Agenda of Council meeting - Wednesday, 29 June 2022

Minutes of a meeting of the Tararua District Council held in the Council Chamber, 26 Gordon Street, Dannevirke on Wednesday 25 May 2022 commencing at 1.00pm.

1. Present

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

In Attendance

Mr B Nicholson - Chief Executive

Mr R Taylor - Manager - Democracy Services

Mr R Suppiah - Group Manager - Corporate

Mr M Maxwell - Group Manager - Economic and Community Development

Mr C Chapman - Group Manager - Infrastructure

Ms T Love - Group Manager - Operations

Ms B Smith - Finance Manager

Mr J Single - Regulatory Services Manager

Mr A Gosney - Project Management Office Lead

Ms E Roberts - Revenue Manager

Mrs A Charmley - Team Leader Planning Services

2. Council Prayer and Tribute to Geoff Buchanan

2.1	The Mayor opened the meeting with a Council Prayer, and observed a moment of silence as a tribute to Geoff Buchanan (a well-respected member of the Dannevirke community who tragically lost his life in a road accident).

3. Apologies

3.1	*That an apology be sustained from Cr Carole Isaacson for non-attendance at the meeting.* *Crs Franklin/Peeti-Webber Carried*

4. Public Forum

4.1

Nil

5. Notification of Items Not on the Agenda

5.1

Nil

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

6.1

Nil

7. Personal Matters

7.1

Nil

8. Confirmation of Minutes

8.1	*That the minutes of the Council meeting held on 27 April 2022 (as circulated) be confirmed as a true and accurate record of the meeting.* *Crs Johns/Peeti-Webber Carried*

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

9.1	Dog Attacks (Item 11.1.3)
9.1.1	It is noted that six dog attacks involving people occurred in the urban North Ward for the period from 1 July 2021.
9.1.2	Regulatory Services Manager Jim Single clarified these relate to separate incidents associated with different dogs.
9.2	Town Bridge (Item 10.2.3)
9.2.1	It is pleasing to note the Pahiatua town bridge is currently being cleaned and painted.

10. Community Boards and Community Committees Reports

10.1	Woodville Districts' Vision
10.1.1	*That the report of the Woodville Districts’ Vision meeting held on 3 May 2022 (as circulated) be received.* *Crs Peeti-Webber/Wards Carried*
10.1.2	Play, Active, Recreation and Sport Strategy
10.1.2.1	Mayor Tracey Collis is following up the complaint from Woodville Districts’ Vision that there was no meeting in Woodville for the consultation process on the Play, Active, Recreation and Sport Strategy (whereas there were community meetings held in the district’s other towns).
10.1.3	Tree Sculpture
10.1.3.1	Arrangements are being made to pursue options to enable the tree sculpture to be repaired and remain a feature in Woodville.

10.2

Explore Pahiatua

10.2.1

That the report of the Explore Pahiatua meeting held on 4 May 2022 (as circulated) be received.

Crs Peeti-Webber/Wards Carried

10.3	Dannevirke Community Board
10.3.1	*That the report of the Dannevirke Community Board meeting held on 2 May 2022 (as circulated) be received.* *Crs Peeti-Webber/Wards Carried*
10.3.2	Rates Rebate Thresholds
10.3.2.1	The level of the rates rebate thresholds will be discussed with Minister of Finance Grant Robertson when he visits Dannevirke next month to advocate they be increased for those eligible to receive that support.
10.3.2.2	Through seeking an adjustment for that purpose this would provide recognition of the rising cost of rates in addition to prices escalating for other essential everyday items. Lobbying for this to occur could also be pursued through Local Government New Zealand.

10.4	Eketāhuna Community Board
10.4.1	*That the report of the Eketāhuna Community Board meeting held on 9 May 2022 (as circulated) be received.* *Crs Peeti-Webber/Wards Carried*
10.4.2	Connecting with the Eketāhuna Community
10.4.2.1	It is noted the evening public meeting held in Eketāhuna attended by Council representatives provided a good forum for discussion and raising questions on issues and matters of interest to the community regarding Council services and activities.
10.4.2.2	Consideration will be given to using that type of forum again in the future for the purpose of Council connecting with the Eketāhuna community, with it being suggested those meetings are held on a six-monthly basis.

11. Reports

11.1

2021/2022 Refuse Disposal Costs

11.1.1

That the report from the Finance Manager dated 18 May 2022 concerning 2021/2022 refuse disposal costs (as circulated) be received, and

That Council notes the legal requirement to pay for the uninvoiced amount for carbon credits from Central Hawke’s Bay District Council, and

That this item of business be left to lie on the table to enable staff to further investigate and report back on options to consider offsetting this debt through the use of available carbon credits held by Council from its forestry assets.

Crs Johns/Hull Carried

11.2	Nine Months Performance for the Period Ending 31 March 2022
11.2.1	Finance Manager Bronda Smith elaborated on Council’s financial position and variances to the revenue and expenditure budgets relative to the overall results outlined in the activity dashboard and anticipated year end outcome.
11.2.2	An overview was also given on the service performance measures indicating Council achieved 63% of the agreed measures compared to 77% last year, and activities needing improvement relative to achieving their target for community satisfaction. Comments from the second wave of the community survey regarding various activities will be sent to the Mayor and Councillors for their information.
11.2.3	Project Management Office Lead Adam Gosney outlined progress with undertaking projects included in the capital expenditure budgets programme. As at the end of March 2022 from a total budget of $37,365 million for the 2021/2022 financial year the sum of $16,222 million has been spent.
11.2.4	Of the 226 individual projects identified within the Annual Plan there have been 53 projects completed. Many of the remaining projects sit within the delivery and planning stages.
11.2.5	Group Manager - Corporate Raj Suppiah outlined the work finance staff continue to undertake with Council’s treasury advisor to develop and implement strategies to manage interest rates risk and optimise funding in accordance with its financial strategies.
11.2.6	The focus continues to be on managing interest rates and funding risk through forecasting debt levels, hedging strategies and managing interest rate risk post the Three Waters Reform.
11.2.7	Revenue Manager Eleanor Roberts spoke on the continued emphasis placed on managing Council’s rates debtors by classifying them into categories based on risk.
11.2.8	Council had 2,089 rating units in arrears from 1 July 2021 with 1,937 clearing their arrears by 31 March 2022 leaving 152 with an arrears balance. The total collected and approved write-off from 1 July 2021 to 31 March 2022 was $789,517.
11.2.9	Staff placed 142 rating units with arrears from 1 July 2021 remaining in September 2021 and a further 12 rating units in December 2021 with Council’s debt collection agency.
11.2.10	Collection to March 2022 has resulted in full rates being received on one rating unit that was going to be put forward for a rating sale but was sold privately, along with formal demands made to mortgagees and some of these being paid.
11.2.11	Council has one rating unit currently going through the rating sale tender process, with settlement being 3 May 2022.
11.2.12	Staff continue to direct emphasis on managing rates debtors through early intervention by contacting ratepayers directly to make arrangements to clear arrears and current rates in a timely manner.
11.2.13	That the report from the Finance Manager dated 18 May 2022 concerning Council’s nine months performance for the period ending 31 March 2022 (as circulated) be received and the contents are noted. Crs Wards/Johns Carried

11.3

Proposed Dog Registration Fees and Charges for the 2022/2023 Financial Year, Submissions Responses and Bylaw Adoption

11.3.1

That the report from the Regulatory Services Manager dated 18 May 2022 concerning proposed dog registration fees and charges for the 2022/2023 financial year, submissions responses and bylaw adoption (as circulated) be received, and

That pursuant to Section 37 of the Dog Control Act 1996, the following dog control fees (including GST) for the year 1 July 2022 to 30 June 2023 be adopted:

Animal Control Advice

Application and compliance advice No charge

Dog Registration

Urban Domestic Dog

Fee if paid on or before 1 August $130.00

Late fee if paid after 1 August $195.00

Urban Domestic Dog (Desexed)

Fee if paid on or before 1 August $110.00

Late fee if paid after 1 August $165.00

Preferred Owner Dog

Fee if paid on or before 1 August $75.00

Late fee if paid after 1 August* $112.50

Preferred Owner Dog (Desexed)

Fee if paid on or before 1 August $65.00

Late fee if paid after 1 August* $97.50

* Preferred owner status may be revoked if paid after 1 August. If revoked, the applicable dog registration fee will apply.

Over 65’s Canine Companion

Fee if paid on or before 1 August $85.00

Late fee if paid after 1 August* $127.50

Rural Domestic Dog

Fee if paid on or before 1 August $75.00

Late fee if paid after 1 August $112.50

Working Dog*

Fee if paid on or before 1 August $55.00

Late fee if paid after 1 August $82.50

(First five dogs full fee then additional dogs at tag fee)

*Providing a false statement when registering a dog is an offence subject to a $3,000 fine on conviction.

Dangerous Dog - as classified under the Dog Control Act 1996

Fee if paid on or before 1 August Base fee plus 50%

Late fee if paid after 1 August Additional 50% fee

Disability assist dog with organisation certificate No charge

Any new dog that is less than three months old after 1 August in any calendar year will be charged a pro rata of the dog registration for that year.

Other Fees

Dog lead $12.00

Dog collar - large/extra-large $12.00

Dog collar - small/medium $10.00

Barking dog collar hire

Bond $50.00

Rental per week $20.00

Replacement registration tag or disc $5.00

Application for preferred owner status $75.00

Application for licence to keep three or more dogs $115.00

Application for a licence to register a boarding kennel $200.00

Application for licence to register a breeding kennel $200.00

And that the Council determines that:

a bylaw is the most appropriate way of addressing the perceived problems around dog control in the district.
the bylaw is in the most appropriate form; and
the bylaw is not inconsistent with the New Zealand Bill of Rights Act 1990.

And that the Tararua District Council Dog Control Bylaw 2022 be adopted subject to including the following amendment:

a) Amend the ‘Working Dog’ registration fee category to allow an owner the first five dogs at the full registration fee applicable and additional working dogs for the price of the registration tag (currently $5) for each dog.

And that Council note and confirm the officer’s responses to the submissions received through Super Consultation Round 2 regarding the Dog Control Bylaw and Dog Control Policy, and

That the Chief Executive notify the Dog Control Bylaw and Dog Control Policy as amended and adopted to take effect from 1 July 2022.

Crs Johns/Wards Carried

11.4

Appointment and Delegations for an Independent Commissioner for the Puketoi Windfarm Applications

11.4.1

That the report from the Team Leader - Planning Services dated 18 May 2022 concerning the appointment of an Independent Commissioner for the Puketoi Windfarm variation application to change or cancel conditions of consent and for a new land use consent application for the realignment of the transmission line (as circulated) be received, and

That pursuant to Sections 34A, 104B, 108 and 127 of the Resource Management Act 1991, Council delegates to Certified Independent Commissioner Paul Rogers the necessary functions, powers and duties to consider and determine the variation application for Mercury Energy to change or cancel conditions of consent and the new application for the realignment of the transmission line.

Cr Hull/Mayor Collis Carried

11.5

Delegations Policy and Statutory Delegations Register

11.5.1

That the report from the Group Manager - Operations dated 18 May 2022 concerning the Delegations Policy and Statutory Delegations Register (as circulated) be received, and

That Council adopt the Delegations Policy and Statutory Delegations Register, and

That the Chief Executive be authorised to sub-delegate statutory authority to staff undertaking functions in an operational capacity, excluding those powers that cannot be delegated.

Crs Johns/Treder Carried

11.6	Staff Report
11.6.1	Severe Weather Events
11.6.1.1	Staff continue to liaise with Waka Kotahi NZ Transport Agency regarding emergency works funding applications relative to the financial impacts of the severe weather events over recent months.
11.6.1.2	An estimated $2.6 million and $5.4 million of damage was caused by storm events in February and March respectively on top of the $4.2 million damage from storm events in September and November 2021.
11.6.2	Coast Road
11.6.2.1	The work undertaken to repair Coast Road near Akitio following a large dropout forming in March is appreciated to restore that roading link.
11.6.3	Pensioner Housing
11.6.3.1	Issues identified through the annual inspection of Council’s pensioner housing units will be discussed at the next Works Liaison Committee workshop briefing session as part of the facilities update.
11.6.4	Swimming Pools
11.6.4.1	It is requested patronage numbers for the 2021/2022 season be reported from Tararua Aquatic Community Trust for Dannevirke heated indoor swimming pool.
11.6.5	Mangatainoka Reserve Public Conveniences
11.6.5.1	Work has been completed on the project to install public conveniences at Mangatainoka Reserve.
11.6.6	Aften Court Pensioner Housing Units
11.6.6.1	It is anticipated the six new pensioner housing units being constructed at Aften Court (Dannevirke) will be completed next month.
11.6.7	Website Statistics
11.6.7.1	It is requested the statistics for the number of visitors using Tararua.com website be provided monthly in future staff reports.
11.6.8	Super Consultation Round 2
11.6.8.1	The communications team will be undertaking a debrief in the coming weeks to critically evaluate the Super Consultation Round 2 process, including discussion with the Mayor and Councillors to make any recommendations for improvements in the future.
11.6.9	Procurement
11.6.9.1	Consideration could be given to developing a Council buy local procurement policy to determine parameters and guidance for giving preference to local businesses in the district for the purchase of goods and services.
11.6.9.2	This would need to ensure that local businesses can demonstrate they provide value for money and are competitive against suppliers from outside the district.
11.6.10	*That the report from the Chief Executive dated 18 May 2022 concerning an update on key projects and items of interest to the Council (as circulated) be received.* Crs Franklin/Johns Carried

12. Portfolio Reports

12.1

Nil

13. Mayoral Matters

13.1

Mayor and Councillors Report

13.1.1

A copy of the Mayor and Councillors May report is tabled, and the information set out in that document is circulated as an attachment to the agenda relating to these minutes.

13.1.2

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

· Minister David Clark’s visit to Kumeroa to hear how rural connectivity has had a positive impact on the Tararua District.

· Whanau Fun Day at Pahiatua Multi-Sports Park.

· Hosting of Facebook Live event to discuss the 2022/2023 Annual Plan.

· Blessing the new solar installation of Scanpower, Tu Mai Ra Energy and Lumina Limited at Scanpower Business Park.

· Presentation of leadership badges to students from Norsewood and Districts’ School.

· Accelerate 25 regional economic development support for innovative small and medium enterprise.

· Norway Day and Viking Festival at Norsewood.

· Tuia mentorship programme.

· Te Āpiti Manawatū Gorge Governance Group meeting.

· Mayor’s Taskforce for Jobs support of 62 NEETs (Not in Employment, Education or Training) into employment and working to exceed 70 NEETs supported.

· New Central Hawke’s Bay District Council Chief Executive Doug Tate’s Mihi Whakatau.

· Shepherdess magazine featuring some of the Tararua District’s local women legends.

· Julie Candy - a biography of a troubled Victorian family (Julie Candy is a member of the Woodville Genealogy Group).

· Presentation of Tararua civic honour to Wayne Churchouse to recognise his voluntary community service.

· Fundraiser to support Ukrainian families who have fled to Kazimerz Dolny, Pahiatua’s twin town in Poland.

· Tararua Sports Awards virtual event held on 17 June 2022 at 7.30pm.

· Letters from the Mayor.

· Events attended by the Mayor.

· Councillors portfolio reports.

14. Items Not on the Agenda

14.1

Nil

There being no further business the Mayor thanked those present for their attendance and contributions, and declared the meeting closed at 3.50pm.

____________________________

Mayor

Report

Date	:	22 June 2022
To	:	Mayor and Councillors Tararua District Council
From	:	Bronda Smith Finance Manager
Subject	:	Adoption of Council's Annual Plan 2022/2023 and Schedule of Fees and Charges
Item No	:	11.1

1. Recommendation

1.1 That the report from the Finance Manager dated 22 June 2022 concerning the adoption of Council's Annual Plan 2022/2023 and Schedule of Fees and Charges (as circulated) be received, and

1.2 That as recommended by the Audit and Risk Committee, the Annual Plan including the Fees and Charges Schedule for the 2022/2023 financial year be adopted (subject to the correction of any typographical errors or changes which may be required).

2. Reason for the Report

2.1 To review the report and to adopt the Annual Plan 2022/23, being year two of the 2021/31 Long Term Plan and the Schedule of Fees and Charges required by Section 95 of the Local Government Act 2002 (LGA).

3. Background

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

3.2 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

3.3 Council initially held a series of workshops in November 2021, January and February 2022 to determine the service levels, capital programme, fees and charges, activity expenditure and rates requirement for the 2022/23 Annual Plan. The result of this was the Audit and Risk Committee recommending to Council in March to adopt the supporting information requiring a rate increase of 11.37%.

4. Engagement with the Community

4.1 Council proposed a rates increase of 11.37% which is higher than that proposed in the Long Term Plan. This increase is driven by rising operating costs and priorities in this Annual Plan namely compliance, renewing ageing assets, infrastructure investment in response to growth and building resilience, and right-sizing of staff numbers.

4.2 Council prepared an Engagement Document and supporting information to engage with the community as part of Super Consultation Round 2 as the rates increase proposed is significantly higher than the rates limits set in the Financial Strategy.

4.3 The engagement period ran from 4^th April to 6^th May and Council engaged with the community in the following mechanisms:

· The Engagement Document and supporting information being publicly available on the Council website and at Council’s service centres;

· Media releases through the Bush Telegraph;

· Rates mock invoice sent to each ratepayer; and

· Roadshow as part of Super Consultation Round 2.

4.4 See attached Summary - Draft Annual Plan 2022 2023 Feedback and Council Response for the summary of the feedback and Council’s responses.

5. Financial Strategy Key Issues

5.1 The 2021/31 Financial Strategy highlighted the issues facing the Council and its response to these issues over the course of the Long Term Plan (LTP) is as follows:

5.2 Introduce a debt repayment programme – in the LTP, Council had indicated that it will include in its rates limits 2% accelerated debt repayment.

5.3 External debt repayment is provided from depreciation reserve funding (used to fund the replacement of long-term assets). Council's infrastructure is ageing, and planned renewals are increasing, meaning that there is no longer sufficient surplus cash to repay external debt.

5.4 In this Annual Plan, Council is planning to continue a high level of capital investment in infrastructure and community facilities.

5.5 However, with the rates increase significantly higher than the LTP, meant Council had to find options to reduce the proposed rates to the 11.37% for the Draft Annual Plan.

5.6 One of the options taken is to reduce the accelerated debt repayment from 2% to 1% with the intention to catch up in the following years of the LTP. The following graphs (LTP followed by the Annual Plan) shows the impact of this decision as forecast in the LTP and in the Annual Plan.

5.7 Increase Council’s debt limit - already in place

5.8 Increase Council’s rates limit – at the final rates increase of 11.22% the rates increases are significantly higher than the LTP resulting from rising operating costs and Council’s priorities in this Annual Plan namely compliance, renewing ageing assets, infrastructure investment in response to growth and building resilience, and right-sizing of staff numbers.

5.9 Continue to explore alternative funding streams – Since 2012, funding from rates had increased from 60% to 63%. Council has put a greater focus on alternative funding sources in the LTP to reduce the financial burden on ratepayers.

5.10 After a period that resulted in funding from fees and charges dropping from 13% in 2012 to 9% of total revenue, Council adopted a pricing strategy in 2015. This provided a framework for decision making when setting fees and charges.

5.11 Fees and charges for activities that provide a benefit to a direct user have been increased in this Annual Plan to reflect the cost of providing the service. The key changes are:

· Metered water – increased by $424,000

· Refuse disposal to continue full cost recovery accounting for the increase in carbon and waste levy’s - $83,000

· Trade waste – increased by $30,000

· Increased regulatory services fees (mainly Animal Control, Building Services and District Planning) to reflect both increased demand for services and increased costs to deliver the levels of service - $439,000

· Pensioner housing rental increases to reflect the quality of the units and the overall increase in market rentals in the district - $28,000

5.12 The table below highlights the effect of these changes on the mix of Council’s funding sources excluding one off 100% subsidy projects:

5.13 Affordability – Council continues to work through the impact of rate increases and the affordability to our community especially those on fixed incomes. Council will continue to promote and support rate payers to apply for the Rates Rebate plus discussions about the ability to pay via direct debit to smooth out payments.

5.14 Grow the rating base – Council continues to see modest growth in its rating base of estimated 69 new assessments as of February 2022 (aligned to forecast of 70 for the year in the LTP). Staff will update the rates model with the final new assessments in May 2022 prior to modelling the rates for the final Annual Plan.

5.15 Fund an appropriate level of depreciation for future asset renewals – Council have maintained the funding levels as per the LTP.

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

6.1 Rates Increase

6.1.1.. The overall proposed rates increase for 2022/23 Annual Plan is 11.22%. Compared to current actual rates that were struck on 1 July, the increase is 10.14%. The planned rates increases are higher than the 7.86% increase forecast for Year 2 of Long Term Plan and exceeds the rates limit of 7.90% set in the Financial Strategy.

6.2 Rates Distribution

6.2.1 Management has prepared a rates analysis to show the comparison between actual rates in current year against the Annual Plan 2022/23 rates. See attached document Rates Changes Impact and outliers analysis 2023 Model 1486 and quick facts below:

6.2.2 The comparison of the rates distribution compared to the current year (that was significantly impacted by the rating valuations) shows more concentration around the 8-15 % and very few outliers. The bar graphs on the right are for the 2022/23 Annual Plan.

6.3 New Targeted Kerbside Recycling Rate

6.3.1 Council introduced new kerbside recycling services rolled out by towns funded via a targeted rate. This acknowledges the communities desire to encourage waste minimisation and a reduction in waste disposal.

6.4 Debt repayment

6.4.1 As noted in paras 5.2 to 5.8 above.

6.5 Capital Programme

6.5.1 Total capital expenditure is $28.76M compared to $24.54 M in Year 2 of the LTP.

6.6 Operational Expenditure

6.7 This has decreased by $64,000 for Year 2 of the LTP and increase of $390,000 for the current year (Year 1 of the LTP). The main drivers for the increases are cost increases in Solid Waste, Regulatory Services, Community and Recreational Services, Insurance and Election cost.

6.8 Personnel cost

6.9 Personnel cost in the Statement of comprehensive income and expense has increased by $2.33M compared to current year. One of the outcomes is to ensure competitiveness in Council’s staff benefits compared to the market - important in recruitment and retention of staff. The increase is due to a combination of:

6.9.1 Bringing staff that were delivering services via a contractor inhouse for better alignment of requirements across the organisation especially in IT support.

6.9.2 New roles to meet service levels, compliance, anticipated growth, and to focus on high-risk areas.

6.9.3 Bringing exiting staff salaries closer to 95% of the benchmark.

6.9.4 Allowance for staff development and role movements, extra-ordinary hours, on-call costs, overtime and casual staff.

6.9.5 An overall salary increase of 5% in anticipation of market movement.

7. Key changes between the Draft Annual Plan and Annual Plan for Adoption

7.1 Following the adoption of the Annual Report 2020/21, the Open Balances were updated within the financial model. Due to the timing this was after the engagement with the community and the supporting information was developed.

7.2 This affected the level of Depreciation calculated as part of the Annual Plan and a reduction of $82K was made to the funded depreciation to bring the expected rates increase to below the rates increase during the engagement process.

8. Financial Strategy Limits and Revenue and Financing Compliance

8.1 Financial Prudence Benchmarks

8.2 The table below displays Council’s planned limit as per the Annual Plan 2022/23 against its Quantified Maximum limits set in the Financial Strategy.

8.3 The rates increase of 11.22% exceeds the maximum limit of 7.9%.

8.4 Council complies with all of the debt limits set in the Financial Strategy. The debt limit with the least headroom is liquidity. 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-prioritising planned projects if required.

8.5 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 <150%. This allows for future headroom and also ensures the cost of debt is maintained at an affordable level to ratepayers.

9. Revenue and Financing Policy

9.1 Council has set funding limits by way of the Revenue and Financing Policy in the 2021/31 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
Building Services, Compliance and Monitoring	50%-60%	62%	40%-50%	38%	-	-
District Planning	70%-80%	50%	20%-30%	50%	-	-
Footpaths	30%-40%	55%	-	-	60%-70%	45%
Parks and Reserves	85%-95%	75%	0%-5%	5%	5%-10%	20%

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

Activity

Reason

Building Services, Compliance and Monitoring

The Revenue and Financing Policy groups the Building Services, Environmental Health, Liquor, Noise and General Compliance. These groupings do not correctly reflect the public (rates) private (fees & charges) funding limits for example:

· Council desires to move toward users pays – funding for Building Services differs from General Compliance (rubbish, illegal dumping, abandoned vehicles etc). Ability to recover cost via user pays in General Compliance is difficult/not practical.

· Liquor licence fees are set by legislation and any change is via a Bylaw.

See table below for details.

Action Required: This will require Council to revisit the Revenue and Financing Policy limits in the 2024/34 LTP.


District Planning	Fees and charges for this activity has increased significantly (cost recovery and charging for cost previously not charged e.g. Engineering advice) resulting in higher revenue. Action Required: This will require Council to revisit the Revenue and Financing Policy limits in the 2024/34 LTP.
Footpaths	The funding includes main street upgrades funded via targeted rates and Waka Kotahi funding of 70%. Action Required: This will require Council to revisit the Revenue and Financing Policy limits in the 2024/34 LTP.
Parks and Reserves	Council has budgeted to receive external grants. This is a one-off grant. No Action Required

10. Significance Assessment

10.1 The proposed changes recommended triggered the Council’s Significance and Engagement Policy under the criteria: “The degree to which the issue / decision has a new financial impact on Council or the rating levels of its communities”

10.2 Council engaged with the community on the proposed rates increase detailing the underlying drivers.

11. Balanced Budget Requirement

11.1 Section 100 of the Local Government Act 2002 requires Council to ensure that for every year of the Long Term Plan, its projected operating revenues are set at a level sufficient to meet its projected operating expenditure. This is known as the balanced budget. Council may set projected operating revenues at a different level from that required, if the Council resolves that it is financially prudent to do so.

11.2 Council for this Annual Plan has produced a balanced budget.

12. Conclusion

12.1 The Annual Plan including the Fees and Charges Schedule for the Annual Plan 2022/23 were presented to the Audit and Risk Committee meeting on 21 June 2022, and are recommended to the Council for adoption.

Attachments

Nil.

Report

Date	:	22 June 2022
To	:	Mayor and Councillors Tararua District Council
From	:	Malcolm Thomas Strategy and Policy Advisor
Subject	:	Adoption of Class 4 Gambling and Racing Board Venue Policy
Item No	:	11.3

1. Recommendation

1.1 That the report from the Strategy and Policy Advisor dated 22 June 2022 concerning the adoption of the Class 4 Gambling and Racing Board Venue Policy (as circulated) be received, and

1.2 That Council note the trends and policy direction from the review of the Class 4 Gambling and Racing Board Venue Policy, including a review that has commenced by the Department of Internal Affairs, and

1.3 That Council, having considered the submissions received through the special consultation process, confirm the current policy, including:

· Changing the wording from ‘sinking lid’ to a ‘cap’ target number of 100 gaming 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 note and confirm the officer’s responses to the submissions received through Super Consultation Round 2 regarding the Class 4 Gambling and Racing Board Venue Policy, and

That Council adopt the Class 4 Gambling and Racing Board Venue Policy included as appendix 1 of this report.

2. Reason for the Report

The Council is required by section 102(5) of the Gambling Act 2003 and section 96 of the Racing Industry Act 2020 to complete a review of its Venue Policy within 3 years of the previous review being completed. The current policy was adopted on 26^th June 2019. Council adopted a draft Policy for consultation on 30^th March 2022, which was unchanged (in policy matters) from the 2019 adopted current policy.

Council undertook a special consultative procedure from 4 April 2022 to 6 May 2022 as part of the Super Consultation and heard submissions on 17^thMay. Council discussed these submissions at the Strategy and Policy workshop on 8 June 2022 and noted the points raised through the consultation process. The reviewed draft policy is now attached and recommended for final adoption.

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

3. Introduction

The Gambling Act 2003 and the Racing Industry Act 2020 together state that the Gambling Venue and Board Venue Policies:

· Must specify whether or not Class 4 Venues (hereafter referred to as Gambling Venues) may be established in the district, and if so, where they may be located.

· May specify any restrictions on the maximum number of Gaming Machines that may be operated at any Gambling Venue. The Gambling Act 2003 established a maximum limit of nine (9) machines for new venues and those venues that obtained a licence after 17 October 2001.

· May consider whether to include a relocation policy and the distance from sensitive activities.

o A relocation policy sets out if and when the Council will grant consent for an existing venue to transfer the gaming machines to a new venue (within the district) to which a class 4 venue licence applies.

· The Council must specify whether or not new Board 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.

In the development of this policy Council must have regard for the social impacts of gambling on the Tararua district community. Council also needs to consider the benefits to the community from the grant funding that is generated by the corporate societies that run the venues.

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:

· control the growth of gambling; and

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

· authorise some gambling and prohibit the rest; and

· facilitate responsible gambling; and

· ensure the integrity and fairness of games; and

· limit opportunities for crime or dishonesty associated with gambling; and

· ensure that money from gambling benefits the community; and

· 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.

Racing Industry Act 2020

Council’s TAB Board Venue Policy, required under Section 96 of the Racing Industry Act 2020, must specify whether or not new Board venues may be established in the district and, if so, where they may be located. Section 97 specifies that the policy must be reviewed every 3 years and must use the special consultative procedure under the LGA 2002.

This is a new Act but the requirements for a Council venue policy are the same as under the old Racing Act 2003. Demand for these venues has reduced significantly over time with most activity carried out online.

Council only has jurisdiction over numbers and locations of standalone TAB venues, not TAB outlets or agencies that are part of a business or bar.

4. Issues

4.1 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 or cap 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, 2016 and 2019 confirmed the cap of 100. This review proposes to continue with the current policy, with the only change being to clarify that the 100 pokie machines target is a cap rather than a sinking lid approach.

Since the adoption of the original policy in 2004, the number of Class 4 venues operating in the district has decreased from 15 to 8, and the number of Class 4 gambling machines has fallen from 127 to 108 (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.

The proportion of gaming machines in the Tararua district as a percentage of total New Zealand numbers has stayed relatively the same in the last three years. 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.

Chart, line chart

Description automatically generated

Numbers of gaming machines have also reduced significantly across New Zealand (from 22,231 in 2004 to 14,743 as at December 2021). 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.

Despite the number of venues in Tararua declining from 15 in 2004 to 8 in 2021 the number of machines has reduced by a much smaller percentage, and the total GMP has remained at a similar level. The GMP per machine has increased over time but is at about the same in real (inflation adjusted) terms.

GMP in Tararua is relatively low compared to the national average. In the December 2021 Quarter there was $7,951 GMP per machine. The national average was $12,289.

Council should note that Glass 4 gambling machines only account for around a third of the formal gambling industry – not including all other forms of on-line gambling not regulated.

Table

Description automatically generated

Overall, the traditional gambling channels have seen relatively static revenues over the last five years. Revenues were severely impacted by Covid-19 lockdowns in a few quarters over the last two years.

Gambling Proceeds and Impacts

The Council must balance the benefits received by many community groups in the district through grants, versus the potential harm to residents as a result of gambling.

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 would 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 very small numbers of residents in Tararua receiving problem gambling support services in the over the years. The % of problem gamblers seeking help in Tararua as a proportion of the NZ total is much lower than population would suggest (0.02% of clients in 2021 against 0.37% of population).

	Service User Data - Problem Gambling
June Year	New Clients*	Total Clients#
2021	1	1
2020	1	2
2019	2	3
2018	0	2
2017	2	6
2016	5	6
2015	4	8
2014	10	12
2013	4	5
2012	1	5

* 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).

4.2 Peer Councils Policies

For this 2022 review the number of machines has been assessed against other rural and neighbouring Councils. Tararua still has a relatively high number of machines. Of the c+ouncils assessed, only South Waikato and Ruapehu had fewer residents per machine.

As at December 2021
	Number of Venues	Number of Machines	% of all Machines in New Zealand	% of New Zealand Population (June)	Residents per Machine
Ruapehu	7	91	0.62	0.25	142
South Waikato	10	160	1.09	0.50	159
Tararua	8	108	0.73	0.37	176
Hauraki	9	119	0.81	0.43	183
Hurunui	8	72	0.49	0.26	187
South Wairarapa	4	51	0.35	0.23	228
Matamata-Piako	12	154	1.04	0.72	238
Clutha District	11	73	0.50	0.36	253
Rangitikei	5	58	0.39	0.32	277
Palmerston North	21	295	2.00	1.78	307
New Zealand	1,050	14,743	100.00	100.00	347
Kaipara	7	60	0.41	0.51	433
CHBDC	2	36	0.24	0.31	433
Masterton	4	64	0.43	0.55	441

The trends around New Zealand are for councils to at least cap the number of gaming machines. The above table shows that Tararua still has a relatively high number of machines relative to population.

4.3 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:

· The characteristics of the district and parts of the district:

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

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

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

· How close any venue should be permitted to be to any other venue;

· What the primary activity at any venue should be.

Does the policy need to change?

The purpose of the Tararua District Council’s Class 4 Gambling Venue and Board Venue Policy is:

· To provide for the continued limited and controlled availability of Class 4 Gambling within Tararua District in accordance with the purpose and intent of the Act.

· To establish an appropriate maximum level of opportunities for Class 4 Gambling activities in the Tararua District in order to avoid or minimise the harm caused by problem gambling.

· To ensure Gambling Venue Operators act responsibly and promote harm minimisation.

· To facilitate community involvement in decisions about the provision of gambling.

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.

For Tararua (noting that some of the grants will benefit organisations / areas outside the Tararua District) the following minimum in grants was:

Year	Gaming Machine Profits	40% minimum in grants
2019	$3,645,597	$1,458,239
2020	$3,252,007	$1,300,802
2021	$3,601,220	$1,440,488

In addition, there are a number of businesses and jobs supported by the activity, as well as revenue to government and the societies that own the machines. The level of grants to the community is significant and will be important to a range of recreational and community groups. The Department of Internal Affairs carries out audits and monitors the venue payments and society expenses.

Recent trends are that gambling has shifted to more on-line activity. This is very hard to regulate and control and Council has no ability to do so. Trying to remove all Class 4 gaming machines would likely just drive more people to on-line gambling.

Overall, the assessment is that the current policy of a cap of 100 is justified and that there is a need over time to continue the 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.

Policy Setting

Possible Benefits

Possible Negative Impacts

Option – Status Quo

· Retain the cap at 100 machines

· Relocations allowed

· Restrictions on any new / relocated venues to be >100metres from sensitive sites / activities

Keeps the policy settings steady and still prohibits more machines being established.

Restrictions on location continues to mitigate potential harm.

Relocations allow businesses to invest in new premises that generally have better controls on gambling harm, and may provide safer premises in general (e.g. from earthquakes).

Recognises that the government is carrying out a review of the regulations and changes to these may be announced in 2023.

If numbers of machines dropped below 100 before 2025 (next review) then another venue could increase machine numbers.

Relocations make it easier for existing premises to continue operating.

Option 2 – More restrictive

· Reduce cap or sinking lid target on machines to 90

· ‘Remove ability for relocations / mergers

Reducing the current sinking lid target from 100 to 90 would set another target as current number of machines operating approaches the 100 target. Setting the number lower would continue to seek further reductions in machine numbers.

A lower sinking lid provision sets a target of machines that is more restrictive than the current numbers.

Any reduction in machine numbers from closures or reductions would not be able to be replaced (as is the current situation unless numbers fall below 100).

Further reductions from the current numbers may:

· inhibit general hospitality growth.

· reduce grant funding for the community over time.

· cause further movement toward online gambling which is unregulated.

· Will not allow for new Class 4 gambling opportunities in the district

Removing ability to relocate will remove options for existing businesses and could result in loss of employment / grants. This could also create significant financial issues for those venues that have earthquake prone buildings.

Option 3 – Less Restrictive

· Increase cap target (or remove it) to 120

Possible additional employment and community grants. While more machines could support another business the past 15 years of data indicates that this would just increase access to gambling with little increase in overall community benefits. The GMP per machine would likely fall.

Would allow more 1 new venue to be established with 9 machines. This is not consistent with the legislation and Council policy of reducing gambling harm.

Grants are unlikely to increase much as evidenced by the modest reductions in overall GMP seen as venues and machines reduced over the last decade.

5. Consultation

The draft Class 4 Gambling and Racing Board Venue Policy was consulted on from 4 April – 6 May 2022. Seven submissions were received. Submissions were mainly from representative industry organisations / owners, with two from the general public and two from the Problem Gambling Foundation / Asian Family Services.

Submitter

Issues Raised / Changes asked for

Comment – TDC response

The Gaming Machine Association of NZ

Set Cap at current 108 pokie machine numbers

The proposed cap is 100 which has been the target for 6 years. Tararua still has significantly more pokie machines relative to the national average.

Council accepts that there are considerable benefits from grant funding to parts of the community.

The Government is currently carrying out a review of pokie machine gambling in NZ. The Council is waiting for any regulation changes from this review.

· Pokies result in significant community grants – the majority to sports activities

· 24 of the 108 Tararua machines are in service clubs

· Gambling is a popular recreational activity for many

· Gaming machine numbers are declining

· Very low numbers of ‘official’ problem gamblers

· There are many rules and restrictions on the operations of pokie machines.

· No relationship between declining pokie machine numbers and the number of problem gamblers

· Tougher caps / sinking lid just results in a shift to unregulated internet gambling

Problem Gambling Foundation	Advocates for true sinking lid policy – 1. No relocations 2. Ban on any new venues 3. No mergers under any circumstances	The relocation policy allows the possibility to support lawful businesses to invest in the district and continue to provide employment - earthquake prone buildings are a current issue. This policy could be reversed if Council decided that the harm from gambling outweighs supporting existing businesses. Council is stepping up its support for community groups to seek grant funding The cap of 100 effectively stops any new venues (outside of relocations) at this stage. A more restrictive policy would be unlikely to have any real impact unless a venue with 18 machines closed, or an existing venue wished to relocate. Council is receiving widely contradictory submissions all citing research and consequences. The Government is currently carrying out a review of Pokie machine gambling in NZ. Further regulation may result from this review.
Problem Gambling Foundation	· The impacts from gambling harm are a far greater problem than the numbers of problem gamblers indicate. · Disproportionate impacts from lower incomes and Maori – funding the community grants · Significant minority of gamblers suffer harm · Only a small % of problem gamblers access support services · Challenge’s view of gambling industry that sinking lids = more online gambling. · Pokie machines are concentrated in the most deprived communities · Maori are 4 times more likely to be moderate-risk or problem gamblers · Sinking lid and caps are effective in reducing pokie machine numbers · There is a significant loss of grant funding to areas outside of Tararua · Strong redistribution of wealth from more deprived communities to less deprived communities.
Asian Family Services	Advocates for true sinking lid policy – 1. No relocations 2. Ban on any new venues 3. No mergers under any circumstances	The relocation policy allows the possibility to support lawful businesses to invest in the district and continue to provide employment - earthquake prone buildings are a current issue. This policy could be reversed if Council decided that the harm from gambling outweighs supporting existing businesses. Council is receiving widely contradictory submissions all citing research and consequences. The Government is currently carrying out a review of Pokie machine gambling in NZ. Further regulation may result from this review.
Asian Family Services	· 484 of Asian ethnicity in Tararua – only 2.7% but growing quickly · Asian people’s risk of individual gambling harm is 9.5 times higher than European / other ethnicities.
Pub Charity NZ	Tentatively supports retention of 100 cap and current relocation policy · NZ has one of the lowest problem gambling rates in the World · No evidence that current policy reduces gambling harm in Tararua · Online gambling is significant and unregulated · Problem gambling rate has stayed the same despite reduction in Pokie machines · Limiting local Class 4 gambling reduces local community grants but does not reduce overall local gambling	Tararua still has significantly more pokie machines relative to the national average. Council accepts that there is considerable benefits from grant funding to parts of the community. The Government is currently carrying out a review of Pokie machine gambling in NZ. The Council is waiting for any regulation changes from this review.
John Preston	In Woodville the venue is soliciting business with on tick credits and announcing in the Masonic that jackpots are about to go off. There is no policing of underage people. Should lose their license.	Complaints should be directed to DIA – they have the responsibility to administer the operation regulations.
David Mulinder – Knox Church	View of gambling is negative – addictive causing domestic violence and poor family life.	Noted
NZ Community Trust	Set Cap at current 108 pokie machine numbers · Endorses submission from the Gaming Machine Association of NZ · Current policy has worked to date – retention policy and cap. This has been fair to community · Low problem gambling rate with wide range of support services · Council policy critical to long term sustainable operations – sinking lid and no relocations would destroy this · We are not for profit model · Safest place to gamble – alternative is on-line gambling · Maintains community funding · Location of venues more important than number of machines	The proposed cap is 100 which has been the target for 6 years. Tararua still has significantly more pokie machines relative to the national average. Council accepts that there are considerable benefits from grant funding to parts of the community. The Government is currently carrying out a review of Pokie machine gambling in NZ. The Council is waiting for any regulation changes from this review. Council agrees location is important, and notes that all the Tararua venues are in highly deprived communities.

Council has taken a balanced approach in the past, with strong arguments from the industry (wanting less restrictions) and the PGF (wanting more restrictions). With a government review underway Council is wanting to continue this balanced approach. If there is a need to change the policy stance Council can review the Policy at any stage before the required three years.

Appendix 1 – Class 4 Gambling and Racing Board Venue Policy

Class 4 Gambling and Racing Board Venue Policy

· 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 Industry Act 2020 also requires the Council to have a policy on Board venues (Board Venue 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 8, and the number of gaming machines has fallen from 127 to 108 (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 cap 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 the number of machines falls below 100. That objective acknowledges the social impact of gambling and the harm caused to its communities, while balancing this against the benefits of grants to the community and the lawful recreation options of residents.

The Racing Industry Act 2020 requires that Council adopt a Board Venue Policy established under Section 97 of the Racing Industry Act 2020 that must specify whether or not new Board venues may be established in the district and, if so, where they may be located.

The purpose of the Gambling Act 2003 is to:

· control the growth of gambling; and

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

· authorise some gambling and prohibit the rest; and

· facilitate responsible gambling; and

· ensure the integrity and fairness of games; and

· limit opportunities for crime or dishonesty associated with gambling; and

· ensure that money from gambling benefits the community; and

· facilitate 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.

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 Industry Act 2020. 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.

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 Industry Act 2020 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.

Objectives and Scope of the Policy

Objectives

The objectives of the policy are to:

· To provide for the continued limited and controlled availability of Class 4 Gambling within Tararua District in accordance with the purpose and intent of the Act.

· To establish an appropriate maximum level of opportunities for Class 4 Gambling activities in the Tararua District in order to avoid or minimise the harm caused by problem gambling.

· To ensure Gambling Venue Operators act responsibly and promote harm minimisation.

· To facilitate community involvement in decisions about the provision of gambling.

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 for continued operations 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.

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.

1. Description

The Tararua District Council adopts a capped 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 capped target refers to the number of gaming machines that have been approved to operate.

1. 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.

2. Venue Relocation Policy

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

· Where the venue is replacing an existing venue within the district; and

· Where the existing venue operator consents to the relocation; and

· 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.

New Zealand Racing Board Policy

This policy is adopted by the Tararua District Council in accordance with sections 96 and 97 of the Racing Industry Act 2020.

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.

Administration

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.

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.

Commencement of Policy and Review

This policy was adopted on 29^th June 2022 and comes into effect from the date of adoption.

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

Attachments

Nil.

Report

Date	:	22 June 2022
To	:	Mayor and Councillors Tararua District Council
From	:	Bryan Nicholson Chief Executive
Subject	:	Staff Report
Item No	:	11.4

1. Recommendation

1.1 That the report from the Chief Executive dated 22 June 2022 concerning an update on key projects and items of interest to the Council (as circulated) be received.

Reason for the Report

This report is to update the Mayor and Councillors on key projects and items of interest over the period 17 May 2022 to 20 June 2022.

Infrastructure Group

General

Infrastructure Group staff remain busy as the end of the 2021/22 financial year approaches. Several capital programmes and projects are unlikely to be completed by financial year end. This is due to various reasons, but predominantly delays due to supply chain impacts, conscious deferral of some wastewater upgrade projects until the Wastewater Treatment Strategy project is complete and an understanding of long-term needs is clearer, and internal resource capacity.

3-Waters has continued to be a high priority focus area, with continuing infrastructure challenges, compliance management improvements and nearing completion of 3-Waters stimulus fund projects justifying staff attention.

Dannevirke’s impounded supply, or raw water storage dam, continues to be a challenge. Based on the continued volume of water flowing from subsoil drains, it is believed a leak (or leaks) remains. Recent underwater drone inspections were carried out with minimal success, and did not identify new points of interest. Engineers with significant expertise and experience with dams and dam liners have been engaged to support identification and remediation of the leak(s), as well as complete a review of the impounded supply to identify risk and opportunities associated with it.

Preparation of annual compliance reports for resource consents associated with wastewater discharge and landfills are underway. These are now being completed by staff, rather than external consultants, as improvements to compliance systems, processes and performance are made. It is extremely likely that many of these compliance reports will confirm non-compliances associated with wastewater, continuing from previous years. System and process improvements currently being made will reduce the likelihood of future non-compliances associated with monitoring and reporting, and the Wastewater Treatment Strategy will provide guidance on what short, medium and long term infrastructure improvements are required to ensure the treatment plants are capable of achieving technical requirements.

Positively, stormwater improvements completed in Eketāhuna’s main street to address ongoing flooding of commercial properties appear to have been successful. This project was funded through the Department of Internal Affairs 3-Waters Stimulus Fund, and the upgraded system has been put to the test multiple times in recent months.

Central government’s Water Services Entities Bill is currently with the Select Committee, following it’s first reading on the 9^th of June. This bill establishes four publicly owned water services entities to manage 3-Waters services in place of local authorities. Submissions on the bill are open until the 22^nd of July.

Although legislation has not yet been finalised, Local Transition Teams (LTT) have been established to support Government’s 3-Waters Reform programme. LTT has been set up for each of the new water services entities, and include staff from each Council plus representatives from the Department of Internal Affairs National Transition Unit (NTU).

The NTU work programme for implementation of the new water services entities is starting to become clearer, and it is expected to require significant input and involvement of Council staff. Staff are engaging with the NTU representative, seeking support (financial or professional services) to assist with this workload.

Transport

Operations and Maintenance

Road maintenance teams are working hard to get back on top of programmed works now that clean-up of the road network (e.g. clearing slips and fallen trees) following recent weather events has been completed.

During May, inspectors and patrolmen travelled 2,215km of Tararua roads capturing and repairing faults. 157km of urban road sweeping was also completed.

This financial year’s heavy vegetation trimming programme is expected to be completed by the end of June, with the 2022/23 programme commencing immediately following. The third round of urban vegetation spraying has recently been completed. Inclement weather is causing delays to rural road spraying (the second round for this financial year).

The table and map below highlight maintenance work completed during May.

The graph summarises the total estimated repair costs for current faults associated with sealed road surface, pavement and shoulder issued (reported at the end of each month). It shows the number of priority 4 faults (the worst ones) continues to reduce.

Renewals

Pavement rehabilitation continues at sites on Nikau Road and Weber Road. Weather and COVID-19 has delayed construction at both sites, which will not be sealed before/during winter. Both sites will continue to be monitored and maintained until an appropriate weather window allows surfacing work to be completed.

Delays have also resulted in the deferral of two pavement rehabilitation sites, on Weber Road, which will now be completed next construction season.

Staff are investigation an anti-flush seal. There are several sites on the network with unstable seal layers, resulting in bitumen flushing and low skid resistance. Where appropriate, an anti-flush seal may enable short-medium term repairs to be completed that doesn’t require rehabilitation / removal of the existing seal layers.

Although removal from the pavement rehabilitation programme, work at the Queen Street roundabout in Dannevirke is still planned. This includes pavement maintenance works and safety improvements, and is planned to commence in 2022/23.

Various urban renewal projects are underway or have been completed. This includes renewal of kerb and channel in Totara Place and Albert Street in Pahiatua, and renewal of the Norsewood war memorial carpark (pictured right).

Work is also planned for Council’s carpark on Huxley Street in Pahiatua, opposite the Bush Multisport complex. This consists of some minor drainage work along with preparation and resealing of the existing pavement.

Emergency Works

Repair works continue at several sites damaged by past severe weather events.

Replacement of a retaining wall in Arthur Street, Pahiatua, is underway although has been delayed due to regular rainfall. Sheet piling and permanent fall protection fencing is now in place, with the pavement and footpath reinstatement to go.

Repairs to address slumping on Coast Road near Akitio has been completed to ensure there continues to be safe access to Akitio. Local iwi were involved in the development of a planting plan, to help stabilise the recently completed earthworks.

Works underway in Arthur Street (left) and complete repairs on Coast Road (right)

Following numerous weather events in the past few months there is a lot of activity happening in the emergency works space. Funding applications up to the value of $9 million have been submitted to Waka Kotahi to support the Tararua in repairing numerous high risk and high cost sites across the district. Although there is a lot of planning happening, physical works on these sites will be minimal until we receive confirmation of funding by Waka Kotahi.

Huarahi Tuhono – Weber to Wimbledon (Route 52 Upgrade)

Poor weather has been an on-going feature of the project over the past few months, continually saturated our worksites and causing numerous slips and road dropouts. As measured on the Hawke’s Bay Regional Council weather station at Mangaorapa, more than 500mm of rain has fallen since January, compared to less than 200mm between January and June last year.

Minimal construction works will be completed over winter months, although some enabling works including drainage will be done in preparation for next construction seasons programme.

Over the past few months, a trial of local aggregate sourced from a quarry located on Angora Road has been completed. Historically, the rock from this quarry was used for much of the road construction in the Wimbledon area. With improvements in freight routes resulting in easier access to higher quality aggregate from the Manawatu River, this quarry fell out of favour. However, with the increases in freight costs and known modification requirements to improve its quality (following laboratory testing), use of this ‘Angora Rock’ has become viable again. The rock is being trialled on various sites, including in the Wimbledon Gorge. A 300m section approaching the Morgan’s Estate Bridge has the aggregate laid on it. This site will remain unsealed over winter so the effects of moisture on the raw product, which has been identified as its primary vulnerability, can be monitored. If the aggregate can be proven as an effective material, it creates the opportunity to reduce material costs significantly and reduce the carbon footprint for the project.

Trial of Angora Road (left) and Placement of a rock armouring (right)

3-Waters

Reticulation Operation and Maintenance

Crews have responded to multiple water leaks in Pahiatua caused by contractors hitting pipes while installing Ultra-Fast Broadband. The very shallow location of some pipes has contributed to this, with some being hit while saw cutting the concrete and asphalt surfaces which is unusual.

The below photos show two examples of pipes being hit. The photo on the left shows a 100mm water main damaged during by directional drilling operations. This pipe has been temporarily repaired using a leak band to get the service back in operation as soon as possible. The temporary repair was completed during early evening when customer demand is high. A water shutdown is required, to cut out the damaged section of pipe, and will be planned at a suitable time that minimises disruption to the community.

The photo on the right shows another pipe hit, however it also clearly shows how shallow some of these pipes are and the poor historical installs that contribute to the issues now faced by Council and community.

Example of water pipes recently hit during Ultra Fast Broadband installation

The photos below show a repair being undertaken on the 225mm sewer at the bottom of Dawson Street in Pahiatua. The earthenware pipe had cracked along the top and was leaking sewerage. This line programmed for renewal in 2022/23, from Tararua Street to the Wastewater Treatment Plant.

Wastewater main repairs, before (left) and after (right)

Reticulation Renewal

Recent high rainfall causing high levels and flows within the wastewater network has delayed the sewer renewal project in New Street, Dannevirke. Works will resume once levels in the reticulation network reduce however it is now unlikely that this renewal will be fully completed this financial year.

More than 250 meters of sewer pipe has been relined in Queen Street, Dannevirke. Delays to the liner materials coming from Sweden has stalled completion of the rest of this project.

Water Treatment

Another boil water notice was issued for Eketahuna, as heavy rain again resulted in Makakahi River turbidity levels being higher than the current treatment plant is able to treat in accordance with the NZ Drinking Water Standards. The boil water notice was issued on a precautionary basis due to the turbidity level and associated impact on UV disinfection. No E.coli has been detected in Eketāhuna’s water supply. Commission of the upgraded water treatment plant is now almost complete and is showing positive results in terms of its ability to reduce the likelihood of future boil water notices.

A boil water notice was also issued at Pongaroa. The UV disinfection unit failed and required replacement parts so, therefore, water did not comply with the NZ Drinking Water Standards as completed removal of contaminants could not be guaranteed.

Replacement of well liners and a storage tank for the Akitio water supply has been delayed due to wet weather conditions. It is now likely this work will be deferred to next financial year, before the 2022/23 summer.

Facilities

Parks & Reserves

Grass growth rates have slowed during May with the onset of winter growing conditions reducing growth rates, mowing rounds were adjusted accordingly. There is some isolated ground saturation in some areas. Additional weed control was completed at Pinfold Road Cemetery, RSA Cemetery, Woodville Gorge Cemetery, Woodville Campground, Victory Park, Main Street, Mangatainoka Cemetery, and around the Eketahuna township. Extra bark has been added around the gardens in Eketahuna.

High winds and storm damage experienced in May resulted in treefall clean up at the Dannevirke Lower and Upper Domain as well as Pahiatua Main Street.

Unnecessary vandalism continues to be experienced. Recent examples in Dannevirke include significant graffiti to interior walls at the Upper Domain toilets, cistern removed from the Dannevirke Sports Centre 24 hour toilet, and graffiti at the railway underpass. In Pahiatua, taps were taken from the Main Street Public Toilets and the window to the old sexton shed at the Mangatinoka Cemetery was smashed. We continue to experience motorised vehicles doing skids and wheelies in our parks and reserves.

Cistern removed from Dannevirke Sports Centre

Playgrounds

Inspections of playgrounds were completed in May by external qualified inspectors, in line with the New Zealand standard.

Several high risk issues were identified during the inspections, requiring immediate intervention. The Eagles Nest at Harvard Park has been isolated as the timber beams and rope T-junctions need to be replaced. Staff have worked with the supplier and repairs are scheduled to take place in early July.

Staff are continuing to review the extensive reports for the 13 Council playgrounds across the district. The report findings will assist in the development of forward works programmes and to ensure the district’s playgrounds are safe and fit for purpose.

Further, rather than replace faulty equipment with like for like pieces, the outcomes from the Play, Active Recreation and Sport Strategy will help inform as to what equipment the community would like to see in our District Playgrounds.

The glass found at the Eketahuna Playground has since been cleaned up and the playground as a whole has been tidied up.

Cemeteries

The rebuild of the columbarium wall at the Mangatainoka Cemetery is progressing, although suppliers have faced several delays due COVID-19 related staff shortages and materials shortages. Brick work was completed in May, the installation of steel will commence once the steel has been galvanised. The revised target date for completion of the wall is mid to late July 2022.

Hedge trimming has been completed at Pinfold Road Cemetery and RSA Cemetery. Topping up of graves was undertaken within the Mangatainoka Cemetery and Pinfold Road Cemetery. Clean up and spraying completed at Mangaoranga RSA Cemetery.

The Phebalium trees around the driveway of the Mangatera Cemetery have been trimmed and shaped and the Phoenix Palm at the entrance has been lifted.

Pensioner Housing

The installation of new windows at Lyndon Flats 1 to 6, Pahiatua has now been completed. The team from Bernie Walsh Aluminium & Glass battled the weather to get the job done. Tenants will no longer have to listen to windows rattling in the wind and will enjoy a much warmer home.

Swimming Pools

Final patronage numbers have been reported from the 2021/2022 season.

Swimming Pool	2018/2019	2019/2020	2020/2021	2021/2022
Woodville	1,684	3,229	2,115	CLOSED
Pahiatua	26,545	17,771	16,006	14,017
Eketahuna	CLOSED	3,084	1,869	1,124

Wai Splash Swimming Pool total visits from 1 July 2021 to 31 May 2022: 29,642

Campgrounds

Below are patronage numbers to date for the 2021/2022 season.

Campground	2018/2019	2019/2020	2020/2021	2021/2022
Dannevirke	7,489	7,116	7,328	5,188
Woodville	1,259	867	972	802
Pahiatua	4,847	4,059	4,895	4,480
Eketahuna	5,557	4,557	5,069	4,225

Public Conveniences

The Mangatainoka Reserve Toilets were opened on 23 May 2022. A Facebook post was released and we’ve received all positive comments thus far.

PPCS received positive feedback on the Eketahuna Public Toilet on 24 May 2022.

To Whom It May Concern,

I am a Territory Manager covering the Lower North Island and top of the South Island, and need to use public restrooms along the way.

Quite often a dreaded stop, as you never know what state they will be in!

Last Monday the 16^th I stopped in Eketahuna, around midday, and noticed the sign “cleaning in progress” but ventured in anyway, as I wasn’t sure if the cleaning person was in the Men’s or Woman’s.

I physically bumped into the cleaning person, who had an arm full of rolls! They stood back and politely said I could go on in bless them!

ANYWAY! What an immaculate cleaning job they had just completed! I have never seen such a well cleaned, pleasant smelling loo in all of my travels! Even the back of the toilet cubicle door had been scrubbed down! That certainly is a first to see!

So well done to your cleaning person there, they are doing your company proud! I wish they were all cleaned so well!

Thank you,

Solid Waste

Delivery of the new recycling wheelie bins and crates (pictured) is underway, with Eketahuna and Woodville now complete. Strong winds and heavy rain has presented challenges and contributed to delays, however it is expected the new receptacles and information materials will all be delivered before the improved kerbside collection service begins in July.

Tararua Alliance Performance Dashboard

Customer Request Management

Key Performance Indicators

Operations Group

Regulatory

Building Services

Building Consents

From 1 July 2021 a total of 1360 inspections were requested, with 1752 performed.

Table – Applications for Dwellings by Location

Location (Valuation Area)	Total 2017/18	Total 2018/19	Total 2019/20	Total 2020/21	From 1 July 2021
Dannevirke	18	24	27	43	19
Rural	12	16	15	25	14
Urban	6	8	12	18	5
Woodville	12	7	13	12	7
Rural	4	4	4	6	4
Urban	8	3	9	6	3
Pahiatua	13	8	23	31	14
Rural	11	3	10	16	4
Urban	2	5	13	15	10
Eketahuna	3	5	1	13	1
Rural	3	2	0	7	0
Urban	0	3	1	6	1
TOTAL	46	44	64	99	41

Table – Building Consent and Inspection Statistics

Category	Total 2018/19	Total 2019/20	Total 2020/21	From 1 July 2021
No. of Applications Received	393	401	479	336
No. of Applications Processed	381	377	465	297
% Processed within Time	86.6%	92.3%	73.5%	74.0%
Total Value	15.8M	$27.8M	$38.7M	$36.8M
No. of Inspections Requested	978	1,137	1,608	1360
No. of Inspections Performed	1,375	1,715	2,104	1752

Table - Building Packet and Lim Requests

	Total 2019	Total 2020	Total 2021	From 1 July 2022
Building Packets	131	207	343	336
LIMs	172	145	156	155

Staffing

Building consent processing and inspections continue to be provided by Solutions Team. They are working alongside our administrators and cadet to ensure continuity of service to the community. We continue to advertise the Team Leader Building and Building Officer roles.

Earthquake Prone Buildings (EPB)

Letters have been sent to owners of priority EPBs. We are now in the process of identifying all other EPBs in the district with non-priority buildings being identified by 1 July.

We have recently received a packet request from a Seismic Assessor regarding an identified, earthquake prone building.

Animal Control

Annual Dog Re-registration

Out of a total of 6,605 (known) dogs in the Tararua District, 6,539 are currently registered. This means 66 dogs are not registered (1.0%).

At this point of the registration year, all dogs should now be registered. Infringements have been issued to dog owners that have still not registered their dogs. We will now be seizing unregistered dogs.

Dog Attacks

Table – Reported Dog Attacks by Type and Location from 1 July 2021

Location	Dogs	Poultry	Stock	Cat	People	Total
Ind/Com Nth Ward
Ind/Com Sth Ward
Non Rateable	2				2	4
Rural North Ward	0	2	4	1	2	9
Rural South Ward	7	1		1	0	9
Road or No Property Address
Urban North Ward	1	1	1	1	6	10
Urban South Ward	2	1	1	1	4	9
TOTAL	12	5	6	4	14	41

Environmental Health and Licensing:

Environmental Health

Food	Task
New Registration	2 new businesses were registered.
Food Verifications	4 Food verifications -all acceptable outcome.
Sight Inspection/Educational visits.	2 visits completed
Health License	Task
Hairdresser	1 new registration – Mobile
Nuisance Order Letter	1 issued
Cleansing Order	1 cleansing order issued
Site Inspection for Health Licenses	Non-all scheduled this month.

Alcohol Licences

No licensing applications have required a public hearing.

The following alcohol licensing applications have been received to date:

Table – Alcohol Licensing Applications to date:

Category	2019/20	2020/21	From 1 July 2021
New Manager Cert	21	21	28
Renewal of Manager Cert	32	57	30
Special Licences	54	56	32
Temporary Authority	5	5	1
On/Off/Club New applications	5	2	2
On/Off/Club Renewal applications	20	26	16
Total Applications	137	167	109

There have been no appeals to the Alcohol Regulatory Licensing Authority.

Illicit Dumping

Table – Reported Illicit Dumping by Location

Location	Total 2019/20	Total 2020/21	From 1 July 2021
Ind/Com Nth Ward	16	11	30
Ind/Com Sth Ward	9	2	5
Non Rateable	6	20	7
Rural North Ward	5	3	10
Rural South Ward	2	1	10
Road or No Property Address	105	74	9
Urban North Ward	6	7	5
Urban South Ward	3	5	7
TOTAL	152	123	83

Other Complaints

A total of 37 noise complaints have been received since the last report. There were 3 abandoned vehicles reported over this period.

District Planning

Resource Consents

Table – Applications for Subdivision by Location

Location (Valuation Area)	Total 2017/18	Total 2018/19	Total 2019/20	Total 2020/21	From 1 July 2021
Dannevirke	22	18	44	48	83
Rural	19	16	34	37	57
Urban	3	2	10	11	26
Woodville	7	9	13	25	34
Rural	4	2	6	15	27
Urban	3	7	7	10	7
Pahiatua	13	15	22	35	43
Rural	10	10	13	26	30
Urban	3	5	9	9	13
Eketahuna	5	6	7	13	16
Rural	4	6	7	11	13
Urban	1	0	1	2	3
TOTAL	47	48	86	121	176

Table – Resource Consent Statistics

Category	Total 2018/19	Total 2019/20	Total 2020/21	From 1 July 2021
No. of Applications Received	72	101	135	161
Subdivision	49	85	121	140
Land Use	23	16	14	21
No. of Applications Processed	73	91	112	161
Subdivision	52	73	104	128
Land Use	21	18	8	33
% Processed within Time	98.6%	93.4%	91.1%	98.1%

Programmes and Projects Office

Project Updates

Aften Court Pensioner Units

Purpose: To increase the supply of pensioner units in Dannevirke by six. Improve Aften Court operating efficiencies. Decrease the housing shortage for pensioner units, and boost employment as part of local Covid-19 recovery Plan.

Overall Status: Building work in progress. External works, plumbing and electrical works completed. Interior works ongoing.

Time Status: Due to COVID, material shortages and delays, expected completion date is August 2022.

Risk Status: Minimal risk to project completion.

Next Steps: Confirm completion date. Building inspection. Project closure. Conduct formal handover of asset to Council. Tenancy.

Dannevirke Dog Pound – General Upgrades

Purpose: To improve the quality of flooring, ventilation, water supply and security to meet MPI and SPCA requirements. To ensure a safe and healthy environment for staff and public.

Overall Status: Ventilation works issue has been resolved, and now re-establishing an install date. Secure dog hand-over system has been planned and is being quoted.

Time Status: Timeline for full project completion is September 2022.

Risk Status: Minimal risk to project completion.

Next Steps: Ventilation work to be installed. Quotes for secure dog transfer system to be received.

Dannevirke Water Treatment Plant Upgrade

Purpose: To upgrade the Water Treatment Plant in order to meet the National Drinking Water Standard of New Zealand. To ensure a high standard of service for the public.

Overall Status: The overall programme consists of upgrades to 3 Water Treatment Plants. Civil works, the upgrade design and pre-commissioning has now been completed. Plant upgrade has been completed with a minor snags list outstanding.

Time Status: Major physical works completed November 2021 – final sign off outstanding.

Risk Status: Minimal risk at this stage of the project.

Next Steps: Complete commissioning / project closure.

Woodville Water Treatment Plant Upgrade

Purpose: To upgrade the Water Treatment Plant in order to meet the National Drinking Water Standard of New Zealand. To ensure a high standard of service for the public.

Overall Status: The overall programme consists of upgrades to 3 Water Treatment Plants. Civil works officially began at Woodville on the 9 August 2021 and had been completed by the 14 October 2021. The installation of the upgraded equipment had been completed by the 22 December 2021. Operators will now have an opportunity to test the new upgraded plant and complete a snag list before signing off the plant as completed.

Time Status: Project in commissioning stage. Minimal risk to project completion and final handover.

Risk Status: Minimal risk at this stage of the project.

Next Steps: Conduct commissioning, complete project closure.

Eketahuna Water Treatment Plant Upgrade

Purpose: To upgrade the Water Treatment Plant in order to meet the National Drinking Water Standard of New Zealand. To ensure a high standard of service for the public.

Overall Status: The overall programme consists of upgrades to 3 Water Treatment Plants. A design option has been selected and endorsed by the Principles Group. All major civil works now complete. Installation of all major treatment process equipment is complete, with outstanding items to be installed during plant shutdown and commissioning phase.

Time Status: Project to be completed no later than June to meet funding parameters. Project team is working within this timeframe.

Risk Status: Delays to Dannevirke and Woodville WTP’s due to Covid-19 negatively impacted the timeline of Eketahuna WTP upgrade.

Next Steps: Conduct commissioning, complete project closure.

Dannevirke Service Centre Earthquake Strengthening

Purpose: To improve the seismic strength rating of the Dannevirke Service Centre building to meet the National Building Standard of 64%. To ensure a safe environment for staff and the public.

Overall Status: Purlins and bracing is complete. Finalising of box gutter and outlet holes through soffit. Overflow channel to be fitted in to parapet. Waterproof membrane bonding 90% completed. Ready for netting, insulation and roofing iron to be installed by the 29^th of June. Work has started on the exterior walls on Denmark St side of the building.

Time Status: Project to be completed July 2022.

Risk Status: Weather disruption while working on exterior walls or during roof installation. Covid-19 ramifications.

Next Steps: Roof installation. Working on exterior walls.

Pahiatua Service Centre Earthquake Strengthening

Purpose: To improve the seismic strength rating of the Pahiatua Service Centre building to 50% of the National Building Standards. To ensure a safe environment for staff and the public.

Overall Status: Drilling of starter bars and epoxy for internal columns. Pouring concrete next week. Gib board being installed in ceilings. Work to start on front ramp, stainless steel rail and emergency lighting

Time Status: Project to be completed July 2022.

Risk Status: Potentially supply chain challenges (all ordered). Covid-19 ramifications.

Next Steps: Continuation of civil works until completion.

Libraries Tararua

It’s been a busy month for Woodville and Eketahuna branches with rates and rate rebates being due this month.

An announcement is expected soon from the Eastern & Central Community Trust about the children’s programme funding application submitted this year.

The Annual Satisfaction Survey results are in. This year’s percentage satisfied with that the Libraries Tararua are welcoming, clean, and accessible is 92%. Some of the comments made in the survey will be useful to inform the Library Strategy currently being drafted.

New Zealand Libraries Partnership Programme

Both secondees have now finished their roles with us. They are sorely missed as they brought value to Libraries Tararua in our support of the community during the Pandemic.

Our application for a one-off Transition funding was successful and will be paid out towards the end of the financial year for use in the 2022/23 year. Funds are earmarked for additional online resources, augmenting the APNK refresh of equipment in July, as well as events and promotion of the library throughout the community.

Branches

St Joseph’s School classes have visited the Library twice this month. Once as part of their “People in the Community” learning module, and again to take part in the National Simultaneous Storytime. 38 children from two classes listened to the telling of Josh Pyke’s book “Family tree” before colouring in paper chains of their family. Dannevirke Library team also farewelled two NZLPP fixed term secondment roles. The weekly radio slot at Dannevirke Radio with the Senior Librarian has resumed.

Pahiatua Library’s new Recent Returns area is being well used. Displays are benefitting from being regularly changed and refreshed.

Woodville Library has been busy with greater than usual Customer Services enquiries. They too have refreshed displays including this one – in time to advertise the upcoming Adult Reading Challenge.

With the Woodville team back to full strength, Kirsty was able to visit Kumeroa School. We are hoping this will be a regular event with other schools in the area also enjoying a visit from us. Woodville Library will be receiving a new ladder that is safer than their current option.

Eketāhuna Library is making bottled water available to residents at times when a “Boil water” notice is in place. The issue with the staff men’s toilet is being addressed by the Facilities team.

Programmes

Little Ears has begun again in each branch. It’s great to be offering this again to the smallest members of our community. Fostering a love of reading from an early age is important to establishing those neural pathways that help people to learn.

Dannevirke Library’s Chapter Chat book club has doubled in numbers since the inaugural meeting last month. There are now two attendees who enjoy discussing their varying interests and choosing from the newest titles available.

Woodville Library has been approached as a venue for a new Poetry group to meet each week.

Eketāhuna’s book group experienced a smaller than normal turnout this month. It’s hoped that the group will be back to normal numbers next month.

Planning

Matariki displays are currently going up.

The Adult Reading Challenge for 2022 has been finalised and promotional material has been available this month for the start in early June.

Preparation for the July Book Sale is underway.

Preparation will begin for the annual “Chill out and Read” Children’s winter reading programme.

Eketāhuna Library team has planned to visit the local playgroups in June.

The District Librarian and Admin Librarian are working on a way to relaunch the Virtual Reality sessions in the Library that is safe and follows the Pandemic guidelines.

Statistics

As at 31^st May 2022.

NB: Eketāhuna’s door counter has been broken since the beginning of this year. The accuracy of the figures being taken manually cannot be guaranteed.

Customer Services

Statistics

Phone Statistics
May 2022	May 2021

Total CRMs entered May 2022 - 652

Total CRMs entered May 2021 - 576

Top 5 Categories:

Building Enquiry - Packet Request, Records or Information - 34

Noise - Bass/Stereo/Radio/Tv - 1st Call – 34

Noise - Bass/Stereo/Radio/Tv - 2nd Call Attendance Required – 34

Water Leak - 31

Dog complaint – wandering/roaming - 25

Top 5 Categories:

Building Enquiry - Packet Request, Records or Information – 39

Noise - Bass/Stereo/Radio/Tv - 1st Call Log Only – 22

Dog Enquiries – General Enquiry – 24

Dog complaint – wandering/roaming - 25

Dog Enquiries - General Enquiry – 20

Summary

Calls much lower than previous year. Abandoned calls also lower this month. Top Customer Request (CRM) categories have changed slightly but general themes still the same.

Customer Services Manager moving into a new role as of 13 June 2022. This position will be advertised as a Customer Experience Manager.

Customer services were short staffed in May due to various team members being unwell. This meant that both offices were running solo at times. The phones were switched to PNCC during these times. This helped ease the pressure on the people working on their own.

Rates Rebate Forms having been coming in steadily, as the cut off for the application is 30 June 2022. Customer services have also received an influx of hardcopy solid fuel applications with winter approaching.

One team member reports that in 18 working days during May, she entered 89 CRMs and sent 92 emails to various departments.

Corporate Services

Information Services

System Patches and Upgrades

An update for council’s main ERP system Authority was configured for user testing and was successfully accepted for application to the production system. This update contains all current program and security fixes and enabled Authority integration compatibility for the Content Manager upgrade that is underway.

Upgrade work progressed on projects for two council software systems:

· Content Manager (TRIM) - councils document management system. Continued configuring of CM Test environment with the InfocentriK team. IS and Records staff have had their first look at the new version over the last couple of days. User acceptance testing UAT will start on the 21 June after the integration to Authority has been completed. A target Go-LIVE date is 4 July.

· GoGet - councils building consent and inspection system. Systems prepared to enable the Objective GoGet team to configure and upgrade GoGet in a test environment for user acceptance testing by the Building Services and IS teams.

Training

From 27 April – 13 May there have been 3 new staff and 9 systems training sessions provided.

From 14 May – 13 June there have been 5 new staff and 24 training sessions with them.

Land Information Service Stats – March 2022

IT Support for April

New service requests in May: 284
New service requests in April: 247

Completed service requests in May: 273
Completed service requests in April: 245

Procurement

Our new Procurement Officer started at the beginning of June. The main focus over the coming months will be looking at contract management software options and further developing procurement framework and templates for consistent use throughout Council.

The Local Government Strategic Procurement Group are meeting in Christchurch at the end of June which some of our team will attend. Presentations will be done by DIA and MBIE as well as an overview around the Chartered Institute of Procurement and Supply qualification and the NZTA qualification. This is also a good opportunity to connect with procurement professionals within Local Government to discuss the challenges, risks and opportunities that we are facing as a sector.

Policy

The Dog Control Bylaw and Policy have been adopted by Council and will be effective from 1 July 2022. A notice was placed in Council’s Bush Telegraph page on Monday 13 June and the documents are on Council’s website.

Economic Development

Lindauer Trail

Numerous funding meetings have taken place with Waka Kotahi with final applications expected to close for the Recreational Path Fund at the end of August 2022. We are currently finalising our application to the fund.

Tui Brewery

The Economic Development team, with support from Accelerate 25, have been in discussion with DB Group regarding their intentions for the Tui Brewery site. The discussions were initiated as part of a project to explore the establishment of a cider industry in Tararua.

Mayor’s Taskforce for Jobs (MTFJ)

This year’s support is set to finish on the 30 June 2022. MTFJ has now supported 76 NEETs an increase of 14 this month. We are currently awaiting details around potential funding for next financial year.

Te Apiti

New signs are now installed at Ferry Reserve through collaborative work with Horizons (images of signs attached)

New Business Engagement

One new business looking to establish in Woodville has been engaged with in June. The business is likely to be food related but small-scale distribution nationally with no main street presence.

Town Signage

The signs have been received and final placement discussions are taking place with community boards before the signs are placed by Tararua Alliance.

CEDA Regional Business Partner (RBP) clinic with TDC

The CEDA team collaborated with TDC to hold an RBP clinic day in Tararua District. A mixture of new businesses attended the one-on-one meetings with a particular increase noted from iwi-owned businesses seeking support from the RBP Māori Business Support Programme.

Community Development

Department of Internal Affairs (DIA)

· The Community Development team and a DIA representative met with community leaders in Eketāhuna to discuss how we can collaborate around understanding community outcomes and funding requirements. The next step is the team joining a community meeting planned for late July.

· DIA’s Lottery Community Fund is opening on Wednesday 22nd June and closing on Wednesday 20th July 2022 at 11.59pm. Lottery community funding meetings with DIA are taking place in Pahiatua 22 June and Dannevirke 23 June

· The Community Development team met with Norsewood Promotions to plan a Community-Led Development Day involving DIA in early July. The team will work with DIA to plan the activities for the event.

Kumeroa School

The Community Development team met with school staff to discuss a range of funding requirements, with a particular focus on the installation of an EV charging station.

Food Secure Communities Plan

The Community Development team attended the latest Food Secure Steering Group meeting to discuss next steps around implementation. DIA have been approached around funding the next steps with the ED team set to right the application on behalf of the steering group as per the approach for the funding secured from MSD for the food secure plan development workstream.

Support for Ukrainian Refugees

The war has displaced more than a quarter of Ukraine’s population, with 12 million people forced to flee their homes. Throughout the month of June, Council has supported the Pahiatua Museum’s fundraiser to support Ukrainian families who have fled to Kazimierz Dolny, Pahiatua’s twin town in Poland.

All money raised from the fundraising activities will go directly to a fund administered by the Mayor of Kazimierz Dolny for the displaced Ukrainians living there.

Fundraising activities included:

- Film Screenings in Pahiatua and Dannevirke

- Online Silent Auction and Raffle

- Virtual Tour (upcoming)

Support has included:

- Organisational support for fundraising activities

- Financial support for fundraising activities

- Use of technical equipment (cameras, projectors)

- Development and design of promotional resources

- Marketing and promotion

- On-the-day event support

- Establishment of Givealittle page

- Relationship building and correspondence with Polish dignitaries

Communications

General Business

Bush Telegraph work

· coordination and design of the weekly Bush Telegraph page

· writing articles and forewords, e.g.,

- various information and FAQ articles on TDC Solid Waste plans, including design of infographics.

- writing articles on the Dannevirke water situation, i.e., Introduction, What is changing , What Council is doing / Has been doing and an article by the Mayor.

- design of ‘Dannevirke Water – From source to tap’ infographic.

- design of 2-page spread featuring above-mentioned articles and infographic.

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- article on TDC proposal for Kainga Ora infrastructure grant.

- complete schedule review of all pre-booked articles on for the Bush Telegraph on animal control, environmental health & licensing, and building.

- compilation of ‘filler’ articles which can be included into the Bush Telegraph at any given time.

Facebook:

We have seen an increase in engagement on our social media over the month of May. This is

due to a larger number of topical posts being published.

Positive reception:

Solid Waste Service rollout

Support Ukraine Event

Civic Award

Negative reception:

Dog registration fee increase

Eketahuna Boil water notices

Reducing Water restrictions

The comm’s team continues to respond to and, where possible, process messages which are sent to the TDC facebook inbox.

Council Website:

Our team is consistently updating information and assessing customer feedback. We received 8 website feedback forms in May.

Key Feedback:

· compliments on Solid Waste Information

· cemetery Records updates

Next Steps:

· finalise training documents for staff at the editor level. Giving them control to upload documents and edit content on pages.

· continue improving content and responding to feedback.

Website Statistics:

Tararuadc.govt.nz website statistics

Number of visitors for the
month of May

Top pages visited

7,892

(17% increase)

1. Cemeteries – Record Search

2. Rates Search

3. Libraries

Tararua.com

The Tararua.com website migration was put on hold during the 2 rounds of super consultation. This will be looked at again in the near future.

Tararua.com website statistics

Number of visitors for the
month of May

Top pages visited

1,050

(36% increase)

1. Play (local events)

2. Freedom Camping

3. Stay (local accommodation)

Items of Interest

Pre-Election Report 2022

Work has begun on the 2022 Pre-Election Report (PER). The communications team has collated the various sections submitted in support of the document, editing where required and has also written a number of sections within the document, including the following:

· the chief executives welcome

· the purpose behind a PER

· the future of local government

· 3 waters review

Local Elections page on the website

A workshop was conducted on 9 June to review Local Elections web page content to ensure the web pages worked, were understandable and flowed correctly. Frequently Asked Questions were reviewed for relevance and correct information. All action points from the workshop were completed in full and the pages are now live. Updates will be made as new information becomes available.

LOKI

The communications team have conducted the first LOKI workshop to discuss what a new LOKI will look like.

A staff survey was commissioned asking staff for their opinions on LOKI and what they would like to see improved and to provide suggestions. This survey went live in early June.

The next step will be collating the survey responses and creating a project team. This will then lead to an Action Plan

Staff Newsletter

A number of small workshops have been conducted to outline the look and feel of the staff newsletter, including what program will be used to support it. Our new Internal Communications Officer is heading the project and is working hard on the first issue. We are anticipating a late June/early July publication date.

Civic Honour Award

The communications team supported the mayor with preparation for the Civic Honour Award for Outstanding Voluntary Community Service bestowed upon Mr Wayne Churchouse on 10 June 2022. The communications team formatted the certificate (with new TDC branding) and arranged for its printing and framework, both being conducted by local firms in Dannevirke and Woodville. The team also advertised the event in the Bush Telegraph and on Facebook. The communications team made themselves available for photography purposes and produced a Facebook post on the event that was well received by those following our Facebook page. Local media were also present to cover the event and have submitted a story to the Bush Telegraph which should be published on Monday 20 June 2022.

Consultation/Super Consultation recommendations

The communications team held a Super Consultation debriefing session on 26 May 2022. In addition, Super Consultations were discussed in Council on 8 June. The following is a summary of communication team and Council thoughts on consultation:

· general agreement that 11 consultation topics over a 3 month period does not work well and created ‘consultation fatigue’ within the community

· consultation’s should be broken down into individual topics

· ways to capture ongoing community input throughout the year needs to be looked at

· positive feedback was received for the Facebook Live event

· there is a strong preference to utilise digital consultation option much more in the future

· the communications team was thanked for the information available, including presentation

· there is strong support to use Community Board and Committees to engage with the communities – further discussions are needed to gauge their support

· consider utilising other groups meetings to support consultation, e.g., Federated Farmers, Probus, Alliance Group etc.

· use existing events to consult at rather than create our own.

New Recycling Service

The communications team developed materials to disseminate to our main townships for the new recycling service which starts on the 1 July. Our focus was to make clear, concise and engaging material to supplement the new service goal of waste minimization.

Educational articles were published in BT, Website and Facebook starting 2 May. Solid waste materials were disseminated along with the bins starting 6 June 2022. They will continue to rollout during June ready for the service to start 1 July.

Solid waste materials included:

· informational booklet (project information, recycling service map, recycling day, what can go in your bins)

· calendar

· recycling made easy infographic/handout

· your recycling day - fridge magnet

· updated webpage

· graphic design of information booklet

· graphic design of town maps for Eketāhuna, Dannevirke, Pahiatua and Woodville that show the kerbside recycling areas.

Educational Articles:

· several information and FAQ articles on TDC’s kerbside recycling service were produced.

Ormondville Water Tanks

Feedback received in Ormondville/Norsewood during the Super Consultation Round 1 water tanks consultation was not fully representative of the communities views (not enough submissions compared to the known level of interest).

A registration of interest form was inserted into the May edition of Norsewood District Happenings.

Residents had until 10 June to submit their form to Council and approximately 20 forms have been submitted. The communications team sent an email of form receipt acknowledgement to respondees.

Water Conservation

On 25 May 2022, Tararua District Council reviewed the water restriction levels across the district. You can view the changes below:

· Ākitio: No change at Get ready (no restrictions)

· Dannevirke: Reduced to Alternate Day Restrictions

· Eketāhuna: No change at Get ready (no restrictions)

· Norsewood: Reduced to Alternate Day Restrictions

· Pahiatua: Reduced to Alternate Day Restrictions

· Pongaroa: No change at Get ready (no restrictions)

· Woodville: Reduced to Get Ready (no restrictions)

You can read all up-to-date information on water restrictions here: https://www.tararuadc.govt.nz/services/water-and-wastewater/current-water-restrictions

Digital/Fillable Forms and PDF’s

A project is being initiated to begin updating and converting our pdf’s into the modern age. Communications will begin discussing with form owners and IT what forms can be turned into webpage forms and what ones will need to be turned into interactive PDF’s.

This project is expected to be a gradual process.

Marketing and promotion support for community events and organisations

Event Name	Event Organiser
Support for Ukraine	Pahiatua Community
Downer Sports Awards	Sport Manawatū/Downer
Regional Business Partners (RBP) clinics	CEDA

TARARUA I-SITE REPORT – April 2022

Welcome Packs

There were 53 packs sent out with 14 being sent to purchasers outside the Tararua District.

Tararua Golf Tournament for NZMCA members

Meeting has been held and date set for 4 – 6 February 2023. Registrations and payments to go through the i-SITE. This will be promoted through NZMCA channels and social media as well as direct to previous attendees.

Jazz in the Park

Finalising dates and venues for each town, held at the end of January to beginning of February 2023.

Tararua Visitor Guide 2022/2023

Has been finalised and due to arrive in the next few weeks.

Support for Ukraine

Assisted with selling tickets for the film events.

Tararua i-SITE and Information Centre statistics May 2022

DigitalSpaces – Tararua Digital Hub

Monthly Report

May has been a busy month for DigitalSpaces, we were approached by CEDA to apply to become a DigitalBoost Facilitator for a Digital Facilitation Scheme that is held over a 6 month period for. This scheme has been created to provide small businesses additional support and encouragement to adopt and practically use the Digital Boost Platform. The scheme is targeted towards small businesses who are in the initial stages of their digital learning journey, are unfamiliar with the Digital Boost platform and have a desire to improve their digital skills so that they can apply them to their business.

The criteria is to collect a cohort of 15 business that are self-employed that haven’t previously signed up to Digital Boost, and they are self-employed. It is a fully funded programme with $20,000 per cohort.

For this we have 10 business currently signed up and needing an extra 5 with the cut-off date of 22 June 2022.

We have obtained new equipment for DigitalSpaces which is a 360 camera and will be hugely popular in making virtual tours – like those seen on the real estate agent listings.

DigitalSpaces has been supporting the Ukrainian fundraiser with digital equipment such as use of the projector and screen as well as helping set up the online auction.

It’s been great to see the business coming back in and using the DigitalSpaces stations and room.

The next milestone is not due until December 2022 (24-month review).

People and Capability Group

Human Resource Management

Staff Movements from 14 May to 17 June 2022

Recent Appointments:

Role	Contract Type	Effective Date
Planning Technician	Permanent	30 May 2022
Health & Safety Advisor	Permanent	8 June 2022
Customer Service Library Assistant	Permanent	13 June 2022

Internal Appointments:

Role	Contract Type	Effective Date
Internal Communications Officer	Permanent	30 May 2022
Cultural Competency Lead	Permanent	13 June 2022

Resignations:

Role	Effective Date
Licensing & Compliance Officer	7 June 2022
PMO Lead	17 June 2022

Current Vacancies:

Role	Recruitment Stage
Team Leader Building Services	Long term advertisement
Building Officer	Long term advertisement
PA to the Mayor	Offer made
Financial and Management Accountant – fixed term	Offer made
Facilities Operations and Contracts Officer	Readvertised
Water and Wastewater Operations Manager	Readvertised
Team Leader Project Management	Advertised
Junior Project Manager	Advertised
Customer Experience Manager	Advertised
Engineering Services Manager (Tararua Alliance role)	Advertised
Manager Democracy Services	Advertised
Environmental Technical Officer	Advertised

Other Staff Matters

N/A

Democracy

Election 2022

Engagement

Team have been primarily working with Warwick Lampp, the Chief Returning Officer at Electionz. His role is to work with a large number of Regional, District and City Councils throughout New Zealand, making sure that, in general, all councils have a standarised approach. He has guided us on what information and documentation we have to make available such as the social media disclaimer we have posted on our elections web page or the content of our Staff Protocols and a range of other matters. He has also been responsible for getting Mayor and Councillor nomination forms branded specifically for TDC.

We also engaged with Electionz for the content on our Candidate Handbook which was then packaged in collaborative branding but, content-wise, specific to Tararua District Council.

We have collaborated with Palmerston North City Council regarding LGE2022 branding. This was at cost but the result was that Palmerston North City Council took images we produced and turned them into posters, social media tiles and newspaper banners etc. We have 24/7 access to these and, being formatted in InDesign, we can add new pictures to the branding at any time. Other councils in the lower North Island have the same identifiable LGE2022 branding as us, they just have their own images council logo.

The election timeline that we are working towards are:

Date	Description
From 8 June	Elections page on TDC web site updated and accessible – updated as req’d
From 01 July	Social media schedule begins (Facebook, Radio, Bush Telegraph, Manawatu Standard, Dannevirke News etc.)
From 8 July	Election signs (hoardings) can be displayed
9 July	Candidate Information Presentation Dannevirke Hub 10:00am
15 July	Nominations open. Electoral roll open for inspection
28 July	Candidate Information Presentation. Pahiatua Town Hall 6:30pm
12 August	Nominations close at 12 noon, electoral roll closes
12 September	Electoral Officer compiles and certifies final electoral roll
16 September	Enrolment Services letter sent to electors on unpublished roll Delivery of ordinary voting documents starts Ordinary and special voting opens
16 September to 8 October	Voting period
7 October	Last day for appointment of scrutineers - by 12 noon
By midnight 7 October	Election signs (hoardings) must be removed
8 October	Election Day - voting closes at 12 noon Progress results available as soon as practicable after close of voting
8 - 13 October	Official count – process special votes
13 October to 23 October (as soon as practicable)	Final results announced Public notice of official declaration of election result – Council website, Bush Telegraph, Manawatu Evening Standard and Dannevirke News
26 October	Statutory Meeting – Sign In Ceremony
By 14 December	Return of election expense declaration forms (55 days after date of declaration of results)

Council is using its website as the main “go-to” for all things elections. The website will be the Council knowledge base for candidates and voters. As we work our way through materials and publications, they will be posted on the webpage. We also have a FAQ section that will be updated with questions that we come across that will be useful for others to know.

See snip below and link to our webpage is : Local Elections | Tararua District Council (tararuadc.govt.nz)

Council will also be using Bush Telegraph and social media (Facebook) to keep candidates and voters informed.

Cover for candidate handbook

Snips of Council Elections webpage

The action plan the team is working to is detailed below. This is a “living document” and will up kept updated.

Stage/Component (Delete if not required)	Key Message / Activity What	Date / Frequency When	Target Audience Who	Channels Where	Status Track the progress
DRAFT Staff Protocols	Do’s and Don’ts during the election period	14 April 2022	Electoral officer	email	DONE
Staff Protocols signed off by CE	Do’s and Don’ts during the election period	19 April 2022	CE	email	DONE
Staff Protocols sent to all staff	Do’s and Don’ts during the election period	22 April	TDC Staff	Email TRIM LOKI	DONE
DRAFT Elected Members Protocols		14 April 2022	Electoral officer	email	DONE
Elected Members Protocols	Do’s and Don’ts	14 April 2022	Current elected members	TRIM, email LOKI	DONE
Staff Declarations	Integrity	14 April 2022	Electoral Officer Deputy Electoral Officer Electoral Officials	TRIM EMail	COMPLETED (Ongoing as elected officials volunteer)
Social Media Disclaimer		14 April 2022	TDC Staff	TDC website	DONE
Media Campaign Product created in partnership with PNCC	Branding, look	14 April 2022	Residents, ratepayers	Bush Telegraph, Facebook, TDC Website	DONE
Iwi Participation	How to enrol, How to stand, Maori Ward, Access to resources	April - ongoing	Ngati Kahungunu, Rangitane and Pahiatua Marae	Email In person	Progressing
Candidate Briefing 09 July 2022 (Dannevirke)	When, Where	01 July 2022	Candidates	Bush Telegraph Facebook	READY TO GO
TDC website	How to enrol, How to stand and FAQs. Links vote 22 and LGE 2022 web pages	15 July 2022	Residents and ratepayers	TDC website	DONE UPDATES AS REQ’D
DRAFT Pre Election Report	Honesty, facts, informing	29 June 2022	Council, ELT	email	IN PROGESS
Training of TDC staff	Acceptance of nominations and voting documents	8 July 2022	Service Centre and staff Deputy Electoral Officer Electoral Officer	In person	TO DO
Voting location updates	Informing of voting locations	08 July – 08 October 2022	Residents and ratepayers	Website Facebook Customer Services	TO DO
Pre Election Report	Honesty, facts, informing	15 July 2022	Residents, ratepayers and candidates	Web site Libraries Customer Services Facebook (links)	IN PROGRESS
Facebook campaign	How to enrol, How to stand and FAQs. Links vote 22 and LGE 2022 web pages	15 July 2022	Residents and Ratepayers	TDC Facebook	READY TO GO
Bush Telegraph Campaign	How to enrol, How to stand and FAQs. Links vote 22 and LGE 2022 web pages	15 July 2022	Residents and Ratepayers	Bush Telegraph	READY TO GO
Candidate Briefing 28 July 2022 (Pahiatua)	When, Where	15 July 2022	Candidates	Bush Telegraph Facebook	READY TO GO
Vote 2022 campaign	How to enrol, How to stand and FAQs. Links vote 22 and LGE 2022 web pages	15 July – 08 October 2022	Residents, ratepayers and candidates	Bush Telegraph Facebook Radio	READY TO GO
Election Day Activites	Collect, collate, disseminate	8 October 2022	Chief Executive Deputy Electoral Officer		TO DO
Election Results	Preliminarily results	08 October 2022	Residents, ratepayers and candidates	Bush Telegraph Facebook Radio	TO DO
Election Results	Final results	13 October TBC	Residents, ratepayers and candidates	Bush Telegraph Facebook Radio	TO DO
Statutory Meeting – Sign In Ceremony		26 October 2022	New Elected Members		TO DO
Induction Programme	What, Why, How	26 October 2022	Elected members		IN PROGRESS

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*
*Eketahuna wastewater wetland land purchase*	*To protect commercial and industrial negotiations*	*Section (1)(a)(i)*

7.1	Dannevirke 150th Anniversary (Item 7.2)
7.1.1	Board Member Ross Macdonald is progressing arrangements for mid-September to organise events to commemorate Dannevirke’s 150th anniversary.
7.1.2	This will be through a morning tea on Saturday and church service Sunday, with a presentation of Dannevirke’s history and the Danish Consulate invited to attend.
7.2	Dannevirke Lower Domain (Item 8.2)
7.2.1	A request has been made by the Chairperson for overgrown blackberry to be cleaned up in the Dannevirke Lower Domain Deer Park area.
7.3	Dannevirke Host Lions Club Electric Barbecue Project at the Dannevirke Lower Domain (Item 9.2)
7.3.1	Dannevirke Host Lions Club is waiting on the electrician to complete the installation of the electric barbecue at the Dannevirke Lower Domain.
7.4	Community Walkway Project (Item 9.4)
7.4.1	The contractor has commenced work to progress providing a community walkway on the southern side of Victoria Avenue heading west from the town boundary bridge to Adelaide Road.
7.5	Wackrow Memorial Youth Award (Item 11)
7.5.1	Claire Chapman and Sergeant Gary McKernon have confirmed they will continue as members of the judging panel for this year’s Wackrow Memorial Youth Award.
7.5.2	Kingi Kiriona has been contacted to be guest speaker at the award function.
7.6	CCTV Coverage in the Vicinity of Dannevirke Town Hall (Item 14.1)
7.6.1	CCTV in the vicinity of Dannevirke Town Hall is working with regard to providing coverage of that area.

8.1	*That the minutes of the Council meeting held on 25 May 2022 (as circulated) be received.* *Spooner-Taylor/Macdonald Carried*
8.2	Better Off Support Package
8.2.1	Cr Sharon Wards spoke on the principles agreed at the Better Off Support Package Workshop (Three Waters Reform) held in Pahiatua on 23 May 2022 facilitated by Malcolm Alexander (former Local Government New Zealand Chief Executive).
8.2.2	A second workshop will be held in Dannevirke on 14 June 2022, and the Deputy Chairperson will attend as the Board’s representative.

9.1	Dannevirke Brass Band
9.1.1	Board Member Kim Spooner-Taylor reported new uniforms have been provided to members of the Dannevirke Brass Band.
9.2	Emergency Management
9.2.1	Board Member Kim Spooner-Taylor reported New Zealand’s Civil Defence carried out a full emergency mobile alert nationwide test on 22 May 2022 as part of a disaster preparedness scenario to ensure systems will perform as they should in an emergency.
9.3	Dannevirke Information Centre
9.3.1	Board Member Ross Macdonald reported the operation of the Dannevirke Information Centre was impacted while a staff member was ill and no cover was available.
9.4	Dannevirke Chamber of Commerce
9.4.1	Deputy Chairperson Board Member Terry Hynes reported Dannevirke Chamber of Commerce arranged a meeting on 26 May 2022 with Member of Parliament Erica Stanford (National Party - Spokesperson for Education, Ethnic Communities and Immigration).
9.5	Dannevirke Community Vehicle Trust
9.5.1	Deputy Chairperson Board Member Terry Hynes reported there has been a decline in numbers using the Dannevirke community vehicle. The period of the booking service not being available through Dannevirke Information Centre partly contributed to that situation.

12.	Dannevirke Spring Festival
12.1	Board Member Ross Macdonald has commenced ascertaining events for inclusion in the calendar of this year’s Dannevirke Spring Festival through approaching community groups to encourage them to be part of the programme.

4.1 Te Apiti Manawatu Gorge Master Plan

Submission

Number

Class 4 Gambling and Racing Board Venue Policy

Class 4 Gambling and Racing Board Venue Policy

Class 4 Gambling and Racing Board Venue Policy

Water Supply Bylaw

Housing Strategy

Water Supply Bylaw

Dog Control Policy and Bylaw

Annual Plan 2022/2023

Water Supply Bylaw

Annual Plan 2022/2023

14.1	Rural Connectivity
14.1.1	Improvement in rural connectivity within the district has had a positive impact on communities, businesses and people, but there is still further work to be done to provide coverage in black spot areas needing improvement.
14.2	Tararua Health and Wellbeing Governance Group
14.2.1	Cr Alison Franklin (Council’s appointed representative on the Tararua Health and Wellbeing Governance Group) is requested to provide an update regarding matters discussed at their meetings through the Mayor and Councillors report circulated for the information of Community Boards and Community Committees.
14.3	Changed Criteria for X-Ray and Radiology Services at Dannevirke Community Hospital
14.3.1	Concern and disappointment is expressed at the impact of changed criteria for x-ray and radiology services at Dannevirke Community Hospital.
14.3.2	Tararua Health Group had no input into this decision, and the Primary Health Organisation changed the eligibility criteria from all who could not self-fund (a lot of patients) to those who hold a Community Services Card and are Maori or Pacifica.
14.3.3	Since these changes were implemented use of the radiology department at Dannevirke Community Hospital has significantly reduced, and may potentially be lost as a consequence. This is an extremely concerning and disappointing situation given the excellent service they offer with all brand-new machinery and skilled staff.
14.3.4	There is a waiting list at Palmerston North Hospital in contrast to the almost instant x-ray and results doctors have been able to obtain when people are treated at Dannevirke Community Hospital.
14.3.5	This is certainly not a move Tararua Health Group wanted to see as they are staunch advocates for being able to provide services close to home for its community, and they will fight to restore funding to reinstate the service.
14.3.6	Mayor Tracey Collis and Wairarapa Member of Parliament Kieran McAnulty have taken on the issue to lobby hard for MidCentral Health to return the availability of this service back to the community.
14.4	Earthquake-prone Buildings
14.4.1	Letters have been sent to owners of priority earthquake-prone buildings. Staff are now in the process of identifying all other earthquake-prone buildings in the district with non-priority buildings being identified by 1 July.
14.5	Dannevirke Gallery of History
14.5.1	It is extremely pleasing to note investigations and work undertaken by police resulted in the return of the female huia stolen in July 2020 from Dannevirke Gallery of History.

3.1	Congratulations are conveyed to John Monaghan on receiving a New Zealand Order of Merit in the Queen’s Birthday Honours List to recognise his services to the dairy industry.
3.2	It is a fitting tribute that the Honourable Dame Silvia Cartwright was appointed to the Order of New Zealand in the Queen’s Birthday Honours List to recognise her services to New Zealand.
3.3	The passing of Mairisa Beth is noted (a former Eketahuna Returned and Services Association President).

6.1	Eketāhuna Domain Proposed Dog Walking Area (Item 6.3)
6.1.1	Council’s facilities staff are liaising with the Eketāhuna community regarding the feasibility of a project to consider options for a proposed dog exercise area at the reserve next to the domain land. Ongoing discussion and consultation is occurring in the community to investigate and ascertain support for implementing that concept.
6.2	Request for Disabled Parking in Haswell Street (Item 6.5)
6.2.1	No further action has been taken or contact received to support progressing the proposal to request consideration be given to providing a disabled parking space in Haswell Street near the Eketāhuna Inn Hotel and electric vehicle charging station.
6.3	Eketāhuna Water Treatment Plant Upgrade (Item 6.2)
6.3.1	The Eketāhuna water treatment plant upgrade is operational (but has not yet been commissioned), and this will assist to improve the standard of service to the community.
6.3.2	This will help to alleviate the need for boil water notices arising from turbidity in most situations through managing the quality of the water take from the river (but it cannot overcome this issue in extreme weather events).
6.3.3	Council will be undertaking to provide some information to the Eketāhuna community about its upgraded water supply and level of service resulting from this project being done.
6.4	Eketāhuna Pedestrian Crossing (Item 6.8)
6.4.1	Eketāhuna Our Town Committee is continuing to pursue with Waka Kotahi NZ Transport Agency discussion to progress its request for the pedestrian crossing in the town centre to be raised and coloured to make it safer.
6.5	Commemorative Coins (Item 10.3)
6.5.1	Eketāhuna Our Town 150th Subcommittee is anticipating the commemorative coins will be received next week as part of their projects for the town’s 2023 Jubilee anniversary celebrations.

7.	Tararua District Council Report
7.1	*That the minutes of the Council meeting held on 25 May 2022 (as circulated) be received.* Clifton/Carew Carried
7.2	Urban Kerbside Recycling Service
7.2.1	Delivery of the urban kerbside recycling bins and information about the new service (to commence next month) has been undertaken in Eketāhuna.

8.1	Better Off Support Package
8.1.1	Deputy Chairperson Board Member Steen McGhie and Board Member Cr Raylene Treder spoke on the principles agreed at the Better Off Support Package Workshop (Three Waters Reform) held in Pahiatua on 23 May 2022.
8.1.2	A second workshop will be held in Dannevirke tomorrow, and the Deputy Chairperson will attend as the Board’s representative.
8.2	Newman Reserve Board
8.2.1	Board Member Terry Carew reported on the Newman Reserve Board Annual General Meeting held in the Eketāhuna War Memorial Hall on 31 May 2022, including reference to the following matters: · A good financial position was achieved. · Consideration is being given to the future of the reserve’s swimming pool with the possibility of it ceasing to exist (through filling it in rather than continuing to maintain it for very little use). · The rates charged on the reserve’s leased land is to be discussed regarding the basis of the costs incurred from Council. · Support was made available for local community organisations.
8.3	Eketāhuna Town Signage
8.3.1	Chairperson Board Member Charlie Death requested the Board consider its preferred places for situating the Eketāhuna town signage, with the following areas identified as its recommendations for that purpose: · Northern sign - approximately where the old Eketāhuna entrance sign was located. · Southern sign - approximately 200 metres north of Mangaoranga Road in the vicinity of the metal reserve opposite Eketāhuna Camping Ground.

8.4	Te Awa Community Foundation Launch
8.4.1	Board Member Terry Carew reported on a meeting held with Mark Maxwell (Group Manager - Economic and Community Development), Colin Yonge (Economic and Community Development Advisor) and Brooke Carter (Department of Internal Affairs) to discuss the launch of the Te Awa Community Foundation concept in the Tararua District. These discussions were also attended by Chairperson Board Member Charlie Death and Eketāhuna Our Town Incorporated Chair Rena Tyler.
8.4.2	The intention for the community foundation being established is to facilitate increased opportunities for community development funding and initiatives to support community wellbeing, with an advisory committee for the district to be formed which will include a representative for Eketāhuna.
8.5	Community Skills Shed
8.5.1	Board Member Terry Carew reported on the Eketāhuna Our Town Incorporated funded project to build a community skills shed on the Eketāhuna Health Centre site (that is Council property).
8.5.2	Eketāhuna Health Centre support this project, and the community skills shed will join onto the current garage of Eketāhuna Menz Shed extending out by seven metres then along fifteen metres with a patio built on the back (three bay garage).
8.5.3	The community skills shed will be built by a reputable company based in Masterton, and shall not be used as accommodation. It will be adjacent to the community garden and shall support that area, with plans to place water tanks to catch rainwater to irrigate the garden.
8.5.4	The Board support in principle the proposal to progress this project, and recommend Council give its favourable consideration to agree to the necessary approval for that purpose.
8.6	Community Garden
8.6.1	Board Member Terry Carew reported to extend the capacity of the Eketāhuna community garden it is proposed to seek from Council approval to use half the animal pound land for that purpose.
8.6.2	The Board note the animal pound land in Eketāhuna is rarely used to impound stock. It recommend Council give favourable consideration to agree to the necessary approval to utilise part of that area to extend the Eketāhuna community garden in the interests of increased community resilience and wellbeing through access to a secure supply of food.

9.	Correspondence
9.1	*That the correspondence as listed be received.* *(a) Kerry and Loreen Cunningham* *Re: Eketāhuna Camping Ground April and May reports* *(b) Eketāhuna Netball Club* *Re: Application for travel assistance funding* *(c) Eketāhuna Our Town Incorporated 7 April 2022* *Re: Request for toilet facilities at the children’s playground in Bridge Street* *(d) Eketahuna Our Town Incorporated* *Re: 12 May 2022 committee meeting minutes and reports* *(e) Friends of the Anzac Memorial Bridge Kaiparoro Incorporated 28 May 2022* *Re: Thanks for supporting the new signage project at Anzac Memorial Bridge* McGhie/Carew Carried
9.2	Eketahuna Our Town Incorporated
9.2.1	Board Member Terry Carew spoke on the following projects being undertaken by Eketahuna Our Town Incorporated: · Signs have been arranged for installation on the corner of Main and Bridge Streets as part of promoting and enhancing the town’s appearance. · Matariki flags have been ordered with a view to putting them up a week before 24 June 2022 and taking them down a week later. · Consideration is being given to providing a town flag for Eketāhuna. · The Waka Park nine piece mural is now complete, and an unveiling will be held on 2 July 2022 at 2.00pm which coincides with Matariki. · As part of that event a kawe mate to acknowledge the dead and release their spirits to become stars will be held. People are invited to bring photos of those who have passed away in the last year. Nireaha Tamaki, Russell Gaskin and Marjorie Copestake will be among them. · The carvings are finished and in the process of being installed to complete the project. · A town map is under consideration to provide information on particular items/places of interest in Eketāhuna.
9.2.2	Eketāhuna Our Town Incorporated is arranging an “Eketāhuna what’s next” community meeting in the Community Centre Supper Room on 28 July 2022 at 7.00pm to discuss ideas for future projects and community needs.
9.3	Eketāhuna Netball Club
9.3.1	*That the Board grant Eketāhuna Netball Club the sum of $500 from its discretionary funds as assistance towards offsetting costs for travel to help people get to training and games.* McGhie/Carew Carried
9.4	Eketāhuna Our Town Incorporated
9.4.1	The Board support the request from Eketāhuna Our Town Incorporated for Council to investigate the feasibility and options to add toilet facilities to the children’s playground in Bridge Street.
9.4.2	This acknowledges the playground is too far from the public toilets on Main Street for small children who often only become aware of the need to access a toilet when it is urgent.

10.1	Welcome to New Residents Afternoon Tea
10.1.1	It is recommended the new Board following this year’s election give consideration to arranging a welcome to new residents afternoon tea early in 2023.

Date	:	21 June 2022
To	:	Mayor and Councillors Tararua District Council
From	:	Eleanor Roberts Revenue Manager
Subject	:	Rates Resolution for the 2022/2023 Financial Year
Item No	:	11.2