0
	Number completed within target	No	53
	% Target	%	100
	% Carried to following month	%	0
	% Completed on Time	%	100
Timely Communication - Roading	Total Number of Roading CRM Received	No.	222
	Average Completion Time	Days	2.3
	Total Number of CRM open	No.	0
	Number completed within target	No	221
	% Target	%	98
	% Carried to following month	%	0
	% Completed on Time	%	98

Plant and Property Group

Group Summary

Carly Price (The Questioning Engineer) has been contracted to work with the in-house team at Hastings District Council following the Havelock North incident. After our visit to Hastings District Council last month, we invited Carly to TDC to meet with staff and to visit some of the water treatment plants to carry out an assessment of systems including quality, contractual, telemetry, plant and equipment, operational, planning, training and documentation management systems.

Carly has now provided a Gap Analysis and roadmap process which is designed to help Council understand where any vulnerabilities are, and how to prioritise addressing the gaps. We have just received the first version of the Gap Analysis (at the time of writing this report) and staff are currently reviewing before a presentation will be made to Council next month.

A meeting with the Resource Consents Iwi working party was held on 19 March to work through issues relating to the Woodville wastewater pre-consent application. Drone footage of the Woodville wastewater plant and surrounding areas was shown to the group and some options of a wetland area were discussed and no issues were raised.

A seepage investigation is being carried out around the perimeter of the Woodville ponds. This is part of the consent strategy and will be used to support the required consent application, unless it is demonstrated that the permeability of the clay lined ponds is at the permitted activity standard (being 1x10^-9 m/s).

The contractor and David Veale have been on site at the location of the new glass concrete bunker at the Dannevirke Transfer Station to assess the ground conditions, which will help to finalise the design of the concrete slab.

After the severe storm and heavy rainfall in the Puketoi Ranges, the Pongaroa rural water supply was subject to very turbid wate,r which in term made its way into the town supply and a further e.Coli reading was detected. A boiled water notice was issued to the residents on the water scheme. We now have a chlorine reading in the town reticulation and three clear lab tests are needed prior to lifting the boiled water notice.

Due to the heavy rainfall around the district at the beginning of the month, all water restrictions have now been lifted except for Akitio, which is due to be lifted at Easter.

Overview of District Water Treatment & Projects

Pahiatua Reservoir Site

Wai Waste Limited has been engaged to provide a preliminary geotechnical investigation report including geotechnical assessment on the proposed building platform site at the end of Wakeman Street, Pahiatua.

Scala Penetrometer testing has been conducted across the proposed reservoir platform area. With moderate earthworks required to form a level platform, trenches have been excavated to reservoir foundation level to allow preliminary soil testing at foundation level. Scala Penetrometer testing was conducted at 13 test sites across the proposed reservoir platform.

This report has now been sent to Tasman Tanks’ engineers to re-evaluate the final design assessment which will then be provided to Council.

The contractor is continuing to work on the access track, this is nearly completed.

Pahiatua Treatment Plant

A skype meeting was held on 6 March with reviewer, Beca engineer and TDC project team to ascertain some of the Ministry of Health’s queries. The project team is following up with Bayliss Bros regarding No.2 bore analysis for review by Andrew Watson at Beca, also having discussions with Filtec, Craig Freeman, regarding membrane plant as the new recommended option.

Woodville

The concrete ring beam has been completed. The majority of the landscaping has been completed and track work is in progress. We are struggling to get the Viking installation team on site as they are currently finishing off other work that has been delayed.

Akitio

The advancement of the Scada/telemetry components for the containerised treatment plant is going well. Testing will be carried out prior to transporting the container to site. Staff will be meeting with the landowner this week to finalise any required site works.

Overview of District Wastewater Treatment & Projects

Dannevirke Membrane Replacement

GE staff have completed the commissioning and we are now optimising the system.

Community Assets & Council Property

Reconfiguration of Ruahine Flats, Woodville

The specifications prepared by the designer have been accepted and sent out to three approved contractors to price the alterations. We are waiting for these to be submitted.

Survey and Inspections

The inspections of the pensioner units throughout the district have been completed. Most of the units are in a very tidy condition – structurally as well as aesthetically.

The pensioner satisfaction survey has been conducted and the results are in the process of being compiled.

Camping Grounds

The camping ground statistics for February are shown in the table below:

Dannevirke	876
Woodville	179
Pahiatua	Not available at time of writing report
Eketahuna	823

Cemeteries

Mangatainoka Cemetery

Drainage of the new lawn area has been let to the Tararua Alliance.

Pongaroa

The ashes berm is being installed.

Parks and Reserves

Eketahuna Domain

The rugby club have rolled the grounds. We are still waiting for the camera operator to survey the drains in the rugby fields. We are also waiting to verti-drain the fields, this was reliant on the condition of the grounds.

Swimming Pools

All the swimming pools have closed for the season. They have all experienced very good attendance numbers over the summer.

Strategy & District Development

Forestry

The medium prune of the Kaiparoro stand and the next stage of silviculture in Birch North Forest are underway. In Birch North the work will focus on thinning and pruning the stands on the northern side of the main road.

The forest evaluation will be progressed to enable the provision of a full five year budget to Council.

Road edge harvest can start within 8 weeks depending on crew availability. Areas of interest are the intersection of Route 52 and Falls Road, the Central Hawke’s Bay boundary and on Weber Road.

Work is also underway to find a contractor to re-initiate harvesting in Kaiparoro Forest.

Pacific Technical Assistance Programme

Peter Wimsett recently visited Port Vila Municipal Council under the LGNZ PacificTA programme on request of the Ministry of Foreign Affairs and Trade. Peter was part of a four person team from New Zealand in Vanuatu conducting a capacity review and assessment of the Council, including a follow up to a report Peter prepared in 2014. It was pleasing that significant progress is being made and that we are able to contribute positively to the local government sector. The ability of New Zealand to provide advice and targeted support is very valuable to the countries of the South Pacific and our ongoing relationship with those countries.

The primary remote access software to Council, Citrix, has been reviewed, upgraded and rolled out over a dozen internal staff, with up to 30 simultaneous licensed connections. This is a key element of the business continuity plan for Council by allowing operations to continue securely from any device and any internet-connected location.

All the Council network switches are now fully installed and operational with the new firewalls to be made operational in the next few weeks. We will then be able to secure better internet access with “fail-over” systems.

A new configuration of network access for telemetry systems is being developed. This will allow us to implement secure connections to measurement and control systems, such as SCADA.

Records

An upgrade of the Council’s document management system, HPE TRIM, to HPE Content Manager “CM9” is underway and is being managed as a project. There are currently over 632,000 Council documents held in the database and this is a core Council system to ensure that we meet the Records Act requirements and are able to operate efficiently.

CCTV

Council’s new internal CCTV server is now fully operational. This server will be able to cope with additional cameras that operate over essential Council physical assets, and particularly our new plant sites.

Regional Retail Spending

Growth remains strong over the region in both number of transactions and value of spending.

Tararua $ value in spending has increased by 7.1% for the year-to-date to 28 February 2018 when compared to the prior year.

Economic Development and Communications

Economic Development

Business

Business Support

We continue to average four new clients per month and have found that the most common enquiries received are for retail, trades and industry, and services.

One enquiry of interest was for a manufacturing proposition. We connected the clients with potential sources of information for this stage of their research.

Workshops and Training

§ PAYE and AIM

This free workshop was presented by Inland Revenue and had a total of 9 attendees. The presenter explained what changes Inland Revenue are implementing and gave some information about PAYE and AIM*.

* From April 2018 small businesses that have turnover of less than $5 million a year can work out their provisional tax using the accounting income method (AIM).

§ Introduction to Business Seminar happening on Wednesday, 28 March 2018 in Dannevirke.

Marketing

Events / District Marketing

NZ Rural Games

Tararua District Council was able to take advantage of a great opportunity to market the Tararua District at the NZ Rural Games, held at The Square in Palmerston North.

Showcasing our district attracted over 200 people to our stand; all showing a lot of interest in visiting the district and seeing what Tararua has to offer.

We had great feedback received from Palmerston North Mayor Grant Smith who noted that both the Palmerston North City Council and the Manawatu District Council had missed a good opportunity. We would like to give a special thank you all to those who helped out at the event working to put Tararua District on the map.

Upcoming Events with Council Participation

§ 15 – 17 March 2018 Central Districts Field Days

§ 16 – 18 March 2018 Covi Motorhome Caravan and Outdoor SuperShow

Communications

Heavy Rainfall

On Thursday 8 March, we experienced another bout of severe weather causing road closures, slips and other issues throughout the district.

We disseminated messaging about staying safe on the road and reporting issues to Council, as well as sharing messages regarding cancellations of Council events and system overloads.

Tararua i-SITE Visitor Information Centre

Innovative Design

There are three new images featuring on the wall behind the counter in the i-SITE. These have been designed and installed in a way that allows them to be removed from the wall and interchanged with other images/promotions, as well as the ability to reuse these at trade shows where we have a Council exhibition. The current images showcase Akitio, Ferry Reserve and Waihi Falls.

Regulatory

Executive Summary

Significant Issues

Food Businesses have been contacted as a reminder that the Food Act transition ends on 31 March 2018.

Annual School visits for swimming pool water quality monitoring were scheduled and completed to monitor how schools are managing water quality for students

Alcohol Licensing Statistics

District Licensing Committee Activity

Application Type	Applications Received	Applications Granted	Applications Refused
On Licence - New
On Licence - Renewal
Off Licence - New
Off Licence - Renewal
Club Licence - New
Club Licence - Renewal
Manager Certificate - New	2	5
Manager Certificate - Renewal	3
Special Licence	5	12
Temporary Authority - On
Temporary Authority - Off
TOTAL FOR MONTH	10	17
TOTAL FOR YEAR (from 1 July)	97	59	0

Inspections of Licensed Premises

	Total Inspections	Total Premises	% Inspected
July	3	65	5%
August	2	65	3%
September	9	65	14%
October	13	65	20%
November	15	65	23%
December	1	65	2%
January	12	65	18%
February	9	65	14%
March
April
May
June
TOTAL FOR YEAR (from 1 July)	64	65	98%

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%	98%

Animal Control Statistics

Dog Impounding

Reason for Impounding	Total for Month	Total for Year (from 1 July)
Roaming	22	32
Unregistered	1	11
Roaming and known to be unregistered	3	32
Rushing		3
Barking		3
Failure to comply with classification - Menacing
Failure to comply with classification -Dangerous
Failure to comply with Bylaw
Attacking - Person		6
Attacking – Stock		1
Attacking - Domestic Animal	2	11
Attacking - Protected Wildlife
Released to Council		18
Welfare	2	15
TOTAL	30	132

Resolution of Impounding	Total for Month	Total for Year (from 1 July)
Returned to Owner	22	136
New Owner/Rehomed	6	54
Destroyed	6	27
TOTAL	34	217

Registration Status

Classification	Registered	Unregistered	Total
Dangerous Dog	12	1	13
Preferred Dog Status	383	0	383
Rural Domestic Dog	1875	37	1912
Urban Domestic Dog	1007	74	1081
Working Dog	3231	85	3316
TOTAL	6508	197	6705

Menacing Dogs

Menacing Classification Type	Total
33A(1)BII - Characteristics typical of Dogs Breed/Type
S33C(1) - Dog of Breed / Type in Schedule 4	85
33A(1)(BI) - Observed or Reported Behaviour of Dog	22
TOTAL	107

Infringements Issued

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	1	2
33F(3)	Failure to advise person of muzzle and leashing requirements
36A(6)	Failure to implant microchip transponder in dog		1
41	False statement relating to dog registration
41A	Falsely notifying death of dog
42	Failure to register dog		26
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	21
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		3	50

CRMs

	Ind/Com Nth Ward	Ind/Com Sth Ward	Non Rateable	Rural Nth Ward	Rural Sth Ward	General	Urban Nth Ward	Urban Sth Ward	Total for Month	Total for Year (from 1 July)
Aggressive Dog										30
Barking Dog - First Call - Record Only		1		1		3	10	6	21	202
Barking Dog - SECOND CALL / ATTENDANCE REQUIRED		1				1	5	2	9	67
Dead Dog										12
Dog Attack							3		3	28
Dog Bylaw Breach										1
Dog Other				3	2	17	7	6	35	366
Dog Welfare Concern										16
Roaming Stock				1	1	14	1	1	18	150
Roaming/ Uncontrolled/ Secured Dog	3	1	2	4	1	16	5	4	36	330
Rushing Dog							1		1	13
TOTAL	3	3	2	9	4	51	32	19	123	1215

Building Statistics

Building Consents Processed

Consent Time Frames	Total for Month	Total for Year (from 1 July)
Code Compliance Certificate issued	17	209

10 days or Less	5	73
11 - 15 Days	22	78
16 - 17 Days	1	22
18 – 19 Days	1	20
20 Days		2
>20 Days		5
TOTAL	29	200
Percentage processed within 20 day limit	100%	97.5%

Total Value	$1,113,572	$11,740,776
Average Value	$38,399	$58,703

Building Inspections Performed

Inspection Results Report –	Month	Year to date
No of passed inspections	82	875
No of failed inspection	8	120
TOTAL	90	995

CRMs

	Ind/Com Nth Ward	Ind/Com Sth Ward	Non Rateable	Rural Nth Ward	Rural Sth Ward	General	Urban Nth Ward	Urban Sth Ward	Total for Month	Total for Year (from 1 July)
Unlawful Building Works										7
Dangerous Buildings						1		1	2	3
Insanitary Buildings										4
Earthquake-Prone Buildings
TOTAL						1		1	2	14

Pool Inspections Performed

	Total Inspections *Note 1*	Total Passed	Total Failed *Note 2*	Total Removed *Note 3*	Total Pools	Total to be inspected 2017/2018	% Inspected
July	10	4	1	5	194	52	19.2%%
August	0	0	0	0	0	52	0
September	0	0	0	0	0	52	0
October	0	0	0	0	0	52	9.6%
November	4	1	0	3	194	52	0
December	0	0	0	0	0	52	0
January	19	16	2	1	194	52	36.5%
February	14	7	6	1	194	52	26.9%
March
April
May
June
TOTAL FOR YEAR (from 1 July)	47	28	9	10	194	52	92.25%

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.

General Inspection Statistics

Illegal Dumping Collection

	Tonnage	Transfer Station Cost ($)
July	0.52	102.00
August	0.610	146.01
September	0.910	205.59
October	0.300	81.05
November	.300	42.50
December	.260	25.70
January	.490	152.50
February	.510	108.10
March
April
May
June
TOTAL FOR YEAR (from 1 July)	3.90	863.45

Health Statistics

Registered Premises Inspections

	Total Inspections	Total High Risk Food Inspections	Total Low Risk Inspections	Total Food Control Plan Audits	Total New Business Enquiry	Total New Business Registered	Total Business Closed	Total Registered Premises	% Inspected
July	9	0	0	9	1	2	2	145 Note 1	6%
August	6	3	1	2	0	1	1	144 Note 2	4%
September	8	5	0	3	1	1	2	142 Note 3	5.4%
October	9	4	1	4	1	0	1	141 Note4	6%
November	2	2	0	4	0	0	0	141	4%
December	6	0	0	6	1	0	1	140 Note 5	4%
January	9	3	4	2	3	0	1	139 Note 6	7%
February	18	2	9	7	1	2	0	135 Note 7	13.3%
March
April
May
June
TOTAL FOR YEAR (from 1 July)	67	19	15	37	8	6	8	135	49.6%

Note 1 – Two businesses were not required to continue registration – Food Act 2014

Note 2 – One business closed and ceased to trade (Dannevirke Meat Company)

Note 3 - Notified that two registered business registered with the Ministry for Primary Industries

Note 4 – One business closed and ceased to trade (Ormondville Tavern)

Note 5 – One business closed and ceased to trade (Ruahine Stylists)

Note 6 – One business closed and ceased to trade (Royal India Restaurant)

Note 7 – total number registered businesses recalculated numbers stated in July 2017 may have been incorrectly calculated

Planning Statistics

Resource Consents Processed

Consent Time Frames	Total for Month	Total for Year (from 1 July)
Subdivision Consents	3	23
Land Use Consents	0	6

Public notified		0
Limited notified		0
Non-notified	3	29

Number processed within statutory limits (see Note 1)	3	29
Number in excess of statutory limits
Percentage processed within statutory limits	100%	100%

Average of days taken – Non-Notified Consents	18	17.4%

Number declined	0	0
Number approved	3	29
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.

Library

Executive Summary

Stocktaking, collection management and the 2018 Census has been the focus for the Library team over the last month.

Planning

Author Visit – Mark Vette

Publishers Penguin RandomHouse New Zealand have offered the Tararua District Library an author visit by Mark Vette. Mark is best known for fronting the TV programme Pound pups to dog stars. Due to the schedule for Mark, we were given one slot and this will be at Dannevirke Library on 22 March. To date there has been a lot of interest shown.

Children’s Term One Holiday Programme

Planning is well underway for the Term One holiday programme. The theme for the programme is Robotics and each branch will be running multiple sessions. Children will learn to build basic robots. If there is interest shown at the programmes, we will consider starting a Robotics Club at these sites after the holidays.

World Book Night

World Book Night is a UK national celebration of reading and books that takes place on 23 April every year. This year, the celebration is going global. We are planning events at each site that night.

eBooks / eResources

We are currently reviewing the platform for our eBooks. The District Librarian attended a consortia (ePukapuka) presentation day at Palmerston North in early March. The current contract for the eBook consortia is coming to an end and this is an ideal time to review the current contract. There is further opportunity to take the consortia / collaboration further. At present this only includes the supplier of Overdrive. Consideration will be given to other vendors including Bolinda whose product BorrowBox is being used individually by many of the larger public libraries in the lower North Island, as well as other vendors who specialise in eSerials (online magazines).

Children’s Services

Several of the Library team have expressed an interest in expanding their knowledge of Children’s Services in libraries. To that end, Senior Librarian Nikki Price (whose role also includes Children’s Services for the District) has started a Children’s Services Team. Leilani Gundry and Corinna Carew are joining with Nikki in the decision making processes for Children’s Services. Their first project is reviewing services to teens.

Initially they will be surveying teens at each town and secondary schools in the district. From this they hope to form a focus group of interested teens who will help to lead the formation of a plan for Services to Teens.

Delivery

Stocktake

The library has completed a stocktake using the new RFID technology. In previous years the physical handling of the collections took a month. With the new technology, all four branches were scanned in a day. The post work for the stocktake this time is identifying items that were not tagged during the implementation of the RFID technology, as well as identifying items that have gone missing. Subsequent stocktaking will be less intensive in the post phase period.

Census

The decision by Stats NZ to base the 2018 Census online only this year has caused some consternation within the community. The library has been actively promoting their ability to assist with this. The APNK provides free internet access, and Library staff have assisted anyone who required help. This has ranged from helping people to login to our system to sitting and completing the census for those individuals who had never used a computer before. We have had some wonderful feedback from the communities about how helpful the Library team has been. Dannevirke Library won the Subway Cookie platter of the week from Radio Dannevirke after multiple people rang in to talk about their experience with the census and the library team members.

Individuals can continue to do their census form at least until the end of March.

Collection HQ - Update

The adult fiction collection refresh has been completed. The DVD, magazine and adult non-fiction collections are currently being worked on. This involves weeding dead, old, and outdated stock, and moving other items to a new branch.

Professional Development Plans (PDP’s)

The District Librarian will be working with each member of the Library Services team to develop individual PDP’s. From this, team members will be able to focus on their goals, and a better team training plan will be formulated.

Stepping Up Computer Classes

Wairarapa REAP will be starting classes at the Pahiatua Library again from March. Shortly the Dannevirke Library will be offering classes also, although these will be run by Library team members. Once the classes are bedded in at Dannevirke, Woodville will offer these classes also (again run by Library Team members).

YOLO Book Club

This successful club has restarted at Dannevirke now the children are back at school. Pahiatua Library has taken up the programme also starting from Term One. Librarian Wyn Davidson will be visiting Ballance School to promote the after-school club.

Emergency Management

Civil Defence Emergency Management (CDEM) Response Leadership Course

Four Tararua DC staff members (Paddy Driver, Violet Christison, Ray Borrie and Andrea Hamblyn) and one Civil Defence Emergency Management (CDEM) volunteer (Ngaroma Driver) attended the inaugural Civil Defence Response Leadership course in Taumarunui on 23-25 March 2018. The course involved a 38km jet boat ride down the Whanganui River to a new training site at the old Kirikau Valley School. The Ruapehu District Council has leased the school site and civil defence volunteers have worked hard to develop it into an adventure training type set up.

Training centred on team leadership and communication during a civil defence emergency and involved various scenarios. Trainees slept in tents and lived as they would during a real emergency. Our trainers were of the highest calibre with the chief instructor being ex SAS and currently a Fire & Emergency New Zealand (FENZ) trainer. Other members had years of experience in Police search and rescue, disaster victim identification and so on.

We were working with trained disaster teams and at the end of the day our Council staff proved that they were just as capable as those teams under difficult circumstances. A big pat on the back for those who struggled initially but came out a lot more confident at the end of the course.

The course was paid for by the Ministry of Civil Defence and Emergency Management (MCDEM) and it is intended that at least one course a month will be held in future at the school. Staff, Councillors and Volunteers will be informed of course dates as they are confirmed and are encouraged to attend.

Ray Borrie working on a rescue

Dannevirke Emergency Operations Centre Audit

At this stage we have not received a written report from MCDEM, however a discussion with Ian Wilson, MCDEM Regional Manager for Manawatu Wanganui CDEM Group identified the following:

€ He was very impressed with the Council’s Civil Defence culture and stated that we are ahead of other councils within the region.

€ Our Emergency Operations Centre (EOC) gear is fit for purpose.

€ He expressed concern about the number of trained staff that would be available for a long term disaster and those who would be required to carry out business as usual.

€ At the Group level he identified the lack of a regional coordinated training regime but was impressed with our training programme.

€ Overall he stated that we were better prepared and resourced than most of the Councils within the Region.

Customer Services

CRM’s – 1-28 February 2018

Recreation and Sports Report

Tararua – General

· Tararua Recreation Advisor, Natarsha Nikora tendered her resignation from Sport Manawatū on 16 February. We would like to acknowledge Natarsha’s contribution and commitment to the role, serving over eight years to help achieve our district and regional outcomes. We wish her and her family the very best for the future.

· Sport’s Manawatu Contract Appointment

Kelly Christensen has been appointed to the Tararua Recreation Advisor role under the Tararua District Council contract. Kelly is already part of the Sport Manawatu team as the Bush Multisport Facility Manager and until this position is filled, Kelly will be working a 50/50 split between the positions commencing on Monday 26 April.

Sanjay Patel (Community Sport & Rec Team Leader) in the interim will be the point of contact to cover the role until a suitable appointment is made. If you have had recent correspondence with Natarsha that needs to be followed up, please contact Sanjay directly via sanjayp@sportmanawatu.org.nz.

· Nominations are now open for the Downer Tararua Sports Awards 2018! This year’s awards nomination period spans back to 1st August 2015 right up until the end of 2017. Information on the awards can be accessed via https://www.sportmanawatu.org.nz/event/downer-tararua-sports-awards/.

Categories:

· Visique Optometrists Sportsperson of the Year

· Tararua District Council Junior Sportswoman of the Year

· Tararua District Council Junior Sportsman of the Year

· Dannevirke Carriers Official of the Year

· Dannevirke New World Coach of the Year

· Hawkes Bay Today Administrator/Volunteer of the Year

· Property Brokers Team of the Year

· Downer Supreme Award & Visique Optometrists Personality of the Year Award

· Planning for the awards is tracking along well and we are looking forward to a fantastic event!

· The Physical Literacy advisor has started distributing the Young People’s survey out to targeted schools in the district. The survey will give invaluable insights into what sport and recreation activities children aged 5 – 18 years do and where Sport Manawatū can focus their priorities.

· KiwiSport funds were allocated to the following:

1. Dannevirke Tigers Rugby League Club - $3000 – Equipment for high school participants for rugby league & netball.

2. Dannevirke Smallbore Rifle Club - $586 – Upskilling of 10 volunteer coaches.

3. Dannevirke Amateur Swimming Club - $800 – Upskilling coaches at the Wayne Goldsmith Coaching Course.

· The Community Sport & Recreation Team Leader met with the Economic Development & Marketing Manager to explain the role of the Tararua Recreation Advisor. Assistance of promotion of the Downer Tararua Sports Awards was also offered. A higher level discussion is scheduled between TDC staff and Sport Manawatu management on the outcomes moving forward.

· The Community Sport & Recreation Team Leader has been in discussions with the Dannevirke Sport Club and Cricket Club about their proposal to upgrade the Dannevirke Domain Cricket Nets. Advice has been given specifically around partnerships with Dannevirke High School.

· The Community Sport & Recreation Team Leader assisted the Infinity Foundation in a list of sporting clubs to target to attend a grants information evening.

· The Community Sport & Recreation Team Leader has been in discussions with Maxine Walshe from the Police in partnering with her cycling education programme. As a result, our Active Transport Advisor will be assisting her in Pahiatua School.

· Sport Manawatū General Manager met with Community Champion Charlie Death regarding Local Led Development opportunities in southern Tararua. A meeting is being scheduled with other community members later in March to help identify potential projects involving Sport Manawatū support.

· Sport Manawatū General Manager met with Jamie Hape and Try Tawhai from Rangitāne o Tamaki nui a Rua regarding opportunities where our two organisations can support community outcomes. Several project areas were highlighted with support outcomes identified.

· Sport Manawatū are excited to announce the appointment of Clare Hopkins into the Community Group Strength and Balance Coordinator role. Clare will be responsible for supporting local providers to deliver Strength and Balance activities to those over the age of 65.

· The GRx Phone Support team are currently engaging clients in the district making fortnightly follow up visits. The next GRx course is scheduled in Term 2. We are working closely with the Tararua Health Group to help support those in the community most in need of lifestyle changes.

Up Coming Activities

· Young People’s survey concludes 29 March

· Whānau Tri Event - 7 April 2018

· Tararua Sports Awards - 20 April 2018

· Tararua Seven a side primary schools tournament scheduled for August

Recommendation

That the report from the Chief Executive dated 21 March 2018 concerning an update on key projects and items of interest to the Council (as circulated) be received.

Attachments

Nil.

7.1	Wackrow Memorial Youth Award (Item 8.2)
7.1.1	Board members can contact the Chairperson with their suggestions for a guest speaker at this year’s Wackrow Memorial Youth Award.
7.2	Adelaide Road Walkway (Item 16.1)
7.2.1	Chris Southgate (project coordinator) contacted the Chairperson to advise there is around $10,000 available for progressing Adelaide Road walkway and Cadman Road extension.
7.2.2	To enable that part of the project to proceed is dependent on arranging a contractor to undertake this work.
7.3	Alternative Heavy Traffic Route off Swinburn Street (Item 16.2)
7.3.1	Repairs have been undertaken to improve the condition of the alternative heavy traffic route off Swinburn Street that is used frequently by trucks.
7.4	Dannevirke Domain Barbecues (Item 16.3)
7.4.1	Dannevirke Host Lions Club is installing an electric barbecue at Dannevirke Upper Domain in the vicinity of the former children’s paddling pool area.

8.	Tararua District Council Report
8.1	*That the report of the Tararua District Council meeting held on 28 February 2018 (as tabled) be received.* Isaacson/Spooner Carried
8.2	High Street Pear Trees
8.2.1	It is noted it was necessary to remove six of the High Street Pear trees situated at the intersections on the corners of Allardice and Gordon Streets.
8.2.2	This was undertaken as the trees were significant road safety visibility hazards, and pruning them did not successfully resolve that concern.
8.2.3	It is intended that mature lancewoods will be planted to replace these trees.
8.3	Youth
8.3.1	Consideration is being given to forming a committee to plan and develop a new skate park in Dannevirke, and Cr Isaacson is pursuing this matter as Council’s youth portfolio holder leader.
8.3.2	It is proposed this be established under the umbrella of an existing charitable community organisation structure to undertake fundraising to enable the project to proceed.
8.3.3	Options suggested for that purpose could be Dannevirke Multisport Complex Incorporated or alternatively Dannevirke Promotions and Development Society Incorporated.
8.3.4	The Chairperson will contact a representative of Dannevirke Multisport Complex Incorporated to discuss the possibility of their involvement with facilitating this project.
8.3.5	A public meeting could be arranged to discuss the concept of the project and to ascertain possible interest in providing assistance to move forward the planning and implementation of this proposal.
8.3.6	It is also noted endeavours are being made to secure a suitable facility for children to play basketball in Dannevirke.

9.1	Dannevirke Chamber of Commerce
9.1.1	Board Member Hynes reported an after five’s meeting was held at Wackaback Saws and Mowers.
9.2	Tararua Community Youth Services
9.2.1	Board Member Hynes reported the youth summer holiday programmes have been completed, and these were successful and well attended.
9.2.2	The programme for young people seeking a driver licence continue to provide good support to help them achieve that objective.
9.2.3	The Chief Executive attended a meeting of the governance board to discuss the Carnegie Community Centre that has been identified as an earthquake-prone building. This is owned by Council and tenanted by Tararua Community Youth Services on a non-commercial rental basis.
9.2.4	Tararua Community Youth Services is seeking to find suitable alternative accommodation in Dannevirke, and this is challenging as there are few suitable buildings available either on a temporary or permanent basis.
9.2.5	Compounding this situation Tararua Community Youth Services do not have funding capacity to absorb the cost of paying market rental if it moves to another building.
9.2.6	A group of governance board members have been assigned the task of preparing a submission to Council regarding this matter for consideration through the 2018/2028 Long Term Plan.
9.3	Tararua District Road Safety Group
9.3.1	The Deputy Chairperson reported on the Tararua District Road Safety Group meeting held on 13 February 2018, and this includes reference to the following matters: · There were sixty-three reported accidents in the district for the three month period since the last meeting, with none of them resulting in fatalities or serious harm events. Five of these accidents happened on Saddle Road. · New Zealand Transport Agency is to add a 50 km/h repeater sign for traffic travelling between Dannevirke Honda and the bridge by the 70 km/h limit on the state highway (Stanley Street). · Horizons Regional Council is to erect a sign going up Umutaoroa Road to reinforce the speed limit and need for motorists to slow down when travelling into Smith, Ruahine and Guy Streets areas. · Painting yellow no stopping lines outside McDonalds Family Restaurant and Mobil Dannevirke on the state highway (High Street) will help improve road safety visibility in that location.
9.4	Dannevirke Brass Band
9.4.1	Board Member Spooner reported Dannevirke Brass Band is getting ready to provide support at various Anzac Day services within the district.
9.5	Dannevirke and District A and P Association
9.5.1	Board Member Spooner reported Dannevirke and District A and P Association were pleased with the outcome of the annual show, and are proceeding to renovate their shearing shed.
9.6	Dannevirke Information Centre Management Committee
9.6.1	The Chairperson reported Dannevirke Information Centre is providing the bookings service for Dannevirke Theatre Company, and continue to fulfil this role to support Dannevirke Community Vehicle Trust.
9.6.2	The Viking icon situated on the Town Hall building where the Dannevirke Information Centre is based has been removed for renovation.
9.6.3	The Dannevirke Information Centre Manager has been requested to consider what could be done to refurbish the appearance of this facility.
9.6.4	A part-time relief worker is required to provide cover for the Dannevirke Information Centre Manager when she is absent or on leave.

15.1	MidCentral District Health Board Locality Community Planning
15.1.1	Angela Rainham is intending to progress this MidCentral District Health Board initiative through forming a local committee to develop a plan prioritising the district’s community needs to enable quality living, healthy lives and wellness.
15.2	Railway Crossing By BP Connect Service Station
15.2.1	It is noted KiwiRail has been working on rectifying the faulty railway crossing barrier arm located by BP Connect service station.
15.3	Manawatu Sports Awards
15.3.1	Cr Isaacson spoke on the Manawatu Sports Awards presentation ceremony she had attended in Palmerston North.
15.4	Hall Street Car Park
15.4.1	Hall Street car park is privately owned to provide customer parking within that vicinity, and the building being renovated backs onto this area.

6.1	Tararua Sports Awards (Item 20.1)
6.1.1	It is noted with disappointment the previous practice of rotating the venue for this event between the district’s towns did not occur this year, and it is again being held in Dannevirke (as occurred in 2015).
6.1.2	While this year’s awards period covers from August 2015 until the end of 2017 the Board believe the Eketahuna Community Centre would have provided an appropriate venue to hold this event (as it had been used previously for that purpose), and commend this option when the next such event is held.

12.	Dannevirke Spring Festival
12.1	The Chairperson indicated there is interest from some community organisations in reinstating arranging this event, and they are looking to form a group for that purpose.
12.2	This matter will be further discussed at the Board’s next meeting.

13.	Council Bylaws
13.1	The Board note the proposed changes to Council’s bylaws and its Dog Control Policy, and has no specific comments in relation to this matter.

8.2	Tararua District Road Safety Group
8.2.1	Board Member Wilson reported on the Tararua District Road Safety Group meeting held in Dannevirke on 13 February 2018, and this includes reference to the following matters: · Maintenance of the Eketahuna town centre traffic island on State Highway 2 is an operational matter for the New Zealand Transport Agency to determine. · There were sixty-three reported accidents in the district for the three month period since the last meeting, with none of them resulting in fatalities or serious harm events. Five of these accidents happened on Saddle Road. · Signs are to be installed in the vicinity of the Pahiatua School zone to reinforce the speed limit in that area and emphasise the need for motorists to slow down. · New Zealand Transport Agency is preparing a long-term list of jobs needing to be undertaken on state highways within the district. · New Zealand Transport Agency has again been requested to erect advance warning signage on State Highway 2 at the southern entrance to Eketahuna emphasising a 50 km/h speed limit is approaching, and motorists should slow down. They had also previously agreed to make a minor change to move the 100 km/h speed limit sign in that area, and this is still to happen. · Concerns have been raised regarding road safety issues associated with entering onto the bridge at Bridge Street. They relate to road surface roughness, vegetation control and angle of the approach, and are being followed up by Tararua Alliance.
8.3	Roading
8.3.1	It is disappointing to note the condition of new tarsealing work undertaken on State Highway 2 in the Eketahuna town centre.
8.3.2	This work is of a poor standard, there is a mess with excess tar/chipseal, no sweeping, a delay in reinstating road markings and in particular the pedestrian crossing.
8.3.3	Board Member Wilson has made a service request to the New Zealand Transport Agency regarding this unsatisfactory situation, and later during the meeting it was advised their contractor Higgins is rectifying the matter today with workers and machinery in Eketahuna.

10.	Project Tararua Eketahuna and Districts Community Conversation
10.1	The Board reviewed progress on matters and issues identified through Project Tararua Eketahuna and districts community conversation, and note the majority of these are under way or completed.
10.2	Resourcing for Eketahuna St John Ambulance Service is continuing to be monitored relative to ensuring it remains sustainable, and works in conjunction with the plan for a new Pahiatua St John Ambulance Station.
10.3	Board Member Eagle will forward a copy of the Pahiatua Community Services Trust older persons needs assessment for inclusion in the agenda of the Board’s next meeting.

11.	Anzac Day
11.1	The Chairperson outlined the intended arrangements for the Anzac Day civic ceremony held in Eketahuna.
11.2	New Zealand Army Tenth Transport Company from Linton shall be in Eketahuna on 12 or 13 April 2018 to undertake some projects at the Eketahuna Camping Ground, and installing a seat on Cliff Walk.

12.	Eketahuna Swimming Pool Upgrade 2017-2018
12.1	The Board will arrange a public meeting to be held in the Eketahuna Community Centre Supper Room on 15 May 2018 at 7.00 pm to discuss the following matters: · Eketahuna Swimming Pool upgrade project · Chorus building project · Eketahuna Our Town Committee Waka Park project
12.2	As two board members will be away on the scheduled day of the Board’s May meeting it is agreed to consider an alternative date for that month.
12.3	*That the date of the Board’s May meeting be changed to the ninth day of that month.* Johns/Eagle Carried

16.1	Eketahuna Projects
16.1.1	The Chairperson attended a meeting on 25 February 2018 with representatives from Eketahuna Community Charitable Trust and Eketahuna Our Town Committee to discuss ideas for projects in Eketahuna.
16.1.2	Resulting from that discussion the following projects were identified to be progressed: · Enhance the appearance of the town centre in the vicinity of Tararua Autos. · Develop a lime walking/exercise track at the rugby grounds. · Additional features to enhance Eketahuna Camping Ground and Cliff Walk. · Develop the Waka Park area. · Establish a gallery of photographs of past Eketahuna councils Mayors and Chairmen.
16.2	Alf Rowden Humanitarian Award
16.2.1	The Board will consider at its next meeting the arrangements for nominations to present the Alf Rowden Humanitarian Award this year.
16.3	St John Service Awards
16.3.1	The Chairperson is to attend the presentation ceremony for St John service awards held in Masterton tonight.
16.4	Eketahuna Health Centre
16.4.1	The Chairperson will invite MidCentral District Health Board elected member Diane Anderson to attend the Board’s next meeting to discuss the shortage of doctors at the Eketahuna Health Centre.
16.4.2	Eketahuna Health Centre has been established for thirty years, and it is holding an open day on 16 June 2018.

6.2	Adoption of Supporting Information for the Consultation Document 2018/2028
6.2.1	Audit New Zealand Associate Director John Whittal commended Council on the good quality of the Consultation Document 2018/2028, and advised an unqualified opinion will be issued in the auditor’s report providing clearance of the Long Term Plan.
6.2.2	The Chief Financial Officer elaborated on the basis of the information, key messages and highlights in the Long Term Plan.
6.2.3	It is requested the second sentence in paragraph 7.18 of the supporting information concerning depreciation funding be amended to clarify the explanation for the purpose of depreciation.
6.2.4	*That the report from the Chief Financial Officer dated 13 March 2018 concerning the adoption of supporting information for the Consultation Document 2018/2028 (as circulated) be received, and* *That this matter be recognised as significant in terms of Section 76 of the Local Government Act 2002 and Council’s Significance and Engagement Policy, and* *That the Audit and Risk Committee recommend to the Council that it:* *(a) adopt the policies, strategies and documents detailed in paragraph 11 of this report as information defined as supporting information for the Draft Long Term Plan 2018/2028, and* (b) in accordance with Section 100 of the Local Government Act 2002, the Council confirm the Draft Long Term Plan 2018/2028 budgets have been prepared based on reasonable judgement and assumptions, and it considers the projected financial results, including the projected operating deficit over the ten year period to be financially prudent given its financial position, the cumulative surplus projected over the ten year period and its financial management policies, and *That the Chief Executive is authorised to approve any final edits required to the supporting information in order to finalise the documents for distribution.* Collis/Benbow Carried

6.4	Audit New Zealand Management Report for the 2016/2017 Financial Year
6.4.1	It is noted since 2013 there have been thirty-one recommendations made in Audit New Zealand Management Reports, of which eight are still work in progress.
6.4.2	While this progress is acknowledged the need to complete actions required to address and close issues is emphasised.
6.4.3	Management will look into how these various reports could be consolidated relative to their details, and recommendations or improvements are implemented in a timely manner.
6.4.4	*That the report from the Chief Financial Officer dated 13 March 2018 concerning the Audit New Zealand Management Report for the 2016/2017 financial year (as circulated) be received, and* *That progress by management in implementing the audit recommendations is noted.* Ross/Benbow Carried
6.5	Health and Safety
6.5.1	The CRM system should include a link for service requests received involving Health and Safety issues relative to the need to promptly address the risk.
6.5.2	*That the report from the Health and Safety Coordinator dated 13 March 2018 concerning Health and Safety (as circulated) be received and noted.* Ross/Collis Carried

	7.5		*That the following decision taken with the public excluded be confirmed in open meeting.* *Item 7.2 - Section 17A Reviews* *That the Audit and Risk Committee request staff to develop the procurement strategy based on the conclusions reached in the Chief Financial Officer’s report, being:* · *For IT support services the contractor model is the preferred business model.* · *For the roading corridor maintenance contract the collaborative contractor model is the preferred business model for both engineering services and physical works.* Ross/Crispin Carried
8.		Date of Next Audit and Risk Committee Meeting
8.1		*That the next meeting of the Audit and Risk Committee be held in the Council Chamber on 19 June 2018 commencing at 1.00 pm.* Ross/Collis Carried

Date	:	16 March 2018
To	:	Mayor and Councillors Tararua District Council
From	:	Richard Taylor Governance Manager
Subject	:	Local Car Club Applications for Temporary Road Closures
Item No	:	11.4