Agenda of Council meeting - 30 September 2020

Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 26 August 2020 commencing at 1.00pm.

1. Present

Her Worship the Mayor - Mrs T H Collis, Crs E L Peeti-Webber (Deputy Mayor) (until item 14), A K Franklin, S A Hull, C J Isaacson, P A Johns, K A Sutherland, R A Treder and S M Wards.

In Attendance

Mr B King - Chief Executive

Mr R Taylor - Governance Manager

Mr R Suppiah - Chief Financial Officer

Mr C McKay - Finance Manager

Mrs S Walshe - Senior Financial Accountant

Mr M Maxwell - Economic Development and Communications Manager

Mr D Watson - Group Manager Plant and Property

Mr P Wimsett - Manager Strategy and District Development

Ms T Love - Projects Manager

Mr C Lunn - Manager Regulatory Services

Ms B Fowler - Financial Accountant

Ms M Baker - Procurement Coordinator

Mr B Cassidy - Sport Manawatu Active Communities Manager (for item 11.1)

Ms D Parkes - Sport Manawatu Tararua Recreation Advisor (for item 11.1)

Mr D Elliot - Bush Multisport Chairman (for item 11.1)

2. Council Prayer

2.1	The Mayor opened the meeting with the Council Prayer.

3. Apologies

3.1

Nil

4. Public Forum

4.1

Nil

5. Notification of Items Not on the Agenda

5.1

Nil

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

6.1

Nil

7. Personal Matters

7.1

Nil

8. Confirmation of Minutes

8.1	*That the minutes of the Council meeting held on 24 June 2020 (as circulated) be confirmed as a true and accurate record of the meeting.* *Crs Isaacson/Peeti-Webber Carried*

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

9.1	Water Impounded Supplies (Item 9.1)
9.1.1	It will be ascertained from the District Resilience Manager if Horizons Regional Council is providing any information regarding long-range weather forecast predictions and possible impacts on replenishing water tables or having low river flows earlier than normal.

10. Community Boards and Community Committees Reports

10.1	Dannevirke Community Board
10.1.1	*That the reports of the Dannevirke Community Board meetings held on 6 July 2020 and 3 August 2020 (as circulated) be received.* Crs Hull/Treder Carried
10.1.2	Te Ahu a Turanga Manawatu Tararua Highway
10.1.2.1	It is noted the completion date for constructing the Te Ahu a Turanga Manawatu Tararua Highway is 2024.

10.2	Eketahuna Community Board
10.2.1	*That the reports of the Eketahuna Community Board meetings held on 13 July 2020 and 10 August 2020 (as circulated) be received.* Crs Hull/Treder Carried
10.2.2	Pukaha National Wildlife Centre
10.2.2.1	The Board is congratulated on holding its July meeting at Pukaha National Wildlife Centre and being informed about their plans for the development of this outstanding facility.

10.3

Pahiatua On Track

10.3.1

That the reports of the Pahiatua On Track meetings held on 1 July 2020 and 5 August 2020 (as circulated) be received.

Crs Hull/Treder Carried

10.4	Woodville Districts' Vision
10.4.1	*That the reports of the Woodville Districts’ Vision meetings held on 7 July 2020 and 4 August 2020 (as circulated) be received.* Crs Hull/Treder Carried
10.4.2	Fountaine Square Trees
10.4.2.1	It will be ascertained how often trees in Fountaine Square are checked regarding safety, with these details to be conveyed to Cr Johns in response to a question raised at the Woodville Districts’ Vision meeting.
10.4.3	Area Next to Woodville Railway Crossing
10.4.3.1	Volunteers cannot tidy up and maintain the area next to Woodville railway crossing because of KiwiRail safety rules relating to it being near to the rail corridor.

11. Reports

11.1	Sport Manawatu and Bush Multisport Trust Annual Reports 2019/2020
11.1.1	The Mayor welcomed Brad Cassidy (Active Communities Manager) and Deanne Parkes (Tararua Recreation Advisor) from Sport Manawatu, and Duncan Elliot (Bush Multisport Chairman) to the meeting.
11.1.2	An apology is noted from Trevor Shailer (Sport Manawatu Chief Executive Officer) for absence from the meeting.
11.1.3	The Active Communities Manager and Tararua Recreation Advisor gave a presentation regarding activities and events held within the district through Sport Manawatu, including reference to the following matters: · Sport Manawatu contracted outcomes · Tararua district exceeds the national average for physical activity · People have the skills to safely and confidently cycle and walk on the active transport network and system · Everyone is encouraged to be active by playing and being active in sport and recreation facilities across the district · Sports and community sport events create social opportunities and economic benefits for the district · Walk Tararua event
11.1.4	Cr Raylene Treder in her role as Bush Multisport Facility Manager gave a presentation on highlights relating to the Bush Multisport complex, including reference to the following matters: · Contract outcomes · Maximising the number of sporting/non-sporting and community activities · Maintaining and enhancing the Bush Multisport Trust facility · Ensuring Bush Multisport Trust is a financially sustainable organisation
11.1.5	The Bush Multisport Chairman thanked Council for its ongoing support and good relationship established to assist with maintaining and developing this community facility, and appreciation is conveyed to Sport Manawatu for their commitment and work in facilitating the management of its operation.
11.1.6	The team from Sport Manawatu and Bush Multisport Trust are thanked for the activities and programmes they provide to support sport and physical recreation in the district.
11.1.7	*That the reports from Sport Manawatu concerning the 2019/2020 Annual Reports for Sport Tararua and the Bush Multisport Trust (as circulated) be received.* *Crs Wards/Peeti-Webber Carried*

11.2	Proposed Memorandum of Understanding Signing for the Three Waters Service Delivery Reform
11.2.1	That the report from the Chief Executive dated 20 August 2020 concerning the proposed Memorandum of Understanding signing for the three waters service delivery reform (as circulated) be received, and *That with regard to this matter the Council determines as follows:* *To note that:* o in July 2020 the Government announced an initial funding package of $761 million to provide a post Covid-19 stimulus to maintain and improve water networks infrastructure, and to support a three-year programme of reform of local government water services delivery arrangements; and o initial funding will be made available to those councils that agree to participate in the initial stage of the reform programme through a Memorandum of Understanding, Funding Agreement, and approved Delivery Plan. o this initial funding will be provided in two parts; being a direct allocation to individual territorial authorities and a regional allocation. The participating individual authorities in each region will need to agree an approach to distributing the regional allocation. o the Steering Committee has recommended a preferred approach to the allocation of regional funding, being the same formula as was used to determine the direct allocations to territorial authorities. This approach was accepted by the Regional Mayors and Chair at the Regional Territorial Authorities Forum in Levin on 13 August 2020. · *To agree to sign the Memorandum of Understanding attached to this report as Appendix A and the Funding Agreement at Appendix B.* · To agree to nominate the Chief Executive of the Council as the primary point of communication for the purposes of the Memorandum of Understanding and reform programme (as referred to on page 6 of the Memorandum of Understanding). · *To note that the Memorandum of Understanding and Funding Agreement cannot be amended or modified by either party, and doing so would void these documents.* · To note that participation in this initial stage is to be undertaken in good faith, but this is a non-binding approach and the Council can opt out of the reform process at the end of the term of the agreement (as provided for on page 5 of the Memorandum of Understanding). · To note that the Council has been allocated $2.51million and along with the regional allocation is able to seek $5.02m of funding which will be received as a grant as soon as practicable once the signed Memorandum of Understanding and Funding Agreement are returned to the Department of Internal Affairs, and a Delivery Plan has been supplied and approved (as described on page 5 of the Memorandum of Understanding). · *To note that the Delivery Plan must show that the funding is to be applied to operating and/or capital expenditure relating to three waters infrastructure and service delivery, and which:* o *supports economic recovery through job creation; and* o *maintains, increases, and/or accelerates investment in core water infrastructure renewal and maintenance.* · *To note that before the completed list of projects is submitted via the Delivery Plan staff will obtain feedback on the draft projects from iwi to understand their preferred prioritisation.* Crs Hull/Sutherland Carried
11.3	Priority Thoroughfares Proposed for Consultation
11.3.1	*That the report from the Manager Regulatory Services dated 20 August 2020 concerning priority thoroughfares proposed for consultation (as circulated) be received, and* *That the Council adopt the proposal document in Annex A as attached to this report for the purpose of public consultation.* Crs Johns/Wards Carried

11.4

Annual Dog Control Act Report to the Secretary of Local Government

11.4.1

That the report from the Manager Regulatory Services dated 26 August 2020 concerning the Annual Dog Control Act Report to the Secretary of Local Government (as circulated) be received and adopted.

Crs Sutherland/Hull Carried

11.5

Annual Sale and Supply of Alcohol Act Report to the Alcohol Regulatory and Licensing Authority

11.5.1

That the report from the Secretary of the Tararua District Licensing Committee dated 20 August 2020 concerning the Annual Sale and Supply of Alcohol Act Report to the Alcohol Regulatory and Licensing Authority (as circulated) be received and adopted, and

That the report be posted on the Tararua District Council website, and

That the report be sent to the Secretary for the Alcohol Regulatory and Licensing Authority by 30 September 2020.

Crs Johns/Isaacson Carried

11.6

Delegations to Staff Performing Regulatory Functions

11.6.1

That the report from the Manager Regulatory Services dated 20 August 2020 concerning delegations to staff performing regulatory functions (as circulated) be received, and

That Council approve the proposed delegations detailed in this report to enable staff to deliver and fulfil the statutory responsibilities of the legislation relating to the regulatory functions specified.

Crs Johns/Hull Carried

11.7

Audit and Risk Committee

11.7.1

That the report of the Audit and Risk Committee meeting held on 16 June 2020 (as circulated) be received.

Crs Franklin/Treder Carried

11.8	Council Performance for the 2019/2020 Financial Year Ending on 30 June 2020
11.8.1	The Senior Financial Officer gave an overview of the Council’s performance, with an overall favourable operating surplus variance being achieved.
11.8.2	Covid-19 had minimal impact on its operating revenue, with the water crisis having a greater impact on operating expenditure.
11.8.3	Covid-19 lockdown impacted on Council’s delivery of the capital works programme with roading particularly affected. Despite this 82% was completed compared to 85% last year, and there will be significant carry forwards into the 2020/2021 Annual Plan.
11.8.4	Council’s external debt was $35million compared to a planned $27million due to greater infrastructure investment to address climate change, meet legislative requirements, and satisfy community outcomes.
11.8.5	The work done by the team of staff behind undertaking the end of financial year reporting is acknowledged, recognising the commitment given to this matter alongside additional challenges resulting from the district’s water crisis and Covid-19 pandemic.
11.8.6	The timeline to complete the audit is being discussed with Audit New Zealand to enable the Annual Report to be adopted in October.
11.8.7	That the report from the Senior Financial Accountant dated 20 August 2020 concerning Council performance for the 2019/2020 financial year ending on 30 June 2020 (as circulated) be received, and That as recommended by the Audit and Risk Committee the draft Annual Report 2019/2020 be approved subject to the correction of any typographical errors or changes which may be required, and the addition of the notes to the financial statements to provide to Audit New Zealand for their audit of the report, and *That the recommendation to not consolidate the financial statements with Tararua Aquatic Community Trust be acknowledged.* Crs Johns/Franklin Carried

11.9

Electoral System for the 2022 Election

11.9.1

That the report from the Governance Manager dated 20 August 2020 concerning the electoral system for the 2022 election (as circulated) be received, and

That the First Past the Post electoral system be used for the 2022 triennial local election of the Tararua District Council and its Community Boards.

Crs Hull/Treder Carried

11.9.2

It is noted Council is also legally required to review its representation structures by August 2021, and that process will specifically consider the basis of those arrangements (separately from determining the electoral system to be used).

11.10	Staff Report
11.10.1	Route 52
11.10.1.1	It is very pleasing to note the news that Government will invest $14.6 million into the long-awaited upgrade of Route 52.
11.10.2	Alliance CRM History 2016 to 2020
11.10.2.1	It is requested that graphs such as provided by the Alliance on CRM history from 2016 to 2020 be circulated as a separate A3 attachment to make the information more easy to read.
11.10.3	Pahiatua Water Treatment Plant
11.10.3.1	Council members appreciated the opportunity to visit Pahiatua water treatment plant to view this project which is expected to be commissioned next month.
11.10.4	Covid-19 Dashboard
11.10.4.1	The Strategy and Policy Adviser is thanked for providing Council members with a weekly dashboard of Covid-19 statistics and information regarding the economic impact of the Covid-19 pandemic and its implications relating to the district.
11.10.5	Sale Confirmed with Ngati Kahungunu
11.10.5.1	The former Infracon administration building, depot and land at 49 Vogel Street through to 16 and 18 Atkinson Street in Woodville has been agreed for sale to Ngati Kahungunu ki Tamaki Nui-a-Rua Trust for the sum of $400,000 excluding GST.
11.10.5.2	Settlement is not planned until 1 April 2021 but may occur at an earlier date, and is subject to a $120,000 suspensory loan as part of the financing in accordance with conditions set by Council.
11.10.6	Pahiatua Town Centre Upgrade
11.10.6.1	Work on undertaking Pahiatua town centre upgrade project is progressing, with underground works nearing being finished.
11.10.7	Welcome Packs
11.10.7.1	The supply of welcome packs to the Pongaroa community is acknowledged.
11.10.8	Golf Tournament
11.10.8.1	It is pleasing to note Council is again supporting a Tararua golf open tournament as an initiative to promote and market the district and its golf clubs.
11.10.9	New Zealand Motor Caravan Association Magazine Feature
11.10.9.1	The district’s motorhome towns featured in the recent edition of the New Zealand Motor Caravan Association motor caravanner magazine.
11.10.10	Tararua Health and Wellbeing Governance Group
11.10.10.1	The attendance of the District Resilience Manager and Events and Administration Assistant at Tararua Health and Wellbeing Governance Group meetings is appreciated.
11.10.11	Tamaki Nui-a-Rua Urban Water Resilience Project (Alternative Bulk Storage Site with New Highway)
11.10.11.1	It is disappointing to note the application to the Provincial Growth Fund for funding to undertake this project has not been successful.
11.10.12	*That the report from the Chief Executive dated 20 August 2020 concerning an update on key projects and items of interest to the Council (as circulated) be received.* Crs Wards/Franklin Carried

12. Portfolio Reports

12.1

Mayor and Councillors Report

12.1.1

A copy of the Mayor and Councillors report for the period of 29 June to 13 August 2020 is tabled, and the information set out in that document is circulated for reference as an attachment to the agenda of the meeting relating to these minutes.

12.1.2

Matters included in the Mayor and Councillors report are as follows:

· Route 52 upgrade funding

· Te Ahu a Turanga Manawatu Tararua Highway karakia site blessing for the office in Ashhurst

· Visit to Alliance sheep processing plant

· Connect Tararua Ahiweka blessing

· Dannevirke Gallery of History loss of Huia birds

· Queen’s Guide Award presentation to Emma Brunton

· Elske Centre Pink Ribbon breakfast

· UCOL launch of food and fibre training initiatives

· Pride in Our Land drought musters

· Te Ahu a Turanga Manawatu Tararua Highway signing ceremony at Te Ahu a Turanga marae

· Events attended by the Mayor

· Remuneration Authority (Covid-19 Measures) Amendment Act 2020 applicable to reducing Mayor’s remuneration on a temporary basis

· Letters of support, visits and condolences

· Councillors portfolio reports

· Pataka community pantry

13. Mayoral Matters

13.1	Letters of Thanks
13.1.1	The Mayor circulated for signing by the Chief Executive and Councillors some letters of thanks to organisations acknowledging their efforts and tireless dedication to looking after the communities of the district during the Covid-19 pandemic and lockdown.

14. Items Not on the Agenda

14.1	Nil
14.2	Cr Peeti-Webber departed from the meeting when it adjourned at 3.25pm, and was absent from the remaining part of the proceedings that resumed at 3.35pm.

15.

Public Excluded Item of Business

15.1

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

Ferry Reserve forestry block

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*
*Ferry Reserve forestry block*	*To protect commercial and industrial negotiations*	*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)(i) The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

Crs Johns/Sutherland Carried

15.4	*That open meeting be resumed.* Mayor Collis/Cr Hull Carried

There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 4.35pm.

____________________________

Mayor

Dannevirke Community Board

Minutes of a meeting of the Dannevirke Community Board held in the Council Chamber, 26 Gordon Street, Dannevirke on Monday 7 September 2020 commencing at 1.00pm.

1. Present

Board Members P F Walshe (Chairperson), T J Hynes (Deputy Chairperson), W R Macdonald, K P Spooner-Taylor and Cr E L Peeti-Webber (Council appointed Community Board member).

In Attendance

Mrs T Collis - Her Worship the Mayor

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	The following matters are notified as items of general business not on the agenda for discussion at today’s meeting: · Christmas trees competition · Tararua Health and Wellbeing Governance Group

6. Confirmation of Minutes

6.1	*That the minutes of the Dannevirke Community Board meeting held on 3 August 2020 (as circulated) be confirmed as a true and accurate record of the meeting.* Hynes/Macdonald Carried

7. Matters Arising from the Minutes

7.1	Wackrow Memorial Youth Award (Item 7.1)
7.1.1	A new scoring system process for judging nominations was used this year, and it is intended that in future the time provided for each nominee to make their presentation will be increased to twenty minutes.
7.1.2	The award function generally went well, and the Board will keep under review the format and criteria to ensure there is continuous improvement of the event.
7.2	Community Forum Coffee Mornings (Item 7.2)
7.2.1	Four community forum coffee mornings were held during August every Tuesday from 10.00am to 12noon at the Black Stump Café in High Street, and they were well received.
7.2.2	They provided an opportunity for residents to meet board members, and matters raised included the following: · Enforce disabled parking restrictions. · Council should consider providing a similar arrangement where residents can meet councillors. · Increase reporting of Council information to the community about things happening. · Upgrade Route 52. · Provide a concrete drinking bowl at Mangatera dog exercising area. · Provide better located signs regarding dog prohibited areas particularly within the High Street business area, and enforce bylaw provisions banning dogs in such places. · Remove moss on footpaths in McCallum, Edward and Edinburgh Streets. · Take action on derelict houses. · Install stop signs for vehicles exiting BP service station onto High Street. · Acknowledgement of tidy and well maintained Dannevirke Brass Band building. · Praise for Board arranging community forum coffee mornings.
7.2.3	Where matters relate to Council services and facilities a service request will be submitted to follow up and seek action in response to the issue raised.
7.3	Dannevirke Spring Festival (Item 7.4)
7.3.1	The programme for this year’s Dannevirke Spring Festival calendar of events was late being delivered, and unfortunately some events have been cancelled due to level two Covid-19 restrictions regarding the size of public gatherings.
7.3.2	The Chairperson requested in future years the calendar of events be circulated to board members for review in advance of it being printed to ensure its accuracy and completeness.
7.3.3	Arrangements for market day known as Dannevirke Day held in October on the Friday prior to Labour Day are being progressed to plan and promote this event.
7.3.4	Alzheimers Society Manawatu community memory walk is scheduled to be held on 17 September 2020 commencing at 11.30am from Dannevirke Town Hall, and this event may need to be reviewed if level two Covid-19 restrictions still apply at that time.
7.4	Wheel Park Project (Item 7.5)
7.4.1	Discussions are continuing to develop the project plan and indicative costings for the design of this facility proposed to be situated at Dannevirke Upper Domain.
7.4.2	A visit was made to look at Foxton skatepark to view the area they have established to provide this recreational facility.
7.4.3	It is hoped by the Board’s next meeting a draft project plan will have been progressed to propose the concept being considered and the stages involved.
7.5	Community Walkway (Item 7.6)
7.5.1	Council is proposing to undertake the Cole Street asbestos cement water main replacement project, and the timing of programming that work will impact on when the extension of the community walkway is able to proceed.

8. Tararua District Council Report

8.1	*That the report of the Tararua District Council meeting held on 26 August 2020 (as circulated) be received.* *Hynes/Spooner-Taylor Carried*

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

9.1	Tararua Emergency Management Committee
9.1.1	Board Member Spooner-Taylor reported on the Tararua Emergency Management Committee meeting held on 13 August 2020, including reference to the following matters: · Updates on Covid-19 recovery activities. · Drought and critical water shortages. · Dannevirke Fire Brigade water deliveries. · Prediction of another dry summer, and encouraging the public to start checking their water tank levels now and top them up before rivers are in low flow.
9.2	Dannevirke Brass Band
9.2.1	Board Member Spooner-Taylor reported Dannevirke Brass Band held their Annual General Meeting, with a moment of silence observed as a tribute to the memory of Barry Tougher (a long-standing band member who passed away).
9.2.2	Elaine Swanney was made a life member of Dannevirke Brass Band to acknowledge her significant contribution and many years of service given as part of the band.
9.2.3	Dannevirke Brass Band will resume their practice sessions when the country moves forward to Covid-19 alert level one.
9.3	Dannevirke Chamber of Commerce
9.3.1	The Deputy Chairperson reported Dannevirke Chamber of Commerce postponed its meet the candidates public event due to level two Covid-19 restrictions, and is considering whether the event is held if the size of public gatherings continues to be limited to a maximum of one hundred people.
9.4	Tararua Community Youth Services
9.4.1	The Deputy Chairperson reported Tararua Community Youth Services Annual General Meeting will be held on 24 September 2020 at 12noon, either via Zoom or with social distancing depending on Covid-19 alert levels.
9.4.2	Tararua Community Youth Services KaiPai project to provide food to those in need has been successful in teaming up with a food rescue service and getting food to whanau that would otherwise have been sent to the landfill.
9.4.3	The youth service in Pahiatua has a new person in charge, being Tira Matthews who is a valuable addition as part of the team working to support youth in the southern part of the district.
9.5	Dannevirke Community Vehicle Trust
9.5.1	The Deputy Chairperson reported Dannevirke Community Vehicle Trust’s service is still not operating while level two Covid-19 restrictions apply, and is reviewing this matter to consider whether to resume or wait until the status is eased to alert level one.
9.6	Dannevirke Information Centre
9.6.1	Board Member Macdonald reported Dannevirke Information Centre Management Committee held a meeting, and its activities are operating well but still remain relatively quiet.

10. Correspondence

10.1

That the correspondence as listed be received.

(a) Senior Constable Maxine Walshe, 13 August 2020

Tararua School Community Officer

Re: School patrol treat

Macdonald/Hynes Carried

10.2

Board Member Spooner-Taylor declared a conflict of interest concerning this item of business, and abstained from discussion and voting on the motion regarding that matter.

10.3

That the sum of up to $432.22 be granted from the Board’s discretionary funds to acknowledge the work of Dannevirke South and Huia Range Schools children which operate their school patrols and act as road safety wardens, and

That this funding is made available to enable the annual school patrol treat to be provided through paying for swims, ice blocks and hire of the inflatable toy at Tararua Aquatic Community Trust swimming pool facility, and to purchase sausages, sauce and bread from New World for a barbecue lunch.

Macdonald/Hynes Carried

11.	Consultation on Priority Thoroughfares for Earthquake-prone Buildings
11.1	A copy of Council’s consultation document on identifying priority thoroughfares for earthquake-prone buildings and further information on understanding the new system and legislation for managing them is tabled.
11.2	Details of the presentation open to the public held on 17 September 2020 at 6.00pm in the Hub were circulated, along with the opportunity to view the recorded presentation on Council’s website and Facebook page.
11.3	The Board at its October meeting will include this item of business on its agenda to discuss whether to make a submission regarding the proposed thoroughfares being considered for Dannevirke.

12. Chairman’s Remarks

12.1

Nil

13. Items Not on the Agenda

13.1	Tararua Health and Wellbeing Governance Group
13.1.1	An invitation is extended to Tararua Health and Wellbeing Governance Group Chairperson Sharon Wards to attend the Board’s next meeting to provide an update on the focus of their activities and planned initiatives.
13.2	Christmas Trees Competition
13.2.1	An alternative venue has been offered for the Christmas trees competition, with this being at the Masonic Rawhiti Lodge in High Street.
13.2.2	The Chairperson will follow up the arrangements to consider using that building to hold this community event.

There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 2.30pm.

____________________________

Chairperson

Eketāhuna Community Board

Minutes of a meeting of the Eketāhuna Community Board held in the Eketāhuna War Memorial Hall, corner of Jones Street and State Highway 2, Eketāhuna on Monday 14 September 2020 commencing at 10.00am.

1. Present

Board Members C C Death (Chairperson), D F Clifton and Cr R A Treder (Council appointed Community Board member).

In Attendance

Mr R Taylor - Governance Manager

2. Apologies

2.1	*That the apologies be sustained from Board Members S C McGhie and T M Carew for non-attendance at the meeting.* Treder/Clifton Carried

3. Personal Matters

3.1

Nil

4. Notification of Items Not on the Agenda

4.1

Nil

5. Confirmation of Minutes

5.1	That the minutes of the Eketāhuna Community Board meeting held on 10 August 2020 (as circulated) be confirmed as a true and accurate record of the meeting. Clifton/Treder Carried

6. Matters Arising from the Minutes

6.1	Town Centre CCTV Security Cameras Monitoring System (Item 6.2)
6.1.1	Board Member Carew is to ask Eketāhuna Our Town Committee to consider applying for funding to undertake a project to extend the scope of the Eketāhuna town centre CCTV security cameras monitoring system.
6.2	2021/2031 Long Term Plan (Item 10.1)
6.2.1	Council decided not to proceed with hosting public workshops across the district during August and September for pre-consultation on the Long Term Plan due to level two Covid-19 restrictions regarding gatherings.
6.2.2	Instead it has implemented contactless alternatives to gather information for that purpose, with these being as follows: · A feedback form is to be sent through a district-wide mail out which can be completed offline. · A social pinpoint digital platform is provided for completion online. · A feedback form is placed in the Bush Telegraph.
6.3	Town Centre Tile Painting (Item 6.3)
6.3.1	That to complete the town centre community tile painting project the Board provide from its discretionary funds half of the amount for that purpose (being an estimated cost of $500 plus GST), with an equal contribution also to be made available from Eketāhuna Our Town Committee. Treder/Clifton Carried
6.3.2	The seat and rubbish bin situated by the Eketāhuna Service Centre/Library building have been temporarily removed to install the town centre tile painting, and they will be relocated in that vicinity.
6.3.3	The Chairperson is meeting with Plant and Property Contracts Supervisor Kelly Christensen following this meeting to determine the arrangements regarding that matter.
6.4	Armistice Day (Item 6.6)
6.4.1	New Zealand Army Tenth Transport Company sent seven representatives to Eketāhuna on 1 September 2020 to undertake the following community projects: · Cut down trees at Eketāhuna Community Health Centre. · Move old stoves and a piano at Eketāhuna Mellemskov Museum.
6.5	Electric Vehicle Charging Station in Eketāhuna (Item 6.8)
6.5.1	ChargeNet NZ intend to install an electric vehicle charging station in Eketāhuna with provision for two power point connections.
6.5.2	It will be located behind the Eketāhuna Service Centre/Library building, and Manager Strategy and District Development Peter Wimsett is liaising with them regarding the siting and upgrade of the power supply source.
6.6	Alf Rowden Humanitarian Award (Item 12)
6.6.1	The Chairperson abstained from discussion and voting on the decision regarding this item of business.
6.6.2	That the Board confirm in open meeting the decision made in public excluded business at its previous meeting to present the Alf Rowden Humanitarian Award to Rena Tyler to acknowledge her service to the Eketāhuna community, and *That the catering for this event be provided by Eketāhuna Home and School, with this cost to be covered from the Board’s discretionary funds.* Treder/Clifton Carried
6.6.3	The presentation of the Alf Rowden Humanitarian Award to Rena Tyler will be held on 24 October 2020 at 1.00pm in the Eketāhuna Community Centre Supper Room.
6.6.4	Cr Treder will make the arrangements for the catering and circulate invitations to attend the presentation of this award.

7. Tararua District Council Report

7.1

That the report of the Tararua District Council meeting held on 26 August 2020 (as circulated) be received.

Death/Clifton Carried

7.2

Connect Tararua

7.2.1

Cr Treder will ascertain the area to be covered by the tower located at the Mangatainoka Valley site.

8. Reports from Board Representatives Appointed to Organisations and

Assigned Responsibilities

8.1	Tararua Emergency Management Committee
8.1.1	The Chairperson reported on the Tararua Emergency Management Committee meeting held in Dannevirke on 13 August 2020, including reference to the following matters: · Thanks are conveyed to District Resilience Manager Stephen Dunn, Events and Administration Assistant Mercedes Waitere-McCallum, Welfare Manager Sharon Wards and the team of the Emergency Operations Centre on their response to the Covid-19 pandemic event. · As at mid-August the district’s rainfall was 50% down on usual monthly average levels received for that time of the year. · Under Covid-19 alert level two only firemen are permitted to be at the fire station.
8.2	Eketāhuna 150th Anniversary Celebrations
8.2.1	The Chairperson reported on discussions regarding progressing the planning to arrange the Eketāhuna 150th anniversary celebrations, including reference to the following matters: · Planning for the anniversary celebrations is in the early stages, with a small group of five people attending a meeting to discuss that matter. · The group will co-opt other members as planning progresses to confirm the intended arrangements. · Tentative dates for the anniversary celebrations are 10, 11 and 12 March 2023. · Initial discussions are about arranging a parade, sponsors and different events.
8.3	Connecting with Rural Communities
8.3.1	The Board visited Alfredton School on 10 August 2020 to liaise with residents in that rural area, and while there was a small attendance this event was well received.
8.3.2	The Council’s CRM system was explained, and since meeting with residents they now have an understanding on the use of that process to report requests for service.
8.3.3	Roading issues raised by residents are being followed up by Tararua Alliance to address them and achieve a satisfactory outcome.
8.3.4	The Board intend to arrange a similar visit to this area annually as it considers this very worthwhile in providing an opportunity to meet with residents from those rural communities.
8.4	Eketāhuna Our Town Incorporated
8.4.1	A copy of the Eketāhuna Our Town Incorporated 13 August 2020 committee meeting minutes and reports are tabled for the Board’s information.
8.4.2	It is noted arrangements are progressing for this year’s Santa Cruise Eketāhuna Christmas parade held on 28 November 2020, with the road closures application and traffic management plan being submitted for this annual community event.

9. Correspondence

9.1

That the correspondence as listed be received.

(a) Loreen and Kerry Cunningham

Re: Eketāhuna Camping Ground August report

Clifton/Treder Carried

9.2

A CRM is to be submitted requesting the potholes are repaired in the driveway of the Eketāhuna Camping Ground.

10.	Consultation on Priority Thoroughfares for Earthquake-prone Buildings
10.1	A copy of Council’s consultation document on identifying priority thoroughfares for earthquake-prone buildings and further information on understanding the new system and legislation for managing them is tabled.
10.2	The Chairperson attended the presentation held in the Eketāhuna Community Centre on 8 September 2020, and the opportunity is available to view the recorded presentation on Council’s website and Facebook page.
10.3	The Board at its October meeting will include this item of business on its agenda to discuss whether to make a submission regarding the proposed thoroughfares being considered for Eketāhuna.

11. Chairperson’s Remarks

11.1	Eketāhuna Community Health Centre
11.1.1	The Chairperson will attend the Eketāhuna Community Health Centre Annual General Meeting held on 17 September 2020 commencing at 6.00pm.
11.2	NZToday RV Lifestyle Magazine
11.2.1	A very good story and photos by Allan Dick on his road trip travelling to explore Eketāhuna and Pukaha National Wildlife Centre featured in the September/October edition of the NZToday RV Lifestyle magazine.
11.2.2	Thanks are conveyed to Tanmay Patel from Four Square Eketāhuna for kindly covering the cost of the Eketāhuna Mellemskov Museum advertisement included in that feature to promote it as a place to visit and view displays of the district’s Maori, Scandinavian and European heritage.
11.3	Fred West Building
11.3.1	Concern is expressed regarding the risk to public safety caused by the poor condition of the under-verandah lights on the Fred West building (next to the Eketāhuna Service Centre/Library), and a CRM will be submitted requesting this matter be rectified.

12. Items Not on the Agenda

12.1

Nil

There being no further business the Chairperson thanked those present for their attendance and contributions, and declared the meeting closed at 11.20am.

____________________________

Chairperson

Report

Date	:	23 September 2020
To	:	Mayor and Councillors Tararua District Council
From	:	Blair King Chief Executive
Subject	:	Staff Report
Item No	:	11.4

Reason for the Report

This report is to update Councillors on key projects and items of interest over the period from 15 August 2020 to 23 September 2020.

Key Points

Water Management / Potential Drought

Pahiatua Water Treatment Plant

The official opening by Rt. Hon. Jacinda Ardern, Prime Minister of New Zealand occurred on Friday 18^th September 2020, and was significant in

- Highlighting how the Filtar Alliance preceded the national Construction Accord where the Government recognises Alliancing is a much better model than the master-servant contract in delivering best whole of life results.

- Promoting a treatment plant that has the capability to draw from two disparate water sources and continuously remove taste and odour issues that occur with river water.

- Enabling us to harvest and treat water for periods when the river is highly turbid, to prevent overuse of the fragile bore.

- Utilising the last grant from the Capital Assistance Programme to upgrade water treatment for communities, and

- Allowing the community to grow through ensuring treatment plant capacity.

District Wide water

In the last Bush Telegraph, our communications team arranged for a full page spread encouraging owners to check their water tank levels now, and ensure they have some resilience to the forecast drought.

Horizons Regional Council have provided us an interesting summary of in-stream flows for the rivers that we draw water from. An example below is for the Tamaki River where we are running at 10% of the flows in 2017. Whilst last weeks downpours improve the recorded rainfall data, the risk of an early drought remains high.

Delivery Plans for Route 52 (Weber to CHBDC Boundary) and 2 waters grant

For Route 52, the new robotic surveying equipment mentioned in the Tararua Alliance update will be extremely useful for the extensive design process required. We have continued to receive positive feedback from the public on the tree removal project separately funded.

To reflect the significance of the three waters to Tararua, our Maori Engagement Advisor has suggested we use the title Wai Tapu ki Tamaki nui a Rua (our sacred waters) as our single application for the six projects under the $5.02m central government grant.

As noted in the activity summary below, we are well advanced on finalising the delivery plans for submission prior to 30 September. It is proposed of the six Wai Tapu ki Tamaki nui a Rua projects approved by Council, that Cole Street Asbestos-Cement pipe replacement (Tararua Alliance), and the Dannevirke Water Treatment compliance work (Filtar Alliance), will be the initial projects underway.

Strategy and District Development

Climate Change - Update

The Arctic Ocean and surrounding permafrost lands have frozen methane and plant material sufficient for huge releases and production of greenhouse gases. This has the potential for abrupt climate change, making man’s attempts to control emissions potentially ineffective.

The sea Ice extent in 2012 was the lowest ever measured in the satellite records (42 years), exacerbated by a series of large storms.

This year is the second smallest summer sea ice area, but the main concern is the thickness has progressively thinned and there is now little left. See below

(Source: US Navy):

· Arctic Sea Ice Extent – Northern Hemisphere summer minimum just reached for 2020. Grey areas are “normal”; Blue line is this year, 2020; Green line is 2019; Red dotted line is 2012 (lowest extent recorded in the satellite record) Ref. US National Snow and Ice Centre.

Electric Vehicle (EV) Charging Stations

By the time you receive this report, Elon Musk of Tesla, US, will have announced Tesla’s new battery technology. This is expected to soon go head to head with diesel and petrol vehicles for kilowatt of power cost and total cost of ownership, with faster charging time and very long-life battery technology.

The future of EV will include super-fast high-voltage charging and slow charging. The Pahiatua Town Centre is the first to have a whole CBD ducted and mostly ready for the EV technology of the future. We have been working closely with Auckland University* for several years in the planning of the town centre to ready it for induction slow charging – cableless charging. The areas within towns will likely need power reservoirs to manage peak demand, much like we have for water.

(* Auckland Emeritus Professor John Boys and Professor Grant Covic invented induction technology and is used throughout the world from stove-tops, phone chargers to the manufacture of TVs.)

The need to scale up rapidly for increased uptake of EV vehicles will impact on councils and the public’s expectations of there being sufficient electricity supply from generators, for its transmission and retail. Safe and convenient places to charge is currently the most challenging matter, along with provision for growth and expansion. For user safety, all TDC supported sites are planned to have good lighting and CCTV close by. The cost of the charger equipment is still high as is the lines companies on-charging large portions of transformer upgrades and the cost of undergrounding power to sites. Even with grants from EECA (Energy Efficiency and Conservation Authority) of up to 50%, the returns on investment are very marginal and the risk of queuing means many chargers are unable to be used cost efficiently and continuously due to uneven demand from drivers.

The design for two chargers in Pahiatua has now been finalised (see below) and building will commence over the next month. Council has already received the major part of the cost for the upgrade from EECA and the chargers are currently being branded for delivery and installation.

ChargeNet NZ are able to retail the Pahiatua service for Council and it is the only NZ network currently holding a Data Licensing Agreement with the online app, Plugshare. The app provides “Realtime” status and charger locations. In addition, all chargers on their network are recorded on EVRoam - a live database of New Zealand’s electric vehicle charging infrastructure managed by the New Zealand Transport Agency. This maximises the profile of the available charging infrastructure through dozens of existing apps and maps, and lets drivers know if a station is operational or otherwise offline so that they can plan journeys.

In the future, we will be able to extend charging into Tui Street, Pahiatua outside of the Regent Theatre. Ducting has already been completed there to allow this to happen, as demand requires. However, the current 300KVA transformer will need upgrading to enable this to proceed, while even more ducting will be required in the roadway car parks when induction charging pads become available, perhaps within ten years. Pressure on councils for car parks and special bylaws will continue to develop as this breakthrough technology becomes mainstream to replace non-renewable energy sources.

In the meantime, ChargeNet NZ has recently been successful in having approved EECA grant funding for a single EV charging station in Eketahuna. This is a complex build with a transformer upgrade already needed, and their preferred site is the carpark behind the Council Service Centre/Library.

Tararua Alliance

Executive Summary

Another great month for the Alliance Team. Work continues with catching up on the delays COVID-19 caused, that are scheduled now in the new construction season such as sealing, pavement rehabs and bridge work. We are confident that all works will be completed as programmed. Good hygiene practices have been put in place along with compliance with central government requirements around tracing and social distancing. The wider team has been working on the 3 Waters Asset Management Plan (AMP), the Roading AMP and Water reform delivery plans. Other key projects include: Otanga Road culvert replacement (significant undertaking for the team), planning for Cole Street water main replacement (under the DIA funding Tranche 1) and delivery planning for Route 52.

We met with Provincial Development Unit staff earlier in the month to discuss milestones for the Route 52 funding agreement. A Senior Project Manager role has been created with a strong candidate in mind. Initial planning has seen the development of a Project Board to provide oversight and guidance to the wider project. We are considering creating a Stakeholder committee with representation from a wide range of groups to enable input into the project.

The “short term fixes” to pavement and uncertainty on what is the maintenance strategy used by Higgins on Saddle, Pahiatua Track and Ballance Valley Roads is a topic we will be discussing with NZTA. Currently these routes sit under the NZTA for maintenance as SH alternative routes. We will be asking NZTA to provide a clear strategy for these routes to ensure when they are handed back to the TDC that they do not burden the rate payer with ongoing costs. A meeting is proposed with NZTA in the coming weeks.

Pahiatua main street upgrade continues to progress well. It was suggested that some grass areas under trees be replaced with mulch to reduce foot traffic damage and reduce ongoing maintenance requirements for mowing. The below ground works are close to completion. The above ground works are coming together well and now give a representation of what it may look like when complete. Positive feedback is being received from residents and retailers.

There is some heavy traffic activity on our network as the Windfarm project commences installation of the turbines. Permits have been issued for routes being utilised. Compliance to these routes will be monitored closely to protect our district assets. We have had a couple of non-compliances of late and as such warnings have been issued about the need to follow the prescribed routes. The district has a number of overweight limited bridges that are awaiting further assessment. Overweight loads will be coming from Palmerston North and Napier.

Staff levels remain strong. Some internal promotions have seen staff that have shown potential in the past and who have further been developed over time have been moved up to leadership roles. These moves then enable other staff the opportunity to “step up”. Continued improvement and a clear pathway is crucial for our staff to develop and strengthen their ability and capability. A sustainable and capable local workforce is key to our success. The Alliance in conjunction with Downer NZ are looking at commencing the “Road Ready” programme. This is aimed at attracting people displaced by COVID-19 or those looking to start their career in to the construction industry.

The relocation of the administrative functions of the Alliance are well underway. A plan is now in place for the shift to be completed by the 18^th of October. The week leading up will see all the required IT processes completed to enable a smooth transition. The larger meeting room with associated kitchen will enable large project meetings to take place as well as offer an alternative to meeting in the TDC Council Chambers. Meetings such as Road Safety, Works Liaison and other Committee meetings can also be held here

Zero Harm

We pride ourselves on a positive health & safety culture. As such we have 10 Cardinal Rules that we work by:

Driving is one of our critical activities and therefore subject to great monitoring. Driver education is an ongoing process for us as is working closely to ensure our staff understand their expectations around health & safety as well as being engaged.

We have a focus on the next few months around reporting near misses to further engage our staff and to identify possible areas for development and training needs. This is done via our smart app “Survey 123”. This enables staff in the field to carryout audits, capture conversations and report near misses and incidents live.

Planning

Council and the Alliance have bolstered our engineering teams’ survey capability through the addition of new exciting technology to upgrade end-of-life survey equipment. The new Leica Multi-station and rover GPS survey and scanning tools enable the team to perform tasks that would have taken significantly longer with the older equipment and as such can focus more on using the data to generate outputs than just collecting it. The Route 52 project is going to be a great test case for this equipment. The first test (as shown below) of the scanning technology shows how a detailed, survey quality representation can very quickly be picked up. Similar to the laser scanning you see in creating 3D images, the new survey equipment enables staff to gain more detail, in a single site visit, and will help the construction team influence the methodology chosen for solving site defects.

This was one scan next to Miller St Bridge.

The planning team of the Tararua Alliance has been ramping up as the construction season nears. We have been successful in securing great candidates for a couple of key positions within the engineering and asset management teams. This will help ensure we can continue to provide a high level of service to our delivery teams and allow us the headspace to ensure we are covering all requirements. We will be able to support Craig Lunn’s team into the future when assessing land development applications and providing sound advice.

With the announcement of potential additional projects – Route 52 upgrade and 3 Waters projects we find ourselves in a position of needing to review our structure and how the planning and delivery of these projects to ensure they are completed in a timely manner and fit for purpose. Our aim is to deliver with excellence.

During the month we had the opportunity to present our Roading AMP to NZTA and our regional peers at a virtual workshop. Through our presentation we were able to outline our process for linking our operational activities through to the strategic goals of council and central government. While not a formal assessment of our work the feedback we received during this workshop was very positive and assured us we were on the right track. With 6 or 7 weeks to go till final submission of the document we are comfortable with where we’ve got so far. This also provides confidence in the methodology we plan to replicate into our 3 Waters AMPs which are currently under construction.

Delivery

Road Maintenance

August has been one of the quieter months of the year for the team with some rather disruptive weather. This has diverted our Maintenance teams from their normal cyclic programmes to reactive works, clearing up minor trees and slips.

The Urban Pre-reseal repairs are underway within Dannevirke and Pahiatua. These consist of lifting service covers (manholes and valves) by approximately 10mm to ensure they sit flush with the new layer of seal as seen below

Road Renewals

The Oxford Road widening project is well underway with the Pavement Construction all but complete.

The drainage on the Priest Road widening Project is also well underway. The Alliance has received great positive feedback from property owners regarding both sites which is a real boost for the team. The team have also been working hard on retaining walls on Haunui Road.

Work continues in the background planning for our Area Wide Pavement Treatment programme and Reseal Programme which are both scheduled to start once the spring weather settles.

Emergency Work

We continue to see minor sites come through in the Emergency works space. The team have recently finished work on numerous sites on Haunui Road repairing under slips and improving drainage (see above photo). Works is also underway on CastleHill Road repairing under slips as well. It has been quiet on the events front. Hopefully the weather remains calm enough through the season.

Pahiatua Upgrade

Although the weather is starting to cause the team some challenges, they continue to make good progress on the project. Additional resource has been brought in to ensure the project stays within the programme. It is great to see some finished products starting to appear throughout the centre area which will give the residents a much-anticipated view of what the finished product will look like. With the below ground works all but complete, the focus is now all on the above ground works.

3 Waters – July 2020

Water Renewals

The waters team are currently working on the Burns St water main renewal in Dannevirke. To date on this project we have completed approximately 160 l/m of the main renewal and associated laterals. This completed section has now been pressure tested and sterilised.

Currently we are waiting final bacto sample results from the central laboratory. Once received and the all clear has been given, we will programme the cut-in and changing over of the mains.

Burns St Water Main Renewal

While waiting for the bacto results, the team are continuing to lay the water main towards Allardice St. Once completed the team will then focus on the renewal of old cast iron water main section between Burns and Tennyson St.

In recent weeks the team have been responding to a number of water leak CRM’s in the bowl of the cul-de-sac in Robertshawe Crescent in Dannevirke. Because of this increase in frequency this rider main will now be included in our forward works programme for renewal.

Water Maintenance and Routine Programmed work

The team have completed repairing all the leaks identified during the recent leak detection surveys.

Recently we took delivery of our new water leak correlator from Japan (shown in the photo above). This will enable us to undertake water leak detection in house rather than sub-contracting it out. This will improve efficiency in response times and reduce costs

Our new water leak correlator is capable of simultaneous correlation of up to 6 routes using the 4 sensors. It is also GPS capable and equipped meaning you can log and record leak detection overnight.

Wastewater – We have identified our relining requirements for this year and are awaiting pricing from our suppliers to undertake the work.

Stormwater – During August, we installed a fence on the open drain at the end of Mathew St for H&S reasons, there have been issues in the past with children playing around the site and it posed a fall / trip hazard.

New fence and nib installed at Mathew St Dannevirke

Performance

Plant and Property

Executive Summary

Staff have been working through putting a framework together for this coming Summers proposed water restrictions. This uses River data, Demand data, Storage & Supply data and forecasted Weather patterns and what we have learnt from the previous Summer drought implications and impacts.

Councils communication plan will encourage our communities to plan and be prepared for the hot summer months, encourage individual households and business to develop sustainable systems and resilience. An education campaign will commence at the end of September.

Waste Not Consulting have completed a Waste Audit for Council. “SWAP” refers to the Ministry for the Environment’s Solid Waste Analysis Protocol 2002, which includes standard methodologies designed to ensure waste is measured nationally in a consistent manner. Waste Not Consulting investigation was based specifically for smaller, largely rural territorial authority such as Tararua District Council.

The 2020 SWAP survey comprised of the following

· A three-day sort and weigh of privately collected kerbside rubbish bins

· A survey of the activity sources of waste disposed of at Dannevirke and Pahiatua transfer stations conducted over a two-week period

· Analysis of weighbridge records and other data from the two transfer stations

Staff will report back to Council on findings and breakdown from the Audit report at the next Works Liaison Committee meeting

Solid Waste

From 1st October 2020 a change will be made to payment methods at Dannevirke Refuse Transfer Station, where it will become EFTPOS ONLY. There will be a transition period of about a month to allow for the message to filter through to the public and then no cash will be accepted.

A notice to go in the Bush Telegraph and on the Council website and Facebook page. A sign has been put in the kiosk window at the Dannevirke weighbridge and staff are going to advise all cash paying customers as they come through the site over the next couple of weeks.

Community Assets and Property

Staff have been busy planning for capital and renewal projects for the current financial year with most projects having now been quoted on.

All painting projects for the current year have been awarded to local contractors who are now programming this work into the schedules if they haven’t already started.

Property

A government requirement for all tenanted properties is to have ventilation extractor fans installed into kitchens and bathrooms and to have insulation installed up to the required standard by 30 June 2021. These items have now been awarded to contractors who are scheduling times.

Parks & Reserves

With the weather being wet recently this has caused the grass in all the parks and cemeteries to grow. Contractors are now busy mowing frequently to keep the level of services up to specifications.

Cemeteries

It was pleasing to receive recently a compliment from an undertaker in Tauranga to the team for a recent burial in Woodville. The compliment was also made to the new contactor who undertakes the digging of the district graves.

Council Buildings

Beca are still working through the consenting stage with the building team for the Pahiatua Service Centre earthquake strengthening work and also working through the architectural consent documentation for the strengthening of the Dannevirke Administration building.

Woodville Water

The treatment backwashing project is nearing completion, commissioning of process to start this week.

Pahiatua Water

All the valving and pipework is completed at the new reservoir site in Wakeman St. Concrete for thrust blocks being poured on Thursday.

Dannevirke Impounded Supply

A new flow meter has been installed on the pipeline between the water intake and impounded supply. This will give us an accurate figure of what water flow is being diverted directly into storage, how much is being drawn off on the raw water line (to identify the level of unmetered takes), and ensure accurate knowledge of how many days storage are left in the impounded supply.

Regulatory

Building Services

Quality Management System

Council is a Building Consent Authority (BCA). Regulations require BCAs are accredited and have a system that supports quality and continuous improvement in their management and operation. This includes consenting and inspecting building work and issuing code compliance certificates.

The building team held their monthly BCA Operational Meeting with Quality Manager, Steve Mazey. Agenda items discussed at this meeting included processing times, workloads, audits, and continuous improvements.

In response to anticipated demand for new housing, a decision was made to investigate options for contracting ‘peak overflow’ building consent processing work to an accredited private organisation.

No other significant changes were made to the quality management system.

Building Consents

The table below is a comparative summary of building consent statistics, since 1 July in the current and previous financial years:

Building Consents	2018/19	2019/20	2020/21
No. of Applications Received	70	68	84
No. of Inspections Requested	194	183	269
No. of Applications Processed	88	70	95
% Processed within Statutory Timeframes	40.9%	94.3%	87.4%
No. of Inspections Performed	250	298	318
Total Value of Applications Processed	$4,996,629.00	$3,350,450.00	$4,526,359.00

Earthquake Prone Buildings

The system for identifying and managing earthquake prone buildings prioritises buildings that either pose a high risk to life safety or are critical to recovery in an emergency.

Buildings may be priority buildings due to their location and the potential impact of their failure in an earthquake on people.

‘Proposed priority thoroughfares’ are roads and footpaths with the potential for part of an unreinforced masonry building to fall onto people during an earthquake. These thoroughfares represent a risk to public safety.

Council has commenced public consultation on proposed priority thoroughfares for Dannevirke, Woodville, Pahiatua and Eketahuna.

Following public consultation, Council will need to decide whether to adopt proposed priority thoroughfares. This decision will determine whether any unreinforced masonry buildings are required to be remediated more quickly (prioritised) for public safety.

Animal Control

Public Education and Information

One article was published in August, reminding owners to take extra care when exercising dogs in rural areas during lambing season. The article asked owners to take precautions, including avoiding areas with newly born livestock, walking their dog on leash, and checking kennels and fences for security.

A dog safety presentation was provided to students at Dannevirke South School. This involved providing an overview of animal control and how to approach dogs safely when eating, sleeping, and when being walked by their owners.

Annual Dog Re-registration

Re-registration letters were sent to dog owners in the first week of July. Owners were required to re-register their dogs by 1 August.

Owners that re-register their dogs from 2 August incur a late penalty fee. In response to Covid-19, late penalties were deferred by 1 month and were applied from 2 September.

6202 dogs have registered with 513 dogs remaining unregistered.

Late penalty letters were sent to owners of unregistered dogs on 11 September. The purpose of the letter is to encourage voluntary compliance and communication with council.

Dog Attacks

The following table is a comparative summary of reported dog attacks (people and animals), since 1 July in the current and previous financial years:

Location	2018/19	2019/20	2020/21
Ind/Com Nth Ward	0	0	0
Ind/Com Sth Ward	0	0	0
Non Rateable	0	0	0
Rural North Ward	3	0	0
Rural South Ward	1	3	0
Road or No Property Address	1	1	2
Urban North Ward	5	6	1
Urban South Ward	0	1	3
Total Reports	10	11	6

Environmental Health and Licensing

Alcohol Licenses

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

Environmental Health

Environmental Health staff have been inspecting (verifying) food safety plans for compliance.

Due to Covid-19 Level 2 requirements, physical site visits are limited to certain food businesses. The remainder of checks have to be performed remotely.

Illicit Dumping

The following table is a comparative summary of reported illicit dumping, since 1 July in the current and previous financial years:

Illicit Dumping	2018/19	2019/20	2020/21
Ind/Com Nth Ward	0	4	1
Ind/Com Sth Ward	0	3	1
Non Rateable	1	2	3
Rural North Ward	2	2	1
Rural South Ward	1	0	0
Road or No Property Address	18	29	12
Urban North Ward	1	4	1
Urban South Ward	1	0	1
Total Reports	24	44	20

District Planning

Resource Consents

The planning team is continuing to receive a significant number of general and site-specific enquiries for developing and subdividing properties around the district. This demand is being managed by increased use of consultants.

The following table is a comparative summary of resource consent statistics, since 1 July in the current and previous financial years:

Resource Consents	2018/19	2019/20	2020/21
No. of Applications Received	18	13	12
No. of Applications Processed	15	10	18
% Processed within Statutory Timeframes	100%	100%	88.9%

Economic Development, Communications and District Marketing

Economic Development

Digital Hub Woodville

The furniture is in and the Activator role has been advertised.

Interim Regional Skills Leadership Group (iRSLG)

Mark presented on Challenges and Opportunities for Tararua District at the latest iRSLG meeting.

Talent Central

Mark hosted representatives from Talent Central and the Central Skills Hub to explore opportunities to collaborate to support people into work.

Pahiatua Rail Car Society

Colin Yonge and Mark Maxwell met with the Committee and Members of the Pahiatua Railcar Society to discuss economic development opportunities for the purchase of the Silver Fern railcars being undertaken by the society.

Business Support

Two new entrepreneurs were seen in July with quite different businesses than we usually see. One is a life coach who has been so proactive that she quickly gained clients in Dannevirke and Central Hawke’s Bay. Angela shared links to Ministry of Social Development, Tararua REAP, Tararua Community Youth Services and the High Schools, as well as the usual administrative considerations. And an up and coming artist using hard materials who has been advised about business record keeping, with more conversations to come.

Angela had received several expressions of interest about a women’s business group. A small group had formed in Dannevirke already which Angela will assist with information sharing and will help them to grow.

Communications

Drought recovery

We have continued to work alongside rural recovery groups and committees to provide support to rural communities and raise awareness of the continued impacts these communities are enduring. An article was released on the council’s Bush Telegraph page on Monday 17 August to update on what is happening in this space.

Water Communications Strategy

The communications team are working with other council departments to develop a communications strategy for water restrictions/water conservation for summer this year.

The goal of this strategy is to ensure our community is well-informed and working in partnership with council to achieve better availability of water and increased drought resilience.

Publications

Annual Plan 2020/21

The Annual Plan 2020/21 was adopted by Council on 24 June 2020 and is available on the Council website: https://www.tararuadc.govt.nz/Publications/Plans-Reports/Annual-Plan

Annual Report 2019/20

The communications team are working alongside other council departments to produce the Annual Report 2019/20.

Public consultations

Long Term Plan 2021-2031

The communications team have prepared a communications strategy for contactless pre-consultation on the LTP 2021-31. Details are available on the Council website on the public consultation page and were also published in the Bush Telegraph.

Earthquake-prone buildings (priority thoroughfares)

The communications team have been working closely with the building services team to develop a communications strategy for a public consultation regarding vehicular and pedestrian thoroughfares with sufficient traffic to warrant prioritisation. Consultation consisted of 4 public workshops in the main townships of Tararua District, to provide information on the proposed thoroughfares open to submissions.

Review of Water Bylaw

Planning is underway for a public consultation to inform the review of the water bylaw.

Section 17a Service Delivery Review for Solid Waste

Planning is underway for public consultation to inform a Section 17a service delivery review for solid waste services in the Tararua District.

Capital Projects

Pahiatua Town Centre Upgrade

The Pahiatua Chamber of Commerce, in conjunction with the Project Team, hosted a Business After 5 on Tuesday 4 August in the Pahiatua Council Chamber. There was a small attendance of business owners with questions and concerns about the project.

Key questions/concerns were:

· Businesses requested better communication of where works were scheduled. These have now commenced in the form of a fortnightly email with the first email sent on Friday 14 August following the Project Team’s monthly meeting.

· Businesses requested better engagement and understanding of the final product. The Project Team have agreed to prepare some signage/posters that show a birds-eye view of the final upgrade look and feel. These will be printed and distributed with haste. We will also be implementing a schedule of project updates that will share detail of upgrade features and build excitement as we approach the finish line.

Events

Woodville Motocross GP

We are working with the organisers for the 60^th anniversary of the Motocross GP. Mitchell and Deanne (Manawatu Sports) will be working closely together managing the website and Facebook respectively.

Tararua Golf Open

Provided support through creating promotional material for the February event. Registration form and poster.

Tararua I-Site Report – August 2020

Outdoor brochure holders

We wil be installing outdoor brochure holders at Ferry Reserve, Matthews Park and Mangatainoka Reserve and Woodville Campground. These will hold our Visitor Guide and Walks/Cycle brochures and be available for campers staying there.

Golf Tournament

Planing still underway for the Tournament in February 2021.

NZMCA Motorhome and Leisure Show at Mystery Creek

This has been postponed to early October, awaiting to see if it will go ahead this year.

Pukaha Open Day

A static stand to promote the Tararua District will be at the Pukaha Open Day on 25 October.

Tararua i-SITE and Information Centre statistics - August 2020

Enquiries and visitors are still tracking similarly to August 2019, understandably with a decrease in overseas visitors.

Civil Defence Emergency Management

Focus is on recovery projects, COVID-19 resurgence and drought planning, staff training.

Recovery Project: Engage Social Sector for Ongoing Welfare Response

Maintaining relationships with key agencies. Waiting on response to Food Security grant application.

Recovery Project: Build Disaster Resilience Through Training and Partnership

Partnership with Ngāti Kahungunu ki Tāmaki nui-a-Rua to support their first responder team. Team attended Council arranged CIMS4 (Coordinated Incident Management Course) over weekend 12/13 September. Held at Business Hub and excellent feedback and engagement from the team. A further first aid course has been programmed. Some team members also participated in a Dannevirke Fire Brigade multi-agency exercise this week. Initial planning for leadership course at Awakura Reserve.

Public first aid course for Ballance, Makuri, and Alfredton communities (as they don’t have a fire brigade or ambulance in the community) being held at Pahiatua on 27 September – plenty of spaces still available. Advertised through school communities’ networks.

Psychological first aid course to be held at Dannevirke on 22 October is fully booked (attendees include staff, community members, and social agencies).

Recovery Project: Establish Safer Communities

Initial discussions held with Sandy Keen from ACC. Safer Communities no longer funded through ACC however may be access for similar community development initiatives. Working with Economic Development on next steps.

Recovery Project: Encourage and Support Rural Support Activities

Continue to engage with rural agencies including information sharing.

Recovery Project: Define Trigger Points and Policy for Water Restrictions

Refer Works Liaison Committee report.

COVID-19 Resurgence and Drought Planning

Regional civil defence emergency management resurgence planning now complete. Regional road block plan in development – Tararua Alliance leading here.

Staff Training

ITF Intermediate (2 day EOC training course) held 20/21 August in Dannevirke and booked for 3/4 November at Te Ahu a Turanga Marae.

Staff also booked for upcoming regional training in logistics, welfare, and public information management.

Digital Radio Project

Downer have approved funding for a mission critical type radio network in Tararua. Council will rent space on this network.

Tararua Emergency Management Committee

Next meeting 12 November.

Tararua Strengthening Families Local Management Group

Next meeting 1 October.

Tararua Health and Wellbeing Governance Group

Next meeting 28 September.

Manawatū Whanganui Rural Coordination Group

Next meeting 17 November.

MPI, Horizons, and Rural Support Trust met to confirm ongoing requirements for adverse event declaration for Tararua to improve process should it be needed in future. Key lesson is to provide data to support application.

CDEM Coordinating Executive Group

Next meeting 30 September.

Programmes and Projects Office

Project Updates

Marco is planning to be back onsite and in the office on Monday 28^th September and will take approximately a week to acclimatise and catch up on current environment and status of projects. Jessi will be returning from parental leave 14 October 2020 on a part time basis.

Lizz Jenkins has settled into her role as Project Coordinator and is proving to be a great asset in helping Tina with project concepts, the two waters team and additional administrative functions.

Project concept documents are being developed at a great speed, with extended TDC staff now starting to become involved in the process and creating their own. This will provide opportunity for detailed assessment of ideas and feasibility of implementing them. It also provides opportunity to proactively plan rather than react and do.

Scott Williams from Innovatus was engaged to pull together a 3 waters delivery plan with a prioritised list of projects put forward for the 3 waters reform funding allocation. The delivery plan templates for 6 projects have now been drafted and will be submitted by Friday 25 September 2020.

Management of the Water and Wastewater Treatment staff is ongoing for Tina, and the team appear to be settling well into the new line management structure. Future strategies around the reporting model is front of mind and processes are being developed around assessing service delivery options and what is feasible for the team structure prior to the implementation of the 3 waters reform solution.

Updates of key projects are noted below. It is expected that this list will increase as the project’s office becomes more involved in initiation, planning and delivery of projects within the annual plan, long term plan and recovery.

Solid Waste 17a Review

The waste survey and kerbside audit has been completed, with detailed reporting from WasteNot consulting received. This report will be used to inform the Solid Waste Asset Management Plan and the 17a service delivery review.

IOT (Internet of Things) Water meters

The initial scope was to provide a vehicle to analyse water usage and forecast usage while having the ability to detect leaks easily by implementing an IOT initiative. We intend on treating this as a phase 1, due to there being a further 500 meters in the district that we could potentially do in future. A second project to install new IOT flow meter devices is also being undertaken in parallel with original project. This will be captured by phasing stage 1 and 2.

Business Intelligence

Development of additional new tools on the BI platform were temporarily put on hold, to allow for team capacity to be freed up to assist with the Authority upgrade project. Now that the Authority upgrade has been completed, the BI tool will be placed back into the programmes and projects work agenda once there is resource capacity to do so. Focus of the BI tool is currently on water usage and other hydrological data to help assess environment impacts and the potential for another drought in the upcoming summer season.

Recovery Programme

A programme of work has been completed by Innovatus and is actively being worked through. The critical task of identifying triggers and escalation points is being led by Stephen Dunn, with the support of Dave Watson. Data used to inform decisions around triggers and escalations will be input into the BI tool.

Water Bylaw

This project is being led by Peter Wimsett, with the project’s office supporting with delivery and engagement plans. Legal counsel has been sought with a clear picture of our statutory obligations formed. This has been included in the delivery plan. The timeline for delivery of the water bylaw has been re-assessed and due to limited ability to undertake consultation requirements it has been determined that this will not be in place until 2021.

Project Framework

Reviews and updates on the project framework are ongoing, with some great efficiencies in the process already gained through simplification and condensing of documentation. Project concepts and brief one-page documents have been introduced into the framework which are providing a great source of background information and justification for upcoming or in progress projects. These documents will also provide an opportunity to create an overall programme/portfolio plan for all projects so constraints, dependencies and risk can be visualised at a holistic level.

Long Term Plan

Delivery timelines for the Long-Term Plan have been put in place. This plan will identify key deliverables and milestones and identify where there will be resource constraint and potential timeline issues.

Pahiatua Water Treatment Plant

The project is currently in the commissioning phase, and is due to be handed over on Wednesday 23^rd September, with an official Iwi blessing to occur celebrating completion.

Web Platform and E-Services

This project is currently being initiated as support for our current website platform is due to expire in February 2021. Planning for this project has determined a 2-phase approach with replacement platform being procured and implemented in phase 1 and e-services functions in phase 2. This project is being led by Anthony Woodside, Business Analyst, with support from the PMO team.

Pensioner Housing

Currently in the Resource Consent process, with the design needing further update due to widening of carparks, plantings, and screens. Project is currently being managed by Malcolm Thomas, but discussions with the Tararua Alliance have been initiated with the prospect of one of their Project Managers taking the lead on this project. It is expected that a design review process will be undertaken to ensure appropriate quality of design.

Library

Executive Summary

Everything was humming along for the first two weeks of August and then Alert Level 2 hit. Tararua Library finds Alert Level 2 particularly hard to deal with. The measures we need to put in place to protect the community from possible transmission is at odds with our usual warm and welcoming persona. Programmes come to a halt as well. We certainly noticed a general reluctance and, in a number of cases, rudeness towards staff when we put those measures in place once more. Now, a couple of weeks down the track, it appears our visitors have settled into the new ‘norm’.

Our two new team members have completed their training and have begun working their usual hours with each team.

The New Zealand Libraries Participation Programme continues to offer us opportunities to aid in the recovery of our community. This month, they have offered us a one-year free subscription to EBSCO through the EPIC consortium. This give us access to a huge range of information databases for both reference and research purposes. Access begins on 1 September this year.

All staff roadmaps have now been completed and discussed. A training programme will be developed in response to identified gaps.

The Library Book Sale was held in all branches in the first 10 days of August. The team noticed there has been a number of people buying items whom we hadn’t seen using our library previously.

Planning

Planning for the ‘Maths is Fun’ Nitro Fun October holiday programme has begun. We are working with other groups to provide this programme to our school age children. It is the final year that the programme will be available in its present form.

The New Zealand Children’s Book Awards Year 7/8 Quiz has ten teams registered from Dannevirke and Woodville has one school registered. Questions are being compiled about the books. The author hosted by Nikki and Nelson Public Library, as reported last month, was the Supreme Award winner this year.

A small group are planning the Customer Satisfaction Survey. We hope to deliver it in October this year in order for it to be completed in plenty of time for reporting in next year’s Annual Report.

Delivery

Library Events & Programmes

All our programmes have been suspended under the guidelines for Alert Level 2.

The National Poetry Day competition is still running, but the launch events had to be cancelled due to distancing rules.

Adult Reading Challenge

This has been able to proceed due to the nature of the Challenge. Each week we have had a winner drawn from all participants. The programme finishes in September with a grand prize draw.

Chill Out and Read Winter Reading Programme

In the first two weeks of August we were able to continue this programme as normal hosting school visits and visiting schools as part of the challenges set. Councillor Johns was invited to speak to a class from Woodville School as part of the programme.

In the latter part of the month, we have adapted the challenges in order that the children could still participate and reach their goals, finishing the programme on 24 August. Some of the changes included Zoom virtual visits to the library. A lot of work has been done to ensure each child participating has been awarded a book that suits them. The ECCT funding has been fully utilised for this purpose.

Statistics as at 31st August 2020

It is of note, that the circulation statistics are very slightly up on the same time last year. It shows that while there are less people visiting the library this past month – due to Level 2 – they are taking out more items when they do come in. E-book issues have dropped by a percentage of 7% against the same time last year. The statistics for September may give us a better picture of why this was the case.

APNK use is down this month as a reflection of Level 2 restrictions on using the library chromebooks.

1. Recommendation

1.1 That the report from the Chief Executive dated 23 September 2020 concerning an update on key projects and items of interest to the Council (as circulated) be received.

Attachments

Nil.

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

Date	:	24 September 2020
To	:	Mayor and Councillors Tararua District Council
From	:	Blair King Chief Executive
Subject	:	Wai Tapu ki Tāmaki-nui-a Rua Delivery Plan
Item No	:	11.1

Date	:	22 September 2020
To	:	Mayor and Councillors Tararua District Council
From	:	David Geary Director
Subject	:	Road Closures Requested Under the Tenth Schedule of the Local Government Act 1974
Item No	:	11.3