Otorohanga District Council
AGENDA
6 March 2012
Members of the Otorohanga District Council
Mr DF Williams (Mayor) Mr MM Baxter Mrs S Blackler (Deputy Mayor) Mr RM Johnson Mr A Ormsby Mr K Philllips Mrs DM Pilkington Mr R Prescott
Meeting Secretary: Mr CA Tutty (Governance Supervisor)
OTOROHANGA DISTRICT COUNCIL
6 March 2012
Notice is hereby given that an ordinary meeting of the Otorohanga District Council will be held in the Council Chambers, Maniapoto St, Otorohanga on Tuesday 6 March 2012 commencing at 10.00am.
28 February 2012 DC Clibbery CHIEF EXECUTIVE
AGENDA
9.30am Citizenship Ceremony Morning Tea
VISITORS ATTENDING THE MEETING 11.00am Kiri Goulter, Chief Executive, Hamilton & Waikato Tourism
ORDER OF BUSINESS:
ITEM PRECIS PAGE
PRESENT 1
OPENING PRAYER 1
IN ATTENDANCE 1
APOLOGIES 1
ITEMS TO BE CONSIDERED IN GENERAL BUSINESS 1
CONFIRMATION OF MINUTES - 14 FEBRUARY 2012 1
REPORTS 1
Item-198 OTOROHANGA COMMUNITY BOARD MINUTES 9 FEBRUARY 2012 1
Item-199 RURAL WATER SUPPLY COMMITTEE MINUTES JANUARY 2012 2
Item-200 HOUSING FOR THE ELDERLY OTOROHANGA REVIEW OF RENTALS 16
Item-201 HAMILTON REGIONAL AIRPORT INTERIM REPORT 18
Item-202 LEVEL OF SERVICE SATISFACTION SURVEY 2011 26
Item-203 SUPPORT FOR MAORI WARDS OR CONSTITUENCIES 32
Otorohanga District Council - AGENDA - 6 March 2012
Item-204 REGIONAL TOURISM SIX MONTHLY REPORT JULY TO DECEMBER 35 2011
Item-205 REPRESENTATION REVIEW FOR 2013 ELECTIONS 42
Item-206 ADOPTION OF THE OTOROHANGA PROPOSED DISTRICT PLAN: 50 DECISIONS VERSION
Item-207 TE RUNANGANUI O NGATI HIKAIRO TE TAHUANUI: NGATI HIKAIRO 54 HERITAGE MANAGEMENT PLAN - INDEPENDENT AUDIT
Item-208 ODC MATTERS REFERRED FROM 14 FEBRUARY 2012 56
GENERAL 56
Otorohanga District Council - AGENDA - 6 March 2012
PRESENT
OPENING PRAYER
IN ATTENDANCE
APOLOGIES
ITEMS TO BE CONSIDERED IN GENERAL BUSINESS
CONFIRMATION OF MINUTES - 14 FEBRUARY 2012
REPORTS
Item-198 OTOROHANGA COMMUNITY BOARD MINUTES 9 FEBRUARY 2012
To: His Worship the Mayor and Councillors Otorohanga District Council
From: Governance Supervisor
Date: 6 March 2012
Executive Summary Minutes of the meeting of the Otorohanga Community Board held on 9 February 2012 as circulated.
Staff Recommendation It is recommended that: The minutes of the meeting of the Otorohanga Community Board held on 9 February 2012 be received.
CA Tutty GOVERNANCE SUPERVISOR
Otorohanga District Council - AGENDA - 6 March 2012 Page 1
Item-199 RURAL WATER SUPPLY COMMITTEE MINUTES JANUARY 2012
To: His Worship the Mayor and Councillors Otorohanga District Council
From: Governance Supervisor
Date: 6 March 2012
Relevant Community Outcomes • Ensure services and facilities meet the needs of the Community
Executive Summary Minutes of the Arohena, Ranginui, Tihiroa & Waipa Rural Water Supply Committees held in February 2012.
Staff Recommendation It is recommended that: The minutes of the meetings of the Arohena, Ranginui, Tihiroa & Waipa Rural Water Supply Committees held in February 2012 be received and the recommendations contained therein be adopted.
Report Discussion The Tihiroa & Waipa Rural Water Supply Committees met on 1 February; Ranginui and Arohena Rural Water Supply Committees on Tuesday 7 February 2012. The Committees discussed various matters relating to their Schemes.
CA Tutty GOVERNANCE SUPERVISOR
Attachments a. Minutes of the Arohena, Ranginui, Tihiroa & Waipa Rural Water Supply Committees held in February 2012
Otorohanga District Council - AGENDA - 6 March 2012 Page 2
AROHENA RURAL WATER SUPPLY COMMITTEE
7 February 2012
Minutes of a meeting of the Arohena Rural Water Supply Committee held on Tuesday 7 February 2012 at the Arohena Hall, commencing at 12.07pm.
PRESENT
Messrs P Klos (Chair), G Hawkes, A Te Brake and G Wilson.
IN ATTENDANCE
His Worship the Mayor Mr DF Williams, Messrs R Chadwick (Engineering Manager), S Mailer (Technical Services Manager) and CA Tutty (Governance Supervisor).
APOLOGY
An apology was received from Mr Klos for lateness.
CONFIRMATION OF MINUTES - 22 MARCH 2011
Resolved that the minutes of the meeting held on 22 March 2011 be received and approved as a true and correct record of that meeting and the recommendations contained therein be adopted.
Mr Hawkes / Mr Te Brake
MATTERS ARISING
Members were advised that proposed fencing around the Kahorekau Rd tanks had not yet been erected. Mr Hawkes undertook to have this work carried out.
Mr P KLOS Mr Klos attended the meeting at 12.09pm.
The Engineering Manager agreed to follow up on the matter of metal being required for the road up to the Kahorekau treatment plant.
TECHNICAL SERVICES MANAGER'S REPORT
The Technical Services Manager presented a report dated 7 February 2012. He reported that there had been some issues regarding reticulation of the Scheme and referred to a major leak on the Aotearoa Trust property. He requested that Committee Members report any leaks promptly to staff for these to be investigated. The Technical Services Manager reported that consideration will need to be given to increasing the
Otorohanga District Council - AGENDA - 6 March 2012 Page 3
capacity at the plant. He said it is proposed to install a 50,000l tank at an estimated cost of $18,000 that has not been budgeted for. Mr Wilson queried why this installation could not be carried out now. Members were referred to the proposed upgrade of the plant in the 2014/15 year at an estimated cost of approximately $236,000. The Technical Services Manager advised that the Schemes deadline for meeting the new Drinking Water Standards is in the 2014/15 year.
WATER CONSUMPTION
Mr Wilson expressed the opinion he understood it was proposed last year to increase the water consumption rate by 2cents/m3. Members were informed that the current charge is 35cents/m3 (Excl GST).
Resolved that it be recommended to the Otorohanga District Council that the Water Consumption Rate be increased to 40cents/m3 (excl GST) effective from the next billing round in May 2012.
Mr Hawkes / Mr Wilson
Mr Hawkes and Mr Wilson informed staff that problems have been experienced supplying water to their top tanks when a break occurs. They queried the quantity of water which the current water pipe can carry. Staff were requested to supply figures of the pipes capacity to carry water. Staff were also requested to supply information on the amount of water going through the individual meters compared to that of the master meter. It was agreed that the size/length of the pipe be ascertained and its capability to supply a certain quantity of water. Mr Hawkes informed staff that when more storage is made available down the bottom of the Scheme, it then takes longer to supply those further up. Mr Wilson expressed the opinion that the current pipe does not have the capacity to transport the water.
WATER TAKE REGULATIONS
The Technical Services Manager referred to the Huirimu Scheme and advised that the Waikato Regional Council (WRC) requires Council to measure the water take from the stream on a continuous basis. He said it will be necessary to install a meter and a telemetry system to provide this information. The Technical Services Manager referred to the Sundry Renewal Expenditure of $12,000 in the next financial year commencing 1 July 2012 and advised that this should cover the cost of the meter. Members were informed that should the reading be less than 5l/sec then Council is not required to meet this WRC condition. The Technical Services Manager further advised, it will be necessary for Council to measure the stream flow. Accordingly the equipment has been ordered which will be funded from this years Sundry Renewal budget of $7,500. The Technical Services Manager informed Members that should the stream fall below a certain level then the Scheme is not allowed to take the allocated quantity of water. He further advised that staff are unable to control the pump and therefore a new low-lift pump will need to be installed at an approximate cost of $12,000. The Technical Services Manager reported that should the Scheme not have the funding, then the WRC would be advised of Council's programme of intentions.
WATER QUALITY
The Technical Services Manager informed Members that Arohena is classed as a 'small water drinking supply' under the new Act and that the plant has to meet the standards by 2014/15, He said the increased frequency of monitoring and testing will be carried out 'in house'. With regard to comparing the cost of treatment at the individual properties to that of the Treatment Plan, the Technical Services Manager advised that the point of use system is the most cost effective. He said maintenance would be in the vicinity of $500 pa per property. It was suggested that a further
Otorohanga District Council - AGENDA - 6 March 2012 Page 4
meeting be held with Committee Members to provide information to explain what is required in comparing these two. Mr Wilson advised that farmers are required to meet the Water Standards at the shed. His Worship informed Members that the water has to be of a quality that can be consumed by humans. The Technical Services Manager referred to the Taupaki supply and said this concerns him as it has a very low number of users compared to the cost of treating the water. He said any liability would be on Council and that the supply would not be able to continue without chlorination. The Technical Services Manager advised that the Taupaki supply will not be monitored and that the water quality should be used for stock only. In reply to His Worship regarding verification of the quality of water for stock only, the Technical Services Manager advised that occasional monitoring would be carried out. His Worship advised Members that should a house be connected then this will have to be monitored. The Technical Services Manager said the scheme is a public supply however, someone must be responsible to carry out the monitoring. His Worship said Council would require compliance from the property owners. The Engineering Manager said Council is required to know what treatment will be undertaken and suggested this be discussed with the consumers to ascertain what they require. Members requested that staff provide information detailing the cost of treating the water at the individual houses compared to that at the Treatment Plant, and that each supply be broken down separately. It was agreed that a further meeting be held around the end of May/June 2012. Members agreed to meet with those consumers on the Taupaki supply.
Resolved that Technical Services Manager's report dated 7 February 2012 be received.
Mr Klos / Mr Hawkes
FINANCIAL STATEMENTS
The Engineering Manager summarised the financial statement detailing the 2010/11 Estimate and Actual figures, the 2011/12 Estimate and Estimated Actual figures and the Estimates for the year 2012/13 - 2021/22.
Resolved that the financial statement as presented, be received and adopted.
Mr Klos / Mr Wilson
The Engineering Manager confirmed that every property on the Scheme should have a restrictor installed.
Meeting closed at 1.37pm.
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RANGINUI RURAL WATER SUPPLY COMMITTEE
7 February 2012
Minutes of a meeting of the Ranginui Rural Water Supply Committee held on Tuesday 7 February 2012 at the Ranginui Treatment Plant, commencing at 10.15am.
PRESENT
Messrs K Anselmi, J Bell, S Rodgers and C Vanner.
IN ATTENDANCE
His Worship the Mayor Mr DF Williams, Messrs R Chadwick (Engineering Manager), S Mailer (Technical Services Manager) and CA Tutty (Governance Supervisor).
CONFIRMATION OF MINUTES - 22 MARCH 2011
Resolved that the minutes of the meeting held 22 March 2011 be received and approved as a true and correct record of that meeting and the recommendations contained therein be adopted.
Mr Rodgers / Mr Bell
TECHNICAL SERVICES MANAGER'S REPORT
The Technical Services Manager presented his report dated 27 January 2012. He reported that there has been no major issues in the operation or maintenance of the Scheme however, there has been one or two reticulation problems. In regard to the expenditure, the Technical Services Manager advised to-date this is good and should be in line with the Estimates.
WATER CONSUMPTION
Mr Anselmi queried whether Committee Members could receive a summary of water usage detailing the individual consumptions. Staff were informed that there are seven farms within the area. The Technical Services Manager referred to a point use system where it had been estimated that there were 28 houses on the Scheme.
The Technical Services Manager reported it was expected by the end of this financial year that the consumption will be approximately 130,000m3. He anticipated that the expected income would be around $50,000, this showing a little higher in the 2011/12 Estimated Actual at $54,000.
It was agreed that the individual water consumption figures along with minutes of this meeting be forwarded to Members as soon as possible.
WATER QUALITY The Technical Services Manager advised that the water quality over the previous two years has been very good and well managed by the Water Services Team. He said the future entails meeting the Ministry of Health (MoH) requirements. The Technical Services Manager informed Members
Otorohanga District Council - AGENDA - 6 March 2012 Page 6
that the plant is not required to meet the Drinking Water Standards until 2014/15 however, he said the frequency of monitoring has been increased. Mr Anselmi queried whether it would be possible to delay the requirement period for those areas serving a population of less than 500 people. He queried whether the required change would occur at the plant or on individual properties. Mr Bell referred to the staff advice of 28 houses within the scheme and expressed the opinion this was not correct. The Technical Services Manager replied this was obtained from figures in 2009. Mr Bell confirmed that there would be approximately 20-21 houses on the Scheme. The Engineering Manager advised that the requirement to comply with the MoH is at locations where water is likely to be consumed by humans. His Worship informed Members that the most appropriate mechanisms are still required to be monitored. Mr Anselmi asked whether each farming property could take responsibility by installing its own UV unit. The Engineering Manager replied that UV units could be placed at each house rather than the Water Treatment Plan. He said however, Council would still be required to service these. Mr Rodgers expressed the opinion as it is a private system, this could be run by themselves. The Technical Services Manager replied that Members would be unable to satisfactorily operate the system themselves. His Worship said Members need to have confidence in the system and the monitoring undertaken. Mr Rodgers queried the cost of chlorination. The Engineering Manager replied that these costs are all included in the operational cost. Mr Anselmi said it would be desirable if a breakdown of these costs could be prepared. The Technical Services Manager reported that it is necessary to carefully analyse the water and if reasonably good, the Scheme may get by. He advised that such costs in respect to the Kawhia supply is around $200,000. He said it would be better to treat the water individually. Mr Anselmi suggested that the chlorine be removed from the plant and for individuals to look at carrying out UV treatment at each house. He said chlorination is a cost on the Scheme. His Worship replied that the cost of power consumption by the Scheme is very large. He questioned whether staff were working on options to be provided to Shareholder so decisions can be made and enable the deadlines to be met. The Engineering Manager replied that the best option is to go to individual treatment. Mr Bell expressed some concern as to infections getting into the line when air gaps occur. His Worship replied that monitoring would have to be carried out at the house. He said these would be monitored by Council if Council is contracted to administer the Scheme. The Engineering Manager confirmed that Council has a responsibility to provide suitable water to the gate and that this would be tested there. He said it is the property owners responsibility past the meter. He said, should the plant not be brought up to the required standard, then this would have to be carried out at the house. Mr Rodgers said there appeared to be two options, 1. treatment at the plant or, 2. at individual houses. He asked for a breakdown of the costs incurred by each option and the funding options available. The Technical Services Manager referred to the 2014/15 Estimates where a sum of $64,440 has been allocated to upgrade the plant or provide individual units. He referred to figures from 2009 where a gross cost per each house would be $2145. He said the figure would now be in the region of $3000. His Worship said there is need to get the approval of all consumers on the Scheme. He suggested that staff supply details of the various options and the cost to the Shareholders. In reply to Mr Anselmi, the Engineering Manager advised that Arohena was similar to this Scheme and would recommend individual treatment, the Tihiroa Scheme required treatment at the plant and the Waipa Scheme had no option as it would be included in the upgrade of the Otorohanga Water Treatment plant. The Engineering Manager further advised that it may be necessary for staff to visit each farm in order to look at the individual options. Mr Anselmi asked whether there was a summary of the Drinking Water Standards available. The Technical Services Manager replied that these are fairly complex however, they are available on line from the MoH. He replied that the end product must reach a minimum level of 98 percent purity. His Worship informed Members that any water borne illnesses are reported to the MoH for investigation. Members were advised that should there be 25 people or more living on a property then they are required to meet the Drinking Water Standards. Mr Bell queried whether there would be any advantage in splitting the Scheme up into sectors. He suggested that the water be treated at the breaker tank. The Engineering Manager advised that the Scheme is still a public water supply. Resolved that Council staff forward to Shareholders a breakdown of the options available and the various costs in order to meet the Drinking Water Standards.
Otorohanga District Council - AGENDA - 6 March 2012 Page 7
Mr Rodgers / Mr Vanner
It was agreed that the above options comprise details of the current usage by Shareholders, original constitution of the Scheme, Minutes from 2008 onwards and details of operating costs.
In reply to Mr Rodgers, it was felt that the meter charges were based on a property's water consumption. Mr Rodgers said that Members could dissolve the Scheme and each property go individual. The Engineering Manager advised again that the Scheme is still a public water supply. His Worship agreed that technically it is a public scheme.
The Technical Services Manager advised that the current Resource Consent for water take expires in 2021. He said the Scheme was well within the limit which is approximately 864m3 /day. He said in renewing the Resource Consent stricter conditions could be applied. He advised that currently the Scheme does not have to monitor water take however, it will have to be measured by 2014/15.
Resolved that the Technical Services Manager's report dated 27 January 2012 be received.
Mr Bell / Mr Rodgers
FINANCIAL REPORT The Engineering Manager summarised the financial report detailing the 2010/11 Estimate & Actual, 2011/12 Estimate and Estimated Actual and Estimates for the 2012/13 year through to 2021/22. He confirmed that the figures included in the Estimates were inflation adjusted. Resolved that
1. The financial report as presented be received and adopted
2. The water consumption rate of 30c/m3 plus GST remain for the 2012/13 year
3. The meter charge be $1800 (excl GST) for the first meter with no charges for any additional meters remain.
Mr Rodgers / Mr Bell
Meeting closed at 11.22am.
Otorohanga District Council - AGENDA - 6 March 2012 Page 8
TIHIROA RURAL WATER SUPPLY COMMITTEE
1 February 2012
Minutes of a meeting of the Tihiroa Rural Water Supply Committee held in the Council Chambers, Maniapoto Street, Otorohanga, on Wednesday 1 February 2012, commencing at 1.32pm.
PRESENT
Messrs D Coull (Chairman), J Neill, A Moir and P Empson.
IN ATTENDANCE Messrs D Clibbery (Chief Executive), R Chadwick (Engineering Manager), S Mailer (Technical Services Manager), B O'Callaghan (District Accountant) and CA Tutty (Governance Supervisor).
The Chair declared the meeting open and welcomed those present.
APOLOGIES
Resolved that the apologies received from His Worship the Mayor Mr DF Williams, Cr M Baxter and Mr B Collinson-Smith be sustained.
Mr Neill / Mr Moir
CONFIRMATION OF MINUTES 21 MARCH 2011
The Governance Supervisor highlighted two corrections to the minutes, being -
1. page 1, Engineer's Report, the second paragraph, the word 'of' be deleted.
2. Financial Statements & Budgets, second paragraph, Mr Neil's surname should read 'Neill'.
Resolved that the minutes of the meeting held on 21 March 2011 be received and approved as a true and correct record of that meeting and the recommendations contained therein be adopted.
Mr Neill / Chair
MATTERS ARISING
The Chair expressed disappointment and concern at the lack of communication from Council staff during the past year and in particular referred to a resolution passed at the meeting on 21 March 2011 that 'The Scheme continue under current monitoring for up to six months and then once the information has been collated, a meeting of the Committee be reconvened'. The Chair also referred to his request in General that staff keep the lines of communication open and to liaise with him, who in turn will inform other Members. The Chair confirmed that he had received no communication from staff since that meeting. The Technical Services Manager apologised for the oversight and said the onus was on him to get back to the Chair.
The Technical Services Manager reported that Water Services staff had investigated one leg of the
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Scheme to obtain readings however, by the time figures were collected the master meter reading could read differently at times of high water use. He said the one leg which was expected to have problems was satisfactory, and that the matter was left there due to his work load. The Technical Services Manager confirmed that comparison of the bulk meter reading with the total consumers of each leg is carried out. He reported that the variances between the bulk meter and the consumers meters were as follows -
Northern Ouruwhero leg - variance 1 percent
Further South - variance 8 percent
Cannon Rd - variance 8 percent.
In reply to Mr Moir as to why it had been indicated there had been a huge loss of water by comparing the master meter and consumer meters, the Technical Services Manager replied that there may have been an error in recording the meters or there may have been a problem with the bulk meter. The Chief Executive confirmed that the nature of the error could have been due to staff calculations, or misunderstanding the system. The Engineering Manager referred to a leak in Cannon Rd which was found and repaired and reported that the Water Services staff could have been misreading what consumption of water was going through the plant. He explained what may have happened in regards to the meters in the plant and how these were interpreted by staff. Further misunderstandings may have occurred when the Contractor was handing back operation of the plant to in-house Water Services staff. The Chair expressed the opinion that the Scheme, which had previously been referred to as one of the most inefficient in the District could be now be looked upon as the most efficient. The Engineering Manager confirmed that the total water consumption charged out now compares satisfactorily with that of last year. The Chief Executive advised that the situation was unsatisfactory as staff have informed Members of a concern which really was not an issue. He apologised on behalf of Council.
Mr Neill asked staff whether they are confident that the readings of the meters now are correct. The Technical Services Manager replied that there may be two or three meters which are not reading correctly in each billing. He said staff are able to manage the system better now that it is 'in-house' and the methodology understood. The Chief Executive advised that the recent variance of up to 8 percent is very good as this usually can be up to 15 percent. The Chair requested that the six monthly meter reading figures be forwarded to him on a spreadsheet, highlighting all of the separate legs, and to include any additional information concerning individual water meters.
The Chair thanked staff for their efforts and hoped that the scheme will now be able to move forward.
TECHNICAL SERVICES MANAGER'S REPORT The Technical Services Manager presented his report dated 1 February 2012. He confirmed that information regarding water quality issues is forwarded to the Ministry of Health (MoH) for their information. Mr Empson queried whether the consumers were contacted when any positive results of infection are shown. The Technical Services Manager replied no, as long as the issue is being dealt with and is not a persistent problem. He reported that the water-take meter is being connected to the telemetry. He said the Waikato Regional Council (WRC) is increasing its demands on Council's in respect to the operation of water supplies. The Technical Services Manager referred to the proposed Drinking Water Standards and in particular the MoH assigned Log Credit Five for the Otorohanga plant that extracts water from the Waipa River. He said the MoH now want to further assess the quality of the water, which will be carried out at Council's cost. He said by the end of this year staff will know what standard of upgrade is required. The Chief Executive referred to any possible reduction in the Log Credit Reading and suggested that Committee Members not get too optimistic. He said however, there may be some hope. The Engineering Manager reported that the relevant readings are required
Otorohanga District Council - AGENDA - 6 March 2012 Page 10
before an application for subsidy can be re-submitted. In regards to water use, Members were advised that the water consumption for the last six months is approximately 7000m3, with a predicted total water consumption for the year of 180,000m3. The Technical Services Manager advised that one or two meters will have to be re-assessed however, the water consumption trends are fairly static. The Chair requested that staff identify the bulk water meter readings with the individual water consumption readings. In reply to Mr Empson, the Technical Services Manager confirmed that every leg of the Scheme has been investigated. The Engineering Manager confirmed that new meters had been obtained to replace any faulty ones. Resolved that the Technical Services Manager's report dated 1 February 2012 be received Mr Neill / Chair
FINANCIAL STATEMENTS AND BUDGETS
The District Accountant presented the Financial Statement in respect to the Maintenance Account highlighting the 2010/11 Estimate and Actual, 2011/12 Estimate and Estimated Actual, and Estimates for the 2012/13 year through to the 2021/22. Mr Empson queried whether the water charges were inflation adjusted each year. The Chair queried whether Members could feel confident with the figures provided. The Engineering Manager replied that in the 2010/11 year costs had increased due to staff changes and the bringing of the Scheme back in-house. In reply to the Chair regarding a formal contract between the Scheme and Council, the Engineering Manager replied that there was no formal agreement. The Technical Services Manager said that 2010/11 figures referred to a period of catch-up. The Chief Executive informed Members that in operating the Scheme, Council has no profit margin compared to outside Contractors. He said one of the current Water Services staff had been employed by the previous Contractor. The Chief Executive apologised for the additional expenditure and said this will not happen again. Mr Moir queried whether a claim could be made against Council for the errors that had occurred. The Engineering Manager advised that there were a number of items that were out of Council's control such as the cost of power, chemicals and Resource Consent fees. He also referred to the substantial increase in insurance premiums. In reply to Mr Neill regarding the cost of maintenance, staff confirmed that this was based on the actual time spent. The District Accountant reported that interest will be charged on any negative account balances as well as interest paid on those accounts that are in credit. Members queried whether this is acceptable. The Chief Executive reported that, as long as it is aimed to bring the accounts back into credit, this is satisfactory. He said Audit may question the situation otherwise. The Chair reported that Committee Members are representing the remainder of Consumers of the Scheme and asked them whether they were comfortable with the information provided. The Chief Executive replied that an error by a former employee, created a single issue, there has not been a stream of errors. He said the matter has now been resolved and that staff and the Committee can go forward confidently. He said Council is run on a very lean basis and that the actual assets of the Scheme belong to the Members and Council does not have to be involved in its management and operation. Members were advised of the current water consumption rates for the other Schemes, with Tihiroa having the highest rate per cubic meter. The Chair suggested a survey be undertaken in order for Committee Members to understand the users of the Scheme. He said this would comprise who receives water, where water is going and for what it is being used for. The Chief Executive confirmed that a survey could be carried out by Council staff. The District Accountant confirmed that any cost surplus received from depreciation would be used to fund capital expenditure from repayments. Mr Neill stressed the need for staff to ensure that the running costs of the Scheme meet the income received. The Chair felt that it would be best to use any cash surplus to close the 'gap'. In regard to Water Consumption Charges, Mr Neill expressed the opinion that he would prefer to see
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a small increase rather than to delay this thus requiring larger increases. Mr Empson agreed that Members need to be proactive. Resolved that it be recommended to the Otorohanga District Council that the Water Consumption Rate increase to 75c/m3 (excl GST) effective from 1 July 2012. Mr Neill / Mr Empson
Resolved that, effective immediately, any debt currently incurred be funded out of cash reserves. Chair / Mr Neill
Resolved that a survey of the Scheme be undertaken as soon as possible to enable Members to understand water usage and quality needs, going forward. Chair / Mr Moir
The Chair expressed the opinion that in order to obtain the necessary information a 100 percent return of the survey is required and should any consumers not return the survey then a personal approach be made.
Resolved that the Financial Statement, as presented, be approved. Chair / Mr Empson
GENERAL The Chair again reiterated that more communication between staff and himself and Scheme Members be put in place. He referred to the budget water usage and requested this be shown on a chart as well as actual figures. The Chief Executive reported that there will be further changes of Council Staff as the Engineering Manager will be retiring in March 2012 and Council has decided he will not be replaced. He advised that as Chief Executive he will be taking over the Engineering Manager position, in addition to his current role as Chief Executive's role, on a trial basis. The Chair thanked the Engineering Manager for his input and wished him all the best in his retirement.
The meeting closed at 3.12pm.
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WAIPA RURAL WATER SUPPLY COMMITTEE
1 February 2012
Minutes of a meeting of the Waipa Rural Water Supply Committee held in the Council Chambers, Maniapoto Street, Otorohanga on Wednesday 1 February 2012, commencing at 10.03am.
PRESENT
Messrs TM Wall (Chair), A Hogg, B Knutson, C Murphy, N Muller, C Foote and Cr AG Ormsby. IN ATTENDENCE
Messrs D Clibbery (Chief Executive), R Chadwick (Engineering Manager), S Mailer (Technical Services Manager), B O'Callaghan (District Accountant) and CA Tutty (Governance Supervisor). The Chair declared the meeting open and welcomed those present.
APOLOGIES
Resolved that the apologies received from His Worship the Mayor Mr DF Williams and Cr R Johnson be sustained.
Mr Hogg / Mr Muller
CONFIRMATION OF MINUTES - 21 MARCH 2011
Resolved that the minutes of the meeting held 21 March 2011 be received as a true and correct record of the meeting, and the recommendations contained therein adopted.
Mr Knutson / Mr Murphy MATTERS ARISING
The Chair, speaking to Mr Foote, queried his water situation. Mr Foote replied that yesterday no water was flowing up to his tank however, he was giving consideration to increasing his water storage capacity.
ENGINEER'S REPORT
The Technical Services Manager presented his report dated 1 February 2012. The Technical Services Manager reported that the water consumption volumes were lower than previous years and queried with Members whether less water has been consumed. Mr Knutson replied that his property hasn't used as much water however, he has leased part of his land. Mr Murphy advised that due to the current weather there has not been the heat pressure on stock. The Chair reported that this year the weather has been considerably wetter and cooler. Mr Murphy felt that collectively, the increase in the water consumption should be gradual however, as property owners are paying more attention to leakages on their farms. The Engineering Manager advised that over the past three years the actual income remains at a similar level with more water usage in
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the second half of the year. Mr Muller reported that some farmers have the ability to start up their own meters. The Technical Services Manager advised that staff have been reasonably accurate in measuring water consumption via the meters however, there is a need to check meters to ascertain why the consumption is low. He said there are two or three questionable meters which staff will be required to check. The Engineering Manager referred to a graph to the end of the last financial year which showed there has been a general increase therefore total consumption estimated for this financial year would be approximately 190,000m3. The Technical Services Manager advised that the reading of the master meter is compared with the total of the consumer meters. He questioned the accuracy of some of the on-farm meters. He said a reasonable accuracy of the variance for this scheme would be considered to be around 8 percent. The Technical Services Manager advised that the Regional Council is requesting more information to be provided by Council. Members were informed it is proposed to replace the current technical outlay meter at the plant with a more accurate mag flow meter. Staff were recommending that the replacing of the booster pump be delayed. Mr Knutson expressed some concern with this recommendation especially if the water is not flowing as it should be. Cr Ormsby queried whether the Scheme has a ring feed. The Chairman replied, yes, Otewa Rd is a separate line. Mr Murphy said the Scheme should be able to deliver water off this branch line. The Chair reported that the booster pump had been installed originally but never used. The Technical Services Manager advised that the new meter will utilise $5,000 under Sundry Improvements. He said there is not sufficient funds in this account to fund both the meter and its installation. The Engineering Manager reported that Council pays a Resource Consent fee in respect to the plant which is funded from the Plant Operation account. He said any extra monitoring is charged by the hours. Mr Murphy queried whether any peer review was undertaken in regards to the demands placed on Council from the Ministry of Health (MoH). The Engineering Manager referred to the Opus report and said the requirements by the MoH for Council to undertake plant improvements will require an application for a subsidy. He said a number of applications were received with insufficient funding available therefore the MoH is now looking at applications from a different point of view. Additional monitoring will need to be continued. The Chief Executive reported that LGNZ have been speaking to central Government from the start however, they appear to not be listening to them. He said the MoH is now saying it may not contribute as much as originally indicated.
Resolved that the Technical Services Manager's report be received. Mr Knutson / Mr Muller
FINANCIAL STATEMENTS & BUDGETS
The District Accountant presented the financial statements detailing the 2010/11 Estimates and Actual, 2011/12 Estimated and Estimated Actual, and Estimates 2012/13 year through to 2021/22 year. He expressed the opinion that the Scheme could overspend this financial year. Members were informed a pipe has been identified which may require replacing. Members were advised that sections of the line are able to be shut off in order for repairs to be carried out. It was agreed that valves need to be checked on a regular basis. The Technical Services Manager confirmed that there should not be any iron in the water supply. The District Accountant informed Members there did not seem to be a requirement to increase the water consumption rate this year. He said no other water supply scheme within the District has such a surplus. Mr Knutson thanked staff for their input. Resolved that:
1. It be recommended to the Otorohanga District Council that the Financial Statement as presented, be approved,
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2. The Water Consumption Rate remain at 58c /m3 (GST inclusive) for the 2012/13 year. Mr Knutson / Mr Murphy
GENERAL
The Chair said that discussion needs to be held on the installation of a new mag flow meter in lieu of replacing the booster pump. Mr Muller referred to a newly built cow shed and whether a restrictor has been placed on this. He felt it was more logical to investigate this issue than to replace the booster pump. Mr Foote informed Members he was looking at increasing the storage capacity on his property as it appeared that water is short at certain times of the day. The Chair said that this is an on-farm issue however, some monitoring needs to be carried out. He reminded Members that the Scheme is only a trickle-flow supply. Mr Murphy queried where the water supply line crosses the river on Otewa Rd. The Chair replied it was on Johnson's property however, this was some three kilometres long. Mr Murphy referred to the mechanics of flow and said he could not understand why water could not be reliably supplied. The Technical Services Manager reported that the pump may not be correctly attached to the line. He undertook to work with Mr Foote and for them to consider the various options available. Mr Foote queried, with regard to the 24hr storage, what happens should there be no water available after this 24hr period. He said under the terms of the agreement his property should be able to receive the same quantity of water. The Technical Services Manager referred to another user on the Foote's supply, however they should have a meter on their line. The Chair suggested that Mr Foote take readings off his meter over a 24hr period and to calculate whether the property is receiving the correct requirement. Resolved that the Committee be given authority to work with the Chair and Mr Foote to investigate the water supply line and if the pump requires replacing, then this be carried out. Mr Murphy / Mr Hogg
Mr Murphy stressed the need for Committee Members to be kept updated on the operations of the Scheme as to date it is a very successful system.
MEMBER OF THE COMMITTEE The Chair nominated Mr Craig Foote to the Committee. This was seconded by Mr Muller. There being no further nominations, Mr Craig Foote was declared elected to the Committee. The Chair thanked Members and staff for their contribution.
The meeting closed at 11.55am.
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Item-200 HOUSING FOR THE ELDERLY OTOROHANGA REVIEW OF RENTALS
To: His Worship the Mayor and Councillors Otorohanga District Council
From: Governance Supervisor
Date: 6 March 2012
Relevant Community Outcomes • The Otorohanga District is a safe place to live • Ensure services and facilities meet the needs of the Community
Executive Summary A review of Housing for the Elderly rentals in Elizabeth Place and Windsor Court, Otorohanga is proposed.
Staff Recommendation It is recommended that Rental charged for the Housing for the Elderly units in Otorohanga be increased to SINGLE - $70-00 per week DOUBLE - $100-00 per week These being effective from 1 July 2012.
Report Discussion The rentals for units in Elizabeth Place and Windsor Court were reviewed in March 2011 at which time it was resolved that the rental charged for the units be increased to, effective from 1 July 2011 – Single unit $63-00 per week Double $91-00 per week. As members will be aware it is necessary to give Tenants not less than 60 days notice of any proposed increase in rental and ideally to take into account pension dates. Council is free to set whatever rental it feels appropriate and should any Tenant experience hardship because of this assistance is available through Work and Income New Zealand, Accommodation Supplement. The gross weekly New Zealand Super Income rates, which will be effective from 1 April 2012 have not yet been announced however for this exercise I have added a 2% increase to the current rate – Single $364-55 (sharing) $396-93 (if on own) Double $299-97 each (both qualify) $283-88 (one under age)
MAINTENANCE 2011/12 At this point it is indicated that the estimated figure of $22,000 for maintenance for the year ending 30 June 2011 will be exceeded by approximately $6,000 to $28,000.
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CAPITAL WORKS FOR 2011/12 Sealing – Elizabeth Place $6,500 Refurbishment of units $7,000 Total $13,500
INCOME 2011/12 Based on current occupancy the estimated income of $82,000 will be slightly under the estimate of $82,500 The estimated balance in the account as at 30 June 2012 will be $93,136 overdrawn, an increase of $10,500. Following an inspection of the units late last year with Council’s Community Facilities Officer it was agreed the following maintenance work should be allowed for the 2012/13 year: a. Lawnmowing $8,000 b. Rubbish Bins $2,000 c. General repairs and maintenance $16,000 Total $26,000
CAPITAL EXPENDITURE FOR 2012/13 a. Stove Replacement Flat 10 $1,200 b. Kitchen Bench/cupboard $2,000 c. Refurbishment of units $7,000 Total $10,200 SETTING RENTALS FOR 2012/13 I have contacted a local Real Estate Company to ascertain the market rental for similar units and they advise as follows – Bedsitter - $120 per week One bedroom - $140 per week Our neighbouring Councils charge as follows - Waitomo District Council - Bedsitter - $93-50 per week - One Bedroom - $100 per week (sml) - One Bedroom - $115 per week (lge) Waipa District Council - Bedsitter - $99 per week - One Bedroom (with carport) $119 per week It is estimated that if the current rental charges are left unchanged, the account as at 30 June 2013 will go further into debt by approximately $7,300, taking the overall deficit above $100,000 In order to curtail this increasing debt I would suggest a minimum of a 10% increase be considered. This would equate to approx. $8,000 additional income coming into the account thus off-setting the proposed debt increase. Such an increase would however do little to reduce the overall debt, and if a meaningful reduction of this debt was desired, an increase of rentals by between 15% and 20% would be necessary. It is also recognised that even with the proposed increase of around 10% the rentals remain low in relation to the market and other comparable units operated by neighbouring Councils, and that a case could be made for a greater increase if this activity is to remain 'self funding' in the manner originally envisaged by Council.
CA Tutty GOVERNANCE SUPERVISOR
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Item-201 HAMILTON REGIONAL AIRPORT INTERIM REPORT
To: His Worship the Mayor and Councillors Otorohanga District Council
From: Chief Executive
Date: 6 March 2012
Relevant Community Outcomes • Ensure services and facilities meet the needs of the Community • Promote the local economy and opportunities for sustainable economic development
Executive Summary Attached is the Interim Report for Waikato Regional Airport Limited for the six months ended 31 December 2011 and an associated one page summary.
Staff Recommendation It is recommended that: That the Waikato Regional Airport Ltd Interim Report for July to December 2011 be received.
Dave Clibbery CHIEF EXECUTIVE
Attachments a. WRAL Interim Report & Supplementary Report
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Item-202 LEVEL OF SERVICE SATISFACTION SURVEY 2011
To: His Worship the Mayor and Councillors Otorohanga District Council
From: Engineering Manager
Date: 6 March 2012
Relevant Community Outcomes • The Otorohanga District is a safe place to live • Ensure services and facilities meet the needs of the Community • Foster an involved and engaged Community
Executive Summary At the end of 2011, the triennial level of service satisfaction survey was undertaken as part of the performance targets set out in the 2009/10 to 2018/19 LTCCP. The results of this survey are summarised for Council’s and the Community Boards information.
Staff Recommendation It is recommended that: The report on the Levels of Service Satisfaction Survey 2011 be received
Report Discussion
At the end of 2011, the triennial level of service satisfaction survey was undertaken as part of the performance targets set out in the 2009/10 to 2018/19 LTCCP. The survey covered 10 activities and the survey forms were sent to all the Districts ratepayers, a total of 3216 forms. The form requested that each activity, except roading, be marked from 1 to 10 with 1 being needs substantial improvement, the middle numbers being adequate and 10 being excellent. The roading activity was marked from 1 to 7 with 1 being poor, the middle adequate and 7 very good as this conformed to the wording in the LTCCP for this activity. Each activity also had room for comments. The responders were requested to indicate if they resided in Otorohanga, Kawhia, rural or outside the District. It was noted on the form that in most cases, a significant increase in the level of service will have an associated additional cost for ratepayers. A total of 649 survey forms (20%) were returned and the results are summarised below for Council’s and Community Board’s information. Not all responders marked all activities as some may not have applied to them or they may have had little use of the activity. Not all replies indicated where they resided. The results are shown in graph form and for simplicity of reporting, marks of 1-3 are shown as needs improvement, 4-7 as adequate and 8-10 as excellent and show the number of responses within the 3 groups of marks. The graphs show numbers for all replies for that activity and also numbers for each reply indicating they resided in Otorohanga, Kawhia or rural. These three together with the out of District and those not indicated are included in the “all” totals.
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A large number of comments were also received and these have been summarised in general terms. A full list of the comments for each activity has been given to the Council staff concerned with that activity. In general, the results are very good with less than 15% in every activity saying they believe some improvement is needed. It should be noted that often with these types of surveys, the people who have concerns are more likely to respond than those who are totally satisfied. Public Libraries
Libraries Service Survey 2011
300
250
200 All Rural 150 Otorohanga Kawhai 100
50
0 Improvement Adequate Excellent
For the Otorohanga Library, 32 comments said that the facility is a good asset and was ideal for this community, the hours are good and that the staff are helpful. A further 26 comments suggested improvements such as the number books etc could be increased or changed more, possible reciprocal rights with Waipa, too much noise, more children’s reading needed and improved computer setup. 4 did not like the I-site with the library. For the Kawhia Library, 6 comments said the library was a good facility and 11 suggested improvements. These included longer hours, better access and the need for a toilet. Parks and Reserves
Parks & Reserves Service Survey 2011
300
250
200 All Otorohanga 150 Kawhia Rural 100
50
0 Improvement Adequate Excellent
From Otorohanga, 20 comments were received on how good the facilities are. A further 100 comments / suggestions were received. A significant number of these related to the mowing and general tidiness of the reserves. A number also requested more / better facilities and equipment, the need for toilets and a BBQ at Windsor Park. Other reserves and tracks received similar comments.
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Kawhia reserves received 8 comments on them being good facilities and 23 on general need for more seats and playground equipment together with the need for general improvements and tidying up at various locations. Some comments on the bark under the playground equipment have already been rectified. The poor state of the Waipapa reserve received 2 comments. Public Toilets
Public Toilets Service Survey 2011
400
350
300
250 All Rural 200 Otorohanga
150 Kawhia
100
50
0 Improvement Adequate Excellent
Comments on public toilets in Otorohanga and Kawhia were mixed with a similar number saying they are neat and tidy as those who said they need upgrading and more cleaning. The removal of the toilets at Waipapa reserve and Puti received comments that they should have been retained. Otorohanga Swimming Pool Complex
Pools Service Survey 2011
180
160
140
120
100 All
80 Otorohanga
60
40
20
0 Improvement Adequate Excellent
Again there was a variety of comments and suggestions received with 21 saying the service, facility and staff were generally good. A further 49 made comments about the need to improve the changing rooms and facilities, the hours are wrong or too short as large groups take over the pool, the charges are too much, the facility is too expensive and should be more user pays. Also, the outdoor pool should heated and be used more and a new small pool for children should be built.
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Cemeteries
Cemeteries Service Survey 2011
250
200
150 All Rural Otorohanga 100 Kawhia
50
0 Improvement Adequate Excellent
A total of 49 comments were received on the Otorohanga cemetery, the majority of which related to mowing and general tidiness including cleaning old headstones etc. Other significant issues raised are the need for more seating, better paths / access for the elderly and the need for a toilet. Kawhia cemetery received 7 comments on how good it is and 4 saying that the maintenance could be improved. Refuse and Recycling
Levels of Service Survey - Refuse & Recycling
300
250
200 All Rural 150 Otorohanga 100 Kawhia
50
0 Improvement Adequate Excellent
A large number of comments were received on refuse and recycling. At Otorohanga, 35 comments said the recycle centre and refuse collection were very good. The were 60 other comments which covered a variety of concerns with the most common being that the street bins are not emptied often enough, the cost of the refuse bags are too dear or should be free to all households, there should be inorganic collections one or twice a year and the cost of dumping green waste is too high. Kawhia had 11 comments saying the service was good and 34 with similar comments to Otorohanga. There were however also comments about the unsuitable opening hours and days to suit holidaymakers. There were 7 comments from rural responders saying the service was good. There were 45 other comments the majority of which would like to see extended services in the rural area. More
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education is needed as some said they did not know when the facilities are open or that rural residents could use the facilities. General comments related to the disposal of e-waste and other forms of plastic additional to the currently accepted types 1 & 2. Road Litter Control
Litter Control Service Survey 2011
400
350
300
250 All Rural 200 Otorohanga
150 Kawhia
100
50
0 Improvement Average Excellent
Comments from throughout the district were generally similar with 70 replies saying how good the service was and the majority mentioning Lilian for special praise. There were 64 other comments and suggestions, most of which related to how untidy and uncaring some people could be and the need for more education. McDonald received a large number of comments for the wrong reasons. Public Water Supplies
All Water Service Survey 2011
200
180
160
140
120 All Otorohanga 100 Kawhia 80 Rural
60
40
20
0 Improvement Adequate Excellent
The Otorohanga water supply received 12 comments saying they were satisfied with the service. A further 57 were not satisfied and their comments mainly related to poor water quality being colour, taste, smell and too many chemicals. The Kawhia supply received 5 comments on how the supply has improved and 16 relating to the shortage of water over the Christmas period which is mainly the result of the 2010/11 summer problems.
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Urban Stormwater Drainage
Urban Stormwater Drainage Survey 2011
250
200
150 All Rural Otorohanga 100 Kawhia
50
0 Improvement Adequate Excellent
A total of 79 comments were received relating to stormwater with many referring to the need for more cleaning of leaves and rubbish from the kerb and channels and the maintenance of open drains. A number of local flooding areas were identified and comments about the stormwater infiltration into the sewer in Otorohanga needing continued attention. There are some requests for additional sumps or kerb & channel in Kawhia. Several comments were received on the Cooper Drive drain in Aotea which is scheduled for piping shortly.
Roading Service Survey 2011
400
350
300
250 All Rural 200 Otorohanga
150 Kawhia
100
50
0 Poor Adequate Very Good
Many comments were received (approx 180) on Council’s roading which could be expected as this activity affects most ratepayers and residents. The comments covered a wide variety of points, some general and some specific, and are difficult to summarise. These ranged from more / better maintenance, cleaning kerb and channel, more mowing, better repairs on sealed roads, the need to seal specific roads, potholes on unsealed roads etc. There were some requested for extending speed restriction areas and better policing. Comments on sections of the State Highway were also received. To counter these, a number of the comments said the roads were in good condition.
Roy Chadwick ENGINEERING MANAGER
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Item-203 SUPPORT FOR MAORI WARDS OR CONSTITUENCIES
To: His Worship the Mayor and Councillors Otorohanga District Council
From: Chief Executive
Date: 6 March 2012
Relevant Community Outcomes • Provide for the unique history and culture of the District • Foster an involved and engaged Community
Executive Summary A letter has been received from the Maniapoto Maori Trust Board indicating their support for the establishment of Maori wards or constituencies in the Otorohanga District.
Staff Recommendation It is recommended that: The report be received.
Report Discussion A letter has been received from the Maniapoto Maori Trust Board in respect of Maori Wards or Constituencies for the 2013 local government elections. A copy of this letter is attached. At Council's meeting of 2 August 2011, and in response to an enquiry from the Race Relations Conciliator, there was informal discussion amongst Council regarding whether further consideration would be given to establishment of Maori wards or constituencies in the District. Council indicated that such further consideration should not be given, because it was believed that there are sufficient opportunities for Maori to be represented within the District's current electoral system, and that as such there is no need to establish such special wards. The Local Electoral Act 2001 does not require a Council to give formal consideration to the establishment of such Maori wards or constituencies, but does set out a number of requirements for the process that must be followed if a resolution is made in favour of doing so (including the need for a poll of electors on the proposed change), and also provides that 5 percent or more of registered electors can themselves demand a poll on the establishment on such wards or constituencies. The previous actions of Council, in conjunction with the requirements of the Local Electoral Act (in particular that an resolution in favour of establishing Maori wards or constituencies must be made by no later than 23 November in the year that is two years before the next triennial election) precludes such wards or constituencies being established for the 2013 triennial elections. As such any further consideration that Council might choose to give would not have any potential effect until the 2016 triennial elections. Despite this delay in effect, Council may still wish to give further consideration to this matter in response to the request of the Maniapoto Maori Trust Board.
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Should Council continue to hold the views expressed at the meeting of 2 August 2011, it might be useful to make a formal resolution that includes an agreed statement of the reasons supporting these views. It should also be noted that if the Maniapoto Maori Trust Board wishes, it could itself at any time coordinate a demand for a poll in respect of the establishment of Maori wards or constituencies in the Otorohanga District, in accordance with sections 19ZB and 19ZC of the Local Electoral Act 2001, though again the outcome of any such poll would not now take effect until the 2016 triennial elections.
Dave Clibbery CHIEF EXECUTIVE
Attachments a. Letter from Maniapoto Maori Trust Board
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Item-204 REGIONAL TOURISM SIX MONTHLY REPORT JULY TO DECEMBER 2011
To: His Worship the Mayor and Councillors Otorohanga District Council
From: Governance Supervisor
Date: 6 March 2012
Relevant Community Outcomes • Ensure services and facilities meet the needs of the Community • Promote the local economy and opportunities for sustainable economic development
Executive Summary Hamilton & Waikato Tourism CEO, Kiri Goulter, will attend the meeting to present the Regional tourism six monthly report for July to December 2011.
Staff Recommendation It is recommended that: The Regional Tourism six monthly report for July to December 2011 be received.
CA Tutty GOVERNANCE SUPERVISOR
Attachments a. Regional Tourism six monthly report
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Item-205 REPRESENTATION REVIEW FOR 2013 ELECTIONS
To: His Worship the Mayor and Councillors Otorohanga District Council
From: Chief Executive
Date: 6 March 2012
Relevant Community Outcomes • Foster an involved and engaged Community
Executive Summary Issues relating to the definition of wards of Council that will satisfy the requirements of the Local Electoral Act in respect of population per Councillor.
Staff Recommendation It is recommended that: The report be received.
Report Discussion The Local Electoral Act 2001 ('LEA') requires that the representation arrangements of each local authority be publicly reviewed at least once in every six years. The review process was last completed in June 2006 and Council is therefore required complete a further review by the end of the current financial year. Some work towards this review has already commenced, and there will be further discussion of associated matters in a workshop after this meeting. The LEA does not impose a very detailed description of the form of the review required. In general it requires only that the representation arrangements adopted will provide effective representation of communities of interest within the district, that ward boundaries coincide with the boundaries of the current statistical meshblock areas determined by Statistics New Zealand (SNZ) and used for parliamentary electoral purposes and that, so far as is practicable, ward boundaries coincide with community boundaries. It leaves much to the discretion of local authority in respect of how wards are defined and the form of representation (including community boards) is established. There is however a specific LEA requirement that the ratios of resident population to Councillors in each ward is within +/- 10% of the overall ratio of resident population to Councillors across the whole District.
Current Population Estimates Updated estimates of resident population within each of the Council wards have recently been received from SNZ, to be used in the representation review process. This data, together with numbers of Councillors, the calculated resident population to Councillor ratios and comparable figures prior to the 2006 representation review are presented in the table below
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June 2006 June 2011 Number of 2011 % Variation of Population Population Representative Population per (1) from Ward Estimate Estimate Councillors Councillor (1) District average Kawhia 1050 950 1 950 -28.6% Tihiroa 1520 1650 1 1650 +23.9% Kiokio- 1480 1520 1 1520 +14.1% Korakonui Otorohanga 2720 2660 2 1330 -0.1% Wharepuhunga 1350 1170 1 1170 -12.1% Waipa 1350 1370 1 1370 +2.9% All District 9470 9320 7 1331.4 0.0%
The +/- 10% rule required that the population per Councillor in each ward is within +/- 10% of the average for the District as a whole, which is 1331.4. As such all wards of the Otorohanga District must have population per Councillor of no less than 1199, and no more than 1464.
As can be seen there are some very substantial deviations from the +/- 10% required by the LEA, with 4 of the 6 wards being outside this threshold, due to significant changes in estimated population of these wards relative to the estimates made in 2006. Such substantial disparities in ward populations (and particularly of the Kawhia and Tihiroa wards) may seem surprising, given that a significant adjustment of the boundary between the Kawhia and Tihiroa wards was made in the 2006 review (as shown in the attached plans) to address a similar disparity that existed at that time. Discussion with SNZ has however confirmed the population estimates provided, and that the current situation reflects the following factors: • The review conducted in 2006 was completed before the data from the 2006 census was available, and the population figures were therefore estimates based on the 2001 census. • The population trend data used to derive the 2006 estimates was based on population trends prior to 2001, which did not reflect the substantial changes in Kawhia and Tihiroa between 2001 and 2006. As such the estimates under-estimated both the decrease of Kawhia population and the increase in Tihiroa, and as such the corresponding boundary adjustment made in 2006 was much too small. • Because the 2011 census was cancelled, the population being used in the current review is also only an estimate, in this case based on the 2006 census data. • These estimates of population are largely based on extrapolation of previously observed trends, which may no longer be valid. • In effect the current representation review is in part being based on trend data that is being derived from 10 year old population data. Because of this continuing reliance on estimates, rather than actual census statistics, there appears to be a possibility that the estimated figures are not correct, and that the extrapolation of previous strong trends could have exaggerated actual population changes. It is however also possible that the current population estimates are relatively accurate, and that the previous strong trends of decreasing permanent population in Kawhia/Aotea, and increasing population in the Tihiroa ward (particularly on roads on the flanks of Pirongia Mountain, where extensive subsidivision has occurred, but has not yet been occupied) might continue. Without up-to-date census results there is significant uncertainty, but the representation review must nevertheless proceed, based on the estimates provided by SNZ.
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Suggested Options to Address Representation Ratio Issue There are considered to be two potentially practical approaches to achieving the +/- 10% representation ratio requirement for Council's wards, whilst retaining the same total number of Councillors as at present. These options are:
Redefining Ward Boundaries The first of these options is to retain the existing wards, but redefine the boundaries between the Kawhia and Tihiroa Wards, and the Kiokio Korakonui and Wharepuhunga Wards so that all wards satisfy the +/- 10% requirement. In the case of Kiokio Korakonui and Wharepuhunga this would be expected to be relatively straightforward as only a minor relocation of the boundary would be required to address the small disparities in population. A different situation exists in the Kawhia and Tihiroa Wards, where the variances from the +/- 10% requirement are so large, and the areas through which the boundary between the two wards currently runs have very low population densities, requiring very large movement of this boundary to have the necessary effect on the population of the wards. At this stage no detailed analysis of where the Kawhia / Tihiroa ward boundary would have to be relocated to has been conducted, but it is suspected that to achieve the required redistribution of population (around 250 permanent residents) from Tihiroa into the Kawhia Ward a very large - and potentially inappropriate - movement of the boundary would be required that would either: a. Extend the southern half of the Kawhia Ward almost into Otorohanga; or b. Extend the north half of the Kawhia Ward to include all of the roads on the flanks of Mount Pirongia It is suggested that either of these changes could significantly erode the sense of 'community of interest' and 'consistency of local character' that currently exists in respect of the Kawhia ward. A further potential disadvantage is the possibility that any change made to the boundary between the Kawhia and Tihiroa in the current review may have to be revised in future representation reviews, if either subsequent census data shows the current population estimates to have been incorrect or there is a continuing strong trend of population decrease in Kawhia/Aotea and/or increase in Tihiroa. To potentially have some properties 'flip flopping' between wards at two successive representation reviews appears to be highly undesirable. It might however be expected that if a boundary adjustment in the form of b. above was made, the likelihood of the need for further boundary adjustments in response to continuing population trends might be reduced by bringing together potential population growth (Pirongia Roads) and loss (Kawhia/Aotea) areas in a single ward, so that the two effects are offset against each other.
Rationalising Wards An alternative to making adjustments to existing ward boundaries in to consolidate multiple existing wards to 'cancel out' positive and negative variations in population per Councillor ratios in different wards. For example based on the current population estimates both the Kawhia and Tihiroa wards are both very much outside the +/- 10% requirement, but if they are combined together, the resultant new ward, represented by 2 Councillors, would have a population per Councillor very close to the District average. A similar result could also be achieved by combining the current Kiokio- Korakonui and Wharepuhunga wards. This together would provide a ward structure as shown in the table below:
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Ward June 2011 Population Number of 2011 % Variation Estimate Representative Population per of (1) from Councillors Councillor (1) District average Kawhia/Tihiroa combined 2600 2 1300 -2.3% Kiokio-Korakonui / 2690 2 1345 +1.0% Wharepuhunga combined Otorohanga 2660 2 1330 -0.1% Waipa 1370 1 1370 +2.9% All District 9320 7 1331.4 0.0%
Such rationalisation of wards could of course be taken further; the current Kiokio-Korakonui, Wharepuhunga and Waipa ward areas could be combined into an 'Eastern' Ward represented by 3 Councillors, with a similar size to the 'Western' ward containing the existing Kawhia and Tihiroa wards, represented by 2 Councillors. Going further, a two ward system of urban (Otorohanga) and rural (all other areas) could be established. And the ultimate step is of course to combine all the wards together and have all the Councillors elected 'at large'. Where the optimum point on this continuum of 'rationalisation' lies is open to discussion, but given the general satisfaction that appears to have existed for many years in respect of the existing system of wards suggests that something similar to the status quo may be preferred. If this view is taken, consideration could also be given to a limited combination of wards, as set out in the table above, as an interim measure until a further review of representation is conducted - probably in 2014 using population data from the census to be conducted in March 2013 - at which the 5 separate rural wards as they currently exist might be re-established with redefined boundaries. Such a further review might both avoid some unnecessary work and confusion in relation to redefining ward boundaries, and provide the new Council with an opportunity to consider issues of representation that they would not otherwise have. Whilst any form of ward consolidation will inevitably represent some loss of 'local' representation, it is suspected that if the existing rural Councillors were to stand again and be re-elected as representatives in a larger combined ward, there could remain an informal understanding amongst many residents as to who their current 'local' Councillor is.
Other Options There are of course many other options that could be adopted to satisfy the requirements of the LEA. Any number of different wards could be defined in a multitude of different layouts, and with varying total numbers of Councillors. It is however believed that before such a broader range of options is explored, there is a need for the objectives of such broader change to be properly defined, so that the exercise is not merely seeking change for the sake of change. This need for a reason for change is reflected in the LEA's requirement that Councils provide an explanation of the reasons for any changes made in representation arrangements relative to the previous triennial election in the resolution made to that effect. At the present time there do not appear to have been any public expressions of dissatisfaction with the current representation arrangements for Council, and no obvious failings of these arrangements are apparent to Council staff, other than the non-compliance with the +/- 10%
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requirement . As such it does not appear that there is a problem that needs to be fixed through a very radical change. It is nevertheless suggested that Council gives consideration to broader issues such as the number of Councillors and the overall layout of wards, if only to satisfy themselves that the general form of existing arrangements is sound.
Next Steps A decision is sought from Council as to which of the above options (or some other) should be adopted in respect of managing the +/- 10% issue. If an option requiring redefinition of ward boundaries is selected it will be necessary for staff to prepare some alternative boundary positions, for further consideration by Council.
Matters of Process There must be public input to the representation review process. As a minimum this would be to invite public submissions on the proposed overall form of representation prior to a final resolution being made by Council in respect of this matter. After this resolution is made the public are still able, if they wish, to present appeals, objections and petitions, and these will be forwarded to the Local Government Commission who will make a final determination in relation to this matter. If a relatively major or potentially contentious change to representation arrangement is being considered it may however be appropriate to also provide some opportunities for public feedback on relevant matters prior to Council making a resolution. Guidance will be sought from Council as to whether such pre-consultation should be conducted. The need for such pre-consultation is likely to be greater if a substantial boundary re-definition is being considered.
Dave Clibbery CHIEF EXECUTIVE
Attachments a. Plan of existing ward boundaries - Otorohanga District b. Plan of existing and pre-2006 Kawhia ward boundaries c. Plan of existing and pre-2006 Tihiroa ward boundaries
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Item-206 ADOPTION OF THE OTOROHANGA PROPOSED DISTRICT PLAN: DECISIONS VERSION
To: His Worship the Mayor and Councillors Otorohanga District Council
From: Policy Manager
Date: 6 March 2012
Relevant Community Outcomes • The Otorohanga District is a safe place to live • Ensure services and facilities meet the needs of the Community • Provide for the unique history and culture of the District • Promote the local economy and opportunities for sustainable economic development • Manage the natural and physical environment in a sustainable manner • Foster an involved and engaged Community • Protect the special character of our harbours and their catchments • Recognise the importance of the Districts rural character
Executive Summary The Otorohanga District Plan became operative in 1999. Statutorily the Resource Management Act 1991 (RMA) requires District Plans to undergo a review every 10 years. The review of the District Plan was initiated by Council in 2006. The review process has been focused on meeting legislative requirements, incorporating lessons learnt from implementing and administering the Operative Plan while also reflecting the feedback of the community. The Hearings Panel appointed by Council have provided for Councils adoption the Otorohanga District, Proposed District Plan: Decisions Version.
Staff Recommendation It is recommended that: 1. Adopt the recommendations put forward by the Hearings Panel as to the amendments to be made, subsequent to submissions received and presentations made at hearings, to the Otorohanga District, Proposed District Plan September 2010; 2. Resolves to undertake public notification of the Otorohanga Proposed District Plan: Decisions Version as set out by Clauses 10 and 11 of the First Schedule of the Resource Management Act 1991; and 3. Adopt the Otorohanga Proposed District Plan: Decisions Version March 2012.
Report Discussion Operative District Plan The development of the current District Plan became operative in 1999. The philosophy of the District Plan was to take a permissive approach to land use and subdivision in the District. This reflected the direction of the community at the time as the Plan was seen to be a means to encourage and provide for growth opportunities within the district.
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The District Plan uses an effects based approach and is seen as being quite unique and that it differs from main stream district plan framework. The effects based approach and framework used within the Plan provides a relatively easy to use compact plan document in comparison with other district plans across the country. Following the district plan becoming operative the district experienced development that drew attention and controversy. These being largely rural residential subdivisions for lifestyle development to the north of the district and rural / coastal subdivision in and around the Kawhia and Aotea harbour catchments. Also over this time successive amendments were made to the RMA, specifically to sections 6 and 7, which required to be given effect to through planning documents.
Review The review of the District Plan was initiated by Council in 2006. The initial philosophical approach to reviewing the district plan was to identify “what was not working well in the Plan”. Simply it meant identifying where there were gaps in the plan, such as where legislative requirements were not meet and/or where stakeholders identified the plan that did not work well. Therefore the early stages of the review were consultative, seeking to identify areas of the Plan that stakeholders (internal and external) felt needed to be changed. Open days were held across the district by staff. In the Kawhia and Aotea catchments community consultation was facilitated by Shore Futures. Shore Futures was a collaborative1 project looking to provide an overall framework within which issues facing these communities will be addressed. The majority of recommended actions detailed in the Shore Futures project are targeted to be implemented by way of district plans and regional policy statements and plans. A legislative review of the Plan was also undertaken separate to the stakeholder consultation. This work was not used as part of and therefore did not influence the consultation undertaken. The legislative review was consistent with the feedback received from consultation as to areas that needed to be addressed. A succession of discussion papers were drafted exploring options and providing recommendations as to how these matters could be addressed.
Review Process A series of Discussion Papers were produced to explore issues to be addressed by the review, identifying and discussing options and ultimately recommending a preferred approach. Where Council lacked internal expertise to assist in drafting these discussion papers, external expertise were used to provide specific expert reports. These reports were then incorporated into relevant discussion papers. Workshops were held with Councillors to review both the discussion documents and the expert reports. These were an important stage of the process as it provided an ability to discuss on the ground ramifications and to get a district feel for the reports as well as to inform both staff and Council. The discussion papers and expert reports were made publicly available and a time period was provided for which feedback would be received. Those stakeholders that indicated an interest to be informed of the ongoing progress with the plan review were sent letters and informed of the availability of these reports. All documentation was made publicly available on the Council website and if requested paper copies of documentation was sent out. The Council quarterly newsletter was used to provide general updates to the wider community on progress being made. The primarily means of dissemination of information was through the Council website.
1 Participating Agencies: Waikato Regional Council, Otorohanga District Council, Waitomo District Council, Waikato District Council, Department of Conservation and Federated Farmers.
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Over a period of three weeks in July 2009, targeted landowner meetings were held across the district. These meetings were targeted at those landowners whose properties were identified within the Outstanding Landscapes areas as defined in the two Landscape Assessment Reports and those landowners whose properties were identified within the Coastal Setbacks Report. Feedback received from stakeholders as a result of the release of the papers identified above was then reported back to Council and used to inform the drafting of the Proposed District Plan (PDP). Once feedback on the reports had been received, a Draft District Plan was prepared which presented the direction being taken for the Issues, Objectives and Policies of the PDP. It did not include any rules and the release of the Draft Plan was limited to a few key stakeholders. These agencies included; - Waikato Regional Council - Waikato, Waitomo, South Waikato and Waipa District Councils - Federated Farmers - Department of Conservation - New Zealand Transport Agency - NZHPT - Oil Companies - Transpower Feedback received was, where appropriate, incorporated into the drafting of the Proposed District Plan.
Proposed Plan The PDP was publicly notified on the 14 September 2010 with a submission closing date of 26 November 2010 which exceeded the minimum prescribed number of days as set out in the RMA2. At the close of the submission period 135 submissions had been received. The overarching philosophy of the PDP is to retain the, easy to use, effects based approach of the District Plan, providing greater level of information to guide development as well as an increased role of Council in being able to assess and manage development within the district.
Hearings and Submissions Reports were produced by staff that summarised the changes submitters were seeking to be made to the PDP. Copies of all submissions were also available for viewing either through the website or by request to Council. A period for further submissions was then publicly notified and an extension was provided which allowed for 20 working days3 for these to be received by Council. Hearing reports were then produced by staff which detailed all submission points raised by submitters and further submitters. In the reports staff provided a response to all points raised and a staff recommendation with reasoning for consideration by the Hearing Panel. These reports were made available for all submitters prior to hearings so they could discuss as part of their presentation to the Hearing Panel if they so desired. The members of the Hearings Panel were, Council Commissioners Dale Williams (Chair), Sue Blackler, Deborah Pilkington and Independent Commissioner Greg Hill. The Hearings were held over a 7 day period from Monday 11 July 2011 through to Tuesday 19 July 2011. The Hearings were heard by topic as defined by the Hearing Reports and 142 presentations were scheduled (some submitters requested to be able to present on a number of topics).
2 Clause 5(3) of the First Schedule stipulates a minimum period of 40 working days 3 RMA specifies 10 working day period must be given but Councils are able to at a maximum to double a timeframe set in the RMA.
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At the close of hearings the Hearing Panel went into deliberations to consider its decisions as to matters raised in submissions and presentations at the Hearings. As a result of these deliberations the Hearings Panel has provided Hearing Reports which detail recommended amendments and their reasoning for these as a result of decisions made on points raised in submissions and presented at the hearings. The recommended changes are incorporated into the Otorohanga Proposed District Plan: Decisions Version, which is presented for Council resolution.
Public Notification The Resource Management Act 1991 (RMA) requires that upon adoption of any decision being made in regards to a district plan that public notice is given to inform the wider community, landowners and submitters of the decisions made and the amendments made to the plan. As such in accordance with Clauses 10 and 11 of the first schedule of the RMA, it is recommended that Public Notices be placed in the local newspapers and letters are sent to the community informing of the adoption of the Otorohanga Proposed District Plan: Decisions Version on Thursday 8 March 2012.
Appeals Process The public notification of the Otorohanga Proposed District Plan: Decisions Version triggers the timeline for which appeals against the Proposed Plan can be lodged with the Environment Court. The timeline for this is 30 working days as set out in Clause 14 of the First Schedule of the RMA and as such the closing date for appeals to be received by the Environment Court is Tuesday 24 April 2012. If no appeals are made on the Otorohanga Proposed District Plan: Decisions Version, then the plan will become fully operative following that date. If appeals are lodged to specific parts of the Plan then those specific parts will be under appeal and will have limited effect or weighting. The rest of the Plan which has no appeal lodged against it can be “considered to be operative” with full weight being given to those matters.
Acknowledgement At this stage I would like to acknowledge the work done by all those involved in progressing the District Plan Review. I would like to acknowledge the work and support of Dorothy Wakeling with specific acknowledgment of Keith Phyn and Peter Skilton. I also want to acknowledge the Councillors (including those that stood down at the last local body elections), for their input and commitment shown through-out the process with specific acknowledgement to the Hearings Panel.
Regional Proffit POLICY MANAGER
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Item-207 TE RUNANGANUI O NGATI HIKAIRO TE TAHUANUI: NGATI HIKAIRO HERITAGE MANAGEMENT PLAN - INDEPENDENT AUDIT
To: His Worship the Mayor and Councillors Otorohanga District Council
From: Policy Manager
Date: 6 March 2012
Relevant Community Outcomes • Provide for the unique history and culture of the District • Manage the natural and physical environment in a sustainable manner • Foster an involved and engaged Community • Protect the special character of our harbours and their catchments
Executive Summary Council is committed to developing mutually beneficial relationships with Iwi Authorities within the district. As such Council has committed to a Council “Iwi Relationship Framework’ which gives accordance to Principles of the Treaty of Waitangi in providing the platform on which Council will progress. Councils’ responsibilities under the Resource Management Act 1991 are the management of the heritage sites and the cultural relationship of Maori with their waahi tapu, sites and other taonga. The primary means of undertaking this responsibility is through the implementation of the Otorohanga District Plan. Te Rūnanganui o Ngāti Hikairo in expressing concerns and issues held regarding their cultural and spiritual sites of significance developed Te Tahuanui: Ngati Hikairo Heritage Management Plan. Council and Te Rūnanganui o Ngāti Hikairo have an Agreement for Heritage Information: Ōtorohanga District Council and Te Rūnanganui o Ngāti Hikairo, which provides clarity and certainty as to the collection, storage and ongoing use of information relating to the sites identified in the Heritage Plan. This is seen to be desirable as Council recognises the sensitivity and ownership of this information whilst relies on sound information to inform statutory processes contained in the district plan. Clause 6 of this agreement requires an independent audit be undertaken assessing the quality and accuracy of the information to be shared and the processes undertaken to accumulate and collate the information. A further requirement of this clause is that the Auditor will report back to both parties the findings of the audit (Audit report enclosed under separate cover).
Staff Recommendation It is recommended that: Council receive this report for information.
Report Discussion Audit Report
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Clause 6 requires that an independent audit be provided where both parties agree jointly on the appointment of the auditor. John Coster an independent consultant was appointed to undertake this audit. John Coster, is an independent heritage management consultant, based in Tauranga and a member of the NZ Archaeological Association, the NZ Historic Places Trust, International Council on Monuments & Sites and the International Council of Museums. His former positions, since 1974, include archaeologist, based in Auckland, for the NZ Forest Service, Department of Lands & Survey and Department of Conservation. He has been a member of the boards of the Te Awamutu, Whakatane and Auckland museums and of the Bay of Plenty Conservation Board. He is currently a member of the Museum of New Zealand Te Papa Tongarewa National Services Te Paerangi Advisory Group and of the Tauranga Moana Museum Trust Board. He has served on the Council of the NZ Archaeological Association and has recently has been the principal contractor in the Waikato Region for the Association’s Site Recording Scheme Upgrade Project. He has worked at a professional level with Te Aupouri, Ngati Raukura ki Waikato, Te Kingitanga ki Ngaruawahia, Ngati Pukenga, Ngati Ranginui, Ngai Te Rangi and Te Whanau a Apanui. The audit report had particular focus on the processes used to collate the information to be shared with Council. As such the processes used to collate the information are assessed and critiqued against what is considered to be best practice. In this instance the New Zealand Archaeological Association processes is considered to be best practice. The audit report provides recommendations as to the management practices to be followed and incorporated into the ongoing storage and use of the information. These recommendations address; recording of source documentation, archiving of information, security of information and internal processes for Ngati Hikairo as to the sharing of information. Both Council and Te Rūnanganui o Ngāti Hikairo staff are working together on defining processes to address the recommendations made in the report. Use of Information Part B of the agreement sets out the sources and methods used in collecting the information to be shared with Council. This section also details the manner in which information is to be provided yto Council. Part C of the agreement sets out the procedures to be undertaken as to defining the way in which information shared with Council is to be used. The pre-requisite for the use of any information is the agreement and sign-off by Te Rūnanganui o Ngāti Hikairo. Clause 11 of the agreement refers to the reference of Te Tahuanui: Ngati Hikairo Heritage Management Plan being made in the District Plan. Such reference was made in the notified Proposed District Plan and further to that subsequent agreement has been reached with Te Rūnanganui o Ngāti Hikairo to include in the Proposed District Plan: Decisions Version, mapping information as to their sites of significance which they are seeking specific district plan provisions to apply. It must be noted the sites of significance to be presented in the Proposed District Plan: Decisions Version does is not a complete quantum of all the sites of significance to Te Rūnanganui o Ngāti Hikairo but a subset of these sites. The use of this information in this manner is seen to strengthen the Proposed District Plan: Decisions Version in a manner that provides up front information as to where particular values and sensitivities need to be applied through the consent process. The information used in this way seeks to rectify concerns as to the lack of or no information as to cultural sites and by being upfront with this information it is intended to address perceived mysticism regarding these sites.
Reginald Proffit POLICY MANAGER
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Item-208 ODC MATTERS REFERRED FROM 14 FEBRUARY 2012
To: His Worship the Mayor and Councillors Otorohanga District Council
From: Governance Supervisor
Date: 6 March 2012
Report Discussion
1. CHIEF EXECUTIVE 14 February 2012 i. To present, in a workshop situation, a report presented in June/July 2011 on Library - Future Options.
CA Tutty GOVERNANCE SUPERVISOR
GENERAL
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