Agenda of Council meeting - 31 October 2018

Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 26 September 2018 commencing at 1.00 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 and P A Johns.

In Attendance

Mr B King - Chief Executive

Mr R Taylor - Governance Manager

Mr R Suppiah - Chief Financial Officer

Mr C McKay - Finance Manager

Mr C Chapman - Alliance Network Manager

Mr W Labuschagne - Senior Financial Accountant (until item 12)

Mr M Maxwell - Economic Development and Communications Manager

Mr C Lunn - Manager Regulatory Services (until item 14)

2. Council Prayer

2.1	The Mayor opened the meeting with the Council Prayer.

3. Apologies

3.1	*That an apology be sustained from Cr A J Thompson for non-attendance at the meeting.* Crs Johns/Franklin Carried

4. Public Forum

4.1

Nil

5. Notification of Items Not on the Agenda

5.1

Nil

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

6.1

Nil

7. Personal Matters

7.1

Congratulations are conveyed to the following community groups on their success at the Trustpower Community Awards presented for the region relating to Palmerston North city, Tararua and Whanganui districts:

Dannevirke Cave Dwellers (supreme winner)
New Zealand Pacific Studio Artists Residency Centre
Tararua Riding for the Disabled
Pahiatua Toy Library

7.2

The talents and work of Wade Goddard (who came from Eketahuna) are acknowledged as a freelance photographer for Reuters, The New York Times and Newsweek, and his photography from such events as the Yugoslav and Bosnian Wars.

7.3

Wade Goddard recently launched a book with graphic images of horror, despair and heroic endurance of brutal conflicts from the Kosovo War.

8. Confirmation of Minutes

8.1	*That the minutes of the Council meeting held on 29 August 2018 (as circulated) be confirmed as a true and accurate record of the meeting.* Crs Crispin/Johns Carried

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

9.1	Civic Honour (Item 9.3)
9.1.1	The date and venue for the civic honour presentation to Charlie Death has changed, and it will now be held on 10 November 2018 at 1.00 pm in the Nireaha Hall.
9.2	Woodville Community Swimming Pool Funding (Item 11.5)
9.2.1	Details regarding the list of deferred maintenance required to Woodville Community Swimming Pool were received yesterday, and this information will be referred to the next Council meeting as an agenda item for consideration.
9.3	Civic Honour Nomination (Item 16.2)
9.3.1	That the Council confirm in open meeting the decision made as a public excluded item of business at its meeting of 29 August 2018 to award Carolyn Barrell a Tararua district civic honour to acknowledge her service to the community. Crs Christison/Hull Carried

10. Community Boards and Community Committees Reports

10.1	Dannevirke Community Board
10.1.1	*That the report of the Dannevirke Community Board meeting held on 3 September 2018 (as circulated) be received.* *Crs Isaacson/Christison Carried*
10.1.2	Carnegie Community Centre
10.1.2.1	Following discussions with representatives of Tararua Community Youth Services regarding the future of the Carnegie Community Centre earthquake-prone building a report will be presented to the next Council meeting regarding this matter.
10.1.3	Streetscape of Dannevirke Urban Streets (Victoria Avenue, King, Edward and Cole Streets)
10.1.3.1	The proposal determined by Dannevirke Community Board following consultation to replant trees in Victoria Avenue, King, Edward and Cole Streets affected through the removal of London Plane trees is noted.
10.1.3.2	This recommended concept plan has been referred to the Community Assets and Property Manager for consideration, and is likely to be implemented next year in autumn.

10.2	Eketahuna Community Board
10.2.1	*That the report of the Eketahuna Community Board meeting held on 7 September 2018 (as circulated) be received.* *Crs Isaacson/Christison Carried*
10.2.2	Tararua District Road Safety Group
10.2.2.1	Senior Sergeant Jymahl Glassey has clarified the basis of the district crash data reported at the Tararua District Road Safety Group August meeting concerning the period of 1 February to 26 July 2018 as follows: · The highest crash and driver complaint area for the district is Dannevirke. · When broken down for the Woodville sub-area Saddle Road produces the most driver related incidents in that area (but only just, and there is not a significant difference to some other areas around Woodville). · Pahiatua Track is captured as Pahiatua Mangahao Road (not including Mangahao Road in the 50 km zone), and the location is identified as the fifth top problem area around Pahiatua, and not the worst. Saddle Road and Pahiatua Track are not the district’s highest crash or driver incident locations. It is acknowledged they feature in these statistics, and in the case of Woodville sub-area Saddle Road is the most frequent location. However they are outdone by other locations across the district.
10.2.3	State Highway 2 Eketahuna Town Centre Tarsealing
10.2.3.1	It is thought a smaller chip is proposed for use to rectify the unsatisfactory standard of tarsealing undertaken in Eketahuna town centre.
10.2.4	Eketahuna Skate Park Project
10.2.4.1	A donation of $1,000 was received for Eketahuna Skate Park project.
10.2.5	Eketahuna Our Town Incorporated
10.2.5.1	The little Kiwis placed in and around Eketahuna gardens look really good, and further enhance the appearance of the town centre.
10.2.6	Chorus Building Project
10.2.6.1	Congratulations are conveyed on the Chorus building project being a finalist in the Keep New Zealand Beautiful Community Group Award category, and best wishes to all those involved for every success at this event held in Auckland on 26 October 2018.

10.3	Pahiatua On Track
10.3.1	*That the report of the Pahiatua On Track meeting held on 5 September 2018 (as circulated) be received.* *Crs Isaacson/Christison Carried*
10.3.2	Pahiatua Community Swimming Pool
10.3.2.1	It is noted quotes have been requested for the preparation of a business plan to consider this project for presentation to Council by the end of the year.

10.4	Woodville Districts' Vision
10.4.1	*That the report of the Woodville Districts’ Vision meeting held on 4 September 2018 (as circulated) be received.* *Crs Isaacson/Christison Carried*
10.4.2	Election of Officers
10.4.2.1	Woodville Districts’ Vision at its Annual General Meeting appointed a new Chair (Janet Seager), Treasurer (Carole Wilton), Communications Coordinator (Seona Ashton) and committee member (Fiona Stone).
10.4.2.2	Turia Brackenbury continues as Vice Chair, Margaret Oulaghan is Secretary, with Sharon Brass and Rosie Karena as committee members.

11. Reports

11.1

Annual Report to the Alcohol Regulatory and Licensing Authority for 2017/18

11.1.1

The Manager Regulatory Services tabled replacement licensing statistics attached to this report to correct and complete details relating to the 2016/17 and 2017/18 reporting periods.

11.1.2

That the report from the Secretary of the Tararua District Licensing Committee dated 20 September 2018 concerning the Annual Report to the Alcohol Regulatory and Licensing Authority for 2017/18 (as circulated) be received and adopted.

Crs Hull/Franklin Carried

11.2

Annual Dog Control Act Report to the Secretary of Local Government

11.2.1

That the report from the Manager Regulatory Services dated 20 September 2018 concerning the Annual Dog Control Act Report to the Secretary of Local Government (as circulated) be received and adopted.

Crs Benbow/Crispin Carried

11.3	Staff Report
11.3.1	Severe Weather Event
11.3.1.1	Thanks are conveyed to Tararua Alliance and residents that helped with the response to the constant rain severe weather event starting on 3 September 2018 which caused significant damage and disruption around the district’s roading network.
11.3.1.2	Weber, Waione, Akitio and Pongaroa areas particularly experienced heavy rainfall (between 200 to 300 mm) over the week, and staff worked through nights and weekends with a focus on maintaining road accessibility and motorist safety.
11.3.2	Woodville Water Impounded Supply
11.3.2.1	It is pleasing to note Woodville water impounded supply project is progressing to completion, and provides a significant upgrade to secure and maintain this community drinking water supply.
11.3.3	Pahiatua Reservoir
11.3.3.1	The replacement components for the new reservoir from Tasman will be dispatched from Sydney mid-October, with a delivery date of 1 November.
11.3.4	Light Utility Vehicle (Side by Side) Training
11.3.4.1	Cr Christison acknowledged the value of this training and opportunity to participate in the session on the new side by side vehicle to be utilised predominantly by the three waters team (and Civil Defence and Emergency Management when needed).
11.3.4.2	Cr Crispin registered his interest in attending the next such training session when it is held.
11.3.5	Tararua District Map and Visitor Guide
11.3.5.1	A copy of the new Tararua district map and reprinted Tararua visitor guide were circulated to the Council for their reference and information.
11.3.6	Digital Radio Project
11.3.6.1	The District Resilience Manager is commended on initiating the project involving installing a digital radio network in the district primarily for Civil Defence and also for Council’s day to day operational use.
11.3.6.2	The District Resilience Manager is retiring at the end of this year, and it is hoped to fill the position in October 2018 to enable a proper handover to the successful applicant.
11.3.7	*That the report from the Chief Executive dated 17 September 2018 concerning an update on key projects and items of interest to the Council (as circulated) be received.* Crs Hull/Isaacson Carried

12. Portfolio Reports

12.1

Events

12.1.1

The following councillors reported on various events they had attended:

Cr Benbow Deputy Mayor	· Tararua Health and Wellbeing Plan discussions
Cr Isaacson	· Tararua Assessment Committee funding applications to the Creative New Zealand Creative Communities Scheme · Tararua over the teacups celebrating the 125th anniversary of women’s suffrage in New Zealand (also attended by the Mayor, Crs Franklin, Hull and Christison) · Tararua REAP Festival of Adult Learning Week Expo and Awards
Cr Johns	· Regional territorial authorities forum in Whanganui (also attended by the Mayor and other councillors) · New Zealand Transport Agency forum in Palmerston North to present the National Land Transport Programme (also attended by Cr Crispin) · Ngati Kahungunu Mayoral Reception for a Chinese delegation (also attended by the Mayor and other councillors)
Cr Hull	· Pahiatua Main Street upgrade project meetings and community consultation

12.2

Economic Development/Marketing

12.2.1

The Deputy Mayor reported the economic development/marketing portfolio holders discussed potential opportunities through the Provincial Growth Fund and the provision of pensioner housing in the district.

12.3

Forestry

12.3.1

The Deputy Mayor reported the forestry portfolio holders discussed harvesting of roadside trees and Birch North forest.

12.4

Horizons Regional Council One Plan

12.4.1

The Deputy Mayor reported farmer meetings are being held to provide an update on Horizons Regional Council One Plan and the proposed plan change to be undertaken.

12.5

Connectivity

12.5.1

Cr Franklin reported Connect Tararua Governance Group is waiting on the outcome of its application to the Provincial Growth Fund for funding to prepare a feasibility study regarding the proposed business case to provide a mobile digital infrastructure network across the district.

12.6

Akitio/Pongaroa

12.6.1

Cr Christison reported he was contacted by many residents from Akitio/Pongaroa regarding the constant significant rainfall severe weather event causing significant damage and disruption to roads in their area, and Cr Crispin also received many calls concerning this matter.

12.7

Herbertville

12.7.1

Cr Crispin reported a community meeting was held in Herbertville with roading issues discussed, and an update provided on plans to upgrade Route 52.

12.8

Community Relations

12.8.1

Cr Hull reported the Southern Tararua Business Awards presentation function and dinner will be held in the Woodville Sports Stadium on 13 October 2018 at 6.30 pm.

13. Mayoral Matters

13.1	Tararua Health and Wellbeing Group
13.1.1	In consultation with the Chief Executive Council support providing Tararua Health and Wellbeing Group with operational assistance to prepare agendas, minutes and coordinate their meetings.
13.1.2	A venue will be provided for its meetings at the Tararua Business Network, with meetings held bimonthly or quarterly and reports presented to Council as required.
13.1.3	That Cr A K Franklin be appointed as the representative to attend meetings of the Tararua Health and Wellbeing Group, and Cr A L Benbow be the deputy representative to attend those meetings in the absence of Cr Franklin. *Mayor Collis/Cr Johns Carried*

14. Items Not on the Agenda

14.1

Nil

15.

Public Excluded Item of Business

15.1

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

Progress on the project regarding rating assessments classified as abandoned land

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

*General subject matter to be considered*	*Reason for passing this resolution in relation to each matter*	*Ground(s) under Section 48 (1) for the passing of this resolution*
*Progress on the project regarding rating assessments classified as abandoned land*	*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 Christison/Crispin Carried

15.2

That the report from the Revenue Manager dated 20 September 2018 concerning progress on the project regarding rating assessments classified as abandoned land (as circulated) be received and noted, and

That the remaining rates and penalties owing for the abandoned land rating units successfully sold be written off as detailed in this report.

Crs Crispin/Christison Carried

15.3

That open meeting be resumed.

Crs Hull/Christison Carried

15.4

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

Crs Hull/Christison Carried

There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 2.36 pm.

____________________________

Mayor

Dannevirke Community Board

Minutes of a meeting of the Dannevirke Community Board held in the Council Chamber, 26 Gordon Street, Dannevirke on Monday 1 October 2018 commencing at 1.00 pm.

1. Present

Board Members W R Macdonald (Chairperson), P F Walshe (Deputy Chairperson), T J Hynes, K P Spooner and Cr C J Isaacson (Council appointed Community Board member).

In Attendance

Mr R Taylor - Governance Manager

M Harold for Dannevirke Lions Club request for funding item of business 10.5

2. Apologies

2.1

Nil

3. Public Forum

3.1

Nil

4. Personal Matters

4.1	The Board convey its condolences to Glennis McDonald on the passing of her husband Ian McDonald (who gave 65 years of service to Dannevirke District Highland Pipe Band).

5. Notification of Items Not on the Agenda

5.1

Nil

6. Confirmation of Minutes

6.1	*That the minutes of the Dannevirke Community Board meeting held on 3 September 2018 (as circulated) be confirmed as a true and accurate record of the meeting.* Hynes/Spooner Carried

7. Matters Arising from the Minutes

7.1

Nil

8. Tararua District Council Report

8.1

That the report of the Tararua District Council meeting held on 26 September 2018 (as tabled) be received.

Walshe/Spooner Carried

8.2

Tararua Over the Teacups

8.2.1

Board Member Spooner attended Council’s Tararua over the teacups community event held at Dannevirke Library to celebrate the 125th anniversary of women’s suffrage in New Zealand.

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

9.1	Dannevirke Brass Band
9.1.1	Board Member Spooner reported Dannevirke Brass Band will be busy playing at various events leading up to Christmas.
9.1.2	The civic honour presentation to Elaine Swanney will be held on 5 October 2018 at 2.00 pm in the Dannevirke Bowling Club.
9.2	Dannevirke and District A and P Association
9.2.1	Board Member Spooner reported Wheels with Attitude annual car show will be held at Dannevirke A and P Showgrounds on 27 January 2019.
9.3	Dannevirke Chamber of Commerce
9.3.1	Board Member Hynes reported Dannevirke Chamber of Commerce held an interesting and informative after five’s meeting at AON to learn about managing business professional risks, liability and cyber risk insurance.
9.3.2	Cameron Bagrie is to be hosted speaking about the New Zealand economic outlook and forecasts.
9.3.3	Planning is progressing to arrange the Mitre 10 Dannevirke Christmas parade held on 1 December 2018 at 12.30 pm in High Street.
9.4	Tararua Community Youth Services
9.4.1	Board Member Hynes reported Tararua Community Youth Services held its Annual General Meeting that celebrated achievements from the 2017/18 financial year through educational programmes and services provided to support and mentor young people and their whanau.
9.4.2	Holiday programmes have been arranged this month at Dannevirke and Pahiatua enabling youth to participate in various activities.
9.4.3	A decision is awaited from Council regarding future intentions for the Carnegie Community Centre earthquake-prone building.
9.5	Dannevirke Information Centre
9.5.1	The Chairperson reported Dannevirke Information Centre held its Annual General Meeting, and is currently advertising a part-time position to provide backup for Dannevirke Information Centre Manager.
9.6	First World War Commemorations Committee
9.6.1	The Chairperson reported the First World War Commemorations Committee is meeting this Thursday regarding events planned for Armistice Day on 11 November 2018.
9.6.2	Community events being held to commemorate the centennial anniversary of signing the armistice ending the First World War are Dannevirke Domain cenotaph service, arranging a lunch, concert and possibly a dance function.

10.	Correspondence
10.1	*That the correspondence as listed be received.* *(a) Dannevirke Christian Fellowship 4 September 2018* *Re: Request for directional sign to help people locate “The Hub” building* *(b) Dannevirke Combined Bowling Clubs 7 September 2018* *Re: Thanks for funding to support IDEA Services indoor bowling tournament* (c) Senior Constable Maxine Walshe Tararua School Community Officer 12 September 2018 *Re: Request for funding to provide the annual school patrol treat* *(d) Tararua REAP 19 September 2018* *Re: Thanks for funding to support the Festival of Adult Learning Week* (e) Te Kura Kaupapa Maori o Tamaki nui a Rua Kapahaka Roopu Fundraising Committee 24 September 2018 *Re: Request for funding to support dress rehearsal fundraiser* *(f) Dannevirke Lions Club 24 September 2018* *Re: Request for funding to support collaborative neighbourhood reconnect barbecue initiative* *(g) Dannevirke Community Patrol 24 September 2018 Re: Thanks for annual funding grant* (h) Alzheimers Society Manawatu 26 September 2018 Re: Thanks for funding and assistance to support the first memory walk in Dannevirke to raise awareness of dementia Spooner/Isaacson Carried
10.2	Dannevirke Christian Fellowship
10.2.1	The Board support the request from Dannevirke Christian Fellowship to erect a directional sign on High Street at the intersection with Gordon Street to help people locate “The Hub” building, and recommend Council agree to proceed with that proposal implemented by Tararua Alliance.
10.3	Senior Constable Maxine Walshe Tararua School Community Officer
10.3.1	Board Member Spooner declared a conflict of interest concerning this item of business, and abstained from the discussion and voting on the motion regarding that matter.
10.3.2	That the sum of up to $370 be granted from the Board’s discretionary funds to acknowledge the work of children from Dannevirke South and Huia Range Schools which operate their school patrols and act as road safety wardens, and That this funding is made available to enable the annual school patrol treat through paying for swims and ice blocks at AMP Wai Splash and purchasing sausages, sauce and bread from New World to provide a barbecue lunch. Macdonald/Hynes Carried
10.4	Te Kura Kaupapa Maori o Tamaki nui a Rua Kapahaka Roopu Fundraising Committee
10.4.1	That the Board pay from its discretionary funds the cost of hiring Dannevirke Town Hall on 3 November 2018 for Te Kura Kaupapa Maori o Tamaki nui a Rua Kapahaka Roopu to hold their dress rehearsal fundraiser prior to participating at the regional primary schools Kapahaka competition in Palmerston North. These charges have been assessed at an amount of up to $569. Macdonald/Isaacson Carried
10.5	Dannevirke Lions Club
10.5.1	Mike Harold (Chairman of Dannevirke Lions Club and Secretary and immediate past Chairman of Dannevirke Community Patrol) outlined the proposal for a collaborative neighbourhood reconnect barbecue initiative.
10.5.2	This project is supported by Dannevirke Police, Community Patrol, Maori Wardens and Civil Defence joining with Dannevirke Lions Club in a collaborative initiative to draw neighbourhoods into conversations to make them safer and more resilient.
10.5.3	The plan is to arrange two neighbourhood barbecues per week (late afternoon Tuesday and Thursday) starting on 22 January 2019 and continuing to the end of March 2019.
10.5.4	Using the barbecue facility in the Lions Club caravan will provide the focal point for residents to gather and connect to chat about the needs of their neighbourhood while enjoying a free sausage and cool drink.
10.5.5	The intention is to cover a significant residential area of town, and the project will be reviewed after one month of implementation to make any adjustments required.
10.5.6	Board Member Hynes declared a conflict of interest concerning this item of business, and abstained from the discussion and voting on the motion regarding that matter.
10.5.7	That Dannevirke Lions Club be granted the sum of up to $600 from the Board’s discretionary funds towards the cost of undertaking the collaborative neighbourhood reconnect barbecue initiative during January to March 2019. *Macdonald/Walshe Carried*

11. Chairperson’s Remarks

11.1	Combined Churches Christmas in the Park Community Event
11.1.1	The Chairperson is meeting with Reverend Jo Crosse and representatives from Combined Churches to discuss arrangements for this year’s Christmas in the Park community event.
11.1.2	At the Board’s next meeting funding will be requested to support this event as has occurred previously.
11.2	Anglican Parish Community Hall Project
11.2.1	The Chairperson will invite Reverend Jo Crosse to attend the Board’s next meeting to discuss the Anglican Parish project to build a new community hall adjacent to their church, and consider the best way to utilise that facility.
11.3	Dannevirke Spring Festival
11.3.1	The Chairperson encouraged board members to support the Dannevirke Spring Festival through attending the associated events held whenever possible.

12. Items Not on the Agenda

12.1	Parking Outside Steve’s Tuck Shop
12.1.1	The Chairperson has suggested to Mr Bray he consider placing a sign outside his business asking that this area is only used to provide short-term parking for customers.
12.1.2	The other option under Council’s bylaw is to request this parking space be designated a loading zone, thereby restricting use of that parking to this specific purpose.
12.1.3	Board Member Spooner will contact Mr Bray to further discuss this matter.
12.2	Community Walkway
12.2.1	A contractor has been engaged to undertake some remedial maintenance work on the community walkway in Adelaide Road and Smith Street.
12.2.2	Consideration is being given to extend the walkway down Cole Street as the next stage of this project.

There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 1.47 pm.

____________________________

Chairperson

10.4 Woodville Districts' Vision
Attachment 1 Woodville Districts' Vision Minutes 2 October 2018

Minutes of a meeting of Woodville Districts’ Vision held in the Woodville Sports Stadium Supper Room on Tuesday 2 October 2018 commencing at 7.00 pm.

PRESENT

W Bly, K McIntyre, J Hill, F Stone, S Ashton, D Pretty, S Brass, V McMillan, R McMillan, A Devonshire, C Archer, M Stuart, T Brackenbury, C Wilton, Cr P Johns, M Sommerville, R Karena, R Winter, J Seager (Chair) and M M Oulaghan (Secretary)

APOLOGIES

E Stuart, L Stuart, S Silvestor, D Wilton, G Murray, P McCool and B Hutton

PREVIOUS MEETING

That the minutes of the Woodville Districts’ Vision meeting held on 7 August 2018 be accepted as a true and correct record of the meeting subject to amending the details regarding C Wilton reported on the Skate Park, and not R Karena as stated.

P Johns/S Brass Carried

ANNUAL GENERAL MEETING MINUTES

C Archer advised he declined being on the committee.

MATTERS ARISING

· M Stuart advised he considered the matter of mediation is not closed and still wants it resolved.

· The Chair responded that under the terms of the organisation the matter has been publicly closed, as per previous minutes. In good spirit and fairness however the document M Stuart read from at the last meeting is to be tabled. This will constitute closure of that matter.

RESIGNATION LETTER FROM C WILTON AS TREASURER AND COMMITTEE MEMBER

That the resignation letter from C Wilton be received, and that nominations for the positions of Treasurer and committee member be opened.

S Ashton/R Winter Carried

Treasurer

That S Brass be appointed to the position of Treasurer.

S Ashton/R Winter Carried

T Brackenbury and M Stuart registered their dissent regarding this decision.

Committee Member

Nominations

J Hill - R Winter/S Brass

M Stuart - T Brackenbury/R Karena

W Bly was asked to be scrutineer for voting on this position, with the outcome being declared as 9/8 in favour of appointing J Hill as a committee member.

That the voting papers be destroyed.

W Bly/A Devonshire Carried

CORRESPONDENCE

Inwards

· R Winter report on Armistice Day

· L Dickens letter regarding curbing on the Bevan Street side of her property - Woodville Districts’ Vision support this request

· S Robertson regarding a community garden - he has been invited to attend a meeting to submit a proposal

· M Stuart regarding the residual funds for the Woodville Community Swimming Pool

That the correspondence be received.

M M Oulaghan/R Winter Carried

That the matter regarding the residual funds for the Woodville Community Swimming Pool be left to lie on the table until the next meeting.

P Johns/S Ashton Carried

REPORTS

Treasurer’s Report

This report is to be scanned and sent to members.

Tararua District Council Report Cr P Johns

Discussion occurred on the following matters:

Urban Vehicle Entranceways

· The dwelling owner does not own this land, but is expected to pay for repairs.

· Entranceways around town are being looked at as there have been complaints by people using footpaths and mobility scooter riders.

· Clarification is required as to the process/comparison relating to commercial and residential properties.

That clarification is sought from Council as to the guarantee of workmanship and durability.

M Stuart/R Winter Carried

Woodville Impounded Water Supply

The covers are nearing completion.

Woodville Camping Ground

It appears the camping ground ablution block is finished, but there has been no formal advice to confirm this has occurred.

Events

Christmas Parade

Arrangements for this event are on track.

Armistice Day

This event is covered by R Winter’s report received as correspondence.

Mad Hatters Day

Arrangements for this event are on track.

APPLICATIONS

T Brackenbury advised the Wharetiti Group wish to withdraw their application for funding to purchase a van.

GENERAL BUSINESS

Sculpture Tree

· M Stuart tabled a quote from Ashhurst Aluminum for $24,450. If accepted there are some aspects that will need to be undertaken outside of Ashhurst Aluminum, i.e. remove the glass.

· There is no guarantee how long this will last.

· It is confirmed it cannot be ‘dipped.’

· It is agreed to progress the funding application to Meridian in the first instance, but also apply for funding from other sources.

· P Bonser is to be contacted so he can forewarn the Te Apiti Group that an application is pending, which will be outside of the application submission dates.

That an approach be made directly to Te Apiti Group to apply for funding towards the cost of undertaking this work.

M Stuart/R Karena Carried

Website

S Ashton reported as follows:

· The upgrade continues with a provisional framework developing for the new website.

· Working through what can be used from the old site and incorporated into the new site.

· A media pack is to be developed for new businesses.

· It will include video content/walkway in the gorge/drone view.

Christmas Lights

· Five new lights are about to arrive in Woodville.

· Still need to erect them, and L Stuart and A Devonshire are to progress this matter.

Radio Woodville

It is requested that Woodville Districts’ Vision reports be submitted to Radio Woodville.

Signatories

That the bank signatories be changed to J Seager, M M Oulaghan and S Brass.

S Ashton/C Archer Carried

That the bank be changed.

S Brass/C Archer Motion Lost

Thank You

That the former Chair and Treasurer be given thank you gifts to the value of $100.

J Seager/S Ashton Carried

As there is no further business the meeting closed at 8.30 pm.

Next Meeting

The next monthly meeting is held on 6 November 2018.

Report

Date	:	25 October 2018
To	:	Mayor and Councillors Tararua District Council
From	:	Wiehan Labuschagne Senior Financial Accountant
Subject	:	Adoption of the 2017/2018 Annual Report
Item No	:	11.2

1. Reason for the Report

1.1 The reason for this report is for Council to receive and adopt the audited 2017/18 Annual Report in accordance with Section 98 of the Local Government Act 2002. This report highlights the differences from the Draft Annual Report and includes the Audit Director’s clearance. A copy of the full Annual Report has been placed on Dashboard for the Council’s reference.

2. Background

2.1 The Annual Report aims to achieve the following:

· To compare the actual activities and the actual performance of the local authority in the year with the intended activities and the intended level of performance as set out in respect of the year in the long term plan and the annual plan; and

· To promote the local authority’s accountability to the community for the decisions made throughout the year by the local authority.

2.2 Each Annual Report must be completed and adopted by resolution within four months after the end of the financial year to which it relates.

2.3 The information contained in the Annual Report must include an auditor’s report on the matters required by Section 99 of the Local Government Act 2002.

3. Significance Assessment

3.1 The decisions recommended in this report are not considered significant in terms of the Council’s policy on significance and engagement.

3.2 This is a procedural matter required to be undertaken in accordance with statutory requirements.

4. Significant Changes to the Pre-audit Draft Submitted in August 2018

The following tables show the changes from the draft report to the final audited report.

4.1 Comprehensive Revenue and Expense Variances

	2017/18 Actual	2017/18 Actual	Variance	Note
	Draft	Audited
	000’s	000’s	000’s
Total Operating Revenue	38,043	37,839	(204)
Rates	21,476	21,409	(67)	4.1.1
Fees & Charges	2,592	2,324	(268)	4.1.2
Other Revenue	273	436	163	4.1.3

Total Operating Expenditure	37,191	37,098	(93)
Other Operating Expenses	17,964	17,947	(17)	4.1.1 4.1.3 4.3.2
Depreciation & Amortisation	13,143	13,120	(23)	4.1.4
Personnel Costs	5,396	5,352	(44)	4.1.5

Operating Surplus/(Deficit)	852	741	(111)
Other Asset Gain/(Losses)	370	129	(241)	4.1.6
Surplus/(Deficit) for the period	1,222	870	(352)
Other Comprehensive Revenue and Expense	30,405	41,063	10,658
Gain/(loss) on asset revaluation	30,405	41,063	10,658	4.1.7

Total Comprehensive Revenue and Expense	31,627	41,933	10,306

Table 1: Comprehensive Revenue and Expense Statement

4.1.1 Internally charged rates are eliminated.

4.1.2 Rates penalties were incorrectly recognised in both rates revenue and fees and charges. It was eliminated from the fees and charges line.

4.1.3 Corrected an error where a write off was incorrectly recognised as negative revenue, and reclassified to expenses. In 2016/17 Council recognised a GST refund was due after submitting a voluntary disclosure. Subsequent advice from Inland Revenue in 2017/18 was a portion fell outside the statute of limitation and will not be refunded.

4.1.4 Correctly recognised the depreciation of assets disposed of in 2017/18.

4.1.5 Corrected an error where three water personnel seconded to the Alliance did not correctly classify their time spent on capital projects to capital expenditure.

4.1.6 Recognition of rural fire assets gifted to FENZ. These assets were disposed for no consideration.

4.1.7 Inclusion of land and buildings revaluation. The revaluation occurs every third year, and recognised a strong correction driven by rising demand and higher costs for new builds.

4.2 Statement of Financial Position Variances

	2017/18 Actual	2017/18 Actual	Variance	Note
	Draft	Audited
	000’s	000’s	000’s
Total Current assets	11,741	12,178	437
Cash & Cash Equivalents	629	3,535	2,906	4.2.1
Debtors and Other Receivables	5,636	6,097	461	4.2.2
Other Financial Assets	5,384	2,478	(2,906)	4.2.1

Total Non-Current assets	922,156	932,344	10,188
Investment Property	1,551	1,641	90	4.2.8
Intangible Assets	984	1,257	273	4.2.3
PPE - Operational	33,036	44,415	11,379	4.2.8
PPE - Infrastructure	879,341	877,814	(1,527)	4.2.4

Total Current Liabilities	8,139	10,369	2,230
Payables & Deferred Revenues	5,500	5,796	296	4.2.5
Borrowings - current	2,000	4,000	2,000	4.2.6

Total Non-Current Liabilities	16,665	14,755	(1,910)
Borrowings – non current	15,687	13,687	(2,000)	4.2.6

Equity	909,093	919,400	10,307
Accumulated Funds	341,366	344,809	3,443	4.2.7
Asset Revaluation Reserve	527,773	538,431	10,658	4.2.7 4.2.8
Special Funded Reserves	39,908	36,114	(3,794)	4.2.7

Table 2: Statement of Financial Position

4.2.1 Reclassifying cash from other financial assets to cash and cash equivalent. Other Financial Assets include Cash on deposit due to mature in more than 90 days.

4.2.2 Recognition of NZTA supplementary claim.

4.2.3 Inclusion of carbon credits revaluation and correct classification of software assets incorrectly recognised as operational assets. Both Software and carbon credits are treated as intangible assets.

4.2.4 Recognition of roading assets depreciation after revaluation. Due to the inclusion of numerous found assets in 2017/18 the revaluation and subsequent depreciation charge were higher. The depreciation was not correctly recognised in the draft document.

4.2.5 Recognition of late invoices.

4.2.6 Reclassifying loan from non-current to current.

4.2.7 Correctly recognise depreciation and emergency reserve funded renewal projects.

4.2.8 Inclusion of land and buildings revaluation. The revaluation occurs every third year, and recognised a strong correction driven by rising demand and higher costs for new builds.

4.3 Capital Expenditure Variances

	Year to June 2018	Year to June 2018	Variance	Note
	Draft	Audited
	000’s	000’s	000’s
Growth	5	5	-
Level of Service	6,234	6,238	4	4.3.1
Renewals	13,610	13,577	(33)	4.3.2
Grand Total	19,850	19,820	(30)

Table 3: Capital Expenditure Summary

4.3.1 Recognition of minor late invoice.

4.3.2 Correct classification of $33,000 of work in Emergency Management and Community Buildings that relate to operational expenditure.

4.4 Council Wide Funding Impact Statement Variances

	2017/18 Actual	2017/18 Actual	Variance	Note
	Draft	Audited
	000’s	000’s	000’s
Sources of Operating Funding	30,707	30,844	137
General rates, uniform annual general charges, rates penalties	7,217	7,491	274	4.4.1
Fees & Charges	2,592	2,324	(268)	4.4.1
Local authorities fuel tax, fines, infringement fees, and other receipts	590	753	163	4.4.2
Applications of Operating Funding	24,613	24,883	270
Payment to staff and suppliers	23,925	24,204	279	4.4.2 4.4.3
Sources of Capital Funding	7,307	7,307	-
Applications of Capital Funding	13,401	13,268	(133)
CapEx - to replace existing assets	12,884	12,851	(33)	4.4.4
Increase (decrease) in reserves	(6,430)	(6,533)	(103)	4.4.5

Table 4: Council Wide Funding Impact Statement

4.4.1 Correctly recognise internally charged rates and eliminate rates penalties. Rates penalties were incorrectly recognised in both rates revenue and fees and charges. It was eliminated from the fees and charges line.

4.4.2 Corrected an error where a write off was incorrectly recognised as negative revenue, and reclassified to expenses. In 2016/17 Council recognised a GST refund was due after submitting a voluntary disclosure. Subsequent advice from Inland Revenue in 2017/18 was a portion fell outside the statute of limitation and will not be refunded.

4.4.3 Corrected an error where three water personnel seconded to the Alliance did not correctly classify their time spent on capital projects to capital expenditure.

4.4.4 Correct classification of $33,000 of work in Emergency Management and Community Buildings that relate to operational expenditure.

4.4.5 Correctly recognise depreciation and emergency reserve funded renewal projects.

4.5 Service Performance Measures

Minor misstatements were noted from the audit process. None of the adjustments significantly altered any of the results. No results changed from achieved to not-achieved or vice-versa.

5. Management Report

5.1 The Audit Director will present the Management Report and Opinion at the meeting. Attached is the director’s audit clearance letter dated 19 October, which summarises the 2017/18 audit and management report items.

5.2 The auditors have completed their work and are currently under internal review by an independent reviewer. They have indicated they’ll issue an unmodified audit opinion.

5.3 Management report items mentioned in the report include:

5.3.1 Risk of management override of internal controls. This is a standard item included in all management reports. The report concludes that the auditors have found no areas of concern and are satisfied the controls are operating effectively.

5.3.2 Revaluation of infrastructure assets, namely Roading and 3 Waters. The auditors concluded the assets were fairly stated, but did note the peer reviewer had a number of recommendations that are expected to be included in the following revaluation.

5.3.3 The report also mentions the switch of Roading asset register from SPNAM to RAMM. There were minor differences between the 2 registers, driven from differences in classification. Both the valuer and Auditor noted the RAMM register was more reliable, hence the switch to RAMM.

5.3.4 Infrastructure planning and delivery. The Auditor indicated Council continues to make progress in delivering infrastructure projects, and acknowledged steps taken to further improve.

6. Recommendation

6.1 That the report from the Senior Financial Accountant dated 25 October 2018 concerning the Adoption of the 2017/2018 Annual Report (as circulated) be received, and

6.2 That Council adopt the 2017/2018 Annual Report in accordance with Section 98 of the Local Government Act 2002.

Attachments

1. Audit Director Audit clearance letter dated 19 October 2018

Report

Date	:	25 October 2018
To	:	Mayor and Councillors Tararua District Council
From	:	Peter Wimsett Manager Strategy & District Development
Subject	:	Ten Year Review of Bylaws and their Adoption or Revocation
Item No	:	11.3

Reason for the Report

To confirm responses to consultation for Council bylaws and changes to any bylaws as a consequence of consultation, and to amend or revoke bylaws as required under the Local Government Act 2002 (LGA), Section 160.

Significance

Council considered the proposed changes to bylaws to be matters of significance and has followed LGA Section 86 special consultative procedure with a two month consultation period, including direct contact with a number of interested parties, widely advertised notices and articles, and formal hearings. The views of Council are now reflected in the bylaws as set out in suggested responses to submitters in Appendix 2.

LGA Section 156 requires Council to consider the use of the special consultative procedure for proposed changes or revocation of bylaws under the Significance and Engagement Policy or if there is likely to be a significant impact on the public due to the proposals. The Council sought submissions and views to improve understanding of the views of the persons or community likely to be affected by or interested in the matter of amending or revoking bylaws.

Background

Bylaws compliment and explain in more detail how existing laws operate.

Council is required under LGA Section 158 to review its bylaws every ten years. This process identifies changes in the application of law and allows improvements to be made to make bylaws more effective or to remedy new issues that have arisen. It also allows for the revocation of bylaws that have become superseded by changes in law or clarified through common law.

Council initiated the bylaw review with LGA Section 155 determinations in December 2017. The bylaws were amended, with Council determining that it should proceed through the special consultative process.

Council has considered the bylaws having regard for the New Zealand Bill of Rights and the needs being addressed by the bylaw.

In particular:

If a local authority has determined that a bylaw is the most appropriate way of addressing the perceived problem, it must, before making the bylaw, determine whether the proposed bylaw—

(a) is the most appropriate form of bylaw; and

(b) gives rise to any implications under the New Zealand Bill of Rights Act 1990.

(3) No bylaw may be made which is inconsistent with the New Zealand Bill of Rights Act 1990, notwithstanding section 4 of that Act.

The enforcement of bylaws is a matter of Council discretion and sits both under and within the legislative framework of Parliament. Council is able to sometimes set its own fees and charges in regard to the provisions in the bylaws depending on this framework.

Following adoption the bylaws will then be published in the following way:

· Hard copy

· Website

· Sent to appropriate agencies, e.g. trade waste bylaw sent to Ministry of Health, bylaw relating to alcohol sent to Police as they have enforcement responsibilities for that bylaw.

Bylaws Review

Amendments have now been made as a consequence of the special consultative procedure (See Statement of Proposal Appendix 1) ready for confirmation and adoption with the exception of the water bylaw. The Water Bylaw review is continuing. This is to allow sufficient time to better understand the consequences of issues raised in the consultation process, including matters relating to provision of water tanks and connections to roof water.

LGA Section 160A applies and provides an extension of up to two years for any bylaw, other than the Alcohol Bylaw which legislatively expires on 18 December 2018.

Section 160A Bylaw not reviewed within specified time frame revoked

A bylaw that is not reviewed as required under section 158 or 159, if not earlier revoked by the local authority concerned, is revoked on the date that is 2 years after the last date on which the bylaw should have been reviewed under that section.

Maintaining the status quo to a bylaw is likely an implied option in respect to not proceeding with significant changes following consultation.

Attached as Appendix 2 is the analysis of consultation and recommended responses. This excludes responses to water as we have not yet concluded the review.

Outside the scope of this bylaws review is current work being undertaken on whether to develop an Easter Trading Bylaw, and the Speed Limit Bylaw did not legally require review. There is no proposal to introduce a bylaw for Psychoactive Substances.

The current Alcohol Bylaw will cease on 18 December 2018 unless it is reviewed. A letter has been received from the New Zealand Police on 8 October 2018 supporting the continuance of the existing bylaw, without change. It is clear from this letter that the New Zealand Police have advised that crime is likely to return to the bylaw areas and this is consistent with the view of Council.

The NZ Police have advised that it is “practice not to bring prosecution or official sanction to those breaking the bylaw but rather for it to be used as a tool to prevent harm and victimisation by moving people on from the area.” A result of this practice is that there are no direct prosecutions for breach of the bylaw providing direct evidence of the need for a bylaw. Rather the focus is on ensuring behaviours are appropriate to prevent the occurrence of crime.

Furthermore the NZ Police note: “If the liquor bans were not in place there would undoubtedly be an increase in alcohol fuelled disorder, crime and victimisation that police would not be able to take preventative actions to stop through the use of the liquor ban by-law.”

This is sufficient consideration for the Alcohol Bylaw to continue unchanged.

Section 147A (2) Before deciding that a bylaw under section 147 should continue without amendment, a territorial authority must be satisfied that the level of crime or disorder experienced before the bylaw was made (being crime or disorder that can be shown to have been caused or made worse by alcohol consumption in the area concerned) is likely to return to the area to which the bylaw is intended to apply if the bylaw does not continue.

We are now able to proceed to consult on this basis.

Recommendations

Adoption of Reviewed Bylaws

The bylaws review consisted of the review of the following bylaws listed as follows and it is recommended that the following bylaws be adopted, subject to this report.

· Introductory Bylaw

· Cemeteries Bylaw

· Dog Control Bylaw and Dog Policy

· Keeping Animals, Cats, Poultry and Bees Bylaw

· Public Places Bylaw

· Solid Waste Bylaw

· Trade Waste Bylaw

· Trading in Public Places Bylaw

· Traffic and Road Use Bylaw

· Waste Water Drainage Bylaw

Water Bylaw

It is recommended that the Water Bylaw review continue and the existing Water bylaw will apply in accordance with Section 160A.

Alcohol Bylaw

· On 13 December 2017, Council determined under LGA Section 155:

“That the level of crime and disorder (being crime and disorder caused by the consumption of alcohol) experienced before the liquor control bylaw was introduced is likely to return if that bylaw were repealed.”

· The liquor control bylaw is appropriate and proportionate in light of the crime and disorder that was previously experienced.

We have now received confirmation from the NZ Police that this is also their view. This is because crime or disorder caused or made worse by alcohol consumption in the areas concerned is likely to return to the areas to which the bylaw currently applies.

It is further recommended that the current Alcohol Bylaw continue unchanged and this be confirmed through the public consultation process as per the attached statement of proposal.

Revocation of Bylaws

In addition, it is now recommended that the following bylaws be revoked:

· Fires in the Open Air Bylaw – Revoke

· Hostels Bylaw – Revoke

· Cultural and Recreational Facilities Bylaw – Revoke

1. Recommendations

1.1 That the report from the Manager Strategy and District Development dated 24 October 2018 concerning the ten year review of bylaws and their adoption or revocation (as circulated) be received, and

1.2 That the analysis summary of matters raised in submissions forwarded through the special consultative procedure attached as appendix 2 of this report be noted and the proposed responses be confirmed, and

1.3 That subject to making the necessary amendments in accordance with this decision, the review of the bylaws set out in the Statement of Proposal approved by Council on 29 January 2018 be adopted with regard to the following bylaws:

· Introductory Bylaw

· Cemeteries Bylaw

· Dog Control Bylaw and Dog Policy

· Keeping Animals, Cats, Poultry and Bees Bylaw

· Public Places Bylaw

· Solid Waste Bylaw

· Trade Waste Bylaw

· Trading in Public Places Bylaw

· Traffic and Road Use Bylaw

· Waste Water Drainage Bylaw

1.4 And that the existing Water Bylaw continue until the earlier of the conclusion of the current review or 20 October 2020, being ten plus two years from the last review date, and

1.5 That the Alcohol Bylaw be consulted upon in accordance with the Statement of Proposal attached to this report, and

1.5 That the following bylaws be revoked:

· Fires in the Open Air Bylaw

· Hostels Bylaw

· Cultural and Recreational Facilities Bylaw

1.6 And that the changes to the bylaws come into effect on 1 November 2018.

Attachments

1 ⇩. Report on bylaws 26 September 2018 - Appendix 1

2 ⇩. Summary - Bylaws Summary of Submissions - Appendix 2

3 ⇩. Statement of Proposal Alcohol Bylaw

11.3 Ten Year Review of Bylaws and their Adoption or Revocation
Attachment 2 Summary - Bylaws Summary of Submissions - Appendix 2

APPENDIX 2

Tararua District Council bylaw consultation

April 2018

Summary of submissions

No.	Submitter	Bylaw(s) submitted on	Summary of points	Decision
1	Keely Smith	Keeping of Animals, Poultry, and Bees	Oppose. There should be stronger guidelines, such as boundary fence measurements, to keep stock (such as cattle and horses) in urban areas to prevent damage, noise issues, and odours. Refers to Ashburton DC bylaw.	Discussion · There have not been significant complaints to Council regarding this matter in the past. A bylaw must address an actual need and while a problem may occur, there are mechanisms other than bylaws that can be employed under the existing law. · The Resource Management Act provides and property rights provide mechanisms to control excessive noise or property damage etc. · Should problems occur, then a bylaw change could still be reconsidered to manage significant ongoing problems. Recommendation That no amendment be made to the draft bylaw and it be adopted as drafted.
2	Tom Kay of Royal Forest and Bird Protection Society of New Zealand	Keeping of Animals, Poultry, and Bees	· Section 7 (Cats) of proposed bylaw relates only to human health or disturbance and is too weak to ensure the protection and maintenance of indigenous biological diversity in the Tararua district. It is inadequate when compared to the animal bylaws currently drafted by other councils, e.g., Palmerston North and Wellington City Councils · Recommends inclusion of requirements to micro-chip and de-sex cats and obtain a permit if wishing to keep more than 3 cats · Micro-chipping and registering of domestic cats allows Council to clearly identify feral cats and deal with them appropriately · Recommends inclusion of policy in relation to the reduction/eradication of feral cat populations in the district · Recommends the provision of supporting guidance on responsible cat ownership to accompany bylaw.	Discussion · Council supported the LGNZ remit in 2017 for the strengthening of the general law regarding cats and is concerned that a more comprehensive bylaw will be difficult to successfully enforce without backing legislation. · A more stringent bylaw will require increased regulatory and enforcement cost and has potential for legal challenge. Neither has been provisioned for in the adopted Long Term Plan. · Council will be guided by Government policy on this matter, noting that chipping of cats is a large undertaking which is likely to impose large costs on owners, ratepayers or both. · De-sexing cats is unable to be enforced under current law and the bylaw anticipates that this may become enforceable in the future with legislative change. · Pest control of feral cats is a matter of responsibility for Horizons Regional Council. · Agree that Council can provide education to cat owners with supporting guidance for responsible cat management. Recommendation That Council provide education and guidance to cat owners on responsible ownership. The wording regarding de-sexing of cats will clarify that this will only come into effect when it becomes enforceable in law. We will continue to work with other agencies that have direct responsibilities for cat related matters.
3	New Zealand Motor Caravan Association	NA	Requests pre-consultation on any bylaw (or district plan) reviews that would directly affect its members. The examples given were not included in the review of bylaws Council is currently undertaking.	Discussion · Noted comments. Recommendation That no action is necessary.
4	Nikki O'Leary	Dog control	Opposes some of proposed changes. · Rural owners should not be restricted in number of dogs they can own unless dogs have been previously impounded, owner has been charged with offences in relation to the Dog Control Act (DCA) or bylaws or has been the subject of legitimate complaints under the DCA · Instead Council should focus on ‘puppy farming’ in the district, or owners who do not register dogs, or allow their dogs to roam, worry stock, intimidate people etc. · Licensing of boarding kennels: those who have existing facilities already in operation should not be forced to comply with s. 5B. Requirements should be based on factors such as proximity to neighbouring properties. · Council should provide more fenced, off-leash exercise areas for dogs.	Discussion · The bylaw does not automatically restrict the number of dogs, rather it requires an obligation by the owner to seek Council license for situations where the number of dogs exceed two (2) in numbers in a property with an area of less than one (1) hectare. · The bylaw ensures that Council will be notified of such occasions where an owner seeks to house more than two dogs on a property of less than one (1) hectare in area and ensures that there is a licensing process to seek permission to do so. Note; the proposed bylaw does not distinguish between rural or urban locations where this will apply. · Council already has sufficient powers under the law, bylaws and policy for requiring registration of dogs, and addressing uncontrolled or dangerous dogs. · Licensing ensures that Council has a record of all boarding kennels in the district. The District Plan manages issues relating to proximity to neighbours for commercial activity and so this gives another way of controlling the activity. · Council can consider further areas where dogs may be exercised. Recommendation That Council is able to consider options under schedule 2 of the bylaw for making more public areas available for exercising dogs. Dogs on leads could be permitted in town areas as there are sufficient other powers to ensure that dogs can be managed by owners appropriately in those areas.
5	Grant Crosse	Water supply	Akitio bach-owner. Opposed to requirement to install 20,000 L tank. Contour and size of section makes this difficult/costly (his estimate is $5–6,000). Supports instead the installation of one large reservoir for the community monitored by Council.	Discussion · Council staff has further considered this matter and having regard to the review of the Havelock North enquiry. · It is noted that Council obligation for provision of potable water ends at the boundary onto the property except in the case of where a tank is installed. · A requirement by the bylaw to have a large tank on the owners’ property for the reasons of demand management and non-domestic use obligates Council to consider implications of doing so regarding the potential health risk. · We have identified that a risk may be created if large holding tank free available chlorine reduces, or if the tank is compromised by contamination, including from combining treated water with untreated roof rainwater. · It is noted that some properties will find it difficult to comply with the proposed requirement in regard to relative section size. · It is noted that some properties that have invested in tanks with the existing bylaw tank size and that cost of compliance should be further assessed. Recommendations That the requirement for installation of 20,000 litre tanks (or greater) at Akitio be amended from the proposed bylaw, and that the existing requirement for installation of 1,800 litre tanks be reinstated subject to a further bylaw review. Consultation will take place on any subsequent amendments to the bylaw as required by the Local Government Act 2002.
6	Peter Greatbatch, Chairperson – Akitio Beach Community and Ratepayers Association	Water supply	· Concerned about the impacts of the requirement to install 20,000 L tanks on Akitio’s small community (many of the properties being holiday baches and not permanently occupied) · The size of some properties is not big enough to accommodate a large water tank · Preference is for a large Council-owned reservoir, and no change to minimum size required to individual tanks (currently 1800 L) · Requests a further consultation meeting with Akitio property owners.	Discussion · Refer response to submission #5 · A proposal to install a large reservoir may trigger a need for community consultation if significant and would require a Council decision. Recommendation Refer recommendation in submission #5
7	Christopher Horrocks	Water supply	· Akitio bach-owner. Concerned about the impacts of the requirement to install 20,000 L tanks on Akitio’s small community · Also expressed concern about inadequate notice given for public meetings, location of consultation etc.	Discussion · Refer response to submission #5 · Public consultation occurred over a period of two months when only one month was required. Consultation was widely advertised and direct contact was made with interested parties, resulting with formal and informal community responses. Recommendation Refer recommendation in submission #5
8	Annelise Hallager	Water supply Keeping of Animals, Poultry, and Bees	· Oppose. The installation of 20,000 + litre tanks is not affordable for many households. The Council should consider supplying bulk-purchased tanks (at a more affordable cost) to the households requiring upgraded tanks. · Concerned too about the ongoing cost of the proposed pipeline from Dannevirke and the impact that will have on rates, as well possible implications for individual homeowners who may have to upgrade plumbing etc. · Rather than imposing an arbitrary limitation on number of cats that an individual can keep, it would be preferable to require all cats over about six-months-old to be de-sexed unless a special exemption is sought.	Discussion · The proposal recognised that affordability might be a real concern for some owners and so Council had proposed that it could use its buying power to reduce cost and also have a repayment option to help make it more affordable. · Agree that the options and payment for a pipeline will be considered as part of any future project proposal. · Providing funding to owners to de-sex cats, both directly or indirectly would be a matter of policy and require approval of Council subject to its significance and engagement policy and funding considerations. At present, Council is requesting that Central Government consider legislation that may address cat related issues at a national legislative level. Recommendation That Council consider the requirements of Norsewood water as noted in the Long Term Plan, in respect of developing a business case to manage the supply, storage and connections to premises. That the requirement for installation of 20,000 litre tanks (or greater) at Norsewood be amended from the proposed bylaw, and that the existing requirement for installation of 5,000 litre tanks be reinstated subject to a further bylaw review. That Council consider any funding options for cat de-sexing as part of a future policy and funding option of Council.
9	Rubina Hallager	Water supply	Oppose. Supports the requirement for householders to install a 20,000 litre tank as the most cost-effective solution over the long term, but Council should assist with costs by making a bulk purchase of water tanks. The proposed pipeline from Dannevirke will have major up-front costs, possibly be subject to disruption to the pipeline and will likely incur further replacement/upgrade costs in the future - all of which will have a major impact on rates. May also require householders in Norsewood to upgrade existing infrastructure/house plumbing pipes to accommodate the increase in pressure.	Discussion · The proposal recognised that affordability might be a real concern for some owners and so Council had proposed that it could use its buying power to reduce cost and also have a repayment option to help make it more affordable. · Agree that the options and payment for a pipeline will be considered as part of any future project proposal, including consideration of household connection. Recommendation Refer to recommendation in submission # 8.
10	Maggie Oulaghan, Woodville Districts' Vision	All bylaws	Supports all proposed bylaws but had some additional comments, the main points being: Water Supply: Requests an additional requirement that private owners of swimming pools exceeding 1,000 litres be required to seek a permit to fill/empty their pools, particularly in times of water restrictions. Dog control: Seeks clarification of what course of action will be taken in the case of problem dogs. Supports dog-friendly towns and designated dog exercising areas. Keeping of Animals, Poultry, and Bees: Seeks consideration for restricting ownership of adult cats to three (excluding breeders). It needs to be clarified that if a person cares for a cat, e.g. by feeding it (irrespective of where), then that person should be deemed its owner. Wastewater drainage: Will this bylaw protect residents in flood-prone areas, e.g., McLean and Fox Streets, and any future purchases of the affected land/dwellings. Traffic and road use: Requests that the following be considered: • NZTA takes increased (financial) responsibility for maintaining district roads for allowing increasingly heavy, large trucks to use rural roads, which are not designed for such large trucks • Introduction of ‘No engine brakes’ restrictions within 3 kms of the town boundary • Permanent 70km speed restrictions on Pinfold Road from the Sowry Road intersection to the State Highway, ensuring a restricted speed past the cemetery.	Discussion · The water supply can meet a number of needs of users for water, including filling of pools as extraordinary users. This can be accommodated provided Council consent for water take is not exceeded and other reasons for when restrictions may be imposed on the supply. · Problem dogs are managed through the Dog Policy. · Cat ownership is a matter of law and does not need further clarification. Feeding or caring for an animal does not confer direct ownership rights. · Council is comfortable that a limit of four cats is appropriate before further Council permission is required. This balances the level of compliance against the generally larger average size of sections in our towns in comparison to large cities. · Private property drainage will remain the responsibility of the land owners, so may not address all concerns in particular low lying areas. Climate change may further aggravate private property issues and public drainage systems. · The traffic bylaws are not currently being reviewed, but the comments are noted. Recommendation That no action is necessary at this time.
11	Tony Rhodes	Water supply	· Does not support proposed changes to bylaw. · Definitions of “extraordinary use” and “ordinary use” are unclear and the purpose of separating them is unclear. The definition of the latter relies on the concept of “domestic use” but this is not defined. The definitions also seem to be applied inconsistently to different groups of users, e.g. Dannevirke rural and lifestyle property owners. · Has concerns about Clause 17.2 because it represents a “very significant change and potential financial liability for Dannevirke Rural or Lifestyle residents” · Clause 52 Fees: No indication of the nature and extent of a graduated scale of fees is provided, so the financial implications for users is unclear. There is also some inconsistency with the preamble. · Changing the bylaw so that the use of reticulated water by “extraordinary users” (i.e., Dannevirke rural and lifestyle property owners) is for domestic use only is contrary to the role of the Dannevirke reticulated water supply scheme, and will impose significant expense without analysis of the full costs and benefits. · Noted that the Dannevirke users were not contacted for comment on the bylaw.	Discussion · We will clarify the definitions of domestic user, extraordinary use and ordinary use in the bylaw. · The proposed bylaw for Dannevirke is unchanged from the current bylaw in respect of the requirement to have a 20,000 litre tank on rural or lifestyle properties. · Fees are set in the fees and charges of Council according to the revenue and financing policy. This is subject to consultation and is adopted through the annual plan and long term plan. · There is no current assessment of the potential cost to users to comply with the bylaw and general issues. · We note the concern regarding the potential cost of full compliance and need for further analysis. · Consultation was not made directly with the Dannevirke extraordinary users as there was no proposed change in tank size for Dannevirke. Direct consultation was sought, where possible, with interested and affected persons of Akitio, Norsewood and Pongaroa where changes to tank sizes were being proposed. Recommendation That further assessment of compliance issues is undertaken for the imposition of tanks on rural and lifestyle properties and the supplies use for domestic purposes. That the existing requirement for installation of 20,000 litre tanks be retained but with a further review of the water bylaw. That the definition of domestic purposes be provided with distinction made between extraordinary use and ordinary use.
12	Tim Delaney of Ruahine Kennel Association	Dog Control	· Broadly supports proposed bylaw and policies. · Definition of “breeding kennels” is deficient and should specify whether it means an operation where more than one litter is produced in a twelve-month period or once in a calendar year. There is wide variation in the number of litters whelped by breeders over a 12-month period. · Recommends the adoption of the definition used by State of Victoria (Australia), which is a premise on which three or more fertile bitches are kept, see: http://agriculture.vic.gov.au/pets/domestic-animal-businesses/breeding-and-rearing-businesses/regulations-for-dog-breeders · Recommends that Council draw up a list of applicable organisations so that members of organisations that govern their memberships with ethical breeding policies may be exempt.	Discussion · The definition will give further clarity to the application of the bylaw. · Given the low number of kennels in the district, it is not proposed to have an exemption system to ethical breeder members as New Zealand lacks the regulatory framework for the assessment to be made. · While ethical breeders may reduce the likelihood of breeders. Recommendation That the following definitions be included: Breeding kennels means an operation where more than one litter is produced in a twelve-month period and/or in one calendar year. That a breeding kennel be defined as a breeding domestic animal business or operation where they have three or more fertile female dogs and they sell dogs (whether a profit is made or not).
13	Allan Mullacrane	Water Supply	· Installation of separate water tanks for each household will do little to reduce public health risks because some people will continue to drink roof water, and because the effect of chlorination is lost when water is stored · Support instead a permanent reservoir and treatment facility to be built at Norsewood. The reservoir could then serve as an emergency supply if the (proposed) pipeline from Dannevirke ever fails. · Support pipeline from Dannevirke. · Also support speed restrictions (50 kmph) being introduced at the ‘extremities’ of water supply locations.	Discussion · Agreed - roof water and storage are matters that need further consideration. · A review of a pipeline and/or town reservoir will be considered by Council as consultation undertaken once options and costs have been estimated. · The speed limits bylaw is not currently being consulted on. It is noted that the Government may review the process of using bylaws to set speed limits. Recommendation That the proposed requirement for installation of 20,000 litre tanks (or greater) at Norsewood be withdrawn and that the existing requirement for installation of 1,800 litre tanks be retained until this matter is further reviewed under a new bylaws review process. That Council review the storage needs for the Norsewood water supply with consideration of health, in compliance with Ministry of Health and legislative compliance requirements, demand management and the use of the supply by users, its proposed practical application and associated cost. Further consultation will take place on any subsequent amendments to the bylaw as required by the Local Government Act 2002.
14	Philip Hartridge	Trading in public places	Opposes part 9.1.i of the proposed bylaw because it is not the responsibility of territorial authorities to regulate to control or limit commercial competition in retail or any other commercial sector. It is also contrary to Council’s own policy in relation to the consenting of Turton Farm Supplies and Gold Pine at Tapuata Place.	Discussion · The bylaw seeks to regulate and control commercial activity in public areas as they are public areas. · Consenting is a matter that the District Plan manages. Recommendation That no action is necessary.
15	The New Zealand Association of Registered Beauty Therapists	Building	*Compliance with bylaws and building legislation* The premises must be well constructed in accordance with the bylaws of the Council and in accordance with any applicable provisions of the Building Act 2004, the Resource Management Act 1991, the New Zealand Building Code and Building Regulations.	Discussion · There is no specific targeting of beauty therapists in the bylaw. Recommendation That no action is required.

Report

Date	:	24 October 2018
To	:	Mayor and Councillors Tararua District Council
From	:	Peter Wimsett Manager Strategy & District Development
Subject	:	Future of the Dannevirke Carnegie Building
Item No	:	11.4

1. Reason for the Report

To determine the future of the Carnegie Building, Allardice Street, Dannevirke

2. Background

The Building Act 2004 contains the earthquake-prone building provisions. The Carnegie Building is predominantly Unreinforced Masonary (URM) and was assessed as earthquake prone in 2013 by structural engineers, Beca NZ, with a rating of 8% New Building Standards (NBS). The usual timeframes for high risk areas such as Dannevirke are 15 years for strengthening, unless the building is a priority building, in which case the strengthening is half that timeframe.

Section 133AE of the Building Act 2004 contains the definition of priority buildings, and includes two broad categories:

· those that are prescribed in the Building Act 2004 – these include certain hospital, emergency and education buildings, and

· those that are described in the Building Act 2004 and determined with community input – this category includes parts of URM buildings that could fall in an earthquake onto certain thoroughfares with sufficient vehicular or pedestrian traffic to warrant prioritisation, and buildings that could collapse and impede transport routes of strategic importance.

Buildings that exceed 34% of NBS are no longer considered Earthquake Prone, although they are still considered high risk for failure in an earthquake. Whilst this building is being used for youth services, the strengthening work is required within 7.5 years of receiving notice from Council.

Particular risks from the Carnegie Building include

· Unreinforced masonry that is failing or has failed in places.

· Being used as a Youth Centre with capacity for 20 or more people to be inside using the facility on a regular basis.

· Its location is immediately next to a pedestrian footpath, skate bowl, road and right-of-way and the height of the building would likely reach those areas in a collapse

3. Discussion

The building was vacated as a library in 1980 as it was no longer fit for purpose as a library. It has had various tenants since then including Tararua Community Youth Services, Crime Prevention community unit, a toy library and use for band practice. There is another small brick annex building at the rear and the original band room has since been demolished due to it also being earthquake prone. A new band room has been built on the site section and a small skate bowl.

The building design does not suit most modern uses, being internally very tall, with tall windows and is difficult to heat and retain energy. Strengthening to 34% NBS is estimated by Beca to be over $440,000 if done this year and contractors were available. This $440,000+ cost does not mean it is then earthquake proof, it just means that the building should be safe for evacuation in the design for an earthquake. As evident in Christchurch and Wellington, once the building has been damaged, it is generally more cost effective to demolish and start afresh, than repair.

The building interior has not had a major upgrade in many decades and would need re-fitting. The i-SITE upgrade in 2016 was of a similar floor space and gives a reference to the potential costs involved in a refit. Depending on the intended future use, then a full refit is also likely to cost a further $400,000 to $600,000.

Consequently, if strengthening and fitout was to be done, Council would require a budget of at least $1.0 million. At this level of cost a new building or buildings could be constructed with far better community outcomes.

As a public building requiring significant investment, its future purpose needs to be clear. Council already has a town hall, sports centre and Council administration building.

4. Options

There are three main options:

1. Retain and strengthen

2. Sell or gift

3. Demolish

Retain and do nothing is only a short term option until the mandatory requirement to upgrade or demolish is triggered. A private sale or gifting to a charitable or non-government agency will not remove the obligation for the building to be upgraded. However, the latter may provide a better avenue for fund raising than Council can access.

5. Consideration of Options

Retain and Strengthen

Council has advised the public and publicly consulted that it does not wish to invest in strengthening the Carnegie Building. However, if Council has a specific purpose for the site then it could undertake the following steps:

The steps in the option to retain and strengthen the building are to complete:

1. Conservation Plan including maintenance programme, Feasibility Study, Seismic Strengthening Report

2. Detailed Engineering Design for purpose of procurement through tender

3. Application for funding to:

i. Internal Affairs – Lotteries Commission Grant

ii. Other funding agencies

It would then need to budget and to potentially re-consult on the purpose, design and cost, which would trigger an amendment to the Long Term Plan.

Sell or Gift

The Carnegie Building is a Category 2 heritage building but there have been only low levels of interest to retain the building for the high cost of investment.

Heritage New Zealand notes:

· Carnegie library as important and representing only a few surviving buildings of its type in New Zealand.

· It would be very supportive of seismic strengthening and also any applications to Lottery Board for a conservation plan and maintenance plan [with costings], a feasibility study and further seismic reporting/design.

· The Fountain Theatre in Dannevirke has recently received a Heritage New Zealand grant. This is available now for Category 2 places that are privately owned.

Surviving examples:

https://teara.govt.nz/en/interactive/41604/carnegie-libraries-in-new-zealand

Notes the destruction of six, as at 2014 – more could have been destroyed since then

https://nzhistory.govt.nz/media/photo/carnegie-free-libraries - historical background.

They suggest that the best avenue for the long term adaptive reuse of the building is maybe for Council to look at strengthening and adapting with assistance of the Lottery Board for a public based use. In terms of adaptive reuse this should be looked at as an option and if a proposed community facility may meet Lottery Board funding under a different category.

The works on the surviving Carnegie Libraries could be further investigated- the latest being the Thames Library. This is an award winning place.

http://www.thetreasury.org.nz/

Because charitable organisations are able to access greater funding sources than Council, this might be the only practical avenue for the high cost associated with retention. However, the Dannevirke Carnegie Building Trust wound itself up in 2016, meaning another entity would have to approach Council with an appropriate purpose. In gifting the building Council decisions would have to be made on the land and section and area being transferred. The Council would write-off the associated values but may also be expected to fund operational costs if the entity is not self-funding.

Demolition

The demolition of a Category 2 building would require consent under the District Plan. The Council has fully consulted on the options for the building and this would be presented as part of the application for consent.

The cost of demolition is estimated to cost $40,000 to $60,000 depending on whether asbestos is found. It is also possible to retain a part of the façade as a memorial to the building and its history, as Auckland has done in Ponsonby where part of the front façade now features in a public park as a permanent link to the past. This further option has not been costed but could be in the order of $10,000 to $20,000 depending on the condition of the ‘saved portion’ of structure.

The current value of the building is $60,000 and would be written off. The land value of $45,000 (1 September 2017) could then be sold or the site re-used, having regard for the band room building and skate park.

The location is close to town and will be attractive for reuse. Council is looking for new sites to build Pensioner Flats. This site could provide attractive close-to-town options for the elderly.

6. Conclusion

Council having considered the options, costs and earlier consultation now can determine their next steps to addressing the long term needs of the Carnegie building.

7. Recommendation

Advise the public it intends to demolish the Carnegie Building in the 2019 Calendar year based on the estimated $1m cost to strengthen and renovate in accordance with the Building Act 2004, and

Provide a further 3 weeks for public feedback on this decision which aligns with the adopted Long Term Plan, and

Make a decision at the November Council meeting on which option will proceed (strengthen, gift, demolish)

8. Recommendation

8.1 That the report from the Manager Strategy & District Development dated 24 October 2018 concerning the Future of the Dannevirke Carnegie Building (as circulated) be received, and

8.2 That Council advise the public it intends to demolish the Carnegie building in the 2019 calendar year based on the estimated one million dollar cost to strengthen and renovate it in accordance with the Building Act 2004, and

8.3 That a period of a further three weeks is made available for public feedback on this proposed decision which aligns with the adopted Long Term Plan, and

8.4 That a final decision be made at the November Council meeting whether to confirm this option to proceed in determining the future of this building.

Attachments

Nil.

Report

Date	:	25 October 2018
To	:	Mayor and Councillors Tararua District Council
From	:	Blair King Chief Executive
Subject	:	Staff Report October
Item No	:	11.11

Reason for the Report

This report is to update Councillors on key projects and items of interest over the period from 15 September 2018 to 19 October 2018.

Key Points

Balfour’s Water main Decommissioning

The Balfour’s raw water line historically fed the Pahiatua township from a water source on the southern end of town in emergencies. Due to risks from untreated raw water, mixing with the treated water main in Pahiatua township, this source is shown as abandoned in our water safety plan. However, analysis of flows indicates 5-20% of the town’s treated water is flowing down this line feeding properties that are not metered or shown as on a Council supply. A letter was sent to all landowners between the proposed shutdown point and source. Responses confirmed water is being consumed by at least 5 rural properties, including farms without backflow prevention devices installed, creating water demand management, financial, and public health risks.

The remaining pipe, which is no longer used for its original intent, will also require ongoing repairs and maintenance. Reactive repairs have recently been required due to contractors accidentally damaging the pipe while completing work on the state highway. This has caused unnecessary maintenance costs on a pipe that no longer has a purpose.

As discussed at the Works Liaison Meeting in October, to reduce risks of water allocation over the impending summer, we need to urgently isolate this line. The Tararua Alliance have been requested to install a shutoff valve as shown in the image at the start of November. Once in, it will be substancially closed (daily flow will be dropped to approximately 20 m3/day), and those connected will be asked to form a group to buy the assets of the Balfour Supply. Further letters will be sent to these landowners in October advising of this. It is not feasible to continue supplying unrestricted water from town, as already the river source for Pahiatua is approaching the first step-down for Councils’ water take Resource Consent.

CouncilMARK update

The report is with the Internal Assessment Board, and is now likely to be sent to us in early November. Staff are creating a list of possible improvements as an Action Plan, that will be finalised when the report is released.

Potential Alliance style Agreement for design and delivery of Pahiatua Water Treatment Plant

A positive meeting with Ministry of Health and their preferred technical advisor, along with a supplier who has delivered other plants for Tararua, resulted in a proposal to use an Alliance type delivery agreement for this treatment plant. Due to the expected cost of the plant, Council will be required to approve the signing of the agreement when MoH have confirmed subsidy requirements.

This model is possible due to the supplier recently delivering a similar plant under MoH subsidy rules in an open book tender system and being willing to use the same cost model for this plant. An external Quantity Surveyor verifies the cost model before Council and MOH are asked to agree.

This addresses the concerns that we are providing estimates that keep requiring refinement to MoH, due to on-going increasing compliance and reporting requirements post Havelock North. It also ensures that as the plant must meet agreed objectives, and demonstrate compliance with the Drinking Water Standards, we reduce risks of disputes/delays between designer, operator and builder.

THE ALLIANCE

Executive Summary

Apart from the first week, where another adverse weather event affected the district, settled weather has enabled a large amount of work to be completed. This was largely focussed on emergency works, with a significant amount of repairs and clean-up completed. Investigation, survey, design and then construction of those requiring engineered repairs will be ongoing.

With the 2018/19 summer and construction season fast approaching, maintenance is being focussed on sites requiring pre-surfacing repairs. The two drainage crews will be busy removing high shoulder and clearing surface water channels over the coming months. The pavement repair crews will also be shortly beginning on a large programme of works, to enable resurfacing to begin early in the New Year.

During the month, we attended a meeting with the Herbertville community, arranged by Councillor Jim Crispin. It enabled us to provide an update regarding ongoing storm damage repairs and the Route 52 Improvements project, which will have significant benefits for the community. The discussions were constructive and very beneficial.

The annual Downer Asset Management Improvement Plan (AMIP) audit was completed during September. This audit, carried out by staff from the Downer national asset management team, reviews systems, processes, and staff capabilities and identifies potential areas for improvement. The review highlighted the improvements carried out over the past twelve months which was positive to see. Work is already underway around further possible areas for improvement.

We continue to engage with the NZ Transport Agency (NZTA) regarding the Manawatu-Tararua Highway and also the Saddle Road and Pahiatua Track, which NZTA assumed management and maintenance responsibilities for following the indefinite closure of the Manawatu Gorge. NZTA are currently consulting with stakeholders regarding the Saddle Road’s permanent speed limit. Whilst an 80-60km/hr speed limit has been set using the emergency speed limit rule, NZTA are looking to change the permanent 100km/hr speed limit to a level more commensurate with its form and current volumes.

We welcome Nicky Campbell and Grant Kauri, two new staff who have recently joined the Tararua Alliance team.

Nicky has started with us as an Asset Information Technician. Nicky’s role will predominantly be a guardian for the RAMM (for roads) and Assetic (for reticulation) asset databases. Continuing to improve Council’s asset databases is a priority for us, with accurate data enabling far better maintenance management practices and providing the ability to develop robust long term investment forecasts.
Grant, an ex Tararua local, will start with us in late October as a Civil Project Manager. With the significant recent increase in project work, Grant’s key role will be managing civil projects such as emergency works and safety improvements, and also possibly the Pahiatua Main Street Upgrade and/or Route 52 Improvements projects. Grant has recently been in a similar role working with the NZ Transport Agency, Manawatu District Council and Rangitikei District Council and will bring strong project management skills and discipline to the team.

Planning

Pavement Renewals Design and Planning

Pavement designs for 2018/19 sites are almost complete, with completed designs currently being peer reviewed. We have added a site on Takapau-Ormondville Road into the renewals programme this year, predominantly due to recent significant failures accelerated by logging activities. This will result in one of the River Road sites being deferred until the 2019/20 programme.

Pavement test pits carried out on the 2018/19 sites have confirmed that many of the roads have historically been constructed using local pit metals. Material testing has shown that recycling existing material through stabilising is not appropriate in most cases, due to high clay content and small stone sizes or high fines. This has resulted in many sites being designed for granular overlays as opposed to in-situ stabilising using lime or cement.

The adjacent graph showing the size grading of existing pavement material at a site on Takapau-Ormodville Road. The dashed black lines show the ‘envelope’ the material should sit in, and the dashed red line shows its actual grading. This shows that the existing pavement is lacking in larger stones which provide its strength. The testing enables us to identify and rectify issues such as this through development of a site specific pavement design.

Safety Improvements

The number of customer requests regarding vehicle speed has increased over recent months. This has also been a frequent item raised at Tararua Road Safety Group meetings, particularly for urban boudaries of the townships.

To address this and improve road user safety, we will be circulating a Variable Speed Board (pictured adjacent) around known areas at risk. This particular sign not only measures speed but also records traffic volume information. We will be monitoring the impacts of the sign to determine its success, which will guide how we use technology like this on other parts of the network.

Water Demand Management

Through a recent project to identify unnecessary water loss within the Tararua water networks, we have identified several sites as high water users that are currently only paying standard targeted rates or scaled water rates that do not fairly represent the land use activity and likely associated water consumption. These sites include schools, rest homes, fast food outlets and food vendors with commercial kitchens, commercial operators, industrial activities as well as rural and lifestyle block landowners. Without accurate water metering of these activities, the cost of supply is burdened by the remaining domestic ratepayers across the district. We will be identifying the highest priority activities, where we think will have the greatest amount of water consumption, and may be installing meters as a priority to assist with the active demand management of water. This is a ‘first cut’ for identification of non-metered high water users, further analysis, validation and rationalisation will refine any assumptions.

Route 52 Upgrade

The draft Single Stage Business Case (SSBC) has been delivered to the NZ Transport Agency for feedback before it is finalised and submitted as part of the formal funding application. The primary purpose of this SSBC is to develop the case for investment by the NZ Transport Agency in Route 52 to support the predicted increased demand from logging, tourists and cyclists over the next 10 to 15 years. The SSBC confirms the issues, benefits and opportunities of Route 52. It also identifies a range of options and alternatives that help address the issues, and develops and compares potential investment programmes against agreed NZ Transport Agency investment objectives and key performance attributes.

Investigation, survey and design aspects of the project continue. The master programme for all improvements possibly carried out is being finalised and, once complete, will be followed by survey and detailed design.

We plan to begin establishment works for this project in 2019, with exact timing dependant on the NZ Transport Agency funding application and the proposed funding is secured.

Monthly Work Completion

The Tararua Alliance completed 1161 work tasks during September across the Tararua district road network. The location and types of completed works are shown below.

Delivery

3Waters

Water Renewals

The 100mm service watermain in Wakeman Street, Pahiatua, is complete between Sedcole Street and Main Street, including 11 laterals. We have also completed the pressure test on the service main. Our next stage in this renewal project is to hydro-vac to confirm the depths of existing services, enabling confirmation of the location and depth for the proposed 300mm trunk main to be installed.

There has recently been a noticeable increase in reactive water maintenance requests. This has included two full water lateral replacements due to the poor condition of existing galvanised pipes.

Eketahuna Wastewater Manhole Replacements

This is nearing completion and is the final works from the earthquake insurance claim. There have been 12 manholes replaced to date and six more have had remedial works completed, examples are pictured below.

Canterbury Spinners Limited Wastewater Project

The Kliptank and associated pipework’s have now been constructed (photos below). Unfortunately, the pump station was damaged during transit from the supplier. This is currently being repaired, causing minor delays to the completion of this project.

Wastewater Pump Stations

All wastewater pump stations across the district have been pumped down, water blasted clean and condition reports are being compiled for each individual station. This will enable us to develop routine maintenance programmes and prioritised component renewal forward works programmes.

Roads

Maintenance

Many of the maintenance crews spent the majority of September completing emergency works and clean-up following the storm. Despite this, they still managed to complete ten kilometres of high shoulder removal and surface water channel clearing in preparation for the upcoming resurfacing programme. Removal of the high shoulder (the lip of detritus and vegetation along the edge of the road) and clearing of the surface water channels is critical to ensuring rainwater can flow effectively away from the road, reducing deterioration and extending the life of the pavement and surface. High shoulder removal completed on Aerodrome Road is shown below.

The heavy vegetation control programme has been confirmed and physical work is well underway in the north of the network. Zones 1, 2, 3 and 5 (shown below) will be completed in 2018/19, as well as all other Arterial and Primary Collector roads.

It is planned that roadside verge mowing will also be completed on all rural, sealed roads before Christmas.

Renewals and Construction

Minor improvements and pavement strengthening has been completed on Angora Road near Wimbledon. Ordinarily a very low volume road, approximately 500,000 tonne of logs are expected to be harvested along this starting at the end of October.

Through liaison with the various forestry groups, we are also aware that 300,000 tonne of logs will be transported out of Druce Road in the near future. We are planning to complete pavement strengthening on this road during October to accommodate this.

Mangatainoka School Car Park

As part of our annual car park renewals programme the team have prepped and chip sealed the Mangatainoka School Car Park on Makuri Street in Mangatainoka. This car park is maintained by the Tararua Alliance and was constantly requiring pothole repairs. Now that this area has been sealed, the ongoing maintenance for the foreseeable future will be minimal.

Emergency Work

Construction and maintenance crews, along with local sub-contractors, spent much of September responding to numerous slips and dropouts across the network following the significant rain received. The initial response to this event took two weeks to clear slips, sign up washouts, and clear trees and debris to make the road safe for the travelling public. Now that the initial response is over and we move into a more planned phase of the clean up our maintenance teams are again focused on their monthly maintenance programmes, while our local sub-contractors continue to clean up and repair sites.

Below is a photo of the construction of the inlet structure on the Route 52, 121 culvert. This is now nearing completion with over 600 tonnes of rock placed by hand, requiring a large number of gloves!

Performance

ISN Sub-Contractor Pre-qualification

At the beginning of this year Downer engaged IS Networld (ISN) to manage the pre-qualification of the Downer sub-contractors. Using a centralised system for this will increase efficiencies for all and manage effectively the requirements of Downer (and risks for clients) under the Health and Safety at Work Act.

Tararua Alliance sub-contractors have come on board with this and are working through the process. Of 17 sub-contractors, 7 have been approved with the remaining 10 working through the process. This has been a challenge for some, to help with the process we arranged a workshop with ISN at Oringi to assist any of our subcontractor partners with any issues they were having and any questions they had. This process is also assisting our subcontractors to strengthen their health and safety policies and processes to comply with Work Safe requirements.

Critical Risk Audits

A Zero Harm Advisor from the wider Downer organisation recently audited a number of Tararua Alliance worksites, reviewing onsite zero harm (health and safety, environmental, quality) processes and practices. No major concerns were identified.

Performance Dashboard

Customer Management

Plant and Property

Executive Summary

Staff attended the Water NZ Conference and Expo in Hamilton. The conference celebrated 60 years of Water New Zealand.

Dave attended the Hawke’s Bay Regional Drinking water meeting, a site visit to the new Flaxmere bore and treatment plant, and a presentation from Napier City Council on their ongoing issues with biofilm and sediments in the water pipe reticulation network. They have been carrying out a major pipe pigging programme (mains cleaning) to try and decrease the numerous clarity complaints from residents. MoH Drinking Water assessors discussed the non-compliance issues most councils in the Hawke’s bay region have had challenges with this year. Most have related to protozoa compliance and sampling dates.

Congratulations to Craig Brown in gaining his National Certificate in Water Treatment (Level 4). Well done on your commitment & effort to complete this NZ qualification.

We also take this opportunity to welcome Debbie Pearson–Linnell to TDC. Debbie is our Water & Wastewater Sampling officer.

Staff have met with Smart Environmental Ltd to discuss future recycling options for the district. The company is working through a proposal for Council to consider. Smart environmental have been successful with obtaining the CHB contract for solid waste and recycling so there may be some operational and resourcing benefits to both Councils.

Dave and Peter attended the Hawke’s Bay Regional Waste Officers meeting. A lot of the discussions were around recycling, main points being types of plastic that can be recycled and contamination with plastic products that cannot be recycled. Some Councils take all plastic items with ratings of 1-7. TDC take 1, 2, 3 and 5 rated plastic. Some plastic that was being shipped to the Asian markets has now dried up. The problem with 3-7 rated plastics is that there is no market for it overseas. Some council contractors are bailing and storing 3-7 plastics products on site and some 3-7 product is now being put to landfill.

Discussion was held on how we educate the public as a regional group and give out the same message via websites etc. We will be discussing with our new contractor Smart Environmental, future disposal of plastic products. We may have an opportunity for recycling tyre disposal to a Hawke’s Bay business. We will be discussing with the contractor this week. The day finished with site visit to the Omarunui landfill in Hastings.

Overview of Capex Projects

Woodville impounded supply

There has been good progress on adding the floating cover, with approximately two clear day’s work outstanding for laying and welding remaining sections. In the interim, work has been continuing on ballast weights and the securing of the cover around the concrete block perimeter.

The cable installation from the impounded supply pump shed back to the treatment plant is being programmed and the work will be completed by Scanpower. The 20ft Container is being fitted with a generator at present.

Pahiatua Reservoir

The replacement panel for the reservoir was due to leave Tasman Tanks in Australia on 18 October 2018, due date for arrival in the country is 1 November 2018.

The Eketahuna Wastewater consent hearing panel is to resume on the 27 November with Rangitane & Horizons.

Akitio Water

A transducer and cable from the first water storage tank on the top of the hill back to the new plant is being installed at present. This will allow control of the treated water production and automatic shut off of plant once the demand has been met, otherwise the plant has no indication of when to either produce or cease production. Without this control treated water would run to waste. This is automated through our Scada Telemetry, once this is achieved the plant can be commissioned.

Dannevirke infiltration gallery

Resource application is underway for approval to work in a waterbody. We have now received written approval from both Iwi and land owners, application has now be submitted to Horizons. Our Contractor is underway transporting washed drainage and filter stone to site. The 400mm PVC pipework has been received from supplier and has been drilled ready for laying.

Operational

Water Treatment

Dannevirke impounded supply water level has recovered due to some good work by our treatment staff. With additional pumping and control of water through the system and close Scada monitoring with the turbidity we have returned to the right side of the ledger.

Eketahuna intake line had a leak at an air valve that was still on a piece of original steel water pipe and had not been converted onto the new PVC pipe when the intake line was replaced a few years ago.

Wastewater

Woodville Ponds aerator on No1 oxidation pond is having some maintenance work carried out. This was the first new Reliant Lagoon master aerators we purchased from America. Some welding on the frame and a worn cable replacement is all that is needed, after never missing a beat continuously for the last 4 years.

Water Restriction Planning

It is that time of year again where we need to be ahead of the game with our Water Restriction Planning. Plant and Property and Communications are working closely together to deliver a communications strategy for this year’s upcoming water restrictions. Focus on being prepared for each of the stages, being:

Stage One: update on water projects

Stage Two: warnings and conservation advice

Stage Three: resource development

Stage Four: during

We have completed Stage One, where we focused our efforts on providing the public with an update on water projects. Current focus are now on Stage Two where we have distributed conservation messages around the district and Stage Three to develop resources that are communicated effectively and efficiently to the public.

Glass Recycling

This continues to be going smoothly with most residents colour sorting correctly. The contractor is reporting that sorting times are coming down, averaging at about one hour sorting per container which has been allowed for in the contract.

At the time of writing this report we have had 3 truck and trailer loads of glass sent to Auckland for recycling with another one to go next week.

Smart Environmental Ltd

On the 1 September 2018 Smart Environment Ltd took over ownership of Solid Waste Services (Dannevirke) Ltd. Smart Environmental are a well established company in both refuse and recycling services with a number of Councils within New Zealand that already have a large number of modern resources and initiatives.

Smart Environmental Ltd recently won the tender to provide recycling services to the Central Hawke’s Bay District. Following that Smart Environmental have taken over the contracts for the Dannevirke Transfer Station, District Kerbside Recycling Collection, Pahiatua Recycling Centre and the District Glass Collection. These contracts were previously held by Solid Waste Services.

Council officers recently met with Mark Abbot of Smart Environmental to discuss what initiatives and resources they could provide to the Tararua District. Mark stated that they are a company that likes to work in partnerships rather than the Principal/Contractor scenario. Mark Abbot has gone away after this meeting to put a possible proposal together for Kerbside Recycling going forward.

Community Assets

Buildings

Akitio War Memorial Hall, Pongaroa

The exterior and internal painting of the building has been completed. Repairs have been made to sections of the wall panelling and the lining of the front of the stage has been replaced.

Eketahuna Medical Centre

Two heat pumps are to be replaced in the centre.

Bush Multi Sport Stadium

Work has commenced on the revamp of the toilets in the stadium. The accessible toilet has been started on first.

Housing

The exterior painting of the Gordon Street complex has been completed.

Woodville Camping Ground

The new accessible toilet/shower has been constructed and the existing toilet and shower have been refurbished.

Parks and Reserves

Dannevirke Domain

A new piece of equipment for the playground has been ordered. It is called Eagles Lair and it is the same piece of equipment that has been installed in the Pahiatua and Woodville Playgrounds.

It is hoped to have it installed and operational before Christmas.

Eketahuna Domain

The domain has been mole ploughed to allow for better drainage during the winter playing season. Last year the ground went from too wet to rock hard in a short period of time and did not allow us to get the mole ploughing done. The fields were verti drained in the autumn but it did not appear to work as well as mole ploughing.

Norsewood Anzac Park

The community workers have been busy lining the walking tracks throughout the bush. They are almost finished this project.

Eketahuna Skate Park

The pad has been laid and the ramps are being erected. It is hoped to have all the equipment erected by the 19 October 2018.

The official opening is going to be on Saturday 4 November 2018.

Swimming Pools

Eketahuna

The replacement of the pool is going well. The walls have been installed and grouted. The floor is to be poured on 1 November 2018. A building permit for the shelter at the deep end and a storage shed will be submitted on receipt of the building plans.

Pahiatua

The pool has been emptied and cleaned. There are a few minor leaks that will need repairing.

Woodville

A new committee has been set up to run the pool. The pool has been drained and there are some minor repairs to be attended to before the pool is painted.

Council will supply the safety equipment requested by the committee. The committee will apply for grants to purchase lane ropes, play equipment and swim school equipment.

Strategy & District Development

Climate Change

On 6 October 2018, the United Nations International Panel on Climate Change released a special report on the impacts of a 1.5 degree Celsius temperature change. The report is bleak, with major issues for our current way of life that require almost immediate changes.

The report is a conservative assessment on scientific research of the potential effects of such an increase in temperature. The studies used mostly have “high levels of confidence”, or “moderate confidence” of long term outlooks.

Issues identified from council officer research with the latest report include:

· The report cannot factor in the latest scientific research due to timing (i.e. research conducted in the last ~2 years). The very current modelling indicates the next temperature spike may be in ~2025. This represents a likely “step change” in storm strength (7%-15% more intensity).

· The understanding of extent, release and breakdown of methane gas released from ocean bottoms and defrosting tundra has not been reliably modelled and impacts are mostly excluded.

· There appears to be an acceleration of net energy retention on the planet and further analysis is expected in the next few months if this is a trend.

· The 11 year solar cycle minimum output has been “dimming” each cycle over the past 45 years - if a multi hundred year slow down event (lower energy from the Sun) occurs then it may “temporarily” offset heating effects of the current greenhouse gas energy imbalance. A new satellite the Parker Solar Probe to monitor the Sun’s activity was launched in August (to assess the structure and dynamics of the Sun's coronal plasma and magnetic field). It may still be a few years before analysis will assist in our understanding of this potential olive branch.

However, climate change is now a high stakes game, where somewhere between 30% and 97%+ of all species are expected or may become extinct over the period of this century and the next few.

The matter is so serious that the UN report that 420 million people are expected to be displaced in a progressive manner over the remainder of this century. The political impact of this will be far reaching and dwarf to current migration issues. Migration to NZ may make achieving 100% renewables more difficult without the adoption of new technologies, such as solar and next generation batteries.

The objective World target to reduce net CO2 to prevent calamity is about 3% p.a. This is immensely challenging and NZ is likely to use tree planting to soak up our emissions. We can expect the new UN report to drive Government policy and make emissions reduction a major matter for the next LTP. For Tararua, we are working on options to utilise the Provincial Growth Fund to initiate some of these projects.

Source: http://report.ipcc.ch/sr15/pdf/sr15_spm_final.pdf

Paymark and BNZ MarketView Electronic Transaction Data

The District’s annual growth in transaction value is well above the New Zealand averages for the month to September 2018. The month 10.6% (5.3% NZ) and 6.2% (4.7% NZ) annual. This is consistent with experiences in other parts of the Region.

In the table below, Dannevirke has a 13% increase over last year while Woodville is notable for growing by 19.6%. The closure of the Beyond the Bridge Café is likely to have impacted on the “Other” area.

Population Increase

Statistics NZ is reporting a slight 50 person increase in population for the Tararua to 17,900 0.3%. Other indicators would suggest a higher growth level has been underway in the District. This could be more consistent with higher growth being reported in neighbouring districts.

Migration

Tararua arrivals have levelled out and departures increasing quite quickly. Now at +5 net for the year to August 2018. Nationally arrivals have been steady for the last year, but departures are rising. This is likely partly driven by international students completing degrees and now leaving for home from the relaxed policy changes 4 years ago.

Property Price Increases

The Tararua prices have been increasing after many years of stagnant values. Despite the increases the prices remain at the low end of national prices.

Change in Rental Property Rents

Rental cost/income have continued to climb over the past year, while demand/supply has not increased for a number of years.

Superannuation Numbers

We have noted that superannuitants have increased in the Tararua by ~ 5% for the year to September or ~ 170 people. There are continued signs of population increase in Tararua - above national trends for older people:

Palmerston North up 6.7%
Manawatu down 1.3%
Whanganui up 5.5%
Horizons region up 3.9%
NZ up 3.3%

Residents aged 65+ are now over 19% of Tararua population. In 2006 this was 13.9%. A rapid and major shift that is happening faster than forecast.

Change in these demographics may impact on the next LTP resulting in:

Major focus for service reviews in next 2 years leading into next LTP
More justification for recreation facilities including walkways, gardens, heated pools (like hydrotherapy) and changes to road / footpath designs and signs etc.

Bush Multisport Trust Hockey Park Lights

The investigation work for the flood light replacement for the Hockey Park is nearing completion by engineering firm KOL in Palmerston North. Council has agreed to fund the replacement platforms from the special fund reserves held for renewals of Bush Multisport assets. Procurement to re-install the columns and change the lighting system to LED will shortly be initiated.

Dannevirke Town Cleaning Underway

Another round of cleaning is underway with the town steam cleaner. The amount of material moved out of grouting had resulted in the internal metal of the steam cleaner foot being “sand blasted”. Initial teething problems with the O–rings blowing out have now been resolved by reducing the operating pressure of the cleaner.

Tararua Aquatic Community Trust

A new Aquatics Manager, Philamena Beale, has commenced work at the Wai Splash Pool. Philamena is an experienced sports and childcare operations manager from Hamilton City Council and former Waikato Magic Team netball player. She returns home to the Tararua with her husband and family. She had also been the head coach in a part-time capacity at Wai Splash in 2017.

The Trust is intending to hold a strategy session with members of the community over the coming months. A new paid part time position has been created for the Treasurer/Secretary role with Chrissie Matthews appointed with a focus on fund raising.

Te Kāuru -Tū Te Manawa Project Completion

The Te Kauru project is coming to a close with a number of whare built that celebrate local history and plantings of river reserves. Three have been completed in the Tararua at Ferry Reserve at the Manawatu Gorge, Norsewood and Bluff Road, Woodville.

A meeting was recently held to discuss on-going care of the DOC site at Bluff Road. This was next to the site that featured in the exchange of land with the farm owners with Council to improve ongoing access to the Manawatu River. The site access is on a blind corner and the Tararua Alliance will conduct a site safety review to consider the need for extra signage and any minor safety improvement work that might be necessary for the 2019/20 year. The river accretion area is mostly LINZ managed land and DOC, with peripheral road reserve.

The ongoing responsibility for care and maintenance for the sites has not yet been determined.

Drones

Tararua District Council has featured as a lead story in an international geo-technology industry magazine on the Council’s drone project. The heading “The remote Tararua District in New Zealand is at the forefront of using Smart City technologies to help its citizens…”

https://www.geoconnexion.com/publications/geo-international/issue/october-2018-international-issue/article/small-towns-big-ideas

Water Treatment

New low cost and mass produced nano-technology may commercialise a solution to water and wastewater treatment. “The innovation in liquid metal chemistry could help one tenth of the planet’s population get access to clean drinking water at very low cost following breakthrough research from UNSW Sydney and RMIT”.

Council can be planning now for design of plant treatment systems that will be able to benefit from these technologies when they become main stream. This includes ensuring plant building have spare areas of land, for provisioning the plant cartridge and backwash systems, as may be required. This is exciting technology as it and other technologies, such as graphene oxide filter systems under development, may work to address the issues of wastewater disposal that is currently most challenging for Council in meeting consent requirements. It will add further value in treatment of drinking water or cleansing of irrigation water from poor quality sources.

http://newsroom.unsw.edu.au/news/science-tech/liquid-metal-discovery-make-toxic-water-safe-and-drinkable

Economic Development, Communications
and District Marketing

Economic Development

Regional Collaboration

Manawatū River Leaders’ Accord

In March 2016, the Accord launched the 2016-21 Action Plan for the Manawatū River. The Plan has a life of four years and it is required to complete a Progress Report every two years.

To accompany the upcoming Progress Report, Horizons Regional Council are organising a River Festival on 24 November at Hardie Street reserve adjacent to Fitzherbert Bridge in Palmerston North. The intent of the Festival is to connect the community with the river and engage them with efforts being made to improve its quality.

Alongside the Festival, the Manawatū River website is also undergoing a redevelopment to refresh the look and content. The redeveloped website will include a video on the homepage that will outline the history of the Accord and the work achieved to date and the Mayor has been asked to participate in this.

Community Foundation

Mark attended a 2 day national community foundation workshop in Wellington in early October. Community Foundations from across NZ provided presentations on their activities and there were presentations on marketing and social impact investment.

Representatives from the group establishing a community foundation for the Horizons region were in attendance. They are close to signing their founding document and discussions are continuing on whether Tararua might join this group or establish independently.

Tararua Health and Wellbeing Group

A Tararua Health and Wellbeing Group is being developed as a result of the Tararua Health and Wellbeing Plan 2018 – 2023. The purpose of the group is to work together on a common agenda to address issues that are impacting the health and wellbeing of Tararua residents.

Applications are being sought for five places on the group. These members will be appointed to represent Primary Health Care providers (eg Tararua Health Group, GP practices, pharmacists); Non-Government Organisations; and the general community.

Applications open Monday 8 October 2018 and will run until Friday 26 October 2018.

Tararua District Council is supporting this group in a number of ways, including (but not limited to):

• the provision of an administration personnel to take meeting minutes;

• a Councillor appointed to the existing members of the group; and

• the promotion of the group and its activities.

Business

Pahiatua Chamber of Commerce

Mark has joined the Pahiatua Chamber of Commerce committee. He was also part of the judging panel for the Southern Tararua Business Awards. The awards evening in Woodville was very successful with a lot of positive feedback received.

Business Support

Four out of the five new business clients in September will be online based retail operations.

Angela has been working on an information sheet for start-up food business, based on information kindly supplied by Alison Franklin and reviewed by regulatory services.

Training & Workshops

Angela has attended two seminars run by New Zealand Trade & Enterprise (NZTE) and Deloittes, and BNZ Partners and the Ministry of Business, Innovation and Employment (MBIE) about the processes around applying for Provincial Growth Fund (PGF) funding.

Angela has also attended a start-up group workshop run by CEDA to evaluate whether it’s something we could offer in our district, and spent a day at Whanganui & Partners learning about what business and community support they offer.

Communications

Tararua District Water Restrictions

The Plant and Property and Communications teams are working together to deliver a communications strategy for this year’s impending water restrictions. Key stakeholders have been kept in the loop with the activities and promotions.

Key activities to date have included:

• publishing articles and videos to update the public on water projects; and

• developing the resources we will need to ensure we communicate effectively and efficiently with the public.

NZ ShakeOut 2018

New Zealand ShakeOut, our national earthquake drill and tsunami hīkoi, took place on Thursday 18 October 2018 at 9:30 am.

ShakeOut is held across the world to remind people of the right action to take during an earthquake, Drop, Cover and Hold - and to practise a tsunami hīkoi (evacuation) if in a coastal area.

The Tararua District Emergency Management and Communications teams conducted an array of activities to support this national exercise, namely:

• Use the resources created for New Zealand ShakeOut 2018 to promote the campaign to staff and stakeholders

• Promote the campaign on digital platforms, social media and bush telegraph

• Look for opportunities to promote the campaign, in newsletters, public spaces, etc.

• Sign up and do the drill

Key achievements included:

• presentations to Ballance, Weber and St Joseph’s schools, which were extremely well received; and

• videos with Council staff demonstrating the Drop, Cover, Hold action and promoting the ShakeOut exercise.

Image may contain: 3 people, screen Image may contain: 2 people, people smiling, indoor

Tararua i-SITE Visitor Information Centre

Welcome Packs

A total of 20 Welcome packs were sent during September 2018, 5 of these were sent outside of the district.

District Marketing

NZMCA

Mark and Carole, along with Cr Benbow, attended the premiere of the NZMCA produced documentary featuring motorhome travellers exploring Tararua District. The documentary is one of 6 produced and are due to screen on Choice TV commencing in November. Feedback from everyone in attendance fantastic and all agreed it showed our district off extremely well.

Screening dates for the episodes are:

Kaikoura episode 1 – October 13th

Whanganui episode 2 – October 20th

Whangarei episode 3 – October 27th

Coromandel episode 4 – November 3rd

Tararua episode 5 – November 10th

Far North episode 6 – November 17th

Watch RV Explorers Choice TV, Freeview Cannel 12, Sky Channel 24 and Choice on Demand. Saturday’s 1.30pm, from October 13^th.

Staffing

Sarah Foster will be leaving at the beginning of November to employment closer to home, we wish her all the best. We are currently advertising the position.

Creative Communities NZ – Tararua Funding round August 2018

There were 9 applications from around the district seeking over $16,000 in funding for the August funding allocation. With the committee having around $10,800 to allocate to all these very worthwhile and exciting projects, there was much discussion. The successful applicants are:

Dannevirke Art Society - $180.00 towards holding a tutored painting workshop

Tararua College - $1500.00 towards Tama Tu ki mua ake – Kapa Haka group learning carving and weaving (outside the curriculum)

Te Ahu A Turanga Marae - $1000.00 towards a Maori bone carving course and learning about Whakapapa quilts

Helen Raroa - $1000.00 towards Marae based holiday programme in the October and summer school holidays

Dannevirke Theatre - $$1701.00 towards the Play ‘Allo Allo’

Tararua REAP - $1000.00 towards Yipadee – Imagaineering children through inspirational stories and music

Tararua REAP - $1000.00 towards a Pounamu workshop

Pahiatua Repertory - $1294.00 towards the production ‘Don’t dress for dinner’

Hilary Gordon - $2000.00 towards a weekly textile art class for young people with the theme of ‘How Pahiatua got its name’

The next funding round is in March 2019

Tararua i-SITE and Info Centre Statistics - September 2018

Regulatory

Building Consent Authority (BCA)

Building officers and administrators were provided with a re-induction into the BCA quality management system by contractors Mike Lepper and Steve Mazey. The re-induction is the start of an internal programme to improve knowledge and capability, before the BCA accreditation assessment next year.

The building team is reviewing how it manages its ‘old building consents’. Old building consents are those issued more than two years ago, but which do not have a Code Compliance Certificate (CCC). Owners are responsible for requesting a CCC. However, requesting a CCC is sometimes overlooked and can become an issue when insuring or borrowing. The longer building work is left before applying for a CCC, the harder it is to determine whether the work currently complies with the Building Code and that it will continue to comply for the specified time (durability requirements).

During September, 35 building consents and 36 code compliance certificates were issued.

Alcohol Licensing

The District Licensing Committee did not meet during the month, as the applications that required a decision could be determined by the Chairperson.

No applications have required a public hearing. There have been no appeals to the Alcohol Regulatory and Licensing Authority.

Animal Control

Owners of unregistered dogs have now received their reminder letters regarding penalties for late registration. There are currently 537 unregistered dogs, with the majority being working dogs. The ACO team have been operating at 75% capacity since recruitment for a replacement officer began in June. The team are prioritising the follow up of unregistered dogs through phone calls, property visits and seizures.

The ACO team investigated 2 reported dog attacks during September. The first report was a dog attacking another dog in Dannevirke. The second report was a dog attacking stock in Pahiatua.

General Inspection

The general inspector investigated 8 reports of illicit dumping during September. 5 reports were from Dannevirke, 2 reports were from Pahiatua, and 1 report was from Woodville.

Library

Executive Summary

1. Claire Mills, Customer Services Librarian at the Eketahuna site, was nominated for a Southern Tararua Business Award.

2. Eketahuna Library has been very active recently. They have started a preschool programme, which although few in numbers is receiving positive feedback. The Year 7-8 Book Club is still a work in progress but the team in Eketahuna is working on ways to get this age group interested. They have been seeking expressions of interest in the community to set up a Writer’s Group, Genealogy Group and Book Group for adults. Whether these adult groups go ahead will be dependent on the feedback received. Book issues are up 12% (177) against the same quarter last year for Eketahuna. As expected, foot traffic has decreased with the Money Exchange no longer being provided, and the increase in circulation has been an unexpected surprise.

New Zealand Shake Out

As part of this exercise the Dannevirke Library worked with the Marketing department to create a short safety video about what to do in the event of an earthquake.

Delivery

Stepping Up Computer Classes

Weekly classes are now being run at the Dannevirke Library. Alice Leadbetter and myself attended the Work and Income staff meeting. We explained how the classes are run and what subjects are available. The team at Work and Income were very supportive of this and felt their clients could benefit from them. Work and Income and their clients will be recommending to us subject matter they would like the library to run classes in. This will enable us to tailor the courses to our community’s needs.

Tararua over the Teacups

The Mayor and councillors ran the Tararua over the Teacups to commemorate Women’s Suffrage. The team enjoyed being a part of these celebrations. The event at each site was beautifully presented by the Mayor and Councillors and those who took part were very complimentary.

Yak n Yarn – Woodville

The knitting group at Woodville were invited to EnableNZ at Palmerston North to teach a class in crochet. This group have been very community minded and active since they started in the library earlier this year. Most of the projects they make are donated to worthy causes.

Statistics as at 30 September 2018

Circulation

Pedestrian Foot Traffic

Emergency Management

Training

Paddy attended the Light Utility Vehicle training provided by Council on 18 Sep 2018.

A Civil Defence ITF Foundation Course was conducted at South School in Dannevirke on 18 October for local Civil Defence volunteers. This was attended by 12 people and we will be running a Civil Defence Centre course at the school in the near future.

Samantha McIntosh (Finance), Emily Borrie (Business Development) and Jeff Gatchell (Alliance) all attended an ITF Intermediate course in Fielding last month. Well done to those staff.

Digital Radio Project Update

A memorandum of understanding has been signed between Horizons Regional Council and Tararua District Council outlining cooperation, linking and use of each other’s digital networks. This allows for TDC use of their repeater site at Pahiatua Track to give us a link into the western side of the Tararua and Ruahine ranges. In return we will provide access for their staff to use our network whilst they are working in the District.

All frequencies have been purchased and we are waiting on a complete list of hardware and software required for the system from our subject matter expert. We will then source three quotes prior to purchase. It is hoped to have the network repeaters in by Christmas with installation of vehicle radios and base sets ongoing in the New Year.

Meetings

Paddy attended a Lifelines meeting at Whanganui on 21 Sep 2018. This meeting was well attended by various communications providers, lines companies, airport companies, council asset reps etc. The national fuel plan was the main subject discussed.

Paddy attended the Coordinating Executive Committee meeting at Linton Military Camp. The meeting was attended by the new Commander 1 (NZ) Brigade, Colonel Matt Weston. Military cooperation was discussed and a presentation provided on military capability and support to communities during civil defence emergencies. Progress on the Government’s response to the TAG review was discussed. Full details can be found on the link below.

https://dpmc.govt.nz/sites/default/files/2018-08/govt-repsonse-tag-report-aug2018.pdf

Paddy attended a Hikurangi Subduction Zone Plan meeting in Napier on 12 Oct 2018. This project has been sponsored by MCDEM and will be run over two years. It has been given similar importance at the Alpine Fault Plan (AF8) and the Wellington Earthquake National Initial Response Plan (WENIRP). Council is a member of the plan project team. A scenario was produced by GNS Science and will be used for the plan and subsequent exercising. The scenario is Confidential and it describes likely effects of earthquake and tsunami along the east coast of the North Island.

Council staff attended a meeting with MP Alistair Scott and Stuart Smith, Opposition Spokesman for Civil Defence. The purpose of the meeting was a fact finding one for the Minister to gain more insight into earthquake prone buildings in the region.

Exercise Shakeout

This was run by the Business Development team this year. A great result by the team with record numbers registering for the exercise this year. More details can be found in their report.

District Resilience Manager Vacancy

Stephen Dunn has been appointed as the new District Resilience Manager. Stephen has had previous experience in Civil Defence having been the Emergency Management Officer at Horowhenua District Council in the past prior to joining the NZ Police in Horowhenua. Stephen is currently serving in the police in Tararua and brings a wealth of experience in community work with him. He will be starting on 5 November 2018 and will be involved in a hand over with Paddy up until Christmas.

Recreation and Sports Report

Bush Multisport Park (BMS Facility Manager Raylene Treder)

2019 Tararua Sport Awards

Active Families Advisor (Marcus Howie)

Recommendation

That the report from the Chief Executive dated 18 October 2018 concerning an update on key projects and items of interest to the Council (as circulated) be received.

27 November	2018	at 9.00 am	(full day)
28 November	2018	at 9.00 am	(half day)
30 January	2019	at 9.00 am	(half day)
26 February	2019	at 9.00 am	(full day)
27 February	2019	at 9.00 am	(half day)
27 March	2019	at 9.00 am	(half day)
29 May	2019	at 9.00 am	(half day if required)
26 June	2019	at 9.00 am	(half day)

6.1	Options Replacing the Eketahuna Money Exchange (Item 6.1)
6.1.1	Eketahuna Op-Shop does not have an eftpos machine, and therefore the loss of Eketahuna money exchange is affecting their sales as customers previously used that service for withdrawing small amounts of cash to purchase items.
6.2	State Highway 2 Eketahuna Town Centre Tarsealing (Item 6.3)
6.2.1	Board members oppose the use of bigger chip to rectify the unsatisfactory standard of tarsealing undertaken in Eketahuna town centre.
6.3	Civic Honour (Item 7.2)
6.3.1	The date and venue for the civic honour presentation to Charlie Death has changed, and it will now be held on 10 November 2018 at 1.00 pm in the Nireaha Hall.
6.4	Welcome to New Residents Afternoon Tea (Item 8.5)
6.4.1	The welcome to new residents afternoon tea is to be held in the Eketahuna Community Centre on 17 February 2019 at 3.00 pm.
6.5	Eketahuna Our Town Incorporated (Item 9.2)
6.5.1	Waireka Trust granted funding of $11,790 towards the cost of the lime walking track project, and a further $5,000 is still required from another source as the application to Fonterra Grass Roots Fund was unsuccessful.

9.1	*That the correspondence as listed be received.* (a) Kerry and Loreen Cunningham Re: Eketahuna Camping Ground August report (b) Eketahuna Our Town Incorporated Re: 13 September 2018 Committee meeting minutes (c) Senior Constable Maxine Walshe Tararua School Community Officer 4 September 2018 Re: Request for funding to provide the annual school warden treat Eagle/Johns Carried
9.2	Senior Constable Maxine Walshe Tararua School Community Officer
9.2.1	That the sum of up to $119 be granted from the Board’s discretionary funds to pay for attending a movie at Pahiatua Regent Theatre to thank children of Eketahuna School for operating their school patrols and acting as road safety wardens. Eagle/Johns Carried
9.2.2	Board Members Shannon and Wilson conveyed their dissenting votes regarding this item of business.
9.2.3	The Chairperson requested it be suggested to Senior Constable Walshe she contact Eketahuna School to consider approaching Eketahuna Home and School in future years to provide this funding.

15.1	Trustpower Community Awards
15.1.1	The Chairperson and Board Member Eagle attended the Trustpower Community Awards presented for the region relating to Palmerston North city, Tararua and Whanganui districts.
15.1.2	Finalists from Eketahuna were Eketahuna Our Town Executive Committee, Eketahuna Youth Group and Eketahuna Health Centre Executive Committee.
15.1.3	New Zealand Pacific Studio Artists Residency Centre from Mount Bruce was successful as the recipient of a Trustpower Community Award.
15.1.4	It is disappointing to note the small attendance of representatives from Tararua district at the awards function held in Palmerston North.
15.1.5	This is a concern, particularly if the intention is to continue these arrangements in future years through a single combined awards function for the region held outside the voluntary community groups area.
15.2	Tararua Over the Teacups
15.2.1	The Chairperson attended Council’s Tararua over the teacups community event held at Eketahuna Library to celebrate the 125th anniversary of women’s suffrage in New Zealand, and conveyed his compliments on the arrangements to acknowledge this significant occasion.
15.3	Citizenship Ceremony
15.3.1	The Chairperson attended the citizenship ceremony held in Pahiatua that included some residents from Eketahuna.

6.1	Adoption of the 2017/2018 Annual Report
6.1.1	The Senior Financial Accountant elaborated on significant changes to the pre-audit draft Annual Report presented in August and the final audited report relative to revenue and expense and financial position variances.
6.1.2	The Audit New Zealand Associate Director advised an unmodified audit opinion shall be issued in respect of the audit report, and spoke on the audit focus regarding revaluation of infrastructure assets, infrastructure planning, internal controls review, performance measures reporting and completion of outstanding matters from previous audits.
6.1.3	The Audit New Zealand Associate Director acknowledged Council’s readiness for the audit, and conveyed his thanks for the cooperation and assistance provided by staff to enable the timely completion of this process to enable clearance to be given.
6.1.4	*That the report from the Senior Financial Accountant dated 16 October 2018 concerning the adoption of the 2017/2018 Annual Report (as circulated) be received, and* *That the Audit and Risk Committee recommend to Council the 2017/2018 Annual Report is adopted in accordance with Section 98 of the Local Government Act 2002.* Ross/Crispin Carried

10.	Armistice Day
10.1	The Chairperson liaised with Eketahuna Returned Services Association representative Joe Sweeney regarding arrangements for Eketahuna to commemorate the centennial anniversary of signing the armistice ending the First World War.
10.2	Arrangements have been made for a wreath laying ceremony on 11 November 2018 at Eketahuna War Memorial remembrance site, and morning tea will be provided.
10.3	The Newman roll of remembrance honours boards located in the Eketahuna War Memorial Hall are to be refurbished.

11.	Eketahuna Skate Park Project
11.1	The Chairperson reported the installation of the ramps is delayed as white spots were found on the steel.
11.2	That concern will be rectified by the equipment supplier at their cost, and this work is to recommence on 15 October 2018.

12.	Eketahuna Swimming Pool Upgrade Project
12.1	Board Member Eagle invited board members to attend the Eketahuna Swimming Pool Management Committee Annual General Meeting held in Lisa and Ryan Seator’s residence on 23October 2018 at 7.00 pm.

13.	Chorus Building Project
13.1	Board Member Eagle reported representatives associated with this project are attending the Keep New Zealand Beautiful Awards held in Auckland on 26 October 2018 as the Chorus building is named as a finalist in the community group category.

14.	Taking Pride in Eketahuna
14.1	The Chairperson advised Jenny Spring contacted him to indicate she had subsequently decided not to attend today’s meeting, and therefore the agenda item for her to speak on the above matter is withdrawn.

6.4	Central Government Three Waters Review
6.4.1	The Finance Manager elaborated on potential risks as a result of this review relative to possible fundamental changes around how these services may be delivered in the future.
6.4.2	Strategies to address such implications arising from changes to the regulatory framework including the service delivery model will be presented when there is more certainty from Central Government on the preferred model.
6.4.3	The need for Council to have the ability to influence Central Government’s future intentions regarding this matter is essential to ensuring any outcomes are in the best interests of this district’s communities residents and ratepayers.
6.4.4	*That the report from the Finance Manager dated 16 October 2018 concerning the Central Government Three Waters Review (as circulated) be received, and* *That the risks and implications of the Three Waters Review and the current actions to meet increasing regulations and achieve regulatory compliance as detailed in this report are noted, and* *That Council’s commitment to improving the quality of the district’s drinking water supplies and reducing the impact of wastewater discharge to the environment is acknowledged, and* *That updates be provided to the Audit and Risk Committee at each meeting regarding the Three Waters Review.* Ross/Hull Carried

6.5	Review of the 2017 to 2019 Meetings Schedule of Agreed Agenda Items
6.5.1	The review of the 2017 to 2019 meetings schedule of agreed agenda items for the Audit and Risk Committee to consider is noted, with no changes requested regarding that matter.

8.	Date of Next Audit and Risk Committee Meeting
8.1	The next meeting of the Audit and Risk Committee is proposed to be held in the Council Chamber on 12 March 2019 commencing at 1.00 pm.

Date:	19 October 2018
To:	Risk and Audit Committee, Tararua District Council (TDC)
From:	John Whittal Appointed Auditor, Audit New Zealand
Subject:	Audit Clearance for the year ended 30 June 2018

Audit risk/issue	Our findings during the interim audit
The risk of management override of internal controls
Management is in a unique position to perpetrate fraud because of management’s ability to manipulate accounting records and prepare fraudulent financial statements by overriding controls that otherwise appear to be operating effectively. Although the level of risk of management override of controls will vary from entity to entity, the risk is nevertheless present in all entities. Due to the unpredictable way in which such override could occur, it results in a risk of material misstatement due to fraud.	We have not identified any areas of concern in relation to management override of controls during our audit. For the purpose of our audit, we have concluded that the overall control environment is operating effectively, however there are areas for improvement.
Revaluations
The District Council revalue its land and buildings on a triennial basis and infrastructure assets on an annual basis. *Revaluation of land, buildings and infrastructure assets* A revaluation of the District Council’s assets will be conducted as at 1 July 2017. Management will be using this information to update its fixed assets register and underlying assets records. These revaluations have a significant impact on the overall carrying value of the District Council’s infrastructural, land and building assets, future depreciation charges and rates set and need to be carefully considered by the District Council before acceptance. *Impairment* PBE IPSAS 21, Impairment of Non‑Cash‑Generating Assets, and PBE IPSAS 26 Impairment of Cash‑Generating Assets respectively require that an entity assess, at the end of each reporting period, whether there is any indication that an asset (including intangible assets) may be impaired. If any such indication exists, the entity shall estimate the recoverable amount of the asset. In conjunction with completing the fair value assessment, the District Council is expected to have completed an impairment assessment.	TDC revalued its infrastructural, land and housing assets at 1 July 2017. We reviewed the District Council’s financial statements to ensure that the revaluations were appropriately accounted for and disclosed. We also obtained confirmation directly from the valuer to ensure that they complied with the relevant professional standards and that the valuation was appropriate for financial reporting purposes. From the work completed infrastructural assets were fairly stated however we note the following: Roading: Database of SPNAM and RAMM are not the same, whilst the reviewer concluded that the RAMM database provided the most reliable data. The valuer used the same unit rates in both valuations so the difference of $4 million between the two relates to data differences. Asset useful lives used in the valuation did not agree to those in the accounting policy of TDC and in SPNAM. 3 waters: There are a number of recommendations related to the content of the valuation report which we understand have been considered going forward.
Infrastructure planning
The District Council underspent its capital expenditure budget by 25% in the previous year. Carry forwards can impact on the District Council’s ability to deliver the levels of service it has committed to in the Long‑Term Plan and Annual Plan processes. They can also cause cost escalation issues for the District Council if projects are not completed in a timely manner. The District Council has in the current annual plan identified significant projects related to its Water Management Strategy and Road Network, which include: · water treatment plant and increased storage for Pahiatua; · resource consent renewals for wastewater schemes; · increased capacity for monitoring and testing and managing water and wastewater schemes; and · Sealed road resurfacing and pavement rehab.	TDC continues to make good progress in delivering against its infrastructure plan, which will include setting up a projects office, with additional capacity to manage all council projects going forward. For the current year capital spending against budget was 95% (2017: 75%). This includes emergency roading works of approximately $3 million, which if excluded means the planned activity was 80% met. We discuss briefly some of the planned water projects below: · Water storage: At Pahiatua and Woodville have moved completion dates due to weather and lining supply as well the need to change to original Pahiatua site. These projects are now forecast to be completed in 2019. · Water treatment: Akitio and Pongaroa in final stages. Pahitua has experienced delays and the TDC is currently in discussion with Ministry of Health to agree way forward on the capacity of the plant. · Wastewater: Projects on hold until consent is received. TDC did not meet the compliance testing requirements for drinking water, we understand that additional capacity in sampling for compliance is planned. In addition, management has an action plan in place to improve compliance against the standards going forward which include a new system to manage all consenting and compliance requirements. TDC resource renewal process remains a critical challenge and is still in progress. We will continue to monitor the progress of these renewals.