Agenda of Council meeting

Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 27 February 2019 commencing at 1.00pm.

1. Present

Her Worship the Mayor - Mrs T H Collis, Crs A L Benbow (Deputy Mayor), J E Crispin (until item 12.5), A K Franklin, S A Hull, C J Isaacson, P A Johns, K A Sutherland and A J Thompson.

In Attendance

Mr B King - Chief Executive

Mr R Taylor - Governance Manager

Mr C Chapman - Alliance Network Manager

Mr D Watson - Group Manager Plant and Property

Ms A Yonge - Programme and Projects Manager

Mr M Maxwell - Economic Development and Communications Manager

Mr R Suppiah - Chief Financial Officer

Mr W Labuschagne - Senior Financial Accountant

Mr C McKay - Finance Manager

Mr P Wimsett - Manager Strategy and District Development

2. Council Prayer

2.1	The Mayor opened the meeting with the Council Prayer.

3. Apologies

3.1	An apology is noted from Cr J E Crispin for early departure from the meeting.

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

Council’s thanks have been conveyed to acknowledge the contributions of the following people for their service to the community:

Frances Walshe, Teressa Mills, Cheryl Dornbusch, Gabrielle Schmidt and Annette Reiri who retired as Dannevirke St Vincent de Paul Society volunteers after giving many years of service operating its community shop

Milton Wainwright for his efforts to eradicate Wandering Jew in the Manawatu Gorge

Murray and Donna De’adman for arranging the Guardian Angels Dannevirke community Christmas lunch

8. Confirmation of Minutes

8.1	*That the minutes of the Council meeting held on 29 January 2019 (as circulated) be confirmed as a true and accurate record of the meeting.* *Crs Johns/Thompson Carried*

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

9.1	Waihi Falls (Item 11.7.7)
9.1.1	Cr Crispin made a service request to report significant pot holes at either end of Waihi Falls bridge that require repairs to be programmed.
9.1.2	Remedial work has been undertaken to repair Waihi Falls track and ensure appropriate safety signage is erected.
9.1.3	Staff will monitor the state of Waihi Falls track on a regular basis when they are travelling in the vicinity of that area.

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 4 February 2019 (as circulated) be received.* Crs Johns/Crispin Carried
10.1.2	Cole Street Traffic Speeds
10.1.2.1	Police regularly liaise with Huia Range School, and have not received any complaints or concerns conveyed to them regarding traffic speeds in Cole Street.

10.2	Eketahuna Community Board
10.2.1	*That the report of the Eketahuna Community Board meeting held on 1 February 2019 (as circulated) be received.* Crs Johns/Crispin Carried
10.2.2	Access to Banking Services in Eketahuna
10.2.2.1	The Deputy Mayor is thanked for his efforts to support and assist Rena Tyler and Eketahuna Our Town Committee to secure an ATM machine installed at the Eketahuna Service Centre/Library and provide access to online banking services.
10.2.3	Relocation of Disabled Car Park Outside Four Square
10.2.3.1	The Alliance Engineering Team Leader is assessing the feasibility of creating a functioning disability car park in the Eketahuna town centre, and is intending to present options to the Eketahuna Community Board’s April meeting.

10.3	Pahiatua On Track
10.3.1	*That the report of the Pahiatua On Track meeting held on 30 January 2019 (as circulated) be received.* Crs Johns/Crispin Carried
10.3.2	Pahiatua Water Supply
10.3.2.1	Council are progressing investigations for the preliminary design of a proposed water treatment plant to deliver improved water quality standards to the Pahiatua community.

10.4	Woodville Districts' Vision
10.4.1	*That the report of the Woodville Districts’ Vision meeting held on 5 February 2019 (as tabled) be received.* Crs Johns/Crispin Carried
10.4.2	Woodville Lindauer Walkway
10.4.2.1	Waireka Community Trust has allocated $30,000 for the Woodville Lindauer walkway project.

11. Reports

11.1	Six Months Performance Report for the Period Ending 31 December 2018
11.1.1	The Senior Financial Accountant elaborated on the Council’s financial position and performance at the midway point of this financial year, and variances to revenue and expenditure budgets.
11.1.2	Overall the results are positive despite there being challenges to the resilience of the district’s infrastructure, and good progress is being achieved with the completion of projects programmed in capital expenditure budgets.
11.1.3	That the report from the Senior Financial Accountant dated 21 February 2019 concerning Council’s six months performance for the period ending 31 December 2018 (as circulated) be received and noted. Crs Hull/Sutherland Carried

11.2	Staff Report
11.2.1	Wakeman Street, Pahiatua
11.2.1.1	The Alliance Network Manager will ascertain when resealing work is to be completed in Wakeman Street required as the result of installing a new water main.
11.2.2	Animal Control Dog Attacks
11.2.2.1	It is requested in future staff reports information be provided in a table format regarding details of dog attacks occurring within the district, including a comparison from the same period last year to ascertain trends relating to this matter.
11.2.3	Regulatory Services Staff
11.2.3.1	Regulatory services staff are complimented on the helpful guidance and assistance they provide in responding to public enquiries and matters relating to applications and associated contact with the Council.
11.2.4	Illicit Dumping
11.2.4.1	It is requested in future staff reports the information provided regarding illicit dumping occurring within the district include details of penalties applied to fine culprits where they are identified.
11.2.5	Privacy Commissioner Visit
11.2.5.1	The Records and Information Manager is thanked for arranging the very interesting and informative presentation on the Privacy Act given by Privacy Commissioner John Edwards.
11.2.6	Water Restrictions
11.2.6.1	Despite there being some rain in the district rivers remain in low flows, and therefore water restrictions will continue until this situation changes.
11.2.6.2	While there are currently no water restrictions in Dannevirke this may change soon unless further significant rainfall occurs.
11.2.7	Community Foundation
11.2.7.1	The Economic Development and Communications Manager is requested to liaise with the Chambers of Commerce regarding the proposal to consider establishing a Tararua district community foundation.
11.2.8	Community Engagement
11.2.8.1	The District Resilience Manager is congratulated on his involvement to engage with the community through the Dannevirke Lions Club neighbourhood reconnect street barbecues and the community safety precinct display stall at Dannevirke A and P Show.
11.2.9	Pahiatua Railcar Society
11.2.9.1	Volunteers associated with Pahiatua Railcar Society are commended on their work and the great tourism opportunity they provide as an attraction of the district.
11.2.10	*That the report from the Chief Executive dated 21 February 2019 concerning an update on key projects and items of interest to the Council (as circulated) be received.* *Crs Isaacson/Sutherland Carried*

12. Portfolio Reports

12.1

Events

12.1.1

The following councillors and the Mayor reported on official events they had attended:

Cr Hull	· Opening of 135th Woodville Horticulture and Industrial Show · Privacy Commissioner presentation (also attended by the Mayor and other councillors)
Cr Johns	· Te Apiti Manawatu Gorge Governance Group meeting (also attended by the Mayor)
Cr Isaacson	· Strengthening families meeting (also attended by the Mayor) · Dannevirke Lions Club neighbourhood reconnect street barbecues (also attended by the Mayor)
Cr Benbow Deputy Mayor	· Eketahuna Our Town Committee meeting with Westpac representatives regarding online banking services
Mayor Collis	· Meeting with Ministers Hopkins, O’Connor, Clark and Faafoi at Martinborough · Makuri trail ride · Welcome to Eketahuna new residents afternoon tea · New Zealand rural games launch at Palmerston North

12.2

Herbertville

12.2.1

Cr Crispin reported it is intended there will be a community meeting held at Herbertville in April 2019.

12.3

Connectivity

12.3.1

Cr Franklin reported Connect Tararua Governance Group is still waiting to ascertain progress regarding their application to the Provincial Growth Fund, and is intending to follow up this matter through meeting with officials in Wellington to seek clarification on funding for their district mobile connectivity project.

12.4

Tararua Health and Wellbeing Group

12.4.1

Cr Franklin reported Tararua Health and Wellbeing Group held a meeting, and it is proposed for Council’s consideration an Age on the Go Tararua expo be arranged to showcase activities and services that focus on good health, fun and support for older people in the district.

12.4.2

Cr Crispin departed from the meeting at 2.00pm.

12.5

Forestry

12.5.1

The Deputy Mayor reported the first harvesting of roadside trees was challenging, and changes to the structure have been made to manage Council’s forestry interests.

12.6

Economic Development/Marketing

12.6.1

The Deputy Mayor reported the economic development/marketing portfolio holders discussed future needs for housing in the district, Herbertville Beach, and considered a draft economic development plan which is being developed.

12.7

Horizons Regional Council One Plan

12.7.1

The Deputy Mayor reported Horizons Regional Council discussed their approach to reviewing the One Plan with the Minister, and they are now intending to find a long-term lasting solution rather than a staged plan change process.

13. Mayoral Matters

13.1

Nil

14. Items Not on the Agenda

14.1

Nil

15.

Public Excluded Items of Business

15.1

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

Metered water charges write-off request

Notice of Requirement for Te Ahu a Turanga - Manawatu Tararua Highway appointment of commissioners

Memorandum of Understanding With Te Awa Community Foundation

Pahiatua Water Treatment Plant

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*
*Pahiatua Water Treatment Plant*	*To protect the commercial position of a third party*	*Section (1)(a)(i)*
*Memorandum of Understanding With Te Awa Community Foundation*	*To protect commercial activities*	*Section (1)(a)(i)*
*Notice of Requirement for Te Ahu a Turanga - Manawatu Tararua Highway appointment of commissioners*	*To protect commercial activities*	*Section (1)(a)(i)*
*Metered water charges write-off request*	*To protect the privacy of natural persons*	*Section (1)(a)(i)*

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

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

s7(2)(h) The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

s7(2)(b)(ii) The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

Crs Thompson/Johns Carried

15.2	Metered Water Charges Write-off Request
15.2.1	*That the report from the Chief Financial Officer dated 21 February 2019 concerning a metered water charges write-off request (as circulated) be received, and* *That Council agree to remit calculated charges amounting to $1,582.12 relating to invoices for water charges incurred as the result of leaks in the property’s water pipelines, and* That Council emphasise to the property owner it is their responsibility to ensure water supply lines remain intact and they must proactively implement steps to prevent and find leaks prior to Council staff alerting them to excessive water use. Crs Johns/Benbow Carried

15.3	Notice of Requirement for Te Ahu a Turanga - Manawatu Tararua Highway Appointment of Commissioners
15.3.1	That the report from the Manager Regulatory Services dated 21 February 2019 concerning the Notice of Requirement for Te Ahu a Turanga - Manawatu Tararua Highway appointment of commissioners (as circulated) be received, and That with regard to the Council resolutions made on 28 November 2018 tikanga Māori experts Miria Pomare and Rawiri Faulkner be added to the existing list of commissioners appointed for the Notice of Requirement for Te Ahu a Tūranga - Manawatū Tararua Highway, and That in the event of any commissioner formally assigned to a hearings panel for the Notice of Requirement for the Te Ahu a Tūranga - Manawatū Tararua Highway becoming unavailable and a replacement within the same expert area is also unavailable (i) if the hearing has not commenced the hearings panel may continue without the unavailable commissioner or an alternative commissioner with a different expert area may be assigned, and (ii) if the hearing has commenced the hearings panel may continue without the unavailable commissioner. Crs Hull/Sutherland Carried

15.4	Memorandum of Understanding With Te Awa Community Foundation
15.4.1	That the report from the Economic Development and Communications Manager dated 20 February 2019 concerning a Memorandum of Understanding With Te Awa Community Foundation (as circulated) be received, and That Council support entering into the Memorandum of Understanding with the Te Awa Community Foundation to guide the development of a feasibility plan to consider the establishment of a Tararua district community foundation, and *That the Economic Development and Communications Manager is authorised to sign this document on behalf of Council.* *Crs Sutherland/Benbow Carried*
15.5	Pahiatua Water Treatment Plant
15.5.1	That the report from the Programme and Projects Manager dated 20 February 2019 concerning an update on the Pahiatua Water Treatment Plant development process (as circulated) be received and the extended investigation phase to progressing this project is noted. Crs Johns/Franklin Carried

15.6	*That open meeting be resumed.* Crs Franklin/Johns Carried

15.7	*That the decisions taken with the public excluded be confirmed in open meeting.* Crs Franklin/Johns Carried

There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 2.37pm.

____________________________

Mayor

Dannevirke Community Board

Minutes of a meeting of the Dannevirke Community Board held in the Council Chamber, 26 Gordon Street, Dannevirke on Monday 4 March 2019 commencing at 1.00pm.

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

2. Apologies

2.1

Nil

3. Public Forum

3.1

Nil

4. Personal Matters

4.1

Nil

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 4 February 2019 (as circulated) be confirmed as a true and accurate record of the meeting.* Hynes/Spooner Carried

7. Matters Arising from the Minutes

7.1	Cole Street Traffic Speeds (Item 3.1)
7.1.1	The electronic variable speed board previously located in Umutaoroa Road has been moved to Cole Street and installed in the vicinity of Huia Range School.
7.2	Electronic Promotional Sign (Item 7.2)
7.2.1	The Deputy Chairperson tabled a proposal to install an electronic promotional sign at Dannevirke Town Hall to advertise forthcoming events.
7.2.2	This will cost $8,300 for the sign, $660 for the support frame and $1,360 to install (all amounts are GST exclusive), and requires approval from New Zealand Transport Agency and Heritage New Zealand to erect on the Dannevirke Town Hall building.
7.2.3	It is agreed the Board will further consider this proposal at its next meeting regarding options to fund that project.
7.3	Dannevirke Skate Park Project (Item 7.1)
7.3.1	It is intended a meeting of the project steering committee will be held soon to further consider the approach to developing this facility.
7.4	Community Walkway (Item 7.3)
7.4.1	The community group has obtained quotes to proceed with their project to extend the community walkway down Cole Street, and will require fundraising of $40,000 to undertake that work.
7.4.2	Council is funding the cost of removing two willow trees on its Cole Street land and the required traffic management for that purpose to enable this project to proceed.
7.5	CCTV Security Cameras at Dannevirke Sports Centre (Item 7.4)
7.5.1	A meeting is to be arranged of the CCTV security cameras coordinating community group to discuss the possibility of installing this equipment at Dannevirke Sports Centre.
7.6	Dannevirke Community Board General Assistance Grants Scheme (Item 9.1)
7.6.1	Applications for funding from the Board’s General Assistance Grants Scheme close on 8 March 2019 at 5.00pm, and the Deputy Chairperson will publicise this matter on Radio Dannevirke.

8. Tararua District Council Report

8.1	*That the report of the Tararua District Council meeting held on 27 February 2019 (as tabled) be received.* Isaacson/Spooner Carried

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

9.1	Tararua Community Youth Services
9.1.1	Board Member Hynes reported Tararua Community Youth Services has moved to the former Scanpower and Turfrey premises, leaving the Carnegie building vacant.
9.1.2	Representatives of Tararua Community Youth Services held a meeting with the Minister of Health urging greater access is provided to drug addiction and alcohol abuse rehabilitation support services in Dannevirke, and it appears progress will be made to fulfilling this pressing need.
9.2	Dannevirke Chamber of Commerce
9.2.1	Board Member Hynes reported Dannevirke Chamber of Commerce held an after five’s meeting on 28 February 2019 to visit Norsewear New Zealand Natural Clothing in Norsewood, with thirty-eight people attending that event.
9.3	Dannevirke Lions Club Neighbourhood Reconnect Street Barbecues
9.3.1	Board Member Hynes reported overall attendances had been good at Dannevirke Lions Club neighbourhood reconnect street barbecues, with consideration now being given to follow up and progress establishing neighbourhood support groups.
9.3.2	The Chairperson will invite a representative from Dannevirke Community Patrol to attend the Board’s next meeting to outline the work they are undertaking.
9.4	Tararua District Road Safety Group
9.4.1	The Deputy Chairperson reported on the Tararua District Road Safety Group meeting held on 12 February 2019, and this includes reference to the following matters: · New Zealand Transport Agency will rectify the dip from the road to the footpath at Huia Range School pedestrian crossing as this is difficult for people using mobility scooters in that area. · There were twenty-three reported accidents in the district for the three-monthly reporting period, including two of these occurring on Saddle Road involving driver error, two on Pahiatua Track due to careless driving (one) and dangerous overtaking (one), one on State Highway 2 due to fatigue, and six in Dannevirke due to mechanical failure (one) and excess alcohol (five). · There were two fatalities at Papatawa caused by careless driving and speeding. · The decision of the New Zealand Transport Agency to impose a 60km/h speed limit on Saddle Road is disappointing (resulting in changing the previous 80km/h speed limit), and has been questioned by Council. · Since 1 February 2019 New Zealand Transport Agency has taken over the maintenance and management of the Ballance Valley route as a result of the Manawatu Gorge closure. · Dannevirke Camping Ground sign has been shifted to assist in providing clearer directions to this facility.
9.5	Dannevirke and District A and P Association
9.5.1	Board Member Spooner reported the Dannevirke Smallholders Auction will be held at the A and P Showgrounds on 13 April 2019.
9.5.2	Dannevirke A and P Association is considering arranging a resident shearer to use its new woolshed.
9.6	Dannevirke Brass Band
9.6.1	Board Member Spooner reported an eight year old learner has joined Dannevirke Brass Band as a member, and a working bee will be held at the band rooms.
9.6.2	Dannevirke Brass Band will play as a preview band prior to the Hawaiian military band performance at the community concert held in Dannevirke Town Hall on 9 April 2019.
9.7	Chairperson’s Report
9.7.1	The Chairperson reported on the following service requests he had been involved: · Overhanging tree in Victor Street · Ward Street car park lighting

10. Correspondence

10.1	*That the correspondence as listed be received:* *(a) Alzheimers Society Manawatu 24 January 2019* *Re: Thanks for supporting Dannevirke community memory walk* *(b) Dannevirke and District A and P Association 28 January 2019* *Re: Thanks for supporting annual show* *(c) Dannevirke and District Returned and Services 15 February 2019* *Association* *Re: Request for financial assistance to support Hawaiian military band community concert* *(d) Tamai Nicholson* *Re: Invitation to attend Nanny Noa Nicholson’s 100th birthday celebrations* Hynes/Spooner Carried
10.2	Dannevirke and District Returned and Services Association
10.2.1	That the Board provide from its discretionary funds the sum of up to $375 to cover the cost (depending on whether heating is required) of Dannevirke and District Returned and Services Association hiring Dannevirke Town Hall for the Hawaiian military band community concert held on 9 April 2019, and *That the Board also provide from its discretionary funds the sum of $747.50 to cover the cost of hiring sound and lighting equipment for this free entry community event.* Hynes/Spooner Carried
10.3	Tamai Nicholson
10.3.1	Board Member Hynes shall represent the Board at Nanny Noa Nicholson’s 100th birthday celebrations, and will contact Tamai Nicholson to inform him of his attendance at this event.
10.3.2	The Board will send a card conveying its congratulations to Nanny Noa Nicholson on celebrating this significant special occasion.

11.	Streetscape of Dannevirke Urban Streets (Victoria Avenue, King, Edward and Cole Streets)
11.1	The Chairperson will prepare and deliver to letter boxes in these streets a flyer to confirm which residents want a tree replanting on the roadside by their property to replace London plane trees previously removed from those areas.

12.

Anzac Day Community Concert

12.1

That the Board support the Anzac Day community concert held in the Dannevirke Town Hall on 25 April 2019 at 3.00pm, and

That the Board cover from its discretionary funds the venue, sound and lighting equipment hire costs and any other incidental expenditure relating to arranging this event, and

That the proceeds received from gold coin admission charges to the Anzac Day community concert be donated to Dannevirke and District Returned and Services Association.

Macdonald/Isaacson Carried

13. Chairperson’s Remarks

13.1

Nil

14. Items Not on the Agenda

14.1	Appearance of High Street Vacant Shops
14.1.1	The Deputy Chairperson will follow up sending a letter to owners of vacant High Street shops urging them to clean up the frontage of their building and take pride in maintaining its appearance.
14.2	Derelict Houses and Vehicles
14.2.1	The Manager Regulatory Services is requested to indicate when the District Plan change is likely to be implemented to provide Council with powers to deal with derelict houses and vehicles.
14.3	Odour in the Vicinity of Dannevirke Camping Ground
14.3.1	The Deputy Chairperson made a service request reporting an odour in the vicinity of Dannevirke Camping Ground, and received a response advising work is being done to rectify this situation.
14.4	Carnegie Building
14.4.1	The future of the vacant Carnegie building and its associated land will be considered at the next Council meeting.

There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 2.00pm.

____________________________

Chairperson

Eketahuna Community Board

Minutes of a meeting of the Eketahuna Community Board held in the Eketahuna War Memorial Hall, corner of Jones Street and State Highway 2, Eketahuna on Friday 1 March 2019 commencing at 10.02am.

1. Present

Board Members C C Death (Chairperson), S E Shannon (Deputy Chairperson), P Wilson and Cr P A Johns (Council appointed Community Board member).

In Attendance

Mrs T Collis - Her Worship the Mayor

Mr R Taylor - Governance Manager

Mr C Veale - Community Assets and Property Manager (for item 10)

Mr P Sinclair - Plant and Property Group Contracts Supervisor

(for item 10)

Others as indicated for specific items of business

2. Apologies

2.1	*That an apology be sustained from Board Member D F Eagle for non-attendance at the meeting.* Death/Shannon Carried

3. Personal Matters

3.1

Nil

4. Notification of Items Not on the Agenda

4.1

The following matter is notified as an item of general business not on the agenda for discussion at today’s meeting under other reports from board representatives:

Relocation of a Main Street rubbish bin to Waka Park

4.2

Bridget Wellwood will attend the meeting at 11.15am to outline the Great Eketahuna Cheese Festival.

5. Confirmation of Minutes

5.1	*That the minutes of the Eketahuna Community Board meeting held on 1 February 2019 (as circulated) be confirmed as a true and accurate record of the meeting.* Wilson/Shannon Carried

6. Matters Arising from the Minutes

6.1	Welcome to New Residents Afternoon Tea (Item 13)
6.1.1	The welcome to new residents afternoon tea held in the Eketahuna Club on 17 February 2019 was successful, with eight new people to town and twenty-five local residents attending this event.
6.2	Relocation of Disabled Car Park Outside Four Square (Item 12)
6.2.1	The Alliance Engineering Team Leader is assessing the feasibility of creating a functioning disability car park in the Eketahuna town centre, and is intending to present options to the Board’s April meeting.
6.3	Anzac Day (Item 15.2)
6.3.1	Planning will progress this month to arrange road closures traffic management and contact New Zealand Army Tenth Transport Company from Linton regarding Anzac Day civic ceremony held in Eketahuna.

7. Tararua District Council Report

7.1

That the report of the Tararua District Council meeting held on 27 February 2019 (as tabled) be received.

Johns/Death Carried

7.2

Horizons Regional Council One Plan

7.2.1

That the Chairperson and Deputy Chairperson prepare and forward a submission on the Board’s behalf to the Horizons Regional Council 2019/2020 Draft Annual Plan process conveying concern and disappointment at the ongoing delays to finding an acceptable long-term solution to implementing the One Plan, and

That this submission emphasise to the Horizons Regional Council the economic impact this situation is causing particularly for dairy farming in the Tararua district, and expressing the Board’s dissatisfaction regarding there being no farmers appointed to the membership of its strategy committee formed to determine future direction on the One Plan.

Wilson/Johns Carried

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

8.1	Tararua District Road Safety Group
8.1.1	Board Member Wilson and the Mayor reported on the Tararua District Road Safety Group meeting held in Dannevirke on 12 February 2019, and this includes reference to the following matters: · Advance warning signage at the southern entrance to Eketahuna emphasising a 50km/h speed limit is approaching has been effective in ensuring motorists slow down as they are nearing the town. · The decision of the New Zealand Transport Agency to impose a 60km/h speed limit on Saddle Road is disappointing (resulting in changing the previous 80km/h speed limit), and has been questioned by Council. · Developing the design of the Pahiatua town centre upgrade project is progressing.
8.2	Tararua Emergency Management Committee
8.2.1	The Chairperson reported on the Tararua Emergency Management Committee meeting held in Dannevirke on 14 February 2019, and this includes reference to the following matters: · Stephen Dunn attended the meeting in his role as the new District Resilience Manager. · The Manager Strategy and District Development and Plant and Property Group Contracts Supervisor were sent to assist in the Emergency Operations Centre for the Tasman fires at Nelson. · Aged wooden power poles are being replaced in the district. · There is still a shortage of doctors throughout the district. · It is proposed a Civil Defence exercise is arranged around the point of the year (13 May) when the Mother’s Day earthquake occurred within the district (in 1989).
8.2.2	The Chairperson will liaise with the District Resilience Manager to arrange a community connect street barbecue in Eketahuna to promote Civil Defence and local arrangements if an emergency event occurs.
8.3	Tararua District 30th Anniversary Planning
8.3.1	The Chairperson reported on planning meetings he has attended for the 30th anniversary celebrations of Tararua district’s formation to take place in November 2019, and this includes reference to the following matters: · A group of community representatives is working with the Economic Development and Communications Manager and Records and Information Manger to consider ideas to acknowledge and commemorate this occasion, and there have been three meetings held to discuss that matter. · The proposed main event shall occur at Woodville racecourse on 2 and 3 November 2019, with a Tararua games day arranged along the lines of top town supported by sponsors. · Railcar excursions throughout the district are planned to be organised. · The Records and Information Manager is coordinating collating oral history and a unique photography competition closing at the end of September 2019 to capture the heart of the district over four seasons. · The photography competition has an adult open, secondary college and primary and intermediate schools sections, and there will be prizes for each section. · District high teas or morning teas may be arranged around the district, possibly in six different places subject to securing funding for that purpose. · The anniversary planning group’s next meeting will be held on 25 March 2019.
8.4	Relocation of a Main Street Rubbish Bin to Waka Park
8.4.1	*That the Board support the rubbish bin from outside the Post Office Depot being relocated by Tararua Alliance at its cost to Waka Park at such time when this project is completed.* Shannon/Wilson Carried

9. Correspondence

9.1	*That the correspondence as listed be received.* *(a) Kerry and Loreen Cunningham* *Re: Eketahuna Camping Ground January report* *(b) Eketahuna Our Town Incorporated 22 January 2019* *Re: Request for payment of Eketahuna Information Centre funding* *(c) Eketahuna Our Town Incorporated* *Re: 14 February 2019 Committee meeting minutes* Wilson/Johns Carried
9.2	Eketahuna Our Town Incorporated
9.2.1	*That the request from Eketahuna Our Town Incorporated to uplift $5,063 of the funding grant for the Eketahuna Information Centre be approved.* Johns/Wilson Carried
9.2.2	It is pleasing to note the installation of the ATM machine at the Eketahuna Service Centre/Library and arrangements made with Westpac to provide access to online banking services.
9.2.3	The lime walking track looks good, and work on the state highway white fence adjacent to the Eketahuna War Memorial Hall has improved the appearance of the southern entrance to town.

10.	Eketahuna Swimming Pool Upgrade Project
10.1	Lisa and Ryan Seator of Eketahuna Swimming Pool Management Committee attended the meeting for this item of business.
10.2	· The Community Assets and Property Manger elaborated on his report circulated to the Board responding to questions from its previous meeting regarding the pool upgrade project, and this includes reference to the following matters: · At a meeting held on 24 November 2017 between Ryan and Lisa Seator, Tony Fogarty (contractor) and Andy Duncan (an engineer from Masterton) a proposal to rebuild the pool and replace the old sheds was presented to Council’s Chief Executive and Community Assets and Property Manager. · It was agreed at that meeting the Eketahuna Swimming Pool Management Committee would proceed with the rebuild and oversee the project. The Committee would apply for the building consent and Andy Duncan shall be project manager. Council’s involvement was to provide $500,000 as the funding budget for the project. · As Council was only supplying a grant for the work it was deemed that a contract on the open procurement market was not necessary. This acknowledged the Committee had assessed and found a suitably qualified builder and engineer. · As there was no contract it is presumed there was no completion date specified. It was the contractor’s intention to get the pool open for the swimming season and erect the sheds after the season closed. · In endeavouring to achieve that completion timeline the contractor experienced delays through being sent the wrong reinforcing rods for the pool floor, and consequently this resulted in delaying the concrete supplier who came later than intended. · Wet weather in November and December then prevented the contractor from sealing and painting the floor of the swimming pool. · It is understood the project contract has been built to building consent requirements, with Council changing the bubblers as the old one’s were a safety hazard (the Committee were informed of this decision). · As agreed at the initial meeting the Committee were to be the delivery agent for the project in liaison with Council as ultimate owner of the facility. · It is anticipated the project remains within budget for the three stages of work agreed to upgrade the swimming pool and its facilities. · The Committee is going to complete the new reception area, and the contractor is waiting on Powerco to be available mid this month to enable work on the buildings (shed A being the shelter over the end of the pool and shed B which is the store room) to proceed.
10.3	Ryan Seator speaking for Eketahuna Swimming Pool Management Committee referred to tension and disagreement that occurred with the contractor, thereby necessitating the Community Assets and Property Manager to intervene.
10.4	The Board note there appeared to be confusion about the role of Andy Duncan as project manager, and the only work undertaken by him is preparing the plan and specifications.
10.5	There was also a need for better clarity of roles between the parties concerned through a contract or agreement formalising the expectations for performance and specifying a completion date.
10.6	The Community Assets and Property Manager acknowledged lessons have been learnt from this project, and it is regretted what occurred resulting in the pool not opening this summer.
10.7	There is agreement that moving forward the priority is for the contractor to complete the project as soon as possible, and the outcome is Eketahuna has a new swimming pool facility for the future upgraded at a cost not exceeding the available funding budget provided by Council and based on the intended project plan.
11.	Great Eketahuna Cheese Festival
11.1	Bridget Wellwood spoke on the Great Eketahuna Cheese Festival held on 26 and 27 May 2019 in the Eketahuna Community Centre.
11.2	Twelve cheese making companies will be attending this event involving small artisan cheesemakers and cheesemongers talking about their cheeses, and providing the opportunity to taste and purchase New Zealand farm cheese.
11.3	This year it is intended to arrange a community market day on 26 May 2019 in the town centre as an additional attraction coinciding with the Great Eketahuna Cheese Festival, and this will include cheese demonstrations and competitions.
11.4	There will be many visitors, dignitaries and officials from Ministry for Primary Industries in town for this event that was originally initiated by the late Biddy Fraser-Davies (an artisan cheesemaker from Kaiparoro near Eketahuna).
11.5	Bridget Wellwood asked the Board to consider making some financial assistance available towards the costs involved with arranging this event such as hiring the venue, and will submit an application to seek funding for this purpose.

12.	Chorus Building Project
12.1	Nil

13. Chairperson’s Remarks

13.1	Eketahuna Mower Racing
13.1.1	Eketahuna Mower Racing fundraising event for Arohanui Hospice is held on 9 March 2019 at 10.30am in Newman Road.

14. Items Not on the Agenda

14.1	Refer to the item set out in section 8.4 of these minutes.

There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 12.05pm.

____________________________

Chairperson

13.1 Audit and Risk Committee
Attachment 1 Audit and Risk Committee Minutes 12 March 2019

Audit and Risk Committee

Minutes of an Audit and Risk Committee meeting held in the Council Chamber, 26 Gordon Street, Dannevirke on Tuesday 12 March 2019 commencing at 1.00pm.

1. Present

Mr K Ross (Chairperson), Her Worship the Mayor - Mrs T H Collis, Crs J E Crispin and S A Hull.

In Attendance

Mrs A Franklin - Councillor

Mr B King - Chief Executive

Mr R Taylor - Governance Manager

Mr R Suppiah - Chief Financial Officer

Mr C McKay - Finance Manager

Mr W Labuschagne - Senior Financial Accountant

Ms S Lowe - Risk Manager (until item 6.7)

Ms A Yonge - Programme and Projects Manager

Mr C Chapman - Alliance Network Manager

Mr M Maxwell - Economic Development and Communications Manager

(until item 6.4)

2. Apologies

2.1	An apology is sustained from Cr A L Benbow for non-attendance at the meeting.
2.2	John Whittal, Associate Director of Audit New Zealand and Brian Smith of Brian Smith Advisory Services will not be attending this meeting as previously intended, and their apologies are noted.

3. Notification of Items Not on the Agenda

3.1	A report from the Chief Financial Officer concerning the provision of internal audit services will be received as a tabled item, noting this was omitted in error from the agenda for today’s meeting.

4. Confirmation of Minutes

4.1	*That the minutes of the Audit and Risk Committee meeting held on 23 October 2018 (as circulated) be confirmed as a true and accurate record of the meeting.* Ross/Crispin Carried

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

5.1

Nil

6. Reports

6.1	Audit New Zealand Management Report of the 2017/18 Annual Report
6.1.1	The Senior Financial Accountant reported there were no significant matters auditors brought to Council’s attention. There are two matters as areas of focus for the Office of the Auditor General Audit New Zealand commented on regarding Council’s performance, with these being as follows: · Asset revaluations - Audit is satisfied Council’s revaluation of infrastructure assets is in accordance with generally accepted accounting practice and recorded fairly in the financial statements. · Capital programmes - Audit recognised Council’s progress on delivering the capital works programme, and will continue to monitor progress in future.
6.1.2	Audit raised two new recommendations, with these being as follows and the actions taken: · Audit noted that user access was not removed when staff and contractors cease employment with Council, creating a risk of Council’s system being accessed inappropriately. Management took prompt action to resolve this and established a process to proactively manage access. · Council was unable to provide an accurate listing of all transactions within work in progress at year end that are still in progress or capitalised. This resulted in more audit work being required to verify that work in progress is materially correct in the financial statements. Management has noted this matter and will improve the work in progress work papers to ensure clarity of the work in progress balances at year end.
6.1.3	*That the report from the Senior Financial Accountant dated 5 March 2019 concerning the Audit New Zealand Management Report of the 2017/18 Annual Report (as circulated) be received, and* *That Audit New Zealand’s comments on Council’s performance during the audit be noted and acknowledged.* Ross/Collis Carried
6.1.4	An issue has arisen for the audit of the 2018/19 Annual Report relative to Audit New Zealand determining it will now require Council to include consolidation of Tararua Aquatic Community Trust financial statements as part of the Annual Report. This reversed a previous decision from Audit New Zealand that this information did not need to form part of Council’s Annual Report as an entity outside its control.
6.1.5	Discussions are continuing on this subject, and the Audit and Risk Committee acknowledge Council does not control Tararua Aquatic Community Trust’s governance, management, systems and internal controls.
6.1.6	As part of these discussions the Audit and Risk Committee suggest Local Government New Zealand is contacted to seek its view on this matter, and continue dialogue with Audit New Zealand urging they review their intention relating to this reporting requirement.

6.2	Progress With Audit New Zealand Findings and Recommendations
6.2.1	The Finance Manager indicated during the 2017/18 financial year Council closed seven of the existing Audit New Zealand recommendations leaving twelve still outstanding.
6.2.2	Progress is continuing during the current year that has already resulted in three issues being resolved, and the remaining outstanding items will continue to be managed and progress updated at each Audit and Risk Committee meeting.
6.2.3	Segregation of duties risk with credit card approval was discussed, and there is agreement that the option of the Audit and Risk Committee Chairperson approving the Mayor’s credit card expenses be implemented.
6.2.4	The Chief Executive and Chief Financial Officer will consider a practicable approach to enabling that process to be undertaken in a timely manner, and this may be possible through forwarding an electronic copy of the details to the Chairperson for approval.
6.2.5	*That the report from the Finance Manager dated 5 March 2019 concerning progress with Audit New Zealand findings and recommendations (as circulated) be received, and* *That progress by management in implementing the Audit New Zealand recommendations is noted and acknowledged.* Crispin/Collis Carried

6.3	Adoption of Council's Draft Annual Plan 2019/20
6.3.1	The Finance Manager tabled an amended Draft Annual Plan 2019/20 Engagement Document along with highlighted changes from the original version circulated in the agenda, and this was discussed.
6.3.2	The Audit and Risk Committee note the forecast rates increase for 2019/20 in the Long Term Plan was 3.88% but has now increased to 4.2%.
6.3.3	In taking into account the fundamental reason for this proposed rates increase is driven by Council’s focus on the district’s growth aligned with the Long Term Plan the Audit and Risk Committee acknowledge this change is not regarded as being significant.
6.3.4	Further, the Audit and Risk Committee accept much of the work over the coming financial year is directed to things Council has little or no control over, and the majority of these are “must do’s”.
6.3.5	It is recognised the proposed rates increase is below the level of Council’s rates limit cap which is 4.3% based on BERL plus 2%.
6.3.6	*That the report from the Finance Manager dated 5 March 2019 concerning the adoption of Council's Draft Annual Plan 2019/20 (as circulated) be received, and* That the Audit and Risk Committee recommend to Council the Engagement Document and Draft Annual Plan and the Fees and Charges Schedule for the 2019/20 financial year be adopted (subject to the correction of any typographical errors or changes which may be required). Ross/Hull Carried

6.4

Health and Safety

6.4.1

The Risk Manager elaborated on the following matters that include reference to:

· Manawatu Whanganui Local Authority Shared Services Group regional SafePlus assessment of Council’s gap analysis results and recommendations are under consideration.

· There are potential opportunities for the Manawatu Whanganui Local Authority Shared Services Group to collaborate further regarding priorities relating to due diligence/governance strategy, contractor management and risk management.

· Asbestos management surveys of the remaining Council owned sites are to be completed over the next month.

· A new category of threatening behaviour has been added to the injuries/illnesses graph reporting to better display events where staff feel unsafe or threatened in the course of their work.

6.4.2

That the report from the Risk Manager dated 5 March 2019 concerning Health and Safety (as circulated) be received and noted.

Collis/Ross Carried

6.5

Risk Management

6.5.1

That the report from the Risk Manager dated 5 March 2019 concerning implementation of risk management (as circulated) be received, and

That the actions taken to establish the new role of Risk Manager to ensure that Council’s risk management framework is embedded within the organisation are acknowledged.

Ross/Collis Carried

6.6

Approach to Project Risk Management

6.6.1

That the report from the Programme and Projects Manager dated 5 March 2019 concerning the approach to project risk management (as circulated) be received, and

That the establishment of the Programmes and Projects Office to place emphasis on developing an organisational approach and framework for managing risk as part of undertaking Council projects is noted.

Collis/Ross Carried

6.7

Update on Central Government's Three Waters Review

6.7.1

That the report from the Finance Manager dated 5 March 2019 concerning an update on Central Government's Three Waters Review (as circulated) be received, and

That management continue to monitor and update Council regarding the potential impact of Central Government’s intentions to progress the Three Waters Review, with it being noted their phased timetable is to consider proposed new detailed policy for drinking water and environmental regulation in June 2019.

Collis/Crispin Carried

6.8

Update on the Water Bylaw

6.8.1

That the report from the Manager Strategy and District Development dated 5 March 2019 concerning an update on the Water Bylaw (as circulated) be received, and

That progress with considering local area issues regarding water requirements for some areas outside of the district’s main towns to complete development of a new Water Bylaw is noted.

Crispin/Collis Carried

6.9

Provision of Internal Audit Services

6.9.1

That the report from the Chief Financial Officer dated 5 March 2019 concerning the provision of internal audit services (as tabled) be received, and

That as a participating council in Manawatu Whanganui Local Authority Shared Services Group the arrangement with Cotton Kelly to provide internal audit shared services to member councils is noted.

Ross/Hull Carried

Public Excluded Items of Business

7.1

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

Control Environment Review of Tararua Alliance Financial Audit and Overhead Cost Recovery

Tararua Alliance Performance Framework Audit Report

Management Review - Finance

*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*
*Control Environment Review of Tararua Alliance Financial Audit and Overhead Cost Recovery*	*To protect commercial activities*	*Section (1)(a)(i)*
*Tararua Alliance Performance Framework Audit Report*	*To protect the commercial position of a third party*	*Section (1)(a)(i)*
*Management Review - Finance*	*To protect improper gain or advantage*	*Section (1)(a)(i)*

s7(2)(h) The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

s7(2)(j) The withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage.

Ross/Crispin Carried

7.5	*That open meeting be resumed.* Ross/Hull Carried

7.6	*That the following decisions taken with the public excluded be confirmed in open meeting.*
	*Item 7.2 - Control Environment Review of Tararua Alliance Financial Audit and Overhead Cost Recovery*
	*That the financial performance of the Tararua Alliance is acknowledged, and* That the efforts of the Tararua Alliance Management Team and Principals Group to ensure the cost recovery allocated is fair and reasonable and consistent with the principles of the collaborative agreement is noted.
	*Item 7.3 - Tararua Alliance Performance Framework Audit Report*
	That progress and achievements made by the Tararua Alliance management team as commended by the auditing team be noted along with their recommendations for the 2017/18 financial year to keep the performance framework relevant and aligned to the strategic intent and detailed requirements of the Council. Ross/Hull Carried

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 11 June 2019 commencing at 1.00pm.

There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 3.29pm.

____________________________

Chairperson

Report

Date	:	21 March 2019
To	:	Mayor and Councillors Tararua District Council
From	:	Cameron McKay Finance Manager
Subject	:	Adoption of Council's Draft Annual Plan 2019/20 and Engagement Document
Item No	:	13.2

1. Reason for the Report

1.1 For Council to adopt the Draft Annual Plan 2019/20, Draft Fees and Charges, and the Annual Plan Engagement Document. These documents relate to year two of the 2018/28 Long Term Plan.

2. Background

2.1 Council must prepare an Annual Plan for each financial year as required by Section 95 of the Local Government Act 2002.

2.2 The Annual Plan, is defined by sections 95(5) and (6) of the Local Government Act and requires that Council present an account of significant changes from the Long Term Plan for the year in which the Annual Plan is being developed and include all relevant financial and funding impact statements for the year in which the Annual Plan is being prepared. The Act also states, that clear reference needs to be made to the relevant parts of the Long Term Plan.

2.3 Council held a series of workshops in November 2018, January and February 2019 to determine the service levels, capital programme, fees and charges, activity expenditure and rates requirement for the Draft Annual Plan 2019/20.

3. Engagement with the Community

3.1 Council will not be formally consulting on this Annual Plan as there are no significant changes from year 2 of the adopted 2018/28 Long Term Plan.

3.2 Management proposes engaging with the community to inform them of the key issues and significant projects that Council is planning to undertake in the 2019/20 year. The Engagement Document is attached in Appendix A.

3.3 The engagement period will run from 8^th April to 10^th May, informing the public of Council’s planned activities and financial position for Year 2 of the 2018/28 LTP.

3.4 The Engagement Plan is uploaded onto the HUB.

4. Significance Assessment

4.1 The Draft Annual Plan 2019/20 continues the priorities of efficient local infrastructure, public services and regulatory functions as consulted on through the Long Term Plan (LTP).

4.2 The proposed changes recommended are not considered significant in terms of the Council’s Significance and Engagement Policy.

5. Financial Strategy Key Issues

5.1 The 2018/28 Long Term Plan Financial Strategy highlighted the issues facing the Council and our response to these issues over the course of the LTP.

5.2 The key issues that shaped the Financial Strategy were vulnerability to natural hazards – particularly the effects of climate change, impacts of changing regulations, and economic development – including the demands from the potential of modest growth.

5.3 The response to the above issues resulted in Council committing to a significant capital programme to improve resilience and to upgrade ageing infrastructure, and to meet increasing environmental and health standards. The result of this is forecast debt increasing significantly to $40 million by 2024/25.

5.4 The Financial Strategy also noted the shift in the mix of funding from subsidies and other revenue to rates funding. Rates funding accounted for 49% of revenue in year 1 of the 2009/19 LTP, increasing to 66% for year 1 of the 2018/28 LTP. The trend of increasing reliance on rates funding exposes Council to a risk of a concentrated source of funding.

5.5 These issues are consistent in the Draft Annual Plan and are the drivers of the key changes highlighted in section 6 below.

6. Key changes between the Draft Annual Plan and the Long Term Plan

6.1 Rates Increase

6.1.1.. The overall proposed rates increase for 2019/20 Draft Annual Plan is 4.20%. This is higher than the 3.85% increase forecast in the Long Term Plan, however it does comply with the rates limits set in the Financial Strategy.

6.2 It also ensures that Council continues to fund depreciation reserves at the levels agreed in the Long Term Plan to achieve the outcome of “financial sustainability”.

6.3 Source of Funding Mix

6.3.1 During the 2018/28 Long Term Plan Council agreed to a pricing strategy to provide guidance on setting fees and charges.

6.3.2 The Financial Strategy showed a shift in the mix of funding from subsidies and other revenue to rates funding. The trend of increasing reliance on rates funding exposes Council to a risk of a concentrated source of funding.

6.3.3 In response to this risk, Council has reviewed its fees and charges in line with the pricing strategy set during the LTP and continues to actively pursue external subsidies to contribute to the funding of infrastructure.

6.3.4 Council has increased both its fees and charges, and income from subsidies in the Annual Plan. The key changes are:

· Enhanced NZTA subsidy for Route 52 Upgrade and TEFAR funding for safety improvements.

· General refuse disposal to full cost recovery.

· Increase in Trade Waste fees to reflect additional costs of wastewater treatment

· Increased regulatory services fees to reflect increased levels of service.

The table below highlights the effect of these changes on the mix of Council’s funding sources:

Year	Rates	Subsidies	Fees & Charges	Other Revenue
2009/19 LTP – Yr 1	49%	38%	10%	3%
2012/22 LTP – Yr 1	60%	26%	13%	1%
2015/25 LTP – Yr 1	62%	26%	9%	3%
2018/28 LTP – Yr 1	66%	26%	8%	1%
2019/20 Annual Plan	58%	33%	8%	1%

6.3.5 Appendix B: Draft Fees and Charges displays the proposed fees against the fees currently charged.

6.4 Increases to Levels of Service

6.4.1 A significant area of cost pressure for Council has arisen in the area of its regulatory functions. Many of the cost increases in this area have been necessary to either increase levels of service expected by ratepayers or to maintain current levels of service due to responding to increased enquires from the public. An example of increased service is in Animal Control, where an additional Animal Control Cadet was appointed to meet demand. We have also added additional planning resources to both continue to meet deadlines as a result of increasing activity and to undertake a partial review of Council’s District Plan due to pressures from the housing market and urban growth.

6.5 Responding to Climate Change and Increasing Regulatory Compliance

6.5.1 Building the resilience of the district’s roading network to cope with the effects of climate change is increasingly challenging. What were once one in 10-year events are happening on a much more frequent basis resulting in significant increases in costs for emergency works. These costs are not only for the physical works across the district but also for the ‘behind the scenes’ work required for improved design outcomes. While a majority of these costs are met by NZ Transport Agency, ratepayers are still required to meet an ever-increasing balance. This has required Council to significantly increase the budget for emergency works, resulting in an additional $85,000 of rates funding required. We have also increased minor safety improvements to proactively improve both safety and resilience of the roading network.

6.5.2 Climate change, along with increased compliance, is also responsible for increasing costs for water delivery in the district. The changing weather patterns associated with climate change mean Council is required to make significant additional investment in water treatment plant equipment along with water storage facilities. These are necessary to effectively manage the variance in water flows, whether they are low flows experienced during summer or increased flows that create turbidity due to increased water volumes during storm events.

6.5.3 Increased compliance following the Havelock North Inquiry adds an additional layer of cost when it comes to providing water services. Council face a significant unknown in this area as Central Government’s “Three Waters Review” response to the Havelock North inquiry has yet to be finalised. The costs of operating treatment plants and treating water to meet new drinking water standards have already increased significantly.

6.6 Capital Programme

6.6.1 The budgeted capital programme for the 2019/20 Annual Plan is $22.1 million, compared to the LTP budget of $19.5 million. This is the largest capital programme embarked on by Council. However, most of the programmes in the Annual Plan 2019/20 are as per what was indicated in the 2018/28 Long Term Plan. New projects in addition to what was contained in the LTP have been agreed through Council workshops.

6.6.2 Management will take a different approach to ensure what is planned for the year can be delivered by ensuring each programme has a Project Execution Plan (PEP) and Procurement Strategy.

6.6.3 The improved planning approach, along with utilising the project management capabilities of the Programme and Projects Team will help project managers to better manage their project risks.

6.6.4 The planning work will be completed for the May Council workshop. The improved planning approach will identify if any capital programmes need deferring prior to the final Annual Plan being adopted in June. The objective of this detailed planning is to ensure the planned programme of work in the Annual Plan year is achievable.

6.6.5 The Statement of Capital Expenditure is included in the Draft Annual Plan document, uploaded onto the HUB. The document is consistent with that presented to the Audit and Risk Committee.

7. Financial Strategy Limits and Revenue and Financing Compliance

7.1 Financial Prudence Benchmarks

7.1.1 The table below displays Council’s planned limit as per the Draft Annual Plan 2019/20 against its Quantified Maximum limits set in the Financial Strategy.

Benchmark	Quantified Maximum Limit	Planned Limit	Met	Headroom
Rates affordability benchmark
- Income	$23,301,000	$ 23,279,000	Yes	$ 21,620
- Increases	4.30%	4.20%	Yes	0.10%
Debt Affordability:
Net Debt as a percentage of total revenue.	<100%	70%	Yes	$ 17,497,000
Net interest as a percentage of total revenue.	<7%	2.38%	Yes	$ 35,421,131
Net interest as a percentage of annual rates income.	<10%	4.25%	Yes	$ 24,823,284
Liquidity (External, term debt + committed loan facilities + available liquid investments to existing external debt)	>110%	127%	Yes	$ 2,620,364
Balanced Budget Benchmark	>100%	114%	Yes
Essential Services Benchmark	>100%	144.16%	Yes
Debt Servicing Benchmark	<10%	2.51%	Yes

7.1.2 Council complies with all of the limits set in the Financial Strategy. The proposed rates increase of 4.20% is under the maximum limit of 4.30% and represents the significant investment on improving and maintaining infrastructure and continuing to meet legislative requirements.

7.1.3 The debt limit with the least headroom is liquidity, with $2.6 million headroom in the 2019/20 Annual Plan. However, this was expected in the Financial Strategy. If an unplanned event occurred (such as a major earthquake) Council has options to increase its liquidity either through a larger standby loan facility, or re-prioritizing planned projects if required. Council previously held a stand-by facility of $5 million, but this was reduced to $3 million to reduce the line fee. Council has a strong relationship with both Westpac and BNZ banks, allowing Council to negotiate a larger stand-by facility if required.

7.1.4 Council has also set lower benchmark limits than LGFA (Local Government Funding Agency) covenants. The LGFA limit for net debt as a percentage of total revenue is <170% compared to Council’s limit of 100%. This allows for significant future headroom and also ensures the cost of debt is maintained at an affordable level to ratepayers.

7.1.5 Council’s planned external borrowing position of $25.1 million is slightly lower than the LTP year 2 forecast of $25.9 million.

7.2 Revenue and Financing Policy

7.2.1 Council has set funding limits by way of the Revenue and Financing Policy in the 2018/28 Long Term Plan. Where Council does not comply with these limits, it must formally approve those that fall outside the policy limits. Those not complying are highlighted in the table below:

	Rates Policy	Actual percentage	Fees and charges Policy	Actual percentage	Grants and Other revenue Policy	Actual percentage
Cemeteries	70%-80%	68%	20%-30%	31%	0%-5%	1%
Animal control	10-20%	24%	80-90%	75%	-	0%
Footpaths	100%	66%		-		34%
Roading	35-45%	32%	0%-5%	1%	55-65%	67%
Solid waste management	70%-80%	60%	20%-30%	38%	0%-5%	2%

7.2.2 The reasons and required action are noted in the table below. These will need approval as part of adopting the Annual Plan:

Activity	Reason
Solid Waste Management	Council has proposed to increase fees and charges for refuse disposal to recover the costs incurred for providing this service. Action Required: This will require Council to revisit the Revenue and Financing Policy in the 2021/31 LTP.
Animal Control	Council has significantly increased the level of service for Animal Control in recent years, whilst only making small incremental fee changes. Action Required: Management propose to increase the Animal Control fees in step increases over the coming three years to address this non-compliance.
Footpaths	The New Zealand Transport Agency has extended its Funding Assistance Rate for roading to also include footpaths. This was announced after the adoption of the Revenue and Financing Policy and is beneficial to ratepayers. Action Required: This will require Council to revisit the Revenue and Financing Policy in the 2021/31 LTP.
Roading	The funding assistance rate Council receives has increased to 66%. Council has also budgeted to receive a targeted enhanced financial assistance rate for the Route 52 project and minor safety improvements. No Action Required
Cemeteries	Fees & Charges are slightly higher based on historical trends of cemetery plot sales. If demand for plots were to drop marginally then this activity would comply No Action Required

8. Conclusion

8.1 The Draft Annual Plan 2019/20 is not significantly different to Year 2 of the Long Term Plan. The issues and challenges facing Council are consistent with the Financial Strategy.

8.2 The Draft Annual Plan, Engagement Document, Engagement Plan and Draft Fees and Charges Schedule 2019/20 are adopted by Council for engagement with the community.

9. Recommendation

9.1 That the report from the Finance Manager dated 21 March 2019 concerning the Adoption of Council's Draft Annual Plan 2019/20 and Engagement Document (as circulated) be received, and

9.2 That the Engagement Document, Draft Annual Plan and the Draft Fees and Charges Schedule for the 2019/20 financial year be adopted, and

9.3 That Council note and approve the activities of solid waste management, animal control, footpaths, roading and cemeteries fall outside the funding limits of its Revenue and Funding Policy.

Attachments

1 ⇩. Appendix A - Engagement Document 2019/20

2 ⇩. Appendix B - Draft Fees & Charges 2019/20

Report

Date	:	21 March 2019
To	:	Mayor and Councillors Tararua District Council
From	:	Malcolm Thomas Strategy and Policy Adviser
Subject	:	Gambling Policy Review
Item No	:	13.3

1. Reason for Report

The Council is required by section 102(5) of the Gambling Act 2003 and section 65E(6) of the Racing Act 2003 to complete a review of its Venue Policy within 3 years of the previous review being completed. The current policy, which is attached as Appendix One, was adopted on 29^th June 2016. The proposed draft policy is attached as Appendix 1 and is unchanged from the 2016 adopted current policy.

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

2. Introduction

The Gambling Act 2003 requires Tararua District Council to have a policy on Class 4 venues.

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

Council adopted its current policy on 29^th June 2016 and this must be reviewed every three years. This reviewed policy (appendix 1) forms the Statement of Proposal as required by the Gambling Act 2003 and the Local Government Act 2002.

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

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

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

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

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

· Establishes new gaming machine venues; or

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

The purpose of the Gambling Act 2003 is to:

a) control the growth of gambling; and

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

c) authorise some gambling and prohibit the rest; and

d) facilitate responsible gambling; and

e) ensure the integrity and fairness of games; and

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

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

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

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

3. Issues

3.1 Number of Venues and Machines

Council had permissive policies with no restrictions on the number of venues or the overall number of machines in 2004 and 2007. The Policy then did not include a sinking lid target for machines. The 2010 review included a policy that aimed to reduce the number of Class 4 gambling machine numbers to under 100 via a continuous sinking lid policy. The review of the policy in 2013 and 2016 confirmed this sinking lid policy. This review proposes to continue with the current policy.

Since the adoption of the original policy in 2004, the number of Class 4 venues operating in the district has decreased from 15 to 10, and the number of Class 4 gambling machines has fallen from 127 to 122 (with a peak of 134 in 2012). The reduction in venues and machines has taken place by a process of natural attrition as venues cease operating over time.

Class 4 gambling venues and machines in Tararua District

Year ended December	Number of Venues	Number of Machines	% of all Machines in New Zealand	% of New Zealand Population (June)
Sept 2018	10	122	0.80	0.37
2017	10	119	0.76	0.37
2016	11	121	0.75	0.37
2015	11	118	0.72	0.38
2014	12	128	0.77	0.38
2013	13	134	0.78	0.39
2012	13	134	0.76	0.40
2011	13	132	0.73	0.40
2010	13	134	0.72	0.41
2009	12	126	0.65	0.41
2008	12	122	0.61	0.42
2007	12	122	0.60	0.42
2006	13	120	0.58	0.43
2005	14	122	0.57	0.44
2004	15	127	0.57	0.44

The proportion of gaming machines in the Tararua district decreased from 2013 to 2015. Then has increased strongly again as overall New Zealand numbers have declined. Relatively the Tararua share of these machines is much higher than it was in 2004 despite recent reductions in Tararua numbers. This reflects the extensive efforts by many communities around New Zealand to reduce the number of Class 4 gambling machines.

Numbers of gaming machines have also reduced significantly across New Zealand (from 22,231 in 2004 to 15,342 as at September 2018) reflecting the extensive efforts by many communities to reduce the number of gaming machines. The number of gaming machines in Tararua has not fallen by a similar proportion (it would be <90), leading to a higher share of the national total.

Gambling Proceeds and Impacts

Gambling proceeds from class 4 machines in Tararua had been declining from 2007, but has taken a jump back up in the last 3 years. The % of national proceeds from class 4 machines broadly reflects the % of population.

There is no obvious reason for the increase in proceeds, but may reflect improved economic conditions and / or higher welfare payments.

Gross Gaming Machine Proceeds	$	% of NZ Proceeds
September Quarter 2018	963,279	0.41%
September Quarter 2015	790,771	0.37%
September Quarter 2012	860,939	0.4%
September Quarter 2007	1,033,433	0.42%

While the proceeds will flow on to benefit many community groups in the district, it is probably having a significant detrimental impact on a number of lower income households. There are only a very small number of residents that are using the problem gambling health support services. Declining proceeds will result in less grants available to local community groups and events.

Research suggests that access to machines (number of venues) is more relevant to problem gambling than the number of machines. Class 4 gambling venues also provide funding to deal with problem gamblers. This is not true for internet gambling, Lotto or instant kiwi.

There are small numbers of residents in Tararua receiving problem gambling support services over the years. Numbers vary but there is no evidence of a growing problem (more than it has been since 2005). The % of problem gamblers seeking help in Tararua as a proportion of the NZ total is much lower than the population would suggest (0.05% of clients in 2017 against 0.37% of population).

	Service User Data - Problem Gambling
June Year	New Clients*	Total Clients#
2017	2	6
2016	5	6
2015	4	8
2014	10	12
2013	4	5
2012	1	5
2011	8	11
2010	3	8
2009	4	8
2008	8	10
2007	7	8
2006	1	1
2005	1	1

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

# Total number clients assisted in this year in this Territorial Authority (includes new clients and clients who first contacted a service in a previous year).

3.2 Peer Councils Policies

For this 2018 review the number of machines has been assessed against other rural Councils. Tararua still has a relatively high number of machines. Of the 11 Councils assessed, only South Waikato and Ruapehu had fewer residents per machine (the higher the ration the more machines per resident – a ratio of 1.0 would be the same as the national average).

As at September 2018
	Number of Venues	Number of Machines	% of all Machines in New Zealand	% of New Zealand Population (June)	Ratio - % of machines against % of Population
Tararua	10	122	0.80	0.37	2.2
CHBDC	4	45	0.29	0.29	1.0
Hauraki	9	119	0.78	0.41	1.9
Rangitikei	5	58	0.38	0.31	1.2
South Wairarapa	5	56	0.37	0.21	1.8
Clutha District	12	77	0.50	0.36	1.4
Kaipara	6	51	0.33	0.47	0.7
Ruapehu	7	89	0.58	0.26	2.2
Hurunui	9	57	0.37	0.26	1.4
Matamata-Piako	13	157	1.02	0.72	1.4
South Waikato	12	178	1.16	0.50	2.3

The trends around New Zealand are for councils to at least cap the number of gaming machines. The above table shows that Tararua had a relatively high number of machines relative to population, and indicates that a more permissive policy is not warranted.

3.3 Statutory Considerations – Review of Existing Policy

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

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

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

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

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

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

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

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

Does the policy need to change?

It is generally acknowledged that gambling is harmful to a section of the Tararua community and often those who participate are those who can least afford it. The contrary argument is that the activity assists with providing employment, including venue payments, is enjoyed by many and provides funding for community organisations. Societies (who own the machines) must allocate a minimum of 40 per cent of gaming machine proceeds, excluding GST, in each financial year. They are often able to distribute more than 40 per cent to the community.

Council must review the Gambling Venue Policy with regard for the social impact of gambling within its district as required by the Gambling Act 2003, and the Racing Act 2003. Research by Ministry of Health and the Department of Internal Affairs clearly shows the adverse social impact to parts of the community caused by gambling.

The policy is working with machine numbers declining if existing venues close. There has been interest from commercial operators to increase Class 4 machine numbers. Without the sinking lid policy the number of Class 4 machines may not have declined, and may have increased.

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

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

4. Consultation

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

Process for adopting the Gambling Policy:

· Council adopts draft Gambling Policy 27^th March

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

· Council undertakes a special consultative procedure

o Opens 8^th April

o Closes 10^th May

· Hearings (if required) 29^th May and Council deliberations

· Policy Adopted 26^th June.

5. Recommendations

5.1 That the report from the Strategy and Policy Adviser dated 20 March 2019 concerning the Gambling Policy review (as circulated) be received, and

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

5.3 That Council confirms the current policy, including:

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

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

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

5.4 And that Council approves the draft Class 4 Gambling and Racing Board Venue Policy attached to this report as appendix 1 for the purpose of being the Statement of Proposal adopted for consultation.

Appendix 1 – Statement of Proposal - Draft Class 4 Gambling and Racing Board Venue Policy

Class 4 Gambling and Racing Board Venue Policy

1. Introduction

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

Council had permissive policies with no restrictions on the number of venues or the overall number of machines in 2004 and 2007. The Policy then did not include a sinking lid target for machines. The 2010 review included a policy that aimed to reduce the number of Class 4 gambling machine numbers to under 100 via a continuous sinking lid policy. The reviews of the policy in 2013 and in 2016 confirmed this sinking lid policy.

Since the adoption of the original policy in 2004, the number of Class 4 venues operating in the district has decreased from 15 to 10, and the number of gaming machines has fallen from 127 to 122 (with a peak of 134). The reduction in venues and machines is taking place by a process of natural attrition as venues cease operating over time.

After reviewing the current policy, the Council remains committed to retaining the sinking lid policy on the number of Class 4 venues and gaming machines within the district. This reaffirms that the Council will not approve the establishment of any more venues or further gaming machines until achieving the target to reduce the number of machines to fall below 100. That objective acknowledges the social impact of gambling and the harm caused to its communities.

The purpose of the Gambling Act 2003 is to:

a) control the growth of gambling; and

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

c) authorise some gambling and prohibit the rest; and

d) facilitate responsible gambling; and

e) ensure the integrity and fairness of games; and

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

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

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

The Tararua District Council Gambling and Racing Board Venue Policy covers Class 4 venues operated by societies and clubs, and also New Zealand Racing Board venues.

All current licensed Class 4 venues that have not ceased operations for more than six months, do not require consent from the Council to continue their operations. Council added a relocation policy in 2016 to allow existing operators to relocate with the same number of machines. The ability for Council to allow this was enacted in 2013.

Council has developed the Gambling and Racing Board Venue Policy with regard for the social impact of gambling within its district as required by the Gambling Act 2003, and the Racing Act 2003. Research by Ministry of Health and the Department of Internal Affairs shows that there is an adverse social impact to parts of the community caused by gambling. Tararua District has a high proportion of gaming machines relative to the New Zealand average. Since 2004, the total number of approved gaming machines in New Zealand has declined by over 30%.

Class 4 Gambling

Class 4 gambling involves the use of an electronic gaming machine outside a casino. It may only be conducted by a corporate society and the net proceeds can only be used for authorised purposes.

Section 101(3) of the Gambling Act 2003 requires that the gambling venue policy:

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

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

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

· Establishes new gaming machine venues; or

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

New Zealand Racing Board (NZRB) Venues

The Racing Act 2003 also requires the Council to adopt a NZRB venue policy for the district. The policy must specify whether new NZRB venues may be established in the district and if so, where they may be located. This policy only applies to standalone venues and not other venues such as clubs and bars where TAB betting services are provided.

2. Objectives and Scope of the Policy

Objectives

The objectives of the policy are to:

· manage the number and location of venues and gaming machines within the district;

· to allow those who wish to participate in this form of gambling, to do so within the district and;

· to have regard to the social impact of gambling within the district.

Scope

This policy only applies to class 4 and NZRB venues within the Tararua District that require Council’s consent to operate.

For class 4 venues, consent is required:

· if a corporate society wants to increase the number of gaming machines that it operates at a class 4 venue from the number currently licensed;

· if a corporate society wants to apply for a class 4 venue licence for a new venue that has not previously been licensed;

· if a corporate society wants to relocate their class 4 venue licence;

· if a corporate society wants to apply for a class 4 venue licence for a venue that has been previously licensed, but not within the last six months.

Council consent is not required where a class 4 venue:

· was licensed prior to 17 October 2001, and

· has not ceased operations for any period longer than six months, and

· does not increase the number of machines on the premises.

For NZRB venues, Council consent is required if a new NZRB venue is proposed.

3. Class 4 Venue Policy

This policy is adopted by the Tararua District Council in accordance with sections 101 and 102 of the Gambling Act 2003.

3.1 Description

The Tararua District Council adopts a sinking lid approach to the number of class 4 venues and gaming machines.

Subject to the consent conditions below, it will not approve the establishment of any more venues or gaming machines in the district until the number of gaming machines falls below 100.

The sinking lid target refers to the number of gaming machines that have been approved to operate.

3.2 Consent Conditions

The Council will not consent to an increase in the number of gaming machines in an existing class 4 gambling venue.

The Council will consider granting a consent to the establishment of a new class 4 venue only where there is a corresponding disestablishment of an existing class 4 gambling venue within the district.

The following conditions must be met for a consent to be considered:

· The applicant corporate society is disestablishing an existing class 4 venue,

· The new class 4 venue will have no more than nine machines,

· The new class 4 venue will be located on premises licensed under the Sale and Supply of Alcohol Act 2012 (either an on-licence or a club licence), or be a NZRB venue;

· All new venues must comply with district plan provisions.

· No new Class 4 Gambling Venue or TAB (NZRB) Venue may be closer than 100 metres pedestrian distance of any school, early childhood centre, kindergarten or place of worship.

3.3 Venue Relocation Policy

A new venue consent will be issued by Council in the following circumstances:

a) Where the venue is replacing an existing venue within the district; and

b) Where the existing venue operator consents to the relocation; and

c) Where the proposed new location meets all the other requirements of this Policy.

In accordance with section 97A of the Gambling Act 2003, when consent is sought to relocate a venue under this relocation provision, the new venue may operate up to the same number of machines that was permitted to operate at the old venue

immediately before the old venue licence is cancelled.

As set out in section 97A(2)(c) of the Gambling Act 2003, when the new venue is granted a new consent under this relocation policy, the old venue must be treated as if no class 4 venue licence had ever been held by any society for that venue. The old venue will therefore require a new consent from Council to continue to operate class 4 gambling machines and will be subject to all new consent requirements.

4. New Zealand Racing Board Policy

This policy is adopted by the Tararua District Council in accordance with sections 65D and 65E of the Racing Act 2003.

The Council will approve standalone NZRB venues established anywhere within the Tararua District, subject to the provisions of the Tararua District Plan and meeting application and fee requirements.

5. Administration

5.1 Applications

Applications for Council consent must be made on the approved form and must provide:

· name and contact details for the application;

· street address of the premises proposed for the venue;

· the names of management staff;

· evidence of police approval for the owners and the managers of the venue;

· a 12 month business plan or budget for the establishment, covering both gambling and other activities proposed for the venue;

· a site plan covering both gambling and other activities proposed for the venue, including details of each floor of the venue;

· details of liquor licence(s) applying to the premises, if required.

5.2 Fees

These will be set by the Council from time to time in the Long Term Plan and as specified in appropriate legislation and regulations, and shall include consideration of:

· the cost of processing the application, including any consultation and hearings involved;

· the cost of triennially reviewing the Class 4 gambling venue and NZRB venue policy;

· the cost of inspecting Class 4 gambling venues on a regular basis to ensure compliance with consent or license conditions;

· a contribution towards the cost of triennial assessments of the economic and social impact of gambling in the district.

6. Commencement of Policy and Review

This draft policy was adopted on 27^th March 2019. The final policy will be adopted on 26^th June 2019 and come into effect from the date of adoption.

The Council will complete a review of this policy within three years of its adoption.

6. Recommendation

6.1 That the report from the Strategy and Policy Adviser dated 21 March 2019 concerning the Gambling Policy review (as circulated) be received, and

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

6.3 That Council confirms the current policy, including:

· the sinking lid target number of 100 machines, and

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

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

And that Council approves the draft Class 4 Gambling and Racing Board Venue Policy attached to this report as appendix 1 for the purpose of being the Statement of Proposal adopted for consultation.

Attachments

Nil.

Report

Date	:	21 March 2019
To	:	Mayor and Councillors Tararua District Council
From	:	Malcolm Thomas Strategy and Policy Adviser
Subject	:	Housing Operational Policy
Item No	:	13.4

1. Reason for the Report

1.1 To adopt a Council Housing Operational Policy to guide the selection of tenants and the level of rents charged.

2. Background

2.1 The 2018 Long Term Plan aim for the Housing activity is:

To provide access to affordable and suitable long-term housing for older people with limited income and assets.

The emphasis is on older local residents with limited financial resources, and with rental levels that are affordable for them. Most of the tenants are reliant on superannuation payments for income so the affordability issue is relative to the level of that income.

2.2 While there is an existing operational criteria that is used by staff, this has not been adopted by Council except for the rental limit of 25% of single gross superannuation. The criteria is not consistent between current practice and those stated in the Community Facilities Asset Management Plan.

2.3 Tararua District Council owns 79 units – 67 one bed pensioner units and 12 two bed tenant contribution units (a form of joint ownership between Council and the tenant). Five of the two bed units are now managed as part of the general pensioner units.

· Dannevirke (37),

· Pahiatua (15)

· Woodville (12)

· Eketahuna (3)

· The 12 tenant contribution units are all located in Dannevirke.

2.4 It is forecast that the number of people aged 65+ will increase by 75% in the next 20 years. Housing is a national problem and a shortage is occurring across the wider region. Tararua has had large increases in residents aged 65 plus that support this trend^{^[1]}. Overall councils supply 16% of total ‘public housing’ in NZ.

2.5 Council policy has always been that this activity would be self-funding, with the annual costs of ownership covered by rent with no rates input. In reality for many years the rental income has not been sufficient to cover the true long-term costs that include renewals and upgrades.

2.6 Over time designs become obsolete and needs change. Recent rapid increases in private sector rent levels has allowed Council to lift rents significantly (from 2015/16) and still be within the current rent policy. Further rent increases were signalled by Council to bring rents to a realistic level and maintain relativity with market rents. Even with a series of substantial rent increases over the last three years Council is not keeping up with rental market increases.

Council 1 bed Units	December 2013	December 2018	% Change
Dannevirke	$82	$105	28%
Pahiatua	$79	$102	29%
Market rent 1 bed flat median 6 months to January 2019*		$110
Market rent 2 bed flat median 6 months to January 2019*		$195
Average rent market all types average for 12 months^	$172	$231	34%

* Source: Tenancy Services

^ Source: MBIE tenancy bond database

Rents are planned to increase by another $6 a week on 1 July 2019.

Council charges $156 a week for the 2 bedroom flats that used to be tenancy contribution, and $63 a week for those still in tenancy contribution agreements.

2.7 In the last two years Council has invested in the existing units to upgrade heating, insulation, and to fully upgrade the oldest units as they come vacant. Further work is planned to double glaze windows. This has been able to be funded from the long-term housing reserves accumulated from operating surpluses and sale of assets (mainly the later).

2.8 There has not been a clear investment strategy or operational policy for the housing activity since Council resolved to sell the activity in the 2015 Long Term Plan in response to the 2013 changes in government policy. The oldest 10 unit block in Dannevirke was sold at market rates in 2015, while a few units in Norsewood and Ormondville had previously been sold (2011). The sale of these oldest units increased the housing reserve, while removing the need for very expensive upgrades. In March 2017 Council resolved to defer the decision to sell and noted that an operational policy should be developed if the activity was retained.

2.9 In the 2018 Long Term Plan, in response to rapidly changing (increasing) housing demand and a market shortage of rentals, Council resolved to retain and modestly expand the activity. In order to provide operational guidance to Council staff this Operational Housing Policy has been developed. Council discussed the issue at a workshop on 29 January 2019.

2.10 Council currently has over 50 people on the waiting list. This includes people that do not meet the criteria as set out in the current application process. The number on the waiting list that are aged 65+ are shown below as at 14 January 2019. Numbers are growing steadily but fluctuate on a daily basis.

Town	Fully Eligible	Some issues (only want 2 bed or certain flats, pets, etc)	Aged < 65
Dannevirke	16	8	13
Eketahuna	0	0	1
Woodville	3	0	7
Pahiatua	4	0	5

2.11 Rentals are currently limited to 25% of the gross single weekly superannuation payment. As the superannuation payments have increased over time Council rents are currently still less than this 25% level. There are currently no other policy settings for rental levels. Rents are now around the threshold level where tenants with very limited assets and income could start to receive the accommodation supplement from government.

Superannuation rates are currently as follows:

Superannuation payments as at 1 April 2018	Gross Weekly	25% of Benefit	30% of benefit
Single, living alone	$463.04	$115.76	$138.91
Married or in a civil union or de facto relationship, both qualify	$701.52	$175.38	$210.46

2.12 The basis for the 25% limit comes from historical government subsidised public housing rental limits, and is the current level of rent relative to income used for (Income Related Rent Subsidy) IRRS calculations. Generally it is recommended that no more than 30% of income should be spent on housing (rentals or mortgage and other costs). This 30% ratio has been included in previous government wellbeing measures and is the figure MBIE uses as a housing affordability benchmark.

2.13 Council does not currently know whether tenants have additional income on top of superannuation. Tenants sign a declaration that they have less than $60,000 in assets and do not own other property.

3. Options and Discussion

Demand

3.1 Demand is high for the Council units reflecting the very tight rental market across the Tararua District. Currently on Real Estate.co there is one 1 bed flat (Norsewood @ $140 a week) and one 2 bed flat (Dannevirke $230 a week) for rent. There are only five residential properties for rent in total.

3.2 The increased demand has been significant since 2015 and shows no sign of reducing. This is resulting in an increasing need for more housing across the market, not just in public housing or smaller units.

Rental Levels

3.3 Council currently charges rents of $105 a week for Dannevirke one bed units, and a bit less in other towns ($102 in Pahiatua and Woodville, $98 in Eketahuna). These variations reflect lower levels of demand historically, and different quality levels in the units. These rental levels also reflect some differences in market rents across the district.

3.4 Council is currently upgrading the Woodville Ruahine units, and has upgraded the Eketahuna units. At the same time demand has increased in the smaller towns. Council should review the rental differentials as part of the 2021 Long Term Plan process to consider if they are still justified.

3.5 Council staff have asked a local rental agency for advice on market rents. A market rental of around $130 a week for the Dannevirke 1 bed units would be expected currently.

3.6 Additional services such as grounds maintenance, rubbish and support services are built into the rental levels, as such tenants receive a higher level of service than the normal market rentals. These services add a value of up to $10 a week.

3.7 In March 2017 Council resolved to remove a policy that rents were limited to 80% of market rates, and clarified that rents are limited to 25% of gross weekly single superannuation. This limits Council rents to around $115 a week, and will likely increase by around 2% a year. In effect as local market rents rise the level of ratepayer subsidy will increase.

3.8 For tenants with a community services card Council is effectively subsidising central government as these tenants are eligible for the accommodation supplement. The details of this fund are discussed in the next section.

3.9 As a policy limit Council could limit rent levels to 30% of gross single superannuation. This aligns with the more generally used ratio of affordable housing costs, and gives Council more capacity to increase rents as market rents rise. Currently the 30% ratio equates to approximately a full market rent. This is not a target, rather it is a policy limit. Council decides on rent levels each year as part of setting its fees and charges.

3.10 The tenant contribution flats have a charge set at $63 a week. This is set to cover the direct costs of the services provided to the flats such as maintenance and rubbish collection. This is not a ‘rent’ as such. This charge was reviewed in 2017/18 and will be assessed again for 2019/20.

3.11 The tenant contribution flats that are now rented (five of them) need to be set on a consistent policy compared to the 1 bed units. The $6 a week increase in rents for 2019/20 will also apply to these flats, but the market rentals for these units is around $200 week. Council intends to change these units to pensioner housing as each tenancy contribution agreement is terminated. Units operated as pensioner housing will be targeted to couples first if they meet the standard criteria, and are charged at higher rental levels.

3.12 Increased rents will result in a higher operating surplus, although costs of ownership are increasing as well. The operating surplus goes into the Housing Reserve and is used to fund renewals and upgrades. The Reserve also has to fund major rebuilds over the longer term.

4. Financial Assistance – Accommodation Supplement

4.1 Tenants can apply to Work and Income for assistance with their housing costs if they meet the criteria. Up until recently the rental levels charged have been below the lower threshold set by government, meaning that no subsidy has been available. Those tenants with a community services card and assets of less than $8,100 will be able to receive some rental subsidy from government as further rent increases occur above the threshold. The accommodation supplement will pay 70% of the rent to eligible tenants above the threshold.

4.2 Tenants with income higher than set for the community services card may still get some subsidy but there is a sliding scale applied to what the lower threshold is, with allowances for Kiwisaver income. Council should facilitate the applications for the subsidy from 1 July 2019 as rents are planned to be increased by another $6 week.

Restrictions on Assets and Income

4.3 Council housing units are provided for those older residents that have limited financial resources and few options for reasonable housing. As such Council should have criteria that focus on giving priority to those most in need. In keeping with the aim, the housing activity is subsidised public housing and as such should not be available to those that have viable options to purchase their own homes or rent through the private sector.

4.4 Council needs to include an assessment of assets to ensure that the public housing units are tenanted by those who actually need them. The level of assets is a trade-off between a modest level of savings and targeting those with greatest needs. Currently Council asks new tenants to sign a declaration that their assets are less than $60,000 (single, excluding a car, household and personal effects, and prepaid funeral arrangements). Compared to many councils this is generous. Palmerston North City has a limit of $40,000, Hauraki District is $20,000. It is assessed that an asset limit of $40,000 (single, excluding a car, household and personal effects, and prepaid funeral arrangements) is a reasonable level.

4.5 There is currently no specific restriction on income. Council staff do not do any follow up checks on the declaration.

4.6 The government has a community services card that provides subsidised services to those on very low incomes and limited assets. An easy solution for Council to assess those tenants most in need is to prioritise those with a community services card.

4.7 The community services card means that residents have already been assessed as having limited financial income by government agencies. Single residents on superannuation ($24,080 a year) are eligible for a community services card if their income is below $29,299 a year. Financial assets are not considered for the card.

Age and other criteria

4.8 As vacancy rates for some units increased over time (the oldest units) Council widened the age criteria in order to increase occupancy. This was not an adopted Council policy, rather it was a series of operational decisions in an attempt to keep rental income at a level that met operational costs.

4.9 With good levels of demand Council can focus on the criteria that meet the aim of providing the activity. That is for older people aged 65+. In the case of couples, one person at least should be 65+ years of age and the other at least 60 years old.

4.10 The focus should be on Tararua District residents or those that have family living in the district. All else being equal Council will give priority to the applicant who has lived locally the longest.

4.11 There are a series of other restrictions that are currently stated and should continue. These include:

· Applicants must be in reasonable health and can live independently – or have enough support in place to live independently.

· Have a good tenancy history verified by two referees. The referees must have been known to the applicant for at least 12 months and be unrelated to them. The letters of reference must be accompanied by the referees' names, addresses and contact telephone numbers.

· If an individual’s circumstances change during a tenancy, notice to vacate may be given. This is based on the needs of the tenant, the interests and wellbeing of other tenants and to ensure housing for the elderly is available for those most in need.

· Referrals to appropriate social or health services will be made if officers become aware of tenants requiring additional assistance such as with financial, health, social or disability issues.

· Rentals are based on single occupancy – different rentals apply for couples.

· Rentals will be adjusted annually in keeping with inflation, the level of superannuation, and relation to market rents.

· No dogs or other pets that would cause a nuisance to other tenants. Some pets may be allowed at Council’s discretion (not dogs).

· Sub-letting or additional family members are not allowed.

· Additional features such as carports will be charged an additional rent of $6 a week.

· Building maintenance is carried out by Council. Council will inspect the buildings annually but any issues should be reported to the Council housing officer.

· Services such as grounds maintenance, rubbish and support services are built into the rental levels, as such tenants receive a higher level of service than the normal market rentals.

o Tenants are assisted in minor maintenance, e.g. changing light bulbs and assisting with lost keys and being locked out.

o Council staff will visit tenants from time to time to check that all is well.

o Assistance with accommodation supplement applications.

· Tenants are responsible for maintaining flower/vegetable gardens of individual flats.

· Applications by tenants wishing to shift into a vacant unit will only be considered where there is not an existing eligible waiting list, i.e. new tenants will take priority over those that want to move units. Where more than 1 existing tenant applies for a vacant unit, priority will be given to the tenant that currently has longest continuous tenancy with Council.

· Sub-letting or additional family members are not allowed.

· Bond of 2 weeks rent applies.

5. Consultation

5.1 The proposed operational policy is consistent with the 2018 – 28 Long Term Plan. There is no need for further consultation. Rental levels are set by Council each year and the activity is self-funding.

5.2 The proposed policy criteria will not be applied to existing tenants for eligibility. The criteria will apply to the selection of future tenants.

6. Recommendation

6.1 That the report from the Strategy and Policy Adviser dated 21 March 2019 concerning a Housing Operational Policy (as circulated) be received, and

6.2 That Council approve the following Housing Operational Policy.

The following criteria will be applied to the waiting list for Council housing units. If there are no people on the waiting list that meet the criteria, staff will offer units to those that meet the most criteria. The key criteria are age, community services card and years of local residence.

Criteria

1. Aged 65 years or older.

2. In the case of couples, one person shall be at least 65 years of age and the other at least 60 years old.

3. Have limited financial assets.

4. Hold a community services card, and

5. Any assets owned must be under $40,000 (single, excluding a car, household and personal effects, and prepaid funeral arrangements), and under $60,000 for couples. Proof of this is required.

6. Applicants must be in reasonable health and can live independently, or have enough support in place to live independently.

7. Applicants are to be Tararua district residents or have family living in the district. All else being equal Council will give priority to the applicant who has lived locally the longest.

8. Have a good tenancy history verified by two referees. The referees must have been known to the applicant for at least twelve months and be unrelated to them. The letters or emails of reference must be accompanied by the referees names, addresses and contact telephone numbers.

9. Applicants must be in reasonable health and can live independently, or have enough support in place to live independently.

10. No dogs or other pets shall be permitted that would cause a nuisance to other tenants. Some pets may be allowed at Council’s discretion (not dogs).

Additional Guidance and Requirements

· If an individual’s circumstances change during a tenancy, notice to vacate may be given. This is based on the needs of the tenant, the interests and wellbeing of other tenants and to ensure housing for the elderly is available for those most in need.

· Referrals to appropriate social or health services will be made if officers become aware of tenants requiring additional assistance such as with financial, health, social or disability issues.

· Rentals are based on single occupancy, and different rentals apply for couples.

· Rentals will be adjusted annually in keeping with inflation, the level of superannuation, and in relation to market rents.

· Sub-letting or additional family members are not allowed.

· Additional features such as carports will be charged an additional rent of $6 a week.

· Building maintenance is carried out by Council. Council will inspect the buildings annually, but any issues should be reported to the Council housing officer.

· Services such as grounds maintenance, rubbish and support services are built into rental levels, as such tenants receive a higher level of service than normal market rentals.

· Tenants are assisted in minor maintenance, e.g. changing light bulbs and assisting with lost keys and being locked out.

· Council staff will visit tenants from time to time to check that all is well.

· Assistance shall be provided with accommodation supplement applications.

· Tenants are responsible for maintaining flower/vegetable gardens of individual flats.

· Applications by tenants wishing to shift into a vacant unit will only be considered where there is not an existing eligible waiting list, i.e. new tenants will take priority over those that want to move units. Where more than one existing tenant applies for a vacant unit, priority will be given to the tenant that currently has longest continuous tenancy with Council.

· Sub-letting or additional family members are not allowed.

· A bond of two weeks rent applies.

Attachments

Nil.

Report

Date	:	21 March 2019
To	:	Mayor and Councillors Tararua District Council
From	:	Blair King Chief Executive
Subject	:	Staff Report
Item No	:	13.9

Reason for the Report

This report is to update Councillors on key projects and items of interest over the period from 19 February 2019 to 19 March 2019.

Key Points

Proposed Three Waters changes led by Department of Internal Affairs (DIA), Ministry for the Environment (MfE) and Ministry of Health (MoH).

The above three Government Agencies have run a series of workshops on proposed changes on regulation and delivery of three waters. Overall, the workshops appear to have strong support from Iwi and Health Officials for change, and much less so from the Local Government sector who are being asked to actually fund and deliver these new standards and coverage. For example, one of the proposals is that Councils become responsible for ensuring the 800,000 residents across the Country that are not covered by a reticulated scheme, receive safe and secure drinking water. When the Ministry of Health was asked why Councils, why not MoH, their response is they believe the MoH role should be to support a new regulatory agency and it is best for New Zealand if there is no repeat of the Havelock incident. When the DIA is asked how this is evidence based and their cost estimates of $500 million to upgrade all Drinking Water Plants have any substance when we are seeing massive cost escalations, they acknowledge these are just estimates and have not done a formal benefit cost analysis. When MfE are asked if it is to be mandatory for district Councils to provide Drinking Water and the “affordability” clause shall be removed, are they going to ensure that water abstraction becomes a permitted activity or apply a designation so the source is protected, they note this is not something they had included in their proposals. Overall, staff have concerns that these three Government agencies have not prioritised what is the best use of finite ratepayer resources, across competing demands of reducing road trauma, improving social wellbeing and economic development, strengthening earthquake prone buildings, and addressing fresh water risks. Our objectives remains to ensure plants are resilient and have multiple barriers to enable “fail safely”.

Resourcing Provincial Growth Fund (PGF) work

An external firm HenleyHutching recently copied us into a very good summary of the key points that their successful PGF applications have referenced

1. It's jobs

The currency of the fund is jobs and their creation. No matter how worthy a project might be, if it doesn’t create meaningful and sustainable jobs, it’s going to struggle. It’s not only about jobs (think Māori economy, sustainability, GDP, resilience and climate change)…but it’s still jobs.

2. Risk and reward
PGF projects are, by their very nature, expected to involve an element of risk. Don’t be afraid of divulging risk, you just need to demonstrate the benefits are worth it.

3. Can you deliver?
It’s one thing to do a great application, but can you translate theory into practice and aspiration into perspiration? A ‘can-do’ attitude is great, but evidence that you actually ‘can do’ is greater.

4. The Archimedes Principle
It’s also about leverage. Will the PGF contribution spark off other activities beyond the project itself that will amplify the benefits? Archimedes made that point that he could lift the world if his lever was long enough.

5. Mixed contributions
The PGF isn’t limited to not-for-profit projects. There is room for public/private and investment/debt approaches. This illustrates flair. What you need to do is demonstrate how it will work in practice and that the flair doesn’t hide a supernova. You will also need to have a compelling case for Government funding - to show that you are not just looking for a cheap source of capital as an alternative to commercial funding.

6. Partnership
We believe that there are four critical stages of the PGF process – concept, feasibility, business case and application – and at every stage you will need to take a partnership approach with Provincial Development Unit officials. Process and relationships with central government are as important as product.

In light of recent PGF decisions such as the funding of road and bridge upgrades in Kaipara and Gisborne, and similar infrastructure applications in north and south of our District, staff will be engaging an external resource to progress infrastructure applications on council’s behalf.

THE ALLIANCE

Executive Summary

Our stunning summer continued through February and has enabled a significant amount of work to be completed. We are largely on track regarding maintenance and renewals activities and planning is well underway for the 2019/20 financial year programme.

Other projects, such as the Pahiatua Main Street Upgrade and Route 52 Corridor Improvements, are progressing also. For the Pahiatua Main Street Upgrade, designs are being finalised and our team is developing and confirming construction methodology and resource requirements. The business case for Route 52 Corridor Improvements has now been submitted to the NZ Transport Agency and we eagerly await confirmation of funding for this important project. Emergency works repairs are also being completed around the district, reinstating service levels lost by the numerous weather events.

New faces in the team are supporting the large quantity of activities, programmes and projects managed through the Tararua Alliance. We have now established a small projects team whose focus will be on managing complex programmes and projects such as the Pahiatua Main Street Upgrade and Route 52 Corridor Improvements, as well as emergency works, stormwater development, and the low cost low risk (minor improvements) programme.

We continue our involvement with the Road Efficiency Group, having representation on the Customer Outcomes Working Group (previously known as the One Network Roading Category or ONRC). The group has some significant projects to develop and implement within industry over the next couple of years, predominantly being the level of service envelopes for rural roads. Initial service levels are expected to be developed in 2019, enabling gap analysis to be completed for input to the 2021-24 National Land Transport Programme.

We are awaiting confirmation from the NZ Transport Agency regarding the Targeted Enhanced Financial Assistance Rate (TEFAR) being applied to our Low Cost Low Risk programme and the Route 52 Corridor Improvements project. This was applied for in December, however we are aware the agency have made some changes to this activity. We will be working with them to attract this additional investment for Tararua’s roads.

We are also looking at potential opportunities from the Provincial Growth Fund. Just prior to Christmas the advice Council received from regional advisors was that applications for investment in roads and other local government transport infrastructure would be seen unfavourably. Following the announcement in Northland however, where Kaipara District Council received approval of more than $20M to invest in roads, and other recent discussions various groups, we are currently reassessing our strategy on this and will look to apply for investment in Tararua’s roads required to unlock additional productivity from the rural sector – mitigating the implications current and future forestry activities on ratepayers.

We continue to strengthen our ‘Building Futures’ initiative with Ucol and Tararua College, where local high school students are provided a venue, training, and the practical experience to complete their Level 2 Certificate in Infrastructure Works. Some will then be offered full time employment with the Tararua Alliance.

Recently, three of our new staff members attended their graduation of the programme in Masterton, picturedbelow. They were proudly supported by Road Delivery Manager Matt Erard (pictured below) and 3Waters Delivery Manager Eddie Charlton (not pictured).

Discussions continue with Dannevirke High School and there will be an increased focus on making this initiative better known to students, parents, and wider members of the public.

PLANNING

Monthly Work Completed

784 individual faults were repaired in February. The location of the works, type of work and volume are indicated below.

March Programme

During March we have 270 planned repairs to undertake. The majority of the work is focused on pavement repairs on Nikau Road, Tutaekara Road and Weber Road, as well as some temporary repairs on Route 52 between Weber and Wimbledon – which are designed to temporarily make the road safer until the improvements project is carried out.

Pavement Rehabilitation Planning

Designs for all of this financial year’s pavement rehabilitation sites has now been completed. Designs have begun for 2019/20 sites and we plan to have these completed early in the new financial year.

Structures

Detailed structural capacity assessments on key structures is ongoing. A formal capacity assessment was recently completed for bridge D-22 on Makirikiri Road, following the detection of cracking underneath the beams and deck during a routine bridge inspection. The capacity assessment indicated the bridge was not capable for supporting full class 1 heavy vehicles and options put forward included;

· Installing a 10km/hr speed limit. This was deemed not feasible as it would likely be ignored by many motorists.

· Posting the bridge to 90% class 1. This was also deemed not feasible as it would force heavy vehicles to travel through town. It would also likely be ignored by some motorists.

· Increasing the inspection frequency and closer monitor cracking and rate of deterioration. This was deemed to be the most optimal short-term solution.

The bridge is now planned to be strengthened in the new financial year.

Our bridge maintenance programme is progressing with structural repairs, erosion control and river risk mitigation being completed around the district. Below are just some of these repairs showing the before and after photos.

Before and after photos of Bridge N-25 on Ormondville – Te Uri Road. Old barriers were replaced, new sight rails were installed to improve safety, and concrete spalling repairs have been completed to extend the structure’s life

Before and after photos of culvert EC-73 on Mangaoranga Road, where repairs to corrosion in the base of the Armco culvert have been completed

Road Safety

Safety improvements have been carried out at Pahiatua School, following discussions with the school, Police, Pahiatua On Track, and the NZ Transport Agency. Traffic volumes have increased significantly in the area following the closure of the Manawatu Gorge and intervention was required to ensure the safety of those travelling to school. In conjunction with the NZ Transport Agency, electronic signs have been installed, improvements have been made to pavement marking and signage, and the pedestrian crossings and traffic islands have been repainted. Some of this work is shown in the adjacent photos.

Road safety assessments are being completed on Riccarton Road in Pahiatua, and on Pahiatua – Pongaroa Road, as well as a disable parking assessment in Eketahuna.

Emergency Works

Planning and physical works continues on the large programme of emergency works, with a number of complex sites being progressed. Some of the recently completed sites is shown below.

A dropout on Ngaepaeruru Road (left), which has now been repaired with a mechanically stabilised earth wall (right)

A dropout on Lys Road (left), where a retreat and site rail have been utilised to move the road away from the river

A damaged bridge barrier on Coonoor Road (left), damaged by a large tree, now replaced to a modern standard

Data Quality

With the end of financial year and subsequent reporting within sight we have started to put some focused effort on preparing for this year’s extract into the national ONRC Performance Measures Reporting tool. We are using the measured data quality metrics from last year to prioritise our efforts and will see an increased score based on our efforts so far.

The ONRC Performance Measures Reporting Tool has recently released the details behind the data quality comparisons that get made against our peers and looks like the picture below.

Delivery

3Waters

Water

We have completed as much as physically possible of the new 300mm trunk watermain in Wakeman Street, Pahiatua (pictured adjacent). This pipeline now sits ready to be connected and tied into the new watermains which will be installed as part of the Pahiatua Main Street Upgrade project.

Our water renewal team have now moved into Neptune Street, Dannevirke (pictured below). This job consists of the replacement of 370 metres of old 100mm cast iron pipe, associated house laterals and three fire hydrants. The cast iron pipe we are replacing has been responsible for historical water quality complaints received from the Neptune Street residents.

Water maintenance and private work during February has included three full water lateral replacements of existing customers’ feeds, plus the install of three new connections to service dwellings currently under construction.

Stormwater

The open stormwater drains in urban areas across the district have all been sprayed recently. This spraying controls the growth of vegetation in the drains which will end up causing capacity issues and potential flooding. This is programmed again for May.

Wastewater

CCTV and sewer cleaning of approximately 400 metres of 150mm sewer main in High Street, Dannevirke, is being carried out on the 12^th and 13^th of March. This section of pipe is between Gordon Street and the BP service station, and will be relined later this financial year. Before relining is completed, CCTV and cleaning work must be completed to confirm lateral positons, what laterals are live and what ones are redundant.

Unfortunately, due to location of the existing sewer, the road must be under a full closure to ensure the safety of both workers and members of the public during any phase of works. Because of this, we have programmed the work to be completed at night (between 6.30pm – 6.00am) to minimise disruption to businesses and motorists.

Our in-house CCTV operator is currently concentrating his efforts in Woodville, while the water table remains low.

Eketahuna Wastewater Manhole Replacements

Three final manholes are being replaced and, once completed, will bring an end to this project.

Roads

Cyclic Maintenance

Our maintenance activities have been reasonably consistent through February, allowing teams to complete programmed work. Our cyclic units, or Patrolman, have completed 352 pothole repairs, installed 176 edge marker posts and removed over 300 self-sown trees, along with various other activities on their patrols.

Drainage

Drainage maintenance and renewal work remains a priority, with a large amount of work being completed on various roads across the network. The teams have installed five new 375mm culvert crossings on Coonoor Road and a 900mm culvert on Troup Road in Woodville.

Along with the culvert renewals, we have also completed 28km of high shoulder removal and 17km of stormwater channel cleaning.

Vegetation

Our vegetation control programmes for this financial year are nearing completion. Programmed work to be completed includes a full round of roadside spraying on sealed roads and approximately 80 kilometres of heavy vegetation trimming.

Footpaths

We have a large footpath maintenance programme to complete for the remainder of the year and our urban teams are right on track to have this competed. The team are currently carrying out repairs on asphaltic concrete footpaths around Pahiatua. In conjunction with the footpath maintenance, we are also renewing kerb and channel where required, creating efficiencies and improving the surface drainage on our roads.

Pavement Rehabilitation

A huge amount of pavement rehabilitation work has been completed over recent months, supported by the weather. The two sites on Route 52 (109 section) are nearing completion with all of the earthworks and drainage having been completed. This leaves only the pavement work to do, which is expected to be completed in early March. The Coast Road site, known as “gun club corner”, is underway with the earthworks nearing completion. Due to the steep gradient of the road and the amount of heavy vehicles that use this route, the design process for this site has been relatively complicated. However, with construction now underway, we are realigning the gradient of the road along with ensuring increased drainage. The result will be it will not be as steep as it previously was, resulting in less stress and saturation to our pavement. Once these sites are completed the team will shift their focus to the last two sites on River Road and Mangahei Road, which are currently expected to be completed in May.

Pavement Resurfacing

Our internal sealing team are busy completing the resealing programme and are doing so very effectively - which is very rewarding. Of our 305,000m2 programme, 153,000m2 was completed in January, 70,000m2 was completed in February which leaves 80,000m2 which will be completed by the end of March. The sites left to complete are predominantly in the southern half of the network. Once the reseals are compete our team will shift their focus to completing the carpark sealing programme.

Performance

Regulatory

Building Consent Authority (BCA)

An article was run in the Bush Telegraph to advise what types of insulation and heating can be installed without a building consent. It also advised the types of upgrades that require a building consent, and the associated costs and timeframe involved.

The BCA Quality Manager is holding a workshop with the building team next month to review all of their existing procedures. The workshop is required to transition to a new QMS structure, to improve building staff accessibility and engagement.

The following table compares year-to-date trends for workload, performance and investment in relation to building consents:

Building Consents	2018/19 YTD	2017/18 YTD	2016/17 YTD
Workload
Number of Applications Received	219	207	218
Performance
Number of Applications Processed	241	198	209
% Processed within Statutory Timeframes	75.9%	97.5%	100%
Number of inspections Performed	891	995	884
Investment
Total Value of Applications Processed	$12,425,824.00	$11,731,876.00	$11,342,944.00

Animal Control

No dog safety articles were publicised during February.

The following table compares year-to-date trends for dog attack customer requests:

Dog Attacks by Community	2018/19 YTD	2017/18 YTD	2016/17 YTD
Ind/Com Nth Ward	0	0	0
Ind/Com Sth Ward	0	1	0
Non Rateable	0	0	1
Rural North Ward	4	1	3
Rural South Ward	3	1	2
Road or No Property Address	9	5	2
Urban North Ward	14	11	14
Urban South Ward	8	9	4
TOTAL	38	28	25

Following the annual dog registration period, 6555 dogs have been registered with 254 not registered as of March. This is a slight reduction from 259 reported at last month’s council meeting.

It is anticipated that many of the 259 unregistered dogs are either deceased or have departed the district. Owners of those unregistered dogs will be contacted by telephone, once the vacant position of Animal Control Administrator has been filled.

The Animal Control Officer Cadet has now received basic training in the role and will begin performing practical duties under appropriate supervision. Further learning will be required over the next 6-8 months to achieve minimum competencies in health and safety, animal care and welfare, safe animal handling, applied law, compliance investigations, and managing difficult customers and situations.

Environmental Health and Licensing

An article was run in the Bush Telegraph to make the public aware of illicit dumping, the environmental impacts, penalties, and where to dispose of unwanted items.

Another article was run in the Bush Telegraph to remind those running food businesses of the need to register and follow either a food control plan or national programme.

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

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

No reports of Foodbourne illness or food safety complaints were reported in February.

The following tables compare year-to-date trends for illicit dumping customer requests:

Illicit Dumping by Community	2018/19 YTD	2017/18 YTD	2016/17 YTD
Ind/Com Nth Ward	4	1	2
Ind/Com Sth Ward	2	5	0
Non Rateable	2	8	4
Rural North Ward	2	8	3
Rural South Ward	4	8	10
No Property Address Given	64	88	88
Urban North Ward	3	5	3
Urban South Ward	6	11	5
TOTAL	87	134	115

Data regarding the number of penalties applied to people identified as offenders for illicit dumping is being sought and collated and will be included in future staff reports.

District Planning

Paul Rogers (Chair), Rob van Voorthuysen, Maria Pomare and Judith Makinson have been appointed to the commissioner panel to hear the notice of requirement for the Te Ahu a Turanga: Manawatū Tararua Highway. The hearing is scheduled to begin in Palmerston North on 25 March.

John Harold (Planning Officer) and Councillor Shirley Hull have been registered to attend the New Zealand Planning Institute Annual Conference in Napier from 2-5 April. The conference topics are natural resources, settlements, practice and theory, climate change, and the future of planning.

The following table compares year-to-date trends for resource consenting workload, performance, and outcomes:

Resource Consents	2018/19 YTD	2017/18 YTD	2016/17 YTD
Workload
Number of Applications Received	49	34	34
Performance
Total Number Applications Processed	47	31	29
% Processed within Statutory Timeframes	97.9%	96.8%	96.6%
Outcome
Number of Applications Approved	47	31	29
Number of Applications Declined	0	0	0
% of Applications Approved	100%	100%	100%

Plant and Property

Executive Summary

Work is continuing with Horizons, PDP (Pattle Delemore Partners) and Council staff on the Source protection management for Council’s water supplies. An output from the project includes preparation of a report considering source protection management for drinking water supplies serving more than 500 people in the Horizons region including both surface water and ground water supplies. The source protection management reports will include a description of each catchment and a definition of the source protection zones around each source. It covers catchment characteristics, activities and potential contaminant sources and management recommendations for each water source in the district. This report is not intended as a replacement for a catchment risk assessment required by DWSNZ (Drinking water standards for NZ)

Dave attended the Hawke’s Bay regional drinking water meeting with discussions on drinking water assessors ISO quality system requirements, Water Safety Plan framework, NZDWS updates.

Staff attended the Three Waters Regulation Workshop in Palmerston North. Emphasis is around proposed new Water Safety regulations, additional responsibilities onto Council, and even greater reporting to a new Regulatory Body. Wastewater & storm water reforms also following close behind. Some comments were that it seems to being rushed and the costs to ratepayers will be extreme, especially their proposal that the 800,000 people that are not single households in a farm type setting shall now be the responsibility of councils to ensure they have safe and secure drinking water.

Eketahuna wastewater decision granting consent for seven years has been given by the Panel. Planning for a new treatment plant and wetland can now proceed.

Pahiatua Wastewater Consent mediation with the representatives of Rangitane has resulted in the wetland proposal being deferred to carry out further options.

Woodville Wastewater consent has been notified with a few challenging comments on social media.

Overview of Capex Projects

Pahiatua Water Supply

Tasman tanks have completed their final inspection of the new reservoir, once we have their Producer’s Statement that it was built in accordance with the Building Consent documents, we will apply for the Code Compliance Certificate. Open day for public viewing 21 March.

Woodville Impounded Supply

Fencing around the property boundary is almost completed. Also looking at installing a safety fence around the perimeter edge of the impounded supply concrete ring beam. Open day for public viewing 21 March.

Akitio Water

To enable the new plant to work more effectively a 7500 litre tank has been installed between the plant and the water source. Also two 5000 litre backwash tanks have been installed for plant operation.

Pongaroa Water Scheme Upgrade

A leaking pressure reducing valve effecting the plant performance has been repaired. Hand over to the treatment plant staff has been completed. .

District Generators for Water and Wastewater

Woodville & Pongaroa water treatment plants have had permanent generators installed at site. The recently purchased 44kva transportable generator has the ability to run one train at the Dannevirke WWTP membrane plant, and is capable of running any other water or wastewater plant when & if needed.

Operational

Water

With the continuous fine weather and low river levels, District wide water restrictions are still essential to meet resource consent conditions.

Dannevirke impounded supply pumps have been struggling to deliver water to the plant at the flow rate required. Our Contractors DDS have carried out a service on the pumps, however, the location of the pumps relative to the intake means they will have reduced life whenever the impounded supply drops under 9m at full pumping load (spillway level is 13.5m). Staff are looking at the option of adding a new specialist pump inline on the intake, to overcome losses from valves and distance, as the best long term solution.

Wastewater

Pahiatua Staff are working through some external recommendations on treatment plant optimisation. These include target reduction of TSS (Total Suspended solids) rationalization the flocculation process, sludge & dewatering from clarifier, trialling the pilot Arkal filter to determine the efficiency of algal reduction, and the polymer make up system etc.

Woodville staff are working through transition from T-floc to PhosSolve and polymer make up got the flocculation process. The Woodville plant has been broken into and a compressor stolen. We are looking into security fencing around the perimeter of the treatment plant.

Dannevirke Oxidation pond actuator bypass valve needing replacement and planning for membrane cleaning underway.

District DO probes (Dissolved Oxygen) are being programmed to be installed in the appropriate positions around the oxidation ponds. These will be linked to the Scada telemetry system.

Compliance

· Pahiatua Risk Assessment has been completed and accepted by the Ministry of Health Drinking Water Assessor (DWA) along with Akitio, Dannevirke & Norsewood from last month.

· Woodville and Eketahuna are both close to being Protozoa Compliance this month on the Online Monitoring Reporting.

· 4 Process operation incident reports have been investigated. These incidents have been given corrective actions from the Toolbox meetings.

· Total coliform and E.coli sampling have all been < 1 count for all plants and reticulation zones.

· Keeping up communications with Horizons on our river flow levels verses our Intake consent allowance. Horizons have been very co-operative with our requests to maintain reservoir levels. We are slowly moving out of the danger zone with recent rain.

· Cyanobacteria sampling is being undertaken at Pahiatua river intake gallery as a pro-active measure given the red alert imposed by Horizons. The last 4 weeks sampling have had a total biomass of the Pseudanbaena blue green species of < 0.001 mm3L.

· Debbie our sampling officer is now trained and operating the Compliance run, with sampling schedules, taking the samples, checking results are accurate in Drinking Water Online, and updating any transgression information.

· 3 Waters review was attended, with proposals of a Water Regulator role with stronger enforcement on Water Safety Plans and Source Protection plans.

· Wastewater sampling data capture is being developed for easy graphing and trend monitoring.

· Drinking Water Assessment Unit (MoH) will be onsite at Eketahuna later in month to carry out an implementation review

Hawkes Bay Regional Drinking Water meeting

Hawkes Bay DHB made a submission to the Health Select Committee reviewing changes to the Health Act not to drop the IANZ and ISO Quality System requirements for Drinking Water Assessors. The Health Select Committee have challenged the Ministry of Health’s decision to remove a quality system, and have asked the Ministry to advise how they'll manage quality systems in the absence of IANZ accreditation.

· Hawke’s Bay councils have been provided with an Implementation and Authorisation Audit plan for 2019.

· Updated WSP planning framework has been produced by the Ministry of Health. Councils will need to consider this document in the review/development of future water safety plans.

Water Safety Plan (WSP) Framework

· Focus on source water knowledge and catchment protection is key.

· Integration of elected official (i.e. Councillors and Mayors) into water safety planning and oversight is critical.

· DWA’s advice on auditing old framework WSPs vs new framework WSP is that there will be a 6 month transition period of moving to requiring WSPs in the new framework.

· The Ministry of Health is producing a WSP Framework handbook for the writing of WSPs.

Updates to the NZ Drinking Water Standards

· A few slight changes have been made to the standards in 2018.

· Key focus of future legislation is adherence to operational requirements and managing source protection zones.

· Key legislative roll out planned for 2021.

· 3 Waters review expected by government in mid-2019.

General update from other Councils

Napier City Council

· Dirty water is still a challenge in the reticulation

· Pipe pigging program will restart in the winter due to water shortages

· Continuing to implement chlorine in to the water supply

· Water supply to move to two key bore fields in the future

· Undertaking source protection zone studies

Gisborne District Council

· 3 WSP's recently approved.

· Installing UV unit at one water treatment plant.

· Regional Council plan changes around water takes and forcing Council to relook at how they manage their water abstraction from the Waipoua River.

Hastings District Council

· 5 approved water safety plans requiring DWA audit as to their implementation planned for 2019

· Large capital works program underway. Location of bore fields and centralised treatment plants being considered

· Backflow program underway to assess risk profiles for backflow and how best to manage this into the future

· Source Protection Zones (SPZs) work ongoing with HBRCs numerical model being used. This may lead to the formation of policy around water land use activities can occur in SPZs

· Hastings city supply to be broken into 4 separate zones but with interconnections. Each zone will be able to be operated independently.

· Finding certified training providers in drinking water unit standards for HDC staff is proving difficult. OPUS have been approached about a training program going forward for water operators and other water treatment staff.

· Preventative maintenance is a key focus for HDC.

· Systems integration is being reviewed and is covering off reporting, compliance, systems management and online monitoring. Long term the HDC plans to have a web-based reporting tool which will be available to the public to review and interact with.

· Focusing on event based management.

Central Hawke’s Bay District Council

· Veolia are the new contracted operators for CHBDC

· Undertaking SCADA process review of treatment plants in order to optimise it

· Upgrading a number of treatment plants and equipment

MidCentral DHB

· Key challenges with managing workloads

Solid Waste

Capping is underway at the Eketahuna landfill site. Work will be completed by end of this month. This work is part of the resource consent conditions for closing the landfill site by the end of June.

Economic Development, Communications
and District Marketing

Economic Development

Accelerate 25

Mark and Claire Chapman, General Manager of Tararua REAP, have been invited to join the Skills and Talent Sub-Committee for Accelerate 25. They attended their first meeting during the month.

Central Hawke’s Bay District Council

Mark and Angela met with the new Economic Development Lead for Central Hawke’s Bay District Council. Discussions centred on exploring future opportunities to collaborate on projects for mutual benefits. We also shared the draft content of the Tararua District Economic Development Plan.

Rangitikei District Council

Mark and Angela hosted the newly appointed Economic Development Strategic Advisor from Rangitikei District Council during the month. This was an introductory meeting and an opportunity to share our draft Economic Development Plan.

Young Enterprise Scheme

Angela went to Palmerston North to assist with the first mentoring session for the students participating in the Young Enterprise Scheme. Mentors spent 10 minutes each with 4 teams to hear their idea and give hints and tips on marketing, management and team work.

Provincial Growth Fund

The tourism and cycle/walkway strategy is now underway with Project Manager, Colin Yonge, and consultants John Hutchings (HenleyHutchings) and Dave Bamford. Phase 1 is about gathering all the local and national data and information possible to produce a situational analysis on visitors to the Tararua District and existing walk/cycle ways.

For the Alternative Land Use Options Project, AgFirst consultants have reviewed current soil and climate data and compared it to that which was available at the time of the GO! Project. They have found differences due to climate change and are now doing an environmental, sustainability, and financial analysis of the land uses.

Business

Business Support

We’ve seen no new clients in the month of February, however work continues with existing clients, connecting them with appropriate business advisors for the type and stage of their business.

Communication

Pongaroa Water Treatment Plant

Commissioning of the Pongaroa Water Treatment Plant is now complete. Council will be hosting a public open day and plant walk-through on Monday 25 March.

The open day will provide an opportunity for members of public to:

1. see what the new system looks like;

2. learn how the new system works;

3. learn why it has been necessary to make these changes; and

4. understand the impacts the new system will have on individual households.

From 4pm to 6pm in the Pongaroa Community Centre, we will be demonstrating the treatment process, answering questions and explaining what comes next for the overall project. Following this, there will be a plant walk-through for anyone interested.

Any information made available at the open day will also be sent via mail following the event for any Pongaroa residents / ratepayers that are unable to attend.

Tararua District Water Restrictions

The Tararua District water status (as at Monday, 18 March):

Public are being notified via: Tararua District Council’s website and Facebook page, a weekly notification in the Bush Telegraph, posters in shop windows, local radio stations, large signage in towns. Additionally, direct notification (via phone or face-to-face drop in) to rest homes, council flats, medical centres and schools.

2019/20 Annual Plan Engagement

Tararua District Council will not be consulting on the Annual Plan 2019/20 as there are no significant changes from the Long Term Plan 2018-2028. However, Council would like to inform and engage with the public via an Engagement Document.

The Communications Team have prepared an Engagement Plan to support the Engagement Document and enable a transparent public engagement process. The key messages for the engagement are:

· We are producing the Annual Plan for the 2019/20 financial year. This Annual Plan is also known as Year 2 of the Long Term Plan 2018-2028.

· We want to engage with the public about this and a few other things, so we have developed an Engagement Document that sums up our plans for the year ahead and covers off a few more things that we’d like to hear your thoughts on.

· Public engagement opens on 8 April and closes on 10 May.

· Information about current engagements and consultations can be found at all Council Service Centres and Libraries, as well as on the Council website, go to: www.tararuadc.govt.nz/consultation

Easter Sunday Shop Trading Pre-consultation

The Communications Team have prepared an Engagement Plan to enable transparent pre-consultation to determine the community position on this manner. The key messages for the engagement are:

· Local councils can now create local policies to allow shop trading either across their entire district or in limited areas on Easter Sunday. No other days are affected.

· Tararua District Council needs to conduct a pre-consultation process to establish whether the community wants to see a change to the current situation (no trading allowed) and is seeking opinions through a public survey.

· If the survey results show that the community want to see a change, Council will then develop a policy for formal consultation with the community.

· The pre-consultation opens on 8 April and closes on 10 May.

· The pre-consultation survey and supporting information is available in all Council Service Centres and Libraries, as well as on the Council website: www.tararudc.govt.nz/consultation

Class 4 Gambling and Racing Board Venue Policy Consultation

The Communications Team have prepared an Engagement Plan to enable transparent consultation with the public for the review of the Policy. The key messages for the engagement are:

· Council is seeking public feedback on the review of the Class 4 Gambling and Racing Board Venue Policy for the Tararua District.

· The Gambling Act 2003 requires Council to have a policy on Class 4 venues for its district, and the Racing Act 2003 also requires the Council to have a policy on Board venues.

· Public consultation opens on 8 April and closes on 10 May.

· Information about the policy and the public consultation is available in all Council Service Centres and Libraries, as well as on the Council website: www.tararudc.govt.nz/consultation

LGNZ National Campaign: Vote 2019

Tararua District Council has registered its participation in Local Government New Zealand’s (LGNZ’s) Vote 2019 campaign.

From now to October, the Vote 2019 campaign will raise awareness and encourage engagement with local government and what it means to our everyday lives. It will encourage people to stand for office, and will focus on encouraging all eligible New Zealanders to vote.

LGNZ and SOLGM will be promoting Vote 2019 nationally and will provide councils with draft Vote 2019 material to use locally. Campaign design and messages are a continuation of the Vote 2016 campaign and have been thoroughly researched with voters and non-voters.

A nationally supported and coordinated campaign will achieve reach and reception, particularly with those who consider voting but don’t. Nearly one third of eligible voters are in this group. Research shows that if these people, many under 35 years of age, know candidates better and are more informed about local elections, they will vote. Many others considered voting but got too busy or just simply forgot. These are trends we can change.

Pahiatua Town Centre Upgrade

A project update was published on the Council website on Monday 11 March. The next Project Team meeting is scheduled for Friday 22 March.

Communication and public awareness, as well as stakeholder liaison and interaction, will be the key focus for the Project Team over the coming weeks and months, with updates made available as work progresses.

Horizons’ Swim Spot Campaign

Horizons have embarked on their third ‘swim spot’ campaign for the summer season. This year, Horizons are organising “Get Involved” activities in each of the region’s districts.

From 10am – 12noon on Saturday 30 March, Tararua District Council will be on-site with Horizons Regional Council collecting rubbish and inviting the community to get involved and do their bit for improving the river environment. MoreFM will also be joining us with a BBQ, ice blocks and spot prizes for those that take part.

District Marketing

Events

Whanau Ora Day

Please see Civil Defence Report for this event.

Dannevirke A&P Show

As part of this year’s A&P Show, the events team worked with NZ Police to organise a ride in the police car for the children’s prize, which was very much enjoyed.

Tararua i-SITE Visitor Information Centre

TARARUA I-SITE REPORT –February 2019

Welcome Packs

A total of 22 welcome packs were sent during February 2019, 6 of these were sent outside of the district.

Pahiatua Railcar Preservation Society – Railcar Tickets

Tickets selling well for the Woodville trip on 6 April. We are also agents for Feilding Steam Rail trips.

Tourism Businesses Networking Evening

The tourism networking evening was held at Pukaha Mount Bruce. It was a great opportunity to meet the new staff, take a walk in the bush and to check out the new area in the forest that will be launched soon. The next evening will be hosted in May by NZ Natural Clothing in Norsewood.

Creative Communities

The next funding round has been advertised for projects that will occur in the next 12 months in the Tararua District.

i-SITE/ Information Centre visitor enquiries. February 2019

February has seen increased visitor enquiries to Woodville, Eketahuna and Norsewood now have a bigger pool of volunteers to staff their Information Centre.

Have seen an increase in visitors in Motorhomes and caravans visiting.

Library

Executive Summary

· Eketahuna Our Town were able to source an ATM supplier for the town. NEXT have agreed to provide a hole in the wall solution. As previously agreed, the Council has provided space in the room next to the Library / Service Centre for this service. The ATM was installed on the 21^st February.

· Westpac, who had offered a partial solution around access to Online Banking via a permanent device at the site have also had an initial meeting with the Library team at Eketahuna. Westpac are now working on the technical aspects of this device.

· Although they have not yet been able to provide a date, Westpac are committed to a partnership with Council to provide these services. Eketahuna will be the pilot site – with the idea that this will roll out to the other towns at a later date.

· Westpac are also keen to work with the schools and library to provide Banking for Children, and other programmes. Once the initial device is installed at Eketahuna, we will continue this conversation with them.

· The library team is still short-staffed, although the vacancy at Pahiatua has now been filled and by the end of March this person will be onsite at Pahiatua. After this time, the Dannevirke team, who have picked up the majority of cover at Pahiatua Library over the last five months, will be able to concentrate on their own roles. At present there are a number of items of work that have had to be parked during this period.

Planning

Reading Programmes

A working group has been set up with representation from each library site. Senior Librarian, Nikki Price will be leading this project. The group will take this opportunity to assess the districts needs and wants in regards to library programmes for children. They will investigate other library-led programmes around the country.

From their investigations they will come back to the wider team with recommendations.

Our current Term 1 Digital Literacy programme and Term Three Maths is Fun programmes will continue as they have been successfully supported by our communities.

The Tararua Library has signed up to be involved in the HELL pizza reading challenge for 2019. This programme has been popular with our children, even without a franchise in the district.

APNK (Aotearoa People’s Network Kaharoa) Refresh – Team Training

Eketahuna, Pahiatua and Woodville teams have all completed the initial training. Over the next month, the Dannevirke team members will also complete the training.

A new facet of cloud-based chromebook training will be developed to roll out across the team in April.

Delivery

ePukapuka – eBook consortia

Tararua District Library has joined the ePukapuka consortia (ebooks and eAudio). Promotions for the wider community was launched early March. This will include visits to schools in the District to promote this product. Since mid-January, there have been 248 loans from this product, prior to it being widely promoted. Our previous eBook product was averaging 244 items loaned per month and it is expected that ePukapuka will surpass this use very quickly now it has been launched.

Little Ears and YOLO Book Club 2019

These programmes are being well supported at all sites with the exception of Eketahuna. The Eketahuna team are considering how best to promote these programmes to their community.

Refresher training – Dealing with Difficult People and Situations

The entire Library team attended this training session on the 21^st. Held as two half day sessions, the feedback given to the trainer showed that all staff found the programme useful with 53% finding it very useful or excellent. There will be follow up and practice to ensure the learnings become embedded into the team culture.

Stocktake

The stocktake of the collections was completed on the 20^th February. The Southern sites were completed by our roving Customer Services Librarian, Fiona Cammock, with assistance from staff members at Pahiatua and Woodville. Dannevirke collections were completed by the team members at the Dannevirke site. Initial results were 1462 missing. These items will be individually searched for. The final figure is expected to be much lower, as there are often titles missed in the initial scanning.

Pahiatua - Vacancy

Interviews were held during February, and the successful applicant was Pascale Craig from Pahiatua. Pascale starts work with us on the 11^th March.

Her initial training will be covered at the Dannevirke Library, and it is expected that she will be onsite at Pahiatua for her normal rostered hours permanently by late March / early April.

Term 1 Holiday Programme – Digital Literacy

Planning is underway for a programme featuring QR codes and Google Maps.

Customer Satisfaction Survey

The Annual Library survey was started in February. It closed on the 8^th March and there were 416 returns. Although this is up on last year’s returns (246), the library team will be looking at options of how to garner a better response rate in future years. Corinna Carew, Eketahuna Library will be leading this piece of work.

Emergency Management

Training and Exercises

· Two staff attended a two day ITF Logistics course in Wellington.

· Stephen and Sam (Welfare Manager) attended a welfare training exercise at Ohakea Air Base at the invitation of Manawatu District Council.

· Twelve staff have taken part in EOC Intelligence and Planning scenario based training over the last month.

Meetings

· Stephen attended the Regional Emergency Management Officers meeting in Marton.

Community Engagement

· Stephen and Mercedes (Marketing) represented Council at Dannevirke’s Whānau Ora Day with civil defence messages for tamariki and whānau delivered through a fun obstacle course challenge. The day was well attended and ours was a popular site with good engagement. We also got to present our prize of a Police car ride for our A&P Show winner.

· Stephen presented at the Woodville Safety Seminar at the invite of Woodville Police. There were two public sessions with Civil Defence, Police, Community Patrol, Netsafe, and The Trust Pahiatua. The seminars were not well attended but there were good learnings and connections made.

· The final Dannevirke Community Connect barbeques were held this month with a total of 45 people registering their interest in leading the formation of a Neighbourhood Support Group for their neighbourhood. Dannevirke Lions are following this up and a meeting between the Community Connect organisers (Lions, Police, Council, Maori Wardens, Community Patrol), interested people, and a Neighbourhood Community Advisor has been arranged.

· At the invitation of Robyn Yearbury from Norsewood civil defence/community patrol the Community Connect team held a well-attended community barbeque in Norsewood.

· Meetings regarding civil defence arrangements have been held with representatives from community groups including Tararua REAP, Norsewood and Districts’ School, Rangitāne o Tamaki nui a Rua Incorporated, Ruahine School, South School, St John’s Pahiatua, and Dannevirke Salvation Army.

· After five years’ service, Martyn and Adrienne Preece are standing down from their leadership positions with the Pahiatua Community Civil Defence Response Group.

Planning and Projects

· Continue to participate in the East Coast LAB Hikurangi Response Plan project, planning for the response to a large earthquake in the Hikurangi subduction zone. A stakeholder workshop for the Manawatu Wanganui Region will be held on 22 March in Palmerston North.

· Discussions held with potential partners for the Digital Radio Project.

· The Tararua Tsunami Action Plan is under review with stakeholder consultation underway this quarter and scenario based training is being used to test the revised plan.

Programmes and Projects Office

Project updates

With the departure of Ellie Taylor-Rodgers who has returned to Australia, recruitment is planned to replace the Project Coordinator position, and to fill the Project Manager position. We will be contracting part-time resources to help progress delivery of the Project Execution Plans for three major programmes (Route 52 upgrade, Pahiatua Main Street, and Pahiatua Water Treatment Plant), along with coordinating completion works across multiple sites for small projects.

Highlights over the last month include documenting potential optimisation projects for wastewater plant operations, operational pump refinements for both the Dannevirke and Woodville water treatment plants, and refining the design of the proposed Pahiatua Water Treatment Plant.

Pahiatua Water Treatment Plant

Work has continued on the refinement of the design and project approach for the Pahiatua Water Treatment Plant (PWTP). This project has now undertaken a comprehensive preliminary planning process in partnership with Filtec. The work done during this planning phase will speed detailed design and build, and reduce the likelihood of scope change, budget creep or unforeseen issues throughout the project.

Further peer reviews have also been undertaken by Beca to inform this final investigation phase, with a number of technical queries being worked through and resolved together by Filtec. Beca will continue to provide peer review support through the detailed design phase and ad hoc where required, to ensure that the design and delivery of the plant is robust and in line with best practice, ensuring quality outcomes.

The Council will be considering a proposal for the detailed design and build phase of the project at the March meeting.

Health and Safety

Health and Safety Committee

Further work has been done on implementing a wellness strategy by centralising the wellness items we already have in place, such as EAP, employee discounts at various stores through our N3 membership and offers through Southern Cross health insurance.

A wellness wheel has been created and will be uploaded to the Council Intranet, LOKI. Once the bones of the wellness wheel are in place we will then begin to encourage staff to help us to grow and develop this, as well as providing spot updates or events and competitions around topical interest areas.

Asbestos Management

FibreSafe NZ Ltd are undertaking surveys on the remaining Council owned sites over the next month. This information is being compiled into an online register and will be linked through to an overarching asbestos management plan.

Asbestos awareness training will be arranged and held for key staff and contractors. This will outline our management process also.

Asbestos removal and clean-up of Pahiatua Town Hall is beginning on 11 March and is anticipated to take roughly two weeks for which the Town Hall will be closed.

Hazardous Substances

Hazardous substances audits for the water treatment plants have been scheduled to be undertaken over the next two weeks.

5. Recommendation

5.1 That the report from the Chief Executive dated 20 March 2019 concerning an update on key projects and items of interest to the Council (as circulated) be received.

Attachments

Nil.

[1] Number of people receiving Superannuation benefits in Tararua increased by 5.2% in the year to September 2018 (174 people).

*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*
*Pahiatua Water Treatment Plant*	*To protect the commercial position of a third party*	*Section (1)(a)(i)*
*Former Woodville Library Service Centre Building at 24 Vogel Street, Woodville*	*To protect commercial and industrial negotiations*	*Section (1)(a)(i)*
*Chief Executive's Performance Review 2017/2018*	*To protect the privacy of natural persons*	*Section (1)(a)(i)*