- Will do now.

A G E N D A

Date: Wednesday, 13 December 2017

Time: 9.00am

Venue: Council Chambers William Street Paeroa

L D Cavers Chief Executive

Members:

J P Tregidga (His Worship the Mayor) Cr D A Adams Cr P D Buckthought Cr C Daley Cr R Harris Cr G R Leonard Cr M McLean Cr P A Milner Cr A Rattray Cr D Smeaton Cr A M Spicer Cr D H Swales Cr J H Thorp

Distribution:

Elected Members: Staff : Public copies: (His Worship the Mayor) Cr D A Adams L Cavers Paeroa Office Cr P D Buckthought A de Laborde Plains Area Office Cr C Daley P Thom Waihi Area Office Cr R Harris S Fabish Cr G R Leonard D Peddie Cr M McLean M Buttimore Cr P A Milner Council Secretary Cr A Rattray Cr D Smeaton Cr A M Spicer Cr D H Swales Cr J H Thorp

COUNCIL AGENDA

Wednesday, 13 December 2017 – 9.00am - Council Office, William Street, Paeroa

10.00am Presentation: Jiading Sister City Exchange Students Subject International Youth Camp Programme

Order of Business Pages

1. Apologies 2. Declarations of Late Items 3. Declarations of Interests 4. Confirmation of Council Minutes - 29-11-17 (2310015) 3 5. Communications Update and Brand Design Approval (2312848) 7 6. Civil Defence Update (2313703 26 7. Pensioner Housing (2313460) 33 8. Transport Report November 2017 (2312699) 189 9. Non Subsidised Works 2017-18 Project Selection Report (2312691) 194 10. Netherton School Car Park Upgrade Treatment Report (2313748) 210 11. Kerepehi Boundary Legalisation (2315905) 221 12. Waihi Beach Road - Area Wide Treatment Tender Approval Report (2312742) 227 13. 2018 Asset Management Plans 2017 229 14. Review of the Earthquake-prone, Dangerous & Insanitary Buildings Policy 2010 244 (2312499)

15. CEO Monthly Report for December (2312979 248 16. Council Financial report 2017 for the period to 31-10-17 (2313629) 250 17. Planning and Environmental Services Monthly Report - November 2017 (2312550) 259 18. 2017-18 First Quarter Non-Financial Performance Results (2311988) 267 19. Graffiti Management Update (2313348) 292 20. Hauraki Rail Trail Funding Update (2313564) 298 21. Community Recreation Report - December 2017 (2313874) 324 22. Community Facilities Report - December 2017 (2313873)) 332 23. Community Initiatives Report - December 2017 (2313876) 336 24. Solid Waste Report to Council - November 2017 (2312906 342 25. District Drainage Report to 30 November 2017 (2312737) 343 26. Water Services Report to Council - November 2017 (2312533) 345 27. Contract 74 - Plains Reservoirs - Council Report (2313062) 349 28. Kerepehi WTP - Manganese - Council Report (2312907) 351

1 Council Agenda 13-12-17 Doc. Ref: 2313292 Council Agenda - 13-12-17 Page 3

HAURAKI DISTRICT COUNCIL MEETING

MINUTES OF A MEETING OF THE HAURAKI DISTRICT COUNCIL HELD IN THE COUNCIL CHAMBERS, WILLIAM STREET, PAEROA ON WEDNESDAY, 29 NOVEMBER 2017 COMMENCING AT 9.00 AM

PRESENT J P Tregidga (His Worship the Mayor), Cr D A Adams (Deputy Mayor), Cr P D Buckthought, Cr C Daley, Cr R Harris, Cr G R Leonard, Cr M McLean, Cr P A Milner, Cr A Rattray, Cr D Smeaton, Cr D H Swales and Cr J H Thorp

IN ATTENDANCE Messrs L D Cavers (Chief Executive), A de Laborde (Group Manager - Engineering Services), D Peddie (Group Manager - Corporate Services), P Thom (Group Manager - Planning & Environmental Services), S B Fabish (Group Manager - Community Services), M Buttimore (Strategic Planning Projects Manager), R Bierre (Regulatory Services Manager) and Ms C Black (Council Secretary)

APOLOGIES

RESOLVED

THAT the apology of Cr A Spicer be received and sustained.

C17/414 Tregidga/McLean CARRIED

LATE ITEMS

There were no late items.

DECLARATIONS OF INTERESTS

Cr Leonard declared a conflict of interest in Item 6: Hauraki Plains Library Analysis Report.

CONFIRMATION OF COUNCIL MINUTES - 25-10-17 (2288570)

The Mayor presented the minutes.

RESOLVED

THAT the minutes of the meeting of the Hauraki District Council held on Wednesday 25 October 2017 be taken as read and confirmed and are a true and correct record.

C17/415 Buckthought/Rattray CARRIED

RECEIPT OF AUDIT AND RISK COMMITTEE MINUTES - 17-10-17 (2289707)

The Mayor presented the minutes.

RESOLVED

THAT the minutes of the meeting of the Audit & Risk Committee held on Tuesday 17 October 2017 are received and the recommendations contained therein be adopted.

1 Council Minutes - 29-11-17 Doc. Ref: 2310015 Council Agenda - 13-12-17 Page 4

C17/416 Milner/Adams CARRIED

Declaration of Conflict of Interest

Cr Leonard declared an interest in the following item.

HAURAKI PLAINS LIBRARY ANALYSIS REPORT 2017 (2308337)

The Group Manager - Community Services and Development presented a report which sought Council’s approval to partner with the Haurakian Trust to deliver a joint library service, community space and Area Office on land adjacent to the Hauraki Plains College at 11Orchard West Road.

Mr Deryck Shaw of APR Consultants was in attendance to present the results from the options analysis which had been undertaken by APR to assess the future library services provision for Ngatea and surrounding Hauraki Plains area.

RESOLVED THAT the report be received. C17/417 Daley/McLean CARRIED

RESOLVED

THAT Council approves Option 5 (Partner with the Haurakian Trust to deliver a joint library service, community space and HDC Area Office service), and

THAT Council includes the project in the draft 2018-28 Hauraki Long Term Plan, with funding of up to $250,000 in year 2(2019/20) and $1,250,000 in year 3(2020/21) with the total Council funding being capped at 33% of the capital cost of the project, and

THAT Council commits to further engagement with the Haurakian Trust around plans for the 11 Orchard West Road site including District Plan compliance, planning, funding requirements, possible governance and management arrangements and other matters, and

THAT staff report back to Council for approval on the governance and management arrangements, and

THAT Council undertakes planning in parallel with these discussions around the longer-term future of its 84 Orchard West Road office.

C17/418 Milner/Daley CARRIED

NEW FRAMEWORK FOR MANAGING EARTHQUAKE PRONE BUILDING (2302927)

The Regulatory Services manager presented a report advising that on the 1st July 2017 the Building (Earthquake-prone Buildings) Amendment Act 2016 came into effect The Act which has created a single National policy framework to manage potentially earthquake- prone buildings. RESOLVED THAT the report be received. C17/419 Milner/McLean CARRIED

Council is required to identify buildings within the profile categories in the district as potentially earthquake prone within the set time frames as set out for each seismic risk area. 2 Council Minutes - 29-11-17 Doc. Ref: 2310015 Council Agenda - 13-12-17 Page 5

Council may identify a building as potentially earthquake prone at any time if it has reason to suspect the building may be earthquake prone. There is also a requirement to undertake strengthening work ahead of the time frames allowed which can be triggered if the owner undertakes substantial alterations that are not related to the strengthening scheme.

RESOLVED THAT Council commence to identify potentially earthquake prone buildings that fall within the profile categories and set time frames in accordance with the Building (Earthquake-prone Buildings) Amendment Act 2016 after the communications plan has been implemented.

C17/420 Milner/Swales CARRIED

CEO MONTHLY REPORT FOR NOVEMBER (2307669)

The Chief Executive provided an update on staff changes within the organisation. RESOLVED THAT the report be received. C17/421 Tregidga/Leonard CARRIED

The meeting adjourned at 10.16am The meeting reconvened 10.35am.

PLANNING AND ENVIRONMENTAL SERVICES MONTHLY REPORT - OCTOBER 2017 (2307550)

and Strategic Planning Projects Manager presented the monthly planning and regulatory report for October 2017. RESOLVED THAT the report be received. C17/422 Milner/Harris CARRIED

WAIKATO PLAN LEADERSHIP GROUP MINUTES - OCTOBER 2017 (2306352)

A report from the Policy Analyst was provided which presented the minutes of the Waikato Plan Leadership Group meeting held on 16 October 2017. The group meetings are held bi-monthly and will be presented to Council following each meeting.

RESOLVED

THAT the report be received.

C17/423 Tregidga/Adams CARRIED

WATER SERVICES REPORT TO COUNCIL - OCTOBER 2017 (2307728)

The Group Manager presented the monthly monitoring report on water services activity for the month of October 2017.

RESOLVED

THAT the report be received.

C17/424 Harris/Buckthought CARRIED

3 Council Minutes - 29-11-17 Doc. Ref: 2310015 Council Agenda - 13-12-17 Page 6

DISTRICT DRAINAGE REPORT TO 31 OCTOBER 2017 (2306732) The Group Manager presented the monthly monitoring report on district drainage activity for the month of October 2017.

RESOLVED THAT the report be received. C17/425 Thorp/Leonard CARRIED

EASTERN PLAINS DISTRICT DRAINAGE MINUTES - 26-10-17 (2305078) RESOLVED THAT the report be received. C17/425 Swales/Thorp CARRIED

WESTERN PLAINS DISTRICT DRAINAGE MINUTES - 26-10-17 (2305072) RESOLVED THAT the report be received. C17/426 Swales/Thorp CARRIED

SOLID WASTE REPORT TO COUNCIL - OCTOBER 2017 (2305662)

The Group Manager presented the monthly monitoring report on solid waste activity for the month of October 2017.

RESOLVED THAT the report be received. C17/427 Smeaton/Adams CARRIED

The meeting closed at 11.30am.

CONFIRMED

J P Tregidga Mayor

13 December 2017

4 Council Minutes - 29-11-17 Doc. Ref: 2310015 Council Agenda - 13-12-17 Page 7

Decision Report

To: Mayor and Councillors

From: Communications Working Party Chair and Communications Officer Date: Wednesday, 6 December 2017

Document: 2307966 File reference: Appendix A: 2307973 Appendix B: Portfolio holder: Mayor John Tregidga

Meeting date: Wednesday, 13 December 2017

Subject: Communications update and brand design approval

Recommendation:

THAT the report be received.

THAT the Council approves the Communications Working Party’s recommendations for the refreshed logo and brand design

Summary

This report is to provide a communications update and seek Council approval for the Communications Working Party’s recommendations for the refreshed logo and brand design.

Content

Priority projects

The Communications Working Party has been meeting regularly and providing strategic feedback to the communications officer on the communication strategy and action plan as well as other BAU communication matters. An update on two main priority projects is provided below.

Project 1. Brand refresh

At its last two meetings on 31 October and November 21 the Working Party provided feedback on the brand refresh project which is currently underway. A more detailed overview of what is meant by the council `brand’ and why it’s important is provided in appendix A.

Page 1 of 10

Council Agenda - 13-12-17 Page 8

The current brand

Key points identified by the working party and the staff project team after reviewing the current brand include:

 The current brand is dated, inconsistent and a little bit haphazard which is not an accurate reflection of our organisation

 The new brand should be modern, authentic, professional and reflect the diversity of our district

 The brand change should be a cost-effective ‘refresh’ involving a phased implementation plan and minimum expenditure, rather than a complete change or `rebrand’.

Refreshed logo and brand design options

Based on this feedback, Tauranga based company, Onyx Design, worked with the staff project team to develop some refreshed logo and brand design options (see appendix B)

These options have been viewed by the Communications Working Party and the Executive Leadership Team. Their combined feedback is listed below:

 Overall – an amazing effort for such a small cost and in a short time  Logo – option 1 is the preferred option  Colour palette – great but could we incorporate some secondary lighter colours i.e. the lemon and light blue used in the circle designs  Font – Corbel is fine. Is it possible to include a second option that could be used for headings without causing any inconsistency.  Primary element, the north wind - this is great but it gets lost when shortened in the coloured examples provided. Suggest brand guidelines say it must be used in its entirety. Also it looks a bit dirty when used in grey in these coloured examples, could it be changed to some of the light colours suggested for a secondary palette  Secondary element – could we create a secondary element that uses the kowhai design in the signage strategy  Three districts footer – we could have another option using one colour with elements from the different town illustrations included.  Illustrations – everyone loves these. Just a couple of points: o The different illustrations for different wards are great but Paeroa and the Plains Wards are the wrong colours. Paeroa is blue and Plains is green.  Could the bird be a godwit or other shorebird to represent the Shorebird coast.  Welcome to district signs – the preference is for one sign rather than different signs for different wards. o The preferred option is the blue sign however the focus would need to change from the pukekos in front to the bottle in front as the blue represents the Plains Ward o The words Nau Mai Haere Mai should be at the top of the sign above Hauraki District instead of “Welcome To”, which can be deleted

If approved by the Council this feedback will be used by the designer to develop a final refreshed logo, brand design and style guide. The CO is currently working with the staff project team on an implementation plan and budget and will prepare a report on this for Council’s next meeting in January 2018.

Page 2 of 10

Council Agenda - 13-12-17 Page 9

Vision statement The communications working party has also been working with the CO and strategic planning team to build on Council feedback and develop a vision statement in time for the Long Term Plan.

The agreed statement is “Our home, Our future”. This reflects Council’s focus on helping to shape strong communities and businesses in the present, while preparing for a positive future.

The proposed draft text around this vision for inclusion in the Long Term Plan is outlined below: Our home, our future

Our vision captures our reason for getting out of the bed in the morning. It’s our team’s purpose.

To us ‘our home, our future’ means that we’re proud to live here and we want our future generations to be proud to live here too. We want to work with you to help shape our future rather than waiting for things to happen. That means creating opportunities for the now and also for future generations. We are ready to push boundaries to make things happen.

This plan sets out what we will do create that future.

Our community outcomes express in more detail about what we’d like to see happen. These outcomes continue to stay at the forefront of the decisions we make

Project 2. Roll out the red carpet

The CO has now made proposed changes to a number of Build Waikato letter and form templates. She is also working with council communications staff from the Waikato region to provide some recommended changes to branding and content of new planning forms created by Waikato-wide planners (similar to the Build Waikato concept). The idea is to standardise forms across all councils. The next step in this project is to engage with appropriate management and staff to get feedback on the proposed template changes and implementation processes. The brand refresh will also need to be taken into consideration as these changes are implemented.

In addition, the CO is working with the economic development manager on an overarching roll out the red carpet project plan to be implemented next year. Desired outcomes and success measures will be provided as part of this plan.

Business as usual

Turua infrastructure upgrade The CO has been working with the Turua infrastructure upgrade project manager to develop and implement a communication plan to keep the Turua community and wider users informed of disruptions and progress on work affecting Hauraki Road. On 17 November, Plains Councillors went on a site visit with the project manager and CO who took photographs, promoted via social media and on the website, and prepared a subsequent media release etc

Kaimanawa water supply upgrade

Page 3 of 10

Council Agenda - 13-12-17 Page 10

Planning for this project, to connect the Kaimanawa community to the Paeroa water supply, is underway and expected to commence early next year. The CO has started working with the project team to develop a communication plan to ensure ongoing engagement with all stakeholders throughout the process.

Civil Defence The CO worked with the Public Information Manager to support and promote “Get Ready Week” this year. This month the focus will be on supporting a national campaign around emergency text messaging alerts.

Hauraki Rail Trail Pūkorokoro-Miranda opening The CO worked with TCDC and MPDC staff to provide communications support to the Hauraki Rail Trail Charitable Trust to promote and report on the opening of the Pūkorokoro-Miranda section of the Trail.

Road Safety The CO is working with East Waikato Road Safety Coordinator Ingrid Le Fevre, the web administrator, and the customer services manager, to support regional and national road safety campaigns, particularly leading up to the holiday season.

Video equipment The CO visited Waikato Civil Defence and Waikato Regional Council communications staff last month and was given an overview of the basic equipment needed to get started with producing more video content for sharing on social media, the website, and Council’s YouTube channel. The CO is preparing a report for the strategic planning projects manager outlining recommended investment options in this area, but it is expected a start can be made with a very small outlay.

Long Term Plan consultation document The CO is working with the strategic planning team on the Long Term Plan consultation document and community engagement plan.

SOLGM conference The CO attended the 2017 SOLGM Communications Forum in Queenstown on 13/14 November. There was a strong engagement thread running through the Forum. Key insights included:

 Many councils are changing the way they communicate, and experimenting with exciting and creative ideas. The CO’s brain was leaking and a bit overwhelmed at the sheer scope of the innovation displayed by some of the other councils, but this has since been put into perspective. Our current focus needs to be on implementing the communication strategy which is centred around creating solid communication foundations and clear processes for the council to branch out from.

 There is a general shift from information-sharing based communications to more focus on engagement and a customer centric approach.

 General communications advice: o go to the people rather than expect the people to come to you or search for information o be `real’ and be relevant

Page 4 of 10

Council Agenda - 13-12-17 Page 11

o change it up, in other words don’t be afraid to take a risk and try something non- conventional o engage early

 Don’t dabble in iwi engagement – you will need a team of people with the right skills and resources to do this justice

And much more learning and insight than could possibly be included here. The conference also provided a great networking opportunity for the CO to build relationships that promote the sharing of ideas, collaboration, and support within the sector.

Conclusion Good progress is being made on priority projects in the communications strategy. To allow these projects to progress, some prioritisation is taking place around non-urgent business as usual, with a focus on business that provides the best overall outcomes for the organisation.

Recommendation THAT the Council approves the Communications Working Party’s recommendations for the refreshed logo and brand design

Councillor Anne Marie Spicer Paula Trubshaw Communications Working Party Chair Communications Officer

Page 5 of 10

Council Agenda - 13-12-17 Page 26

Decision Report

To: Mayor and Councillors

From: Group Manager - Community Services & Development John McIver- Community Engagement Manager Date: Wednesday, 29 November 2017

File reference: Document: 2309619 Appendix A: 2306402

Portfolio holder: Cr. Phillip Buckthought

Meeting date: Wednesday, 13 December 2017

Subject: Civil Defence Update Report

Recommendation:

THAT the report be received, and

THAT Council considers the report fulfils its obligations to undertake a service delivery review of arrangements for delivery of the Civil Defence Emergency Management (CDEM) roles under section 17A of the Local Government Act 2002, and

THAT Council endorses the Thames Valley CDEM Committee review recommendations as resolved at their 23 November 2017 meeting.

Purpose

This report is to update Council on Civil Defence activities over the past six months and going forward and to update Council on the results of the service delivery review of arrangements for delivery of the Civil Defence Emergency Management (CDEM) roles under section 17A of the Local Government Act 2002,

The matter or suggested decision does not involve a new activity, service, programme, project, expenditure or other deliverable.

Background

Hauraki District Council along with Thames-Coromandel and Matamata-Piako District Councils combined to create a Thames Valley Combined District response to civil defence matters. Each Council retains responsibility for emergency response activity within their district with an emergency management office (TVEOA previously called TVCD EPU) coordinating technical expertise, projects, providing planning and operational functions, monitoring performance (including weather alerts etc.) and any other function assigned to it by the TVCDEM committee.

Results of the 2017 Thames Valley CDEM Service Delivery Review

A Local Government Act 2002 s.17A service delivery review was undertaken in early 2017 to determine whether the arrangements for delivery of the Civil Defence Emergency Management (CDEM) roles, responsibilities and relationships under the CDEM Act 2002 (and linked principally via the Waikato Group structure to the National CDEM Plan 2015) were structured the best way to Page 1 of 7

Council Agenda - 13-12-17 Page 27

remain cost effective. This review also assessed whether alternative options (including those prescribed under section 17A of the Local Government Act 2002) would be more cost effective.

The delivery of this activity is via the Thames Valley Emergency Operating Area (TVEOA) consisting of:

 Hauraki District Council (HDC)  Thames Coromandel District Council (TCDC) and  Matamata-Piako District Council (MPDC)

It was identified in the s.17a service delivery review that staff resourcing is an important issue for delivering the modern pre and post requirements of a disaster ready New Zealand. The recommended option contains an incremental investment increase from member councils to match the local requirements for CDEM. Council-to-Council collaborations at this level are formalising the increasing assistance called upon between authorities.

In Summary,

After reviewing options via a Local Government Act s.17a Review, and consideration by CEOs of recommended options to be investigated, it was recommended that:

 The TVEOA take on strategic planning work with further resource apportionment for Reduction and Recovery work.  The TVEOA adopt a new structure with a Professional Manager/ Controller leading a team of three CDEM Officers (that can be trained up as Response Managers) and an administrator equalling four Full Time Equivalents (FTEs).  The TVEOA use the integrated Implementation Plan to resolve prioritisation of outcomes between member councils.

The key issues for TVEOA to address are:  Governance Structure (roles and responsibilities)  Staff structure and areas of responsibilities  Investment to support this structure  A Manager/ Controller Lead role, as a professional Controller  CDEM Officers being trained up as Response Managers  Siting of TVEOA office, process and values for decision  TVCDEM Constitution needing to be reviewed  The Terms of Reference for Coordinating Advisory Group (CAG) need to be reviewed and redone  The Administering Authority requires a Service Level Agreement to be formalised.

A draft Implementation Plan has been undertaken for TVEOA based on the s.17a process. A subsequent Resource Audit has shown 4.25 FTEs are required to meet the timeframes indicated.

Page 2 of 7

Council Agenda - 13-12-17 Page 28

A new structure was proposed as below:

Manager/ Controller 1 FTE

Administrator .25 FTE

TCDC CDEM Hauraki DC CDEM MPDC CDEM Officer Officer Officer 1.25 FTE .75 FTE 1.0 FTE

Due to the cost of implementing the new recommended structure, as per the review, the three Thames Valley Council’s Chief Executives held a meeting with their senior managers, who hold the operational responsibility of civil defence delivery in the Thames Valley in their respective Councils, to discuss the recommendations in the draft review/ business case document. With one of the main outcomes being to identify a way forward, in the short term, to address the issue of an understaffed TVEOA unit.

The keys actions from this meeting were,  The new staff structure for immediate needs is one Manager/ Controller, one CD Officer, one administration- all full time positions.  Recruitment to be started immediately.  Manager/ Controller would work with the Thames Valley CAG members and TVCDEM Committee to review their constitution.  Review the SLA with TCDC as the administrating authority for the TVEOA  Review the terms of reference (CAG)

The new proposed staffing structure has a budget increase implication, which was provided to the Thames Valley CDEM Committee at their 23 November 2017 meeting as a separate report containing the proposed 10 year budgets to align with the three Thames Valley’s Council’s 2018-28 Long Term Plans.

At this meeting, they passed the following resolutions concerning, 2018-28 10-year budget, and service delivery review:

Resolution

THAT the report be received, and

THAT a review be undertaken of the governance structure of the Thames Valley Civil Defence Emergency Management Committee and resulting changes made to the constitution, and

Page 3 of 7

Council Agenda - 13-12-17 Page 29

THAT a working party consisting of Councillors Brian Hunter, Rex Simpson and Phillip Buckthought and committee member Aaron Waterreus be formed to work with staff on the review, and

THAT a new staffing structure of, full time positions of one Manager/ Controller, one CD Officer, one Administration Officer, be put in place, and

THAT a review of the Terms of Reference for the Coordinating Advisory Group be undertaken, and

THAT a review of the Administering Authority Service Level Agreement be undertaken, and

THAT the updated agreements be presented back to the Thames Valley Civil Defence Emergency Management Committee meeting in March 2018, and

THAT the resolutions from this report be reported to the three Thames Valley Councils

Other Activities

Thames Valley (Combined Districts) Emergency Operating Area (TVEOA)

Julian Snowball, Manager/Controller for the TVEOA started the role on 12 December 2017.

Monthly meetings are in place with the Thames Valley Combined Districts emergency management staff and senior manager representatives from the three councils. These meetings are to foster inter-Council Civil Defence relationships, work through any issues and to receive and have input into various work programmes.

Staff training has now taken an integrated approach to ensure that all 3 Councils have adequately trained staff in the right roles and at the right level of skills.

Training (mini-drills) on the Emergency Management Information System (EMIS) in relation to the management of welfare situations has come to a halt whilst EMIS software is undergoing a revamp.

Induction (foundational) training has been offered to all new staff. The review of the training plan for 2018 will occur mid-December; courses for the function specific training will be included in the discussions. Any significant increase in the target capability is reliant on delivery of training as identified in the National Integrated Training Framework.

Hauraki District Council Civil Defence 4R’s

Hauraki DC staff continue to work to address the four “R”’s - reduction, readiness, response and recovery - for civil defence activities.

CD Response Team members (Response Manager, Intelligence Manager, Planning Manager, PIM (Public Information Manager), Operations Manager, Logistics Manager, Welfare Manager and Incident Liaison officer - the tight 8 function managers) along with the Local Controller continue to develop in-depth knowledge of the positions, functions and processes for their respective teams. This response team will be visiting the Hurunui District (Waiau), next year, to expand their knowledge of response and recovery to certain events that the southern region has experience in. Training for deputies or support officers is an ongoing action to ensure we have an adequate depth of trained staff to undertake our Hauraki District and Thames Valley CD obligations

A Community Response Plan (CRP) for Turua is being developed by the Turua community with support from Council’s CRP contractor. A CRP will:

Page 4 of 7

Council Agenda - 13-12-17 Page 30

 identify potential disasters that could affect the community or parts of the community  identify potential needs within a community  identify potential resources within a community, and  assist in the coordination of a response to a disaster within or surrounding a community

A workshop with the Turua community was held 27 September 2017 in the Turua Scout Hall where a SWOT analysis was carried out.

Table 1 Turua Community Response Plan SWOT Analysis

STRENGTHS WEAKNESSES • Community engagement and agency support • Lack of options regarding flood or tsunami • Support and engagement of existing Hall evacuation if roading network is Committee and their offer to act as Plan compromised Champion and updating of the plan • Lack of information on near-source tsunami • Small representation of community residents

TURUA CRP OPPORTUNITIES TIMELINES • Information that will be available on • Draft Plan and Brochure completion of the Kerepehi Fault/ Hauraki • Next meeting of group – to be scheduled for Gulf tsunami modelling mid-November to review Draft Plan and • School and Childcare Facility identified Brochure weaknesses in their emergency evacuation • Community champion (Hall committee) to plans confirm phone tree (or alternate • Personal preparedness education campaign communication) system for group • Community training and development • Training opportunities information to be through epiCentre and community led centre given at mid-November meeting regarding: training • Update on epiCentre and training (if viable) • Community led centre training

The CRP for both Kaiaua and Whiritoa are currently being reviewed.

Communications is an area that has required investment of equipment with mobile radio-telephone devices, sirens and emergency (flashing red) lights being fitted in the Logistics Manager, Incident Liaison and Controller vehicles.

Workshops have been held with various stakeholders - agencies, businesses and community organisations - on the following topics:

 Effects of a Tsunami on coastal communities such as Whiritoa  Earthquake fault line (Kerepehi) and its potential impact on the surrounding communities  The Five Rivers – nature, behaviour and impacts of flooding and identification of warning systems

Hauraki Emergency Operating Centre (EOC)

The layout within the Hauraki Room and Chambers for an EOC continues to meet our minimal requirements to meets the needs of an event. The new Smart KAPP electronic white boards have proven to be a significant benefit for operational activities.

The effectiveness of each team is reliant on having more practices with establishing the EOC and implementing various scenarios. The Welfare team for example have participated in actual events (- on site, e.g. Piako Flooding) and relayed identified needs back to EOC personnel for further action.

Page 5 of 7

Council Agenda - 13-12-17 Page 31

Having a ‘incident liaison’ officer at an ‘incident control point’ in direct communications with the EOC or Response Team members has proven invaluable. This ensures correct and up-to-date information is processed in a timely manner, and that we are able to put the correct messages out on social media channels.

General Matters

Public Information Management is a critical activity during an event and, with a number of low level events occurring over recent months, opportunities to improve information distribution have been taken.

The NZ ShakeOut was not held in 2017 instead the “Stay Safe, Stay Informed” initiative from the Ministry of Civil Defence and Emergency Management was promoted during October. Get Ready Week is held every year to mark the International Day for Natural Disaster Reduction (13 October) and encourage Kiwis to get prepared.

During that week the PIM team promoted the different ways people can stay informed during an emergency – which radio stations to listen to, which website and social media to follow, the importance of getting to know your neighbours and checking if you can receive Emergency Mobile Alerts.

Emergency Mobile Alerts

The Government has trialled a new service that will keep people informed in an emergency. Led by the Ministry of Civil Defence & Emergency Management, Emergency Mobile Alerts can be used by NZ Police, Fire and Emergency NZ, MPI, Ministry of Health and Civil Defence Emergency Management to alert people if their lives, property or health are at serious risk.

The system uses cell broadcast technology to send messages to enabled phones, so alerts can be targeted to specific geographic locations. People won’t need to sign up to receive alerts, or download an app; alerts will be sent to every enabled phone in the region.

This is a very exciting development towards strengthening our emergency alerting systems across New Zealand, but it doesn’t replace existing channels and natural warnings. It’s another channel for warning people when there is a serious risk.

New deliverable

The Local Government Act 2002 now requires that all local government deliverables (whether it be an activity, service, project, programme, grant or involve any other form of expenditure) must align to the purpose of local government as outlined in Section 10 of the Local Government Act.

For Council’s information, the decision involves a new expenditure or other deliverable. It is therefore considered to be aligned with the purpose of local government as it provides:

 local public service

Significance and Engagement Assessment

This decision does not trigger the Significance and Engagement Policy Assessment Tool and therefore is not considered significant under the Significance and Engagement Policy 2014.

Budget Implications

The LG s17A review changes and budget implementations identified as approved by the Thames Valley CDEM Committee, have been reflected in the draft budgets for the Hauraki 2018-28 LTP.

Page 6 of 7

Council Agenda - 13-12-17 Page 32

The activity within Community Protection – Emergency Management is currently being achieved within budget.

Recommendation

The Civil Defence Portfolio Holder and staff are recommending to Council:

THAT Council considers the report fulfils its obligations to undertake a service delivery review of arrangements for delivery of the Civil Defence Emergency Management (CDEM) roles under section 17A of the Local Government Act 2002, and

THAT Council endorses the Thames Valley CDEM Committee review recommendations as resolved at their 23 November 2017 meeting.

John McIver Steve Fabish Community Engagement Manager Group Manager - Community Services & Development

Page 7 of 7

Council Agenda - 13-12-17 Page 33

Decision Report

To: Mayor and Councillors

From: Group Manager – Community Services and Development

Date: Wednesday, 6 December 2017

Document: 2310282 File reference: Appendix A: 2313399 Appendix B: 2313400 Portfolio holder: Councillor Gill Leonard

Meeting date: Wednesday, 13 December 2017

Subject: Council Pensioner Housing review report

Recommendation:

THAT the report be received, and

THAT for proposed new tenants for individuals raise the eligibility age from 60 to 65 and for couples that one should be at least 65 years of age with the other at least 60 years old, and THAT the age requirement of those disabled (e.g. with access to mobility cards) be set 60 years of age with discretion of Council officers, and That new tenants should have cash assets less than $20,000 for a single applicant and $30,000 for a couple, including the value of any major asset sold within 5 years of applying, and That new tenants meet other eligibility criteria such as being a New Zealand resident, having a long term (5 years or more) history of residency in the Hauraki District, being retired from full time work and being capable of living independently, and THAT all new tenants should have a two-week tenancy bond, one weeks rent in advance and need to supply an acceptable reference, and THAT rent prices be based on comparable 1-bedroom units in the Hauraki District, with rent for new tenants to be $187 per week from the 1 July 2018 and rent for existing tenants to increase to $150 per week from 1 July 2018 and market rent from 1 July 2019,and THAT the five yearly staged development funding and investment model be adopted, and

THAT Council considers this report fulfils its obligations to undertake a service delivery review of pensioner housing services under section 17A of the Local Government Act 2002, and

THAT these polices and the five yearly staged development funding and investment model be included in the 2018 - 2028 Hauraki District Council Long Term Plan for consultation.

Page 1 of 7

Council Agenda - 13-12-17 Page 34

Purpose

Council is asked to consider recommendations by the Pensioner Housing Working Party on the future development and management of Hauraki District Council’s (HDC) pensioner housing. The recommendations are underpinned by an independent situation and option analysis report by APR Consultants Ltd (APR) (Note Discussion Document Summary of this as Attachment A, and Pensioner Housing Options Analysis report as Appendix B). The Working Party’s recommendations include changes to pensioner housing applicants’ age, asset and other eligibility criteria; rental subsidies; and capital investment programme. This report also fulfils Council’s obligations to undertake a service delivery review of pensioner housing services under section 17A of the Local Government Act 2002, and

The matter or suggested decision does involve a new activity, service, programme, project, expenditure or other deliverable.

Background

New Zealand’s local government sector has historically taken the stance that core assistance such as social housing is a responsibility of taxpayers rather than ratepayers. An exception has been pensioner housing (i.e. social housing for local older people requiring low-cost accommodation).

HDC’s pensioner housing units were between 1960-1985 using capital funding assistance from central government, and over the period since it has since been managed relatively passively as a Council asset. There are significant costs in potentially renovating the oldest units in line with best- practice standards for elderly accommodation.

In 2016, an investigation was undertaken by APR of the performance of the pensioner housing stock as part of the development of the Pensioner Housing Strategy. In July 2017, a Financial and Risk analysis was undertaken which identified and informed prospective operational options for pensioner housing management. In 2017, HDC commissioned APR to further investigate preferred operational options (models) to identify the most suitable approach to Pensioner Housing management.

This review and analysis was a key step in Council undertaking a service delivery review of pensioner housing services under section 17A of the Local Government Act 2002.

Council’s Community Housing Working Party worked with staff and APR on developing the options report and developing the recommended development programme and supporting policies.

Issues and options

Summary of issues:

• HDC owns and administers 57 pensioner housing units within nine housing complexes in Waihi, Paeroa and Ngatea.

• Although the Social Housing Reform Act 2013 is intended to provide a national framework for New Zealand’s social housing provision, this reform does not determine the role of local authorities in the social housing market. Regulations introduced by Central Government specifically preclude local authorities (including council controlled organisations (CCOs)) from accessing Central Government’s funding for social housing. Even if it were possible, existing pensioner housing tenants would not be automatically eligible and may need to re- apply, and their long-term tenure could not be guaranteed.

Page 2 of 7

Council Agenda - 13-12-17 Page 35

• Condition grading has shown that Council’s pensioner housing units are in a well-maintained condition with a full operational maintenance and renewal programme in place for the next 10 years. The current age policy of Council requires the applicants to be at least 60 years of age. In the case of a couple applying, both must be at least 60 years of age. Rents range from $116 per week for a bedsit to $122 per week for a one-bedroom unit. Based on a market rent assessment, Council subsidises the pensioner flat rentals by 15% but this is proposed to reduce to market rents within the next year.

• There are significant costs involved in potentially renovating the oldest units in line with best- practice standards for elderly accommodation. There is likely to be a growing demand for affordable accommodation for a portion of the elderly (retired) resident population within the wider Hauraki District over coming decades. Anecdotally, there may be immediate demand for a further 10 units in each of Paeroa and Waihi.

Summary of options:

• The attached Discussion Document, Pensioner Housing Options Analysis report and other prior APR reports have identified a range of management and capital development options for Council’s pensioner housing.

• Options for the minimum age of applicants include:

A. 60 years or over (status quo) B. 65 or older and/or qualify for Government superannuation C. 65 years or over D. Other variations.

The Working Party is recommending that Council increase the eligibility age for singles from 60 to 65 and for couples that one should be at least 65 years of age with the other at least 60 and above with mobility cards and/or disability considerations.

• Options for the maximum asset value (financial eligibility) of applicants include:

A. Assets less than $25,000 for a single and $45,000 for a couple B. Assets less than $17,500 for a single and $20,000 for a couple C. Assets less than $15,000 for a single and $20,000 for a couple D. Other variations

The Working Party is recommending that Council lower its asset threshold such that new tenants should have assets less than $20,000 for a single applicant and $30,000 for a couple, including the value of any major asset sold within 5 years of applying.

• Options for other eligibility criteria for pensioner housing applicants include:

A. Be a New Zealand resident B. Be retired from full time work C. Capable of living independently D. Have a genuine need for long term accommodation in the Hauraki District E. Non-smoker.

The Working Party is recommending that Council amend its application policy and procedure such that new tenants are required to meet other eligibility criteria such as being a New Zealand resident, having a long term (5 years or more) history of residency in the Hauraki District, being retired and being capable of living independently.

Page 3 of 7

Council Agenda - 13-12-17 Page 36

• Options for Council subsidy of pensioner housing rents include:

A. Increase rent with a reduced 15% subsidy to provide 55% increase in annual revenue; or B. Increase rent with a reduced 25% subsidy to provide 20% increase in annual revenue

The Working Party is recommending that Council reduce the level of rental subsidy to around market value for current and new tenants. This will necessitate an increase rental from $122 to around $187 per week for new tenants and the existing tenant’s rent would increase to $150 per week from 1 July 2018,and market rent from 1 July 2019.

• Council has previously signalled it wishes to proceed with a flexible duplex housing design that could maximise the number of units on a site. Three prospective options for development planning and funding models have been considered, as outlined in the Discussion Document and prior reports:

A. Five-yearly staged development plan B. Long-term staged development plan C. Short and long-termed staged development plan.

The Working Party is recommending in the first instance that Council adjust its funding and investment model to provide for the sustainable maintenance of existing units and development of new units to maintain the current ratio of the provision of pensioner housing units to Hauraki District’s aging population. This is reflected in the five yearly staged development plan.

• The Working Party also notes that this review meets the requirements of Section 17A of the Local Government Act and recommends that the policy changes above be included in the 2018 – 2028 Hauraki District Council Long Term Plan for consultation.

New deliverable

The Local Government Act 2002 now requires that all local government deliverables (whether it be an activity, service, project, programme, grant or involve any other form of expenditure) must align to the purpose of local government as outlined in Section 10 of the Local Government Act.

For Council’s information, the decision involves a new expenditure or other deliverable. It is therefore considered to be aligned with the purpose of local government as it provides:

• local public service

Significance and Engagement Assessment

This decision does trigger the Significance and Engagement Policy Assessment Tool and therefore is considered significant under the Significance and Engagement Policy 2014.

The level of engagement considered appropriate for this matter at this time are to: a) inform (i.e. one-way communication disseminating information) Council’s current pensioner housing tenants, and subsequently b) consult (i.e. two-way communication to obtain public feedback) with the public and key stakeholders through a special consultative procedure in parallel with consultation on the 2018 – 2028 Hauraki District Council Long Term Plan.

Page 4 of 7

Council Agenda - 13-12-17 Page 37

Budget Implications

Appendix 1 of the attached Discussion Document presents a five-yearly staged development plan funding model for the period 2018 to 2028 (next 10 years) that would enable HDC to expand its housing stock every five years. The funding model assumes increased rent with to provide a 55% increase in annual revenue. To overcome funding shortfall, Council could allow capital funding from depreciation and reserve borrowings, apply for external loans/borrowings and/or Council grant.

Recommendation

Council should make its decision on which option to choose based on that option being the most cost effective, and good quality option for the Hauraki District (s10 of the Local Government Act 2002).

The Council Working Party recommends that Council:

1. For proposed new tenants for individuals raise the eligibility age from 60 to 65 and for couples that one should be at least 65 years of age with the other at least 60 years old. 2. The age requirement of those disabled (e.g. with access to mobility cards) be set 60 years of age with discretion of Council officers 3. That new tenants should have cash assets less than $20,000 for a single applicant and $30,000 for a couple, including the value of any major asset sold within 5 years of applying. 4. That new tenants meet other eligibility criteria such as being a New Zealand resident, having a long term (5 years or more) history of residency in the Hauraki District, being retired from full time work and being capable of living independently. 5. All new tenants should have a two-week tenancy bond, one weeks rent in advance and need to supply an acceptable reference. 6. For tenants rent prices be based on comparable 1-bedroom units in the Hauraki District, with rent for new tenants to be $187 per week from the 1 July 2018 and rent for existing tenants to increase to $150 per week from 1 July 2018 and market rent from 1 July 2019. 7. Adjust the funding and investment model to provide for the sustainable maintenance of existing units and development of new units to maintain the current ratio of the provision of pensioner housing units to Hauraki District’s aging population (ie, over 65 years of age). 8. That Council considers this report fulfils its obligations to undertake a service delivery review of pensioner housing services under section 17A of the Local Government Act 2002. 9. That these polices and the five yearly staged development funding and investment model be included in the 2018 - 2028 Hauraki District Council Long Term Plan for consultation.

Steve Fabish Group Manager – Community Services and Development

Page 5 of 7

Council Agenda - 13-12-17 Page 189

Decision Report

To: Mayor and Councillors

From: Transport Manager

Date: Wednesday, 29 November 2017

File reference: 2309640

Portfolio holder: Cr Adams

Meeting date: Wednesday, 13 December 2017

Subject: Transport Report November 2017

Recommendation:

THAT the report be received.

THAT the following approach to traffic calming in Ainsley street be approved: 1. Informing the NZ Police of the high speed measurements recorded. 2. Sensitising the public through a media campaign. 3. Installing appropriate signage. 4. Requesting feedback from the community in December 2018 and undertaking a new speed count.

1. Introduction

This report provides the latest information on the Hauraki District Council’s Roading activities for the period ending 29 November 2017.

2. Discussion

2.1 Capital Projects 2.1.1 Key Capital Project Achievements

Table 1 shows the progress on the main capital projects scheduled for the 2017/18 financial year.

Table 1: Main Capital Projects – 2017/18 Progress Project and Description % Comments / explanations (if off track) complete Preseal repairs in Waihi Ward completed in November. Reseal Contract 35% Reseal programme in Waihi Ward is programmed to run from 4 to 15 December 2017. Tenders closed. Tender Evaluation report Area Wide Treatment – Waihi Beach Rd 55% to be submitted for Council approval in December.

Page 1 of 5

Council Agenda - 13-12-17 Page 190

Progress Project and Description % Comments / explanations (if off track) complete Construction commenced. Pavement Area Wide Treatment – Hauraki Rd, Turua 75% works currently underway. Practical completion certificate issued. Deficiency and Liability list currently in Road Widening - Bradford St, Waihi 99% progress (only minor items still outstanding). Business case is complete and internally LED Streetlight Renewals 25% reviewed. Submitted to NZTA in November 2017 for approval. Drainage pipes installation two third completed in November. Some difficulty Torehape Rd West Slip 90% with hard rock zone encountered. Completion expected in first days of December 2017. Options report submitted in October 2017. Referred back to consultant for clarification on certain aspects. These included more information on calculation Rahu Rd Embankment Failure 45% of expected design life and costing of options presented. The current recommended option is construct a retaining structure at an estimated maximum cost of $435k. Alternative quotes for remedial design requested and consultant appointed. Hopai West Bridge Repair 15% Estimated construction start date of March 2018. Reduce to one-lane and monitor option to Gerrand Rd Embankment Failure 55% be implemented in January 2018. Construction commenced in November 2017. Poles planted and concreted. Kaihere Rd Embankment Failure 65% Drainage, hoarding, backfill and pavement reinstatement to be completed in early December. Project selection report completed and to Non-subsidized works 2017/18 10% be submitted to Ward Committee’s in December. Design and cost estimate completed. Netherton school parking 30% Funding to be clarified in discussion with School and NZTA. Re-alignment option in principle agreed. Formal options report due in December Mahuta Rd North Underslip 10% with preliminary design. Projected construction start date in February 2018 Top Rd Underslip 100% Construction completed.

Progress Key: ..... = Off track / behind schedule / over budget ..... = Rescheduled ..... = Off track but will be back on track soon ..... = On track ... . = Completed

Minor projects updates are as follows:  Piako Rd and Bagnall Square footpath construction is complete.  Paeroa Kindy drop-off zone Request for Quotes (RFQ)quotes closed on 1 December 2017. Evaluation of quotes and appointment to be done in December 2017.

Page 2 of 5

Council Agenda - 13-12-17 Page 191

2.1.2 Key Capital Projects Planned for December 2017

The work scheduled for December 2017 is shown in Table 2 below and the Capital Works Programme is shown in Appendix A.

Table 2: Capital Work Programme for December 2017

Project Ward Comments

LED Streetlight District Preparation of Tenders. Renewals A geotechnical report form Tonkin &Taylor is expected to confirm Torehape Rd West Slip Plains the need of further overburden removal. Rahu Rd Embankment Finalisation of the options report from Pinnacles Civil will allow the Paeroa Failure design to be complete in the next two months. Design to commence in December and to extend to end of January. Tenders to be advertised in February with appointment Hopai West Bridge in March 2018. The repair or possibly replacement of this bridge Plains Repair with culverts is likely to be a major cost item and warrants an options report to investigate different alternatives. This could affect the programme. New Footpaths and Kerb All Project selection report to be presented to Ward Committees at & Channel wards the December 2017 meeting. Area Wide Treatment – Contract award during mid December 2017. Fencing relocation to Waihi Waihi Beach Rd be done during December 2017. Area Wide Treatment – Stabilising of subbase, Basecourse construction and Seal Plains Hauraki Rd, Turua construction. All Continue pre-seal repairs in Plains Ward working towards Paeroa. Reseal Contract 17/18 wards Commence with reseals in Waihi ward (4-15 December) Kaihere Rd Embankment Plains Complete construction in early December. failure

2.1.3 Key Issues and Risks

The following major risks associated with the capital programme have been identified.

Table 3 – Capital Programme Risks Budget Issue or Risk Mitigation Measures implications Speed limits and load restrictions in place. Failure of the Hopai West Bridge Major Monitor the situation. Delays on Turua AWT could lead to pavement works being open over the Moderate Expedite construction where possible. December break.

3. Ainslie Road – Traffic calming

3.1 Introduction

Requests were received from members of the public to install speed humps in Ainslie road, Paeroa.

3.2 Discussion

Special speed counts were ordered which were done for a week in October 2017. The 85%tile of speeds measured in this count was 50 km/h. Isolated maximum speed measurements of up to 96km/h were recorded between 8pm and 4am. A Kindy is being established with access from Ainslie

Page 3 of 5

Council Agenda - 13-12-17 Page 192

Road. The high speeds recorded are outside of the time that it would cause safety concerns for the Kindy community. Thus, although these isolated incidents do occur, it is not considered feasible to install speed humps in this area.

3.3 Conclusion

It is recommended that the following measures are implemented: 1. Inform the Police of the high speed measurements recorded. 2. Sensitise the public with a media campaign 3. Install appropriate signage. 4. Request feedback from the community after 1 year and redo the speed counts.

If the above is unsuccessful and outlier speed problems persists then temporary speed humps can be trialled.

Gene Thomsen Transport Manager

Page 4 of 5

Council Agenda - 13-12-17 Page 193

Appendix A

Capital Works Programme

Aug Sep Oct Nov Dec Jan Feb March April May June Project 2017 2017 2017 2017 2017 2018 2018 2018 2018 2018 2018 Reseal Contract xxxx xxxx Area Wide Treatment – Waihi Beach Rd xxxx xxxx Area Wide Treatment – Hauraki Rd, Turua xxxx xxxx xxxx xxxx Road Widening - Bradford St, Waihi xxxx xxxx xxxx LED Streetlight Renewals xxxx xxxx xxxx xxxx Torehape Rd West Slip xxxx xxxx xxxx xxxx Rahu Rd Embankment Failure xxxx xxxx xxxx Hopai West Bridge Repair xxxx xxxx xxxx xxxx Unsubsidised Footpath and K+C xxxx xxxx xxxx xxxx

Page 5 of 5

Council Agenda - 13-12-17 Page 194

Decision Report

To: Mayor and Councillors

From: Transport Manager

Date: Thursday, 16 November 2017

File reference: 2307515

Portfolio holder: Cr Adams

Meeting date: Wednesday, 13 December 2017 Non-Subsidised Roading Projects for the 2017/18 Subject: Financial Year

Recommendation:

THAT the report be received, and

That the project selection for 2017/18 from the Hauraki District Council Long Term Plan 2015/16- 2017/18 is approved, and

That alternative projects as identified from Service Requests, and listed in this report, are selected for implementation in the 2017/18 financial year.

1. Introduction

The purpose of this report is to identify the non-subsidised roading capital projects due for construction during the 2017/18 financial year. The selection was made from approved projects on the Hauraki District Council Long Term Plan 2015/16-2017/18. Alternative projects as identified from Service Requests are also listed for consideration by the Wards.

Funding for these projects is available from the Long Term Plan and from financial contributions made by subdivision developers.

2. Discussion

2.1 Available funding

The budgets for 2017/18 were calculated by deducting actual expenditure over the period 2015/16 to 2017/18 from the approved budgets for this period.

Remaining budgets for each ward in 2017/18 is summarized in Table 1.

Some of the projects identified also has Financial Contributions from Developers which are still available. These are reflected in Table 2 below.

Page 1 Council Agenda - 13-12-17 Page 195

Table 1: 2017/18 Remaining Budget per Ward

Financial Year Paeroa Ward Waihi Ward Plains Ward Approved Budgets (2015-25 Hauraki Long Term Plan) 2015/16 4,000 179,000 9,000 2016/17 66,000 140,000 0 2017/18 119,000 121,000 49,000 Total 189,000 440,000 58,000 Actual Expenditure 2015/16 11,740 118,782 1,249 2016/17 0 37,693 591 2017/18 0 195,473 2,746 Total 11,740 351,948 4,586

Remaining Budgets per Ward 2017/18 177,260 88,052 53,414

Table 2: Financial Contributions available

Financial Contribution Project available Ridge View Place urbanisation 20,914 Queen street, Waihi 2,972

2.2 Projects

The Land Transport Asset Management Plan of September 2014 identified the following non- subsidised roading projects to match the LTP budget figures (See Appendix 3, 4, 5 & 6 for the full list of projects):

Table 3: New Kerb & Channel Cost Estimate Ward Project (2017) Railway St SH2 to Dearle St - Right hand side $31,700 Aorangi Rd SH26 to Shaw Ave - Right hand side $21,000 Paeroa Ainslie Rd Porritt St to Logan Rd - Both sides $81,200 Total Paeroa $133,900

Waihi Waitete Rd Right hand side $42,000

Table 4: New Footpaths Cost Estimate Ward Project (2017) Paeroa Opatito Rd From SH2 (Puke Rd) – Left hand side $15,400

Maddocks St From Consols St – Left hand side $23,800 Waitete Rd From Kimberley Rd to Rata St – Right hand $27,100 Waihi side Total Waihi $50,900

Page 2 Council Agenda - 13-12-17 Page 196

Bagnall Sq Hauraki Rd to Waihou St – Right hand side $12,000 Plains Piako Rd Hauraki Rd to Raupoiti St – Left hand side $47,600 Total Plains $59,600

Table 5: Footpaths Renewals Cost Estimate Ward Project (2017) Shaw Ave Left hand side $1,650 Shaw Ave Left hand side $1,400 Princes St Right hand side $1,400 Norwood Rd Left hand side $1,020 Paeroa Puke Rd (SH 2) Left hand side $1,020 Puke Rd (SH 2) Left hand side $1,270 Thames Rd Left hand side $1,520 (SH26) Total Paeroa $9,280

Seddon St Left hand side $4,450 Toomey St Left hand side $7,240 Union St Left hand side $1,020 Union St Left hand side $250 Waihi Union St Right hand side $1,140 Victoria St Right hand side $1,270 Walker St Left hand side $1,140 Kenny St (SH25) Right hand side $130 Total Waihi $16,640

2.3 Low Cost/Low Risk (Minor Improvements) Projects

Of the above projects the footpaths in Table 5 the footpaths in Waitete Rd, Piako Rd and Bagnall square were approved by NZTA as Minor Improvements projects and will therefore be funded from subsidized capital roading budgets.

2.4 Optional Projects

Further projects identified from Service Requests that can be chosen as alternatives to the above projects are listed below.

Table 6: New Footpaths – Paeroa Ward

Prelim. Road Section Length Issues Proposal Costs Tower St to Norwood Rd 390m Crossing point for day care Install 1.4m wide $40,000 Station (north side) centre at 0.31 and provide footpath adjacent to the Rd a safe Goldfields School existing K&C Norwood Ave 320m pedestrians to SH 26 $33,000

(north side)

Page 3 Council Agenda - 13-12-17 Page 197

Table 7: New Footpaths – Waihi Ward

Prelim. Road Section Length Issues Proposal Costs New Waitete Rd subdivision Located on western side A K&C exists 1.4m (eastern 200m $20,000 (FP) to Crossing point required concrete footpath side) Rata St Drainage issues from road I19m diameter turning runoff down driveways. head $20,914 FC Waitete Rd Ridge View No footpath K&C both sides New available to end 83m Place Need for a turning footpath on southern Urbanisation (south side) structure at end of road. side of road linking with $80,000 Scruffy/ untidy berms Waitete Rd Opposite Scoured metalled $12,000 no. 19 to 25 driveways from road Queen St 80m K&C installations $2,972 FC on eastern runoff. No formal side available) side of road drains Maddocks Located on southern side Rd to 200m Poor road runoff New K&C required $22,000(f) Consol St Cornwall St reticulation – flat grades 1.4m concrete footpath $24,000(k) (north side) Consol St to 1.4m concrete footpath Lawrence K&C could be Cornwall St 45m Links 2 properties on $5,000 Rd (east considered but not side) necessary 1.4m concrete footpath Links 3 properties + 1 Elliot St east K&C could be Hobson St 55m additional Lot after $6,000 (north side) considered but not subdivision necessary No.22 to the Blind man with dog has 1.4m concrete footpath Islington end 56m requested footpath as the K&C could be $6,000 Terrace (south side) road edge is uneven considered Road speeds are high and 1.4m concrete Silverton Adams St to limit pedestrian berm 440m footpath. $55,000 (f) Rd Victoria St refuge exists. Staging not possible No K&C is required George St No footpath exists to Reserve New K&C required Clarke St 134m Berm drainage problems $15,000 car park 1.4m concrete footpath K&C has been requested (south side) Boundary 1.4m concrete Quiet cul de sac servicing King St Rd to end 60m footpath. $6,000 3 dwellings (north side) No K&C is required Connect the existing road footpath with the existing service lane Silverton Rd car park walkway

Table 8: New Footpaths – Plains Ward

Approximate Section Length Footpath Treatment ROC Cost Turua 280m 2.5m width metal formation $10,000 Walkway 1 Turua 20m 2m wide concrete/ seal ramps $4,000 Walkway 2 Turua 230m 2.5m width metal formation $7,000

Page 4 Council Agenda - 13-12-17 Page 198

Approximate Section Length Footpath Treatment ROC Cost Walkway 3 Turua 60m $5,000# Walkway 4 Turua 240m $11,000 Walkway 7 Turua 260m $12,000 Walkway 8 Turua 50m 2.5m width metal formation $12,000## Walkway 9 Turua 250m $10,000 Walkway 10 Turua 270m 2.5m width metal formation $11,000 Walkway 11 # Includes gate arrangement and yard sump modifications. ## Includes land acquisition, fencing and large culverts

Table 9: Footpaths Renewals – Paeroa Ward

Road Section Length Issues Proposal Prelim. Costs No 26 to Kinsella Pl 50m $5,000 Rough surface and a 1.2m wide Shaw Rd (northern side) potential trip hazard concrete renewal Kinsella Pl to 18m & $4,000 Keepa Ave 20m 1.4m wide SH 26 to AC surfacing breaking footpath Willoughby Police Station 80m up particularly at K&C renewal $9,000 St (north side) driveways should be considered Arney St South of King Uneven surface High 3m wide hot mix 130m $19,000 (SH 26) St pedestrian flow overlay

Table 10: Footpaths Renewals – Waihi Ward

Road Section Length Issues Proposal Prelim. Costs Uneven surface Older persons are 1.4m Hospital to the Toomey St 170m high users concrete $17,000 Mabel Dairy footpath RSA to the Hot mix Parry Palm Mangatoetoe 100m renewal $15,000 Ave foot bridge Worn out hot mix surfacing 3m width (northern side) Uneven surface Bus Shelter to Trip hazards Hot mix Poppet Head Seddon St 90m renewal $10,000 (northern 3m width side) 2m Moresby No 16 to no. AC surfacing breaking up particularly at 160m concrete Ave 34 driveways footpath

Page 5 Council Agenda - 13-12-17 Page 199

Table 11: New Kerb and Channel – Paeroa Ward

Road Section Length Issues Proposal Prelim. Costs Ponding on berms and rutted entrance No. 25 to New K&C with a hammer Grey St 90m problems. $12,000 Moore St drain turning facility Truck turning issues at the end of the road

Table 12: New Kerb and Channel – Waihi Ward

Prelim. Road Section Length Issues Proposal Costs $12,000 (f) Rata St to Storm water 110m Located on eastern side $12,000 (K Regent St reticulation extension Deep drain in berm and R ) Waitete Rd New K&C required No stormwater reticulation $10,000 (f) Regent St to 1.4m concrete 85m K&C required $30,000 (K Kimberley Rd footpath and R) Drainage issues from road 19m diameter turning runoff down driveways. head $20,914 FC Waitete Rd to Ridge View No footpath K&C both sides New available end 83m Place Need for a turning footpath on southern Urbanisation (south side) structure at end of road. side of road linking $80,000 Scruffy/ untidy berms with Waitete Rd Scoured metalled Opposite no. 19 $12,000 driveways from road Queen St to 25 on eastern 80m K&C installations $2,972 FC runoff. No formal side side of road available) drains Located on southern side $12,000 Std K&C Haszard St to Includes a new parking (K&C) Johnson St 120m 2m wide parking Mueller St shoulder for the St Johns $12,000 shoulder Ambulance staff (sealed shr) Located on western side Union St to Mueller Ave 100m Regular flooding of $12,000 Wilson St property Parry palm Cornwall St Ave Slip Lane to 100m Std K&C $12,000 Galbraith St Located on the eastern No reticulation Canon St to side required Consols St 230m $28,000 Cornwall St Flooding of berms\ private Riverlea S/D to property Roberts St Victoria St 200m $24,000 (north side) Baber St to Park 235m Std K&C $20,000 Parry Palm Lane Maintenance and road No reticulation Slip Lane KensingtonRd - edge ponding 440m required $40,000 Martin Rd Seal widening required, Moresby Ave to Soft berm over winter Std K&C Elliot St Hobson St 200m months No reticulation $25,000 (both sides Street parking for new day required care centre

Other Projects Recently Investigated by Council

Council has also identified the following projects as non-subsidised work projects: a) Bradford St Waihi Road Extension. Council has approved this road extension subject land acquisition of the existing rights of way corridors. This project shall be fully funded by

Page 6 Council Agenda - 13-12-17 Page 200

Council, up front, where a financial contribution has been calculated, to be paid to Council by the developer, for every additional Lot requiring access from this road extension. The rough order costing for these works is being reviewed.

b) Waitete Rd Seal Extension opposite the Waihi College. The Smith 13 lot residential subdivision is currently in the process of obtaining 224 and titles for this subdivision. A $20,000+ GST financial contribution was paid by the developer for the upgrading of the existing unsealed to the minimum requirements of a residential local road standard. Council already has a paid financial contribution of $12,772 including GST from the Madsen Subdivision for the seal extension of Waitete Rd. The developer has installed a new K&C and widened the metal road to a 6m nominal width as part of this recent subdivision works.

The following works are required to construct this section of Waitete Rd to a minimum residential local road standard:

• Seal extension to a 6m nominal seal width: 300m @ $200/m = $60,000 • New footpath linking to Rata St to the south = 200m @ $100/m = $20,000 • Street lighting say 5 poles @ $6000/ pole = $30,000 • Swale drain with geotextile wrapped soakage trench located in the swale invert (installed over half the length) say 100m @ $40/m = $4,000

A preliminary cost of $130,000 (incl. 15% professional fees) is estimated for these works. These works are required to mitigate the effects of dust for this new subdivision.

c) Waitete Rd Hill Corridor Improvements: This 350m length of proposed road corridor upgrade has been triggered by the approved Timanus subdivision located at the summit of this hill. Council has imposed a financial contribution of $5,333/ lot ($16,000 for the proposed 3 additional Lots) to be paid by the Timanus Subdivision.

The proposed improvements include:

• Corner sight benching • Additional road culverts • Pavement widening • Improved sight rail installations

The cost for these improvements are in the order $50,000 (to be confirmed). Funding for part of these works could be obtained Council’s minor safety and drainage budgets.

d) Waihi Streetscape Border Tile Replacement. Council has approved the replacement of these problematic slippery border tiles based once the border tiles become broken and the hot mix panel inserts has structurally deteriorated. A tinted cast insitu board beam with a non-slip surface is proposed. It is suggested the hot mix be re-laid first then the beams be cut out as this method eliminates the past compaction issues (shrinkage) of the hot mix adjacent to the border tile beams.

Recent discussions have identified a replacement length from the Salvation Army Church/ car park to bus shelter. No project cost has been assessed for this project. It is recommended that a unit cost per metre be calculated with indicative project staging with timeframes for the renewal on the Waihi Border Tile footpath located within the streetscape area.

Page 7 Council Agenda - 13-12-17 Page 201

3.0 Conclusion

The optional New Footpath, Footpath Renewal and New Kerb and Channel projects listed above are all recommended for implementation. The next 10 year Forward Works Programme is currently in the process of being updated and will include any of the projects not selected for implementation during 2017/18 financial year.

Gene Thomsen Transport Manager

Page 8 Council Agenda - 13-12-17 Page 202

APPENDIX 1 Non-Subsidised Roading Budget - Long Term Plan Budget 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2021/22 2022/23 2023/24 2024/25 Total New Kerb & Channel Paeroa $0 $53,000 $84,000 $58,000 $60,000 $61,000 $63,000 $65,000 $67,000 $69,000 $580,000 Waihi $110,000 $49,000 $35,000 $58,000 $60,000 $61,000 $63,000 $65,000 $67,000 $69,000 $637,000 Plains $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 New Footpaths Paeroa $0 $12,000 $33,000 $66,000 $80,000 $76,000 $93,000 $106,000 $110,000 $113,000 $689,000 Waihi $64,000 $78,000 $61,000 $23,000 $39,000 $32,000 $40,000 $41,000 $43,000 $44,000 $465,000 Plains $9,000 $0 $49,000 $0 $0 $0 $0 $0 $0 $0 $0 Footpath Renewals Paeroa $4,000 $1,000 $2,000 $5,000 $5,000 $6,000 $6,000 $6,000 $6,000 $6,000 $47,000 Waihi $5,000 $13,000 $25,000 $11,000 $11,000 $11,000 $11,000 $12,000 $12,000 $13,000 $124,000 Plains $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0

Page 9 Council Agenda - 13-12-17 Page 203

APPENDIX 2 Non-Subsidised Roading Budget - 2015/16 Construction Programme

Zero Point Start End Cost Length Road Name Ward (Where Road Disp Disp Side Estimate Year Comments Actual Cost (m) Starts From) (m) (m) ($)

30 83 53 R 5,343 New Footpath SH 2 (SEDDON Under construction – ORCHARD RD WAIHI 83 206 123 L 12,400 2015 $56,199.98 AVE) 2016/17 New K&C 30 206 176 L 27,300

15 85 70 L 7,644 New Footpath ORCHARD RD 85 155 70 L No Cost WAITETE RD WAIHI (Orchard Rd to 2015 Completed $77,911.90 Toomey St 155 340 185 L 20,093 New K&C 340 L $0 Kensington Rd to Under construction – New K&C ALBERT ST WAIHI $0 2015 $24,000.00 Princes St 2016/17 ORCHARD RD New Footpath WAITETE RD WAIHI Albert St to 540 655 115 R 11,088 2016 Completed $10,990.44 Kimberley Rd SH 2 (SEDDON New Footpath TOOMEY ST WAIHI 240 305 65 L 5,460 2022 Completed $5,191.00 AVE) New Footpath SMITH ST WAIHI MATAURA RD 245 315 70 L 7,056 2020 Completed $6,627.00

Page 10 Council Agenda - 13-12-17 Page 204

APPENDIX 3 Land Transport Asset Management Plan - September 2014 Table 6.16 – Indicative Kerb and Channel Renewal Programme

Road Name Start Displ End Displ Side Length (m) Cost ($) Year

MORESBY AVENUE 50 305 L 255 38,250 2014 MORESBY AVENUE 50 260 R 210 31,500 2014 MORESBY AVENUE 435 503 L 68 10,200 2014 MORESBY AVENUE 400 503 R 103 15,450 2014 DOBSON STREET 0 100 R 65 9,750 2014 MORESBY AVENUE 504 831 L 327 49,050 2016 HASZARD STREET 472 593 B 196 29,400 2017 HASZARD STREET 0 159 B 290 43,500 2018 MUELLER STREET 0 163 B 246 36,900 2019 MUELLER STREET 284 405 R 96 14,400 2019 MARSHALL STREET 384 421 R 60 5,550 2020 SEDDON AVENUE SLIP 0 270 L 200 30,000 2020 MARSHALL STREET 214 384 L 60 9,000 2020 MUELLER STREET 163 284 B 192 28,800 2021 MUELLER STREET 405 526 L 96 14,400 2021 GILMOUR STREET 0 168 B 212 31,800 2022 KENNY STREET SERVICE L 0 128 L 60 9,000 2022 KENNY STREET SERVICE L 0 128 L 31 4,650 2022 HASZARD STREET 352 472 B 188 28,200 2023 WILLOUGHBY STREET 72 291 B 73 10,950 2023 WILLOUGHBY STREET 72 291 B 44 6,600 2023

Page 11 Council Agenda - 13-12-17 Page 205

APPENDIX 4 Land Transport Asset Management Plan - September 2014 Table 6.17 – Indicative New Kerb and Channel Programme

Ward Road Name Start Displ (m) End Displ (m) Length (m) Side Cost ($) Finance. Year WAIHI MADDOCKS ST 10 132 122 B 42,700 2015 WAIHI ORCHARD RD 30 206 176 L 27,300 2015 WAIHI WAITETE RD 660 889 229 R 40,000 2015 PAEROA RAILWAY ST 30 126 115 R 31,700 2016 PAEROA AORANGI RD 100 220 120 R 21,000 2016 WAIHI ROBERTS ST 424 563 139 B 48,600 2016 WAIHI CORNWALL ST 10 120 110 L 19,200 2017 WAIHI CORNWALL ST 275 360 85 L 15,000 2017 PAEROA AINSLIE RD 126 397 271 R 53,800 2017 PAEROA AINSLIE RD 118 194 76 L 13,400 2017 PAEROA AINSLIE RD 397 436 39 R 7,800 2017 PAEROA AINSLIE RD 405 437 32 L 6,200 2017 WAIHI CONSOLS ST 14 216 202 L 40,100 2018 WAIHI CONSOLS ST 226 229 3 L 500 2018 WAIHI CONSOLS ST 922 935 13 L 2,400 2018 WAIHI CONSOLS ST 931 1144 213 R 34,000 2018 WAIHI CONSOLS ST 943 1151 208 L 28,200 2018 WAIHI MORESBY AVE 503 831 328 R 50,800 2019 WAIHI TOOMEY ST 126 202 76 R 11,000 2019 WAIHI TOOMEY ST 126 196 70 L 10,800 2019 WAIHI TOOMEY ST 220 331 111 L 16,400 2019 WAIHI TOOMEY ST 225 310 85 R 14,100 2019 WAIHI TOOMEY ST 515 564 49 L 9,800 2019 WAIHI SEDDON AVE SLIP 16 174 158 L 31,700 2020 WAIHI SEDDON AVE SLIP 214 317 103 L 20,600 2020 PAEROA CORONATION ST 38 296 258 L 51,300 2020 PAEROA CORONATION ST 304 586 282 L 56,000 2021 PAEROA CORONATION ST 606 690 84 L 16,600 2021 PAEROA TAYLOR AVE 816 833 17 L 3,400 2021 PAEROA TAYLOR AVE 833 879 46 L 9100 2021 WAIHI ROBERTS ST 192 419 227 B 79500 2022

Page 12 Council Agenda - 13-12-17 Page 206

Ward Road Name Start Displ (m) End Displ (m) Length (m) Side Cost ($) Finance. Year

WAIHI ROBERTS ST 16 192 176 B 60500 2023 WAIHI ELLIOT ST 8 98 90 R 18000 2023 WAIHI ELLIOT ST 16 98 82 L 16200 2023 WAIHI RESERVOIR RD 5 545 540 L 107500 2024 WAIHI RESERVOIR RD 5 129 124 R 24600 2025 WAIHI KENT CRES 275 333 58 R 11500 2025 WAIHI KENT CRES 492 595 103 L 20400 2025 WAIHI VIOLET ST 6 90 84 R 12800 2025 WAIHI VIOLET ST 6 90 84 L 12800 2025 WAIHI RESERVOIR RD 142 555 413 R 82000 2026 WAIHI KENT CRES 286 333 47 L 9300 2027 WAIHI KENT CRES 492 574 82 R 16200 2027 WAIHI WILLIAM ST (WAIHI) 260 366 106 L 21000 2027 WAIHI WILLIAM ST (WAIHI) 260 362 102 R 20200 2027 WAIHI WILLIAM ST (WAIHI) 366 910 544 L 108100 2028 WAIHI WILLIAM ST (WAIHI) 371 910 539 R 107200 2028

Page 13 Council Agenda - 13-12-17 Page 207

APPENDIX 5

Land Transport Asset Management Plan - September 2014

Table 6.41 – Indicative Footpath Replacement Programme

Start End Length Road Name Ward Disp Disp Side Cost ($) Year (m) (m) (m) SHAW AVE PAEROA 6 281 L 13 $1,100 2015 PRINCES ST PAEROA 0 280 R 25 $1,100 2015 NORWOOD RD PAEROA 127 518 L 10 $800 2015 PUKE RD (SH 2) PAEROA 287 695 L 10 $800 2015 ROSEMONT RD WAIHI 500 609 R 98 $3,300 2015 ROSEMONT RD WAIHI 624 696 R 59 $2,000 2015 ROSEMONT RD (SH WAIHI 200 260 R 30 $100 2015 2) SEDDON ST (MUELLER - WAIHI 291 414 L 88 $3,500 2016 GILMOUR). SHAW AVE PAEROA 296 452 L 16 $1,300 2016 TOOMEY ST WAIHI 112 224 L 112 $5,700 2016 UNION ST WAIHI 365 401 L 16 $800 2016 UNION ST WAIHI 401 430 L 29 $200 2016 UNION ST WAIHI 487 571 R 11 $900 2016 VICTORIA ST (WAIHI) WAIHI 542 659 R 12 $1,000 2016 WALKER STREET WAIHI 384 424 L 11 $900 2016 KENNY ST (SH 25) WAIHI 1516 1565 R 12 $100 2016 MORESBY AVE WAIHI 630 831 L 29 $200 2017 (WAIHI) MORESBY AVE 2017 WAIHI 831 962 L 16 $200 (WAIHI) PUKE RD (SH 2) PAEROA 792 1270 L 12 $1,000 2017 SEDDON AVE (SH 2) WAIHI 911 985 L 24 $200 2017 SEDDON AVE (SH 2) WAIHI 8 368 R 16 $1,456 2017 THAMES RD (SH 26) PAEROA 999 1107 L 17 $1,200 2017 MORESBY AVENUE WAIHI 0 164 L&R 328 $21,648 2017

Page 14 Council Agenda - 13-12-17 Page 208

APPENDIX 6 Land Transport Asset Management Plan - September 2014 Table 6.42 – Indicative New Footpaths Programme

Ward Length Cost ($) Year Road Name Start (m) End (m) Side (m) Orchard Rd Waihi 30 83 R 53 5,343 2015 Orchard Rd Waihi 83 206 L 123 12,400 2015 Waitete Rd Waihi 15 85 L 70 7,644 2015 Maddocks St Waihi 10 142 L 132 18,800 2015 Waitete Rd Waihi 85 155 L 70 0 2015 Waitete Rd Waihi 155 340 L 185 20,093 2015 Bagnall Sq Plains 10 118 L 108 9,408 2015 Opatito Rd Paeroa 252 337 L 85 12,180 2016 Waitete Rd Waihi 540 655 R 115 11,088 2016 Waitete Rd Waihi 850 880 R 30 3,276 2016 Waitete Rd Waihi 665 755 R 90 9,282 2016 Waitete Rd Waihi 765 850 R 85 8,736 2016 Roberts St Waihi 424 563 R 139 19,900 2016 Cornwall St Waihi 282 364 L 82 12,200 2016 Cornwall St Waihi 277 364 R 87 12,200 2016 Piako Rd Plains 0 339 R 339 47,600 2017 Puke Rd (SH2) Paeroa 0 287 L 287 32,100 2017 Silverton Rd Waihi 858 1280 L 422 58,940 2017 Consols Rd Waihi 922 1155 L 19 1,900 2018 Dearle St Paeroa 147 171 L 24 4,500 2018 Johnston St Waihi 5 59 L 54 7,800 2018 Junction Rd Paeroa 549 730 R 181 25,500 2018 Riverbank Rd Paeroa 10 325 L 315 32,214 2018 Abbott Rd Waihi 170 255 L 85 12,200 2018 Abbott Rd Waihi 265 413 L 148 21,000 2019 Albert St Paeroa 308 802 L 267 58,600 2019 Hill St Paeroa 330 410 R 80 12,200 2019 Hobson St Waihi 152 228 L 76 11,100 2019 Islington Tce Waihi 139 161 R 22 3,400 2019 Seth St Paeroa L 14 2,300 2019 Te Angi Rd Plains 10 75 L 65 7,644 2020 Woodstock Ave Paeroa L 27 3,400 2020 Bush St Waihi 0 46 L 46 6,700 2020 King St Waihi 5 70 L 65 10,000 2020 Knowles Cres Waihi 92 120 R 28 4,500 2020 Smith St Waihi 245 315 L 70 7,056 2020 Station Rd Paeroa 548 876 L 328 46,500 2020 Station Rd Paeroa 138 532 L 394 55,300 2021 Stewart St Paeroa L 50 5,600 2021 Russell St Paeroa 91 264 L 163 17,700 2021 Bennett St Paeroa 480 774 R 294 96,200 2021 Edward St Waihi 5 75 L 70 10,000 2021 Haszard St (S Waihi 5 110 L 105 15,500 2021 Ln) Haszard St (S Waihi 5 67 L 62 8,900 2021 Ln) Lewis St Paeroa 190 328 L 138 19,900 2021 Olga St Paeroa 30 73 L 43 5,600 2022 Omeara Hts Paeroa L 155 17,700 2022

Page 15 of 16

Council Agenda - 13-12-17 Page 209

Ward Length Cost ($) Year Road Name Start (m) End (m) Side (m) Onslow St Paeroa 5 86 L 81 8,900 2022 Mueller St Waihi 410 520 R 110 15,500 2022 Mueller St Waihi 530 698 R 168 24,400 2022 Norwood Rd Paeroa 127 302 R 175 25,500 2022 Norwood Rd Paeroa 6 112 R 106 15,500 2022 Toomey St Waihi 240 305 L 65 5,460 2022 Union St Waihi 730 920 R 190 19,329 2022 Opatito Rd Paeroa 14 51 R 37 5,500 2022 Opatito Rd Paeroa 71 426 R 355 49,900 2022 Silverton Rd Waihi 778 850 R 72 5,544 2022 Ohinemuri Pl Paeroa 5 103 L 98 11,100 2022 Princes St Waihi 310 357 R 47 3,428 2022 Whiritoa Beach Waihi 355 450 R 95 8,064 2022 Rd Whiritoa Beach Waihi 135 200 R 65 5,544 2022 Rd Christensen St Waihi 305 358 L 53 5,343 2022 Flora St Paeroa 15 268 L 253 35,400 2022 Station Rd Waihi 165 285 R 120 11,592 2022 Olga St Paeroa 11 30 L 19 2,300 2022

Page 16 of 16

Council Agenda - 13-12-17 Page 210

Decision Report

To: Mayor and Councillors

From: Transport Manager

Date: Friday, 1 December 2017 Document: 2266918 File reference: Appendix A: 2266508 Appendix B: 2303500 Portfolio holder: Councillor Adams

Meeting date: Wednesday, 13 December 2017

Subject: Netherton School Carpark and Safety Improvements

Recommendation:

THAT the report be received, and

THAT that Option 3 be approved for the Netherton School Car-parking; and

THAT the Council approve between $10,000 – $15,000 unbudgeted and non-subsidised expenditure from the Road Safety Programme budget for the implementation of Option 3.

Purpose The Netherton School approached Council to assist with the development of a project that would improve the safety and functionality of the school pick up and drop off areas.

Councils responsibility for this site equates to assets that are within the legal road and the safe usage of the formed road. There is sufficient evidence from the school and the public to develop a programme to address potential accidents involving students, cars and buses along the road frontage.

Investigations have been undertaken to determine that the scope of the work and funding requirements to ensure the appropriate Safety Improvements parking configuration, programmes and processes for children and parents arriving and leaving school in a safe and efficient manner.

Page | 1

Council Agenda - 13-12-17 Page 211

Background The Netherton school is situated immediately to the west of the intersection School Rd and SH2, very close to a high speed highly trafficked section of SH2. The developed project considers Road Safety when accessing and leaving School Rd to and from SH 2. This potential issue was raised with NZTA at our November monthly liaison meeting. The risk at this intersection may be moderate considering the existing SH2 traffic volume and speed. During the investigation a number of parking configurations were considered. The design layout/ scope of works adopted as the most suitable option is shown as Appendix B. The design features incorporated are listed below:

 Designated Drop off Zone;  Formally marked out parking bays that would most effectively use the available area;  A bus parking zone (currently 3 buses service the school daily);  Car parking capacity improvements;  Pavement surface improvements;  Car park drainage improvements.

An Improvement plan item that may be taken up by the school in future is the extension and backfill of a 1.2m diameter culvert to the western school boundary. The future intention is to backfill over this pipe with selected granular material to form a hard stand which will accommodate road edge overflow parking. A Rough Order Cost (ROC) for this action would be in the order of $200k.

Discussion

Pavement The pavement/drainage investigations have been undertaken to check the integrity and continuity of the existing pavement base. This is discussed comprehensively in the Pavement Drainage section of the report.

Design The new parking layout footprint on the existing berm area is generally founded on good imported granular material. It has been assumed the portions of the existing sealed parking berm do not need strengthening for above reasons discussed above.

Road Safety The new car parking layout adjacent to the Hall has the edge of the parking 2m offset from the edge of seal. Minimum road edge clear zone requirement for 60km/h speeds zones is 2m to 3m. Open road speed limits occur at this site however design speeds adjacent to this parking area are less than 50km/h due to closeness of this intersection. If applicable frangible “Hi Viz” bollards could be installed to delineate this parking area from the road edge.

The closest access point to this new car park layout is approximately 12m from the SH 2 property boundary. NZTA policy and procedures manual Version 1 (SP/M/001) Diagram B states the minimum entrance separation from the SH 2 boundary in an open road speed zone is 60m. This is not achieved, however, this is considered an existing use situation. The separation issue will be re-visited with NZTA. The reduced separation has a potential traffic safety risk relating to queueing on SH 2 to get to an overcrowded school carpark

Drainage The existing parking berm is crowned at the entrance to the school/ hall. The existing berm area naturally slopes away to the east from the road towards the existing SH 2 land drain.

Page | 2

Council Agenda - 13-12-17 Page 212

The existing berm area naturally slopes away to the west from the road towards the existing open drain. The existing overland flow paths shall be retained with the new structures provided to improve the efficiency of discharge and eliminate localised shallow ponding.

Pavement Site testing confirmed granular aggregate depth exceeds 300mm and underlain by brown rock is expected to be typical throughout this site. Additional imported pavement material is expected to be minimal and existing materials retained and modified to create a sealable surface.

Options Review There are a number of options for council to consider. While there is a “Do Nothing” option, staff believe that this is not feasible due to the road safety issues inherent in the site and thus it is not considered below.

3 Options have been developed for the site. The project caters for the long term view to allow staged funding while maintaining the overall project continuity. The 3 Options are shown graphically in Appendix A

Option 1 The planned extent of Option 1 is shown on the plan in Appendix B. The Safety improvements of the reconfigured carparks and the improved delineation of the parking areas will increase the parking capacity while separating heavy vehicles (buses) from light vehicles (cars) and pedestrians. The parking areas are served by a footpath that starts at the eastern end of the site and ends near the main entrance. This allows pedestrians to safely access all 3 vehicle parking areas and increases the general safety of the site.

Appendix B provides a fully detailed Estimate of costs for Option 1 (all stages) total project. The estimate covers the usual provisions for Site Preparation, Earthworks, Drainage, Pavement construction, Site Reinstatement and Project Management at a total cost of $63,600 excl GST.

Option 2 Options 2 is the same as option 1 but reduced by the deferral of some surface drainage components. The total cost for this option is approximately $48,200 excl GST.

Option 3 Option 3 Allows for the installation of footpaths, the main carpark, Bus Parks, and the Drop of Zone parking. The deferral relates surface drainage improvements which are operational at present. The non-construction costs are also reduced. The total cost for this option is $26,400 excl GST

Summary

We conclude that Options 1 and 2 are desirable but beyond the budget availability and therefore not considered further.

Option 3 improves the primary safety objectives of this project by providing the delineation and parking improvements which increases the overall site safety. It is recommended that the funding requirements for Option 3 be advanced for Council consideration.

Page | 3

Council Agenda - 13-12-17 Page 213

Funding

All option costs have been calculated using Network Maintenance fixed rates and rates from other recent Council Contracts. The Engineer’s estimate of costs including fees is detailed in Appendix B.

The Options are based on the NZTA funding category for Minor Improvements which only permits the subsidy to apply to the amount that directly relates to Safety. For this project the amount is approximately $20,000.. All costs that exceed the amount NZTA will allow for the safety components of the project will be unfunded and thus should the Council consider implementing one of the 3 Options the “Deficit” shown below will have to be funded by debt.

Based on HDC Financial Assistance Rate (FAR). NZTA will contribute 58% of the subsidised cost and HDC 42%, Netherton School will contribute a lump sum of $10,000 this calculation is shown below:

Option 1 has a total cost estimate of $63,600

Safety Portion amount approved by NZTA is 20% of $63,600 which is $12,720

HDC subsidy share is 42% of $12,720 which is $5,342 NZTA share is 58% of $12,720 is $7,377 School contribution $10,000

Total Contribution $22,720

Total Option 1 deficit $40,880

Option 2 has a total cost estimate of $48,200

Please note that as shown above, the funding components identification process is the same for all options.

The 20% safety portion is $9,640

HDC subsidy share $4,050 NZTA subsidy share $5,590 School contribution $10,000

Total Contributions $19,280

Option 2 deficit is $28,920

Page | 4

Council Agenda - 13-12-17 Page 214

Option 3 has a total cost estimate of $26,400

The 20%safety portion is $5,280

HDC subsidy share $2,220 NZTA subsidy share $3,060 School contribution $10,000

Total Contributions $20,560

Option 3 Deficit $11,120

Option 3 provides reduced scope of work and corresponding project cost while maintaining the focus on Site Safety. The NZTA funding share is unchanged and the estimated cost is reduced to $26,400. This option focuses on the provision for a Drop of Zone, Bus parking and improved General Parking the priority Drainage improvements to be undertaken as funding permits. The Option 3 deficit is $11,120 and – as will all options deficits – will need to be funded from debt.

Conclusion

The priority for the Netherton School parking area and Safety Improvements is to ensure all users can enter or leave the school safely. The highest risk period is at the beginning and the end of the day. At these times all traffic movements (Pedestrians, Cyclists, Buses Light vehicles) are at their highest.

The progressing of the safety components of this project resides mainly in Option 3. This option is the least cost option that we propose to progress within current year. The greater project described in Option 1 will be re-evaluated during the latter part of the 2017/18 year to progress this as a non-subsidised project if possible.

Ideally the construction would be undertaken when the school is closed. The construction period is likely to be 2 to 3 weeks excluding weather delays.

Significance and Engagement Assessment This decision does not trigger the Significance and Engagement Policy Assessment Tool and therefore is not considered significant under the Significance and Engagement

Budget Implications As previously discussed, Option 3 will attract $20,560 from the Road Safety Programme and the Netherton School contribution, but will still have a shortfall of approximately $11,120. This shortfall will have to be funded from debt.

Recommendation That Council should make its decision on which option to choose based on that option being the most cost effective, and good quality option for the Hauraki District (s10 of the Local Government Act 2002).

Page | 5

Council Agenda - 13-12-17 Page 215

It is recommended that Option 3 be approved for the Netherton School Car-parking and that the estimated shortfall of approximately $11,120 be funded from debt.

Gene Thomsen TRANSPORT MANAGER

Page | 6

Council Agenda - 13-12-17 Page 216

Appendix A: Design Plan

Page | 7

Council Agenda - 13-12-17 Page 217

Appendix B: Engineers Estimates

Page 8 of 11

Council Agenda - 13-12-17 Page 218

ENGINEERS ESTIMATE HDC# 2266508 OPTION ONE - Full Reticulation System Hauraki District Council Designed Technical Services Netherton School Car Park Upgrade Estimation Estimate Pavement and Drainage Improvements Approved Tender Format Item Description Unit Qty Rate Amount

1 Preliminary and General 1.1 Establishment/ de-establishment/ TMP/ Services/ silt fence at the drain LS 1 $1,200.00 $1,200.00

2 Site Preparation 2.1 Removed and disposeoff site the existing debris pile by the SH 2 drain LS 1 $200.00 $200.00 2.2 Remove to stock pile the existing timber/ chain mesh fence for reuse LS 1 $200.00 $200.00 2.3 Uplift existing concrete footpath/ AC court yard area and dispose off site m2 90 $12.00 $1,080.00 2.4 Remove existing K&C to waste m2 14 $10.00 $140.00

3 Earthworks (solid) - as measured on site Under cut fence area 300mm minimum below the finish surface level and 3.1 30 $25.00 $750.00 dispose off site m2 3.2 Strip metalled car park area to 100mm nominal depth to stock pile m3 10 $25.00 $250.00

4 Drainage/ Concrete Works (supply and install) 100mm dia perforated PVC sub pavement drain including approved 4.1 94 $65.00 $6,110.00 drainage material m 4.2 Seal up and abandon the existing car park yard sump LS 1 $200.00 $200.00 Upgrade existing school entrance yard sump with a new pre-cast 4.3 concrete yard sump and new 200mm minimum dia lead connected into each 1 $2,000.00 $2,000.00 the existing 1.2n dia drain culvert New precast concrete yard sump located adjacent to the 1.2m drain 4.4 culvert timber end wall. Outlet through wall into drain using a 200mm dia each 1 $1,500.00 $1,500.00 lead New precast concrete yard sump located at the end of the new K&C 4.5 Outlet to drain using a 200mm dia lead. Extend outlet over drain to avoid each 1 $2,000.00 $2,000.00 bank scour 4.6 Barrier kerb and channel m 58 $100.00 $5,800.00 4.7 200mm wide flush kerb m 14 $70.00 $980.00 4.8 1.4m wide concrete footpath including approved bedding material m 81.2 $65.00 $5,278.00

5 Pavement Construction (supply and construct) 5.1 Trim subgrade and proof roll to achieve a firm surface m2 200 $1.00 $200.00 5.2 Install sub basecourse using salvaged material (Provisional item) m3 10 $30.00 $300.00 5.3 Excavate old service trench 100mm nominal to waste m 42 $5.00 $210.00 5.4 100mm TNZ M/4 basecourse (CBR>80) m 81 $85.00 $6,885.00 5.5 2 coat seal (Grade 4/ 6 chip) m2 600 $15.00 $9,000.00

6 Reinstatement 6.1 Supply and install timber bollards including sleeved bases each 24 $100.00 $2,400.00 6.2 Supply and install new galvanised pool fence in front of the hall m 36 $50.00 $1,800.00 6.3 Re-adjust school entrance gate LS 1 $100.00 $100.00 6.4 Pavement markings LS 1 $800.00 $800.00 6.5 Signage each 3 $250.00 $750.00 6.6 Top soil and grass bare surface areas m2 150 $5.00 $750.00

SUB TOTAL $50,883.00

7 Non Construction Costs 7.1 Contingencies (10%) LS 0.1 $50,883.00 $5,088.30 7.2 Design and construction supervision (15%) LS 0.15 $50,883.00 $7,632.45

TOTAL SUM [ ex GST ] 63,603.75 Page 9 of 11

Council Agenda - 13-12-17 Page 219

ENGINEERS ESTIMATE HDC# 2266508 OPTION TWO - Minimum Drainage Standards Hauraki District Council Designed Technical Services Netherton School Car Park Upgrade Estimation Estimate Pavement and Drainage Improvements Approved Tender Format Item Description Unit Qty Rate Amount

1 Preliminary and General 1.1 Establishment/ de-establishment/ TMP/ Services/ silt fence at the drain LS 1 $1,200.00 $1,200.00

2 Site Preparation 2.1 Removed and disposeoff site the existing debris pile by the SH 2 drain LS 1 $200.00 $200.00 2.2 Remove to stock pile the existing timber/ chain mesh fence for reuse LS 1 $200.00 $200.00 2.3 Uplift existing concrete footpath/ AC court yard area and dispose off site m2 90 $12.00 $1,080.00 2.4 Remove existing K&C to waste m2 14 $10.00 $140.00

3 Earthworks (solid) - as measured on site Under cut fence area 300mm minimum below the finish surface level and 3.1 30 $25.00 $750.00 dispose off site m2 3.2 Strip metalled car park area to 100mm nominal depth to stock pile m3 10 $25.00 $250.00

4 Drainage/ Concrete Works (supply and install) 100mm dia perforated PVC sub pavement drain including approved 4.1 $65.00 $0.00 drainage material m 4.2 Seal up and abandon the existing car park yard sump LS 1 $200.00 $200.00 Upgrade existing school entrance yard sump with a new pre-cast 4.3 concrete yard sump and new 200mm minimum dia lead connected into each 1 $2,000.00 $2,000.00 the existing 1.2n dia drain culvert New precast concrete yard sump located adjacent to the 1.2m drain 4.4 culvert timber end wall. Outlet through wall into drain using a 200mm dia each $1,500.00 $0.00 lead New precast concrete yard sump located at the end of the new K&C 4.5 Outlet to drain using a 200mm dia lead. Extend outlet over drain to avoid each $2,000.00 $0.00 bank scour 4.6 Barrier kerb and channel m 58 $100.00 $5,800.00 4.7 200mm wide flush kerb m $70.00 $0.00 4.8 1.4m wide concrete footpath including approved bedding material m 81.2 $65.00 $5,278.00

5 Pavement Construction (supply and construct) 5.1 Trim subgrade and proof roll to achieve a firm surface m2 200 $1.00 $200.00 5.2 Install sub basecourse using salvaged material (Provisional item) m3 10 $30.00 $300.00 5.3 Excavate old service trench 100mm nominal to waste m 42 $5.00 $210.00 5.4 100mm TNZ M/4 basecourse (CBR>80) m 81 $85.00 $6,885.00 5.5 2 coat seal (Grade 4/ 6 chip) m2 600 $15.00 $9,000.00

6 Reinstatement 6.1 Supply and install timber bollards including sleeved bases each 24 $100.00 $2,400.00 6.2 Reinstate existing fence to suit m 36 $15.00 $540.00 6.3 Re-adjust school entrance gate LS 1 $100.00 $100.00 6.4 Pavement markings LS 1 $800.00 $800.00 6.5 Signage each 3 $250.00 $750.00 6.6 Top soil and grass bare surface areas m2 50 $5.00 $250.00

SUB TOTAL $38,533.00

7 Non Construction Costs 7.1 Contingencies (10%) LS 0.1 $38,533.00 $3,853.30 7.2 Design and construction supervision (15%) LS 0.15 $38,533.00 $5,779.95

TOTAL SUM [ ex GST ] 48,166.25 Page 10 of 11

Council Agenda - 13-12-17 Page 220

ENGINEERS ESTIMATE HDC# 2266508 OPTION THREE - Stage 1 construction Budget Solution Hauraki District Council Designed Technical Services Netherton School Car Park Upgrade Estimation Estimate Pavement and Drainage Improvements Approved Tender Format Item Description Unit Qty Rate Amount

1 Preliminary and General 1.1 Establishment/ de-establishment/ TMP/ Services/ silt fence at the drain LS 1 $1,200.00 $1,200.00

2 Site Preparation 2.1 Removed and disposeoff site the existing debris pile by the SH 2 drain LS 1 $200.00 $200.00 2.2 Remove to stock pile the existing timber/ chain mesh fence for reuse LS $200.00 $0.00 2.3 Uplift existing concrete footpath/ AC court yard area and dispose off site m2 40 $12.00 $480.00 2.4 Remove existing K&C to waste m2 14 $10.00 $140.00

3 Earthworks (solid) - as measured on site Under cut fence area 300mm minimum below the finish surface level and 3.1 30 $25.00 $750.00 dispose off site m2 3.2 Strip metalled car park area to 100mm nominal depth to stock pile m3 10 $25.00 $250.00

4 Drainage/ Concrete Works (supply and install) 100mm dia perforated PVC sub pavement drain including approved 4.1 $65.00 $0.00 drainage material m 4.2 Seal up and abandon the existing car park yard sump LS $200.00 $0.00 Upgrade existing school entrance yard sump with a new pre-cast 4.3 concrete yard sump and new 200mm minimum dia lead connected into each $2,000.00 $0.00 the existing 1.2n dia drain culvert New precast concrete yard sump located adjacent to the 1.2m drain 4.4 culvert timber end wall. Outlet through wall into drain using a 200mm dia each $1,500.00 $0.00 lead New precast concrete yard sump located at the end of the new K&C 4.5 Outlet to drain using a 200mm dia lead. Extend outlet over drain to avoid each $2,000.00 $0.00 bank scour 4.6 Barrier kerb and channel m 58 $100.00 $5,800.00 4.7 200mm wide flush kerb m $70.00 $0.00 4.8 1.4m wide concrete footpath including approved bedding material m 81.2 $65.00 $5,278.00

5 Pavement Construction (supply and construct) 5.1 Trim subgrade and proof roll to achieve a firm surface m2 200 $1.00 $200.00 5.2 Install sub basecourse using salvaged material (Provisional item) m3 10 $30.00 $300.00 5.3 Excavate old service trench 100mm nominal to waste m 42 $5.00 $210.00 5.4 100mm TNZ M/4 basecourse (CBR>80) m 30 $85.00 $2,550.00 5.5 2 coat seal (Grade 4/ 6 chip) m2 250 $15.00 $3,750.00

6 Reinstatement 6.1 Supply and install timber bollards including sleeved bases each $100.00 $0.00 6.2 Reinstate existing fence to suit m $15.00 $0.00 6.3 Re-adjust school entrance gate LS $100.00 $0.00 6.4 Pavement markings LS $800.00 $0.00 6.5 Signage each $250.00 $0.00 6.6 Top soil and grass bare surface areas m2 $5.00 $0.00

SUB TOTAL $21,108.00

7 Non Construction Costs 7.1 Contingencies (10%) LS 0.1 $21,108.00 $2,110.80 7.2 Design and construction supervision (15%) LS 0.15 $21,108.00 $3,166.20

TOTAL SUM [ ex GST ] 26,385.00 Page 11 of 11

Council Agenda - 13-12-17 Page 221

Decision Report

To: Mayor and Councillors

From: Transport Manager

Date: Friday, 1 December 2017 Document: 2287165 Appendix A: 2286917 File reference: Appendix B: 2287165

Portfolio holder: Councillor Adams

Meeting date: Wednesday, 13 December 2017 Boundary Legalisation between Kaikahu Rd, Rakino Dr Subject: and Ponui Ave Kerepehi

Recommendation:

THAT the report be received, and

THAT the Council approve Option 4 as the preferred solution to remedy the historic cadastral boundary issue between Kaikahu amd Ponui Roads in Kerepehi; and

THAT negotiations for land acquisition be commenced in accordance with the requirements of Option 4 above with all the affected land owners as shown in Appendix A; and

THAT the Council approve an expenditure of between $75,000 – $105,000 above the current Non- Subsidised Land Acquisition budget for the implementation Option 4.

Purpose

This report provides an overview and options to deal with the urban Legal Boundary issues relating to the NZ Dairy Cooperative urban residential development commenced by Hauraki Plains County in April 1985. The plan of area affected is shown in Appendix A of this report.

Background

The legal boundary concerns were first raised with Hauraki District Council (HDC) by the landowners of lots 17 and 33 (ref Appendix A) properties fronting the service lane between Ponui Ave and Rakino Drive Kerepehi

The issue was accentuated with the survey for construction of a boundary fence for lot 21 “Tanners Property”. The legal boundary line surveyed showed an alignment difference between the property fence lines and the legal boundary along the service lane.

Page 1 of 6

Council Agenda - 13-12-17 Page 222

Current Status

To date initial discussions have been held with all affected land owners followed by more detailed meetings with the owners of lots 17 and 33 to develop potential settlement options. This covered a range of issues such as estimated land valuations and the extent of the potential legal boundary relocation. The factors below summarise the current site status.

 A claim for compensation against HDC for the use of private land for the road.

 The legal survey shows that the physical road is encroaching (in appendix A) on the adjoining private lots 21 and 33.

 The remaining lots 9, 10, 17, 23, 24 and 32 have no physical road encroachment but require land legalised as road.

 It is understood that Council are under no legal obligation to enter into negotiations with the owners of the six lots that are not affected by the physical road occupying private land.

 However, if we proceed with option 1 there is a low risk, that the owners of the remaining lots (9-32 Appendix A below) could relocate/install a fence on their legal boundary. This would result in an unacceptable traffic safety / sight line deficiency being created.

Issues and options

The survey plan supplied by Dunwoodie & Green Surveyors (Appendix A) confirms the location of property boundaries and the existing sealed roadway. This allows for the basis of land reconciliation between the private owners and Council, as required. Appendix B shows this location with the aerial photos included.

The areas of private land/sections affected, range from approximately 62m2 to 223m2 with an estimated price range of $90 to $120 per square meter. These rates are used below when evaluating the possible Options. We advise that the estimated values of the land will be confirmed when a registered valuation is undertaken under section 17 of the Public Works act.

We note that all land taken as road is owned by Council compared with an Easement which only secures right of entry to service and maintain assets owned by Council.

Of the affected lots, two of the owners have signed agreements to allow land for Road The is to be acquired under section 17 of the Public Works act. These are the owners of lots 10 and 33.

 Option 1 Do Nothing will maintain the status quo. Advantages: No cost to HDC Disadvantages: There appears to be a low risk of legal challenge to HDC should the formed Road occupation of private land be allowed to continue. The land owner could also choose to relocate their boundary fence on the legal Road boundary (at the back of kerb) creating an unacceptable sight line restriction. The landowner of Lot 33 could potentially place a fence down the middle of the road. Limiting access to Lot 17 current vehicle crossing.

Page 2 of 6

Council Agenda - 13-12-17 Page 223

Access for Utility operators could be more difficult if the road side berms are privately owned.

 Option 2 Take land from Lot 21 to allow legalisation of the road encroachment along this property frontage Advantage: This secures the vehicle access for lot 17 (land required 223 m2) Maintains functionality of the physical road Access to subsurface utilities maintained

Disadvantage: Does not address the physical road occupation of lot 33. HDC Costs range $20,000 to $26,800 plus legal cost

 Option 3 Take land from lots 21 and 33 (land required 383 m2) Advantage: Legalising the physical road occupation Securing the existing road functionality for turning vehicles at the end of Ponui Ave Maintains current Road access for lots 21,17 and 33

Disadvantage: Does not address the potential need to access subsurface assets that are known to be in the area. HDC costs range $35,000 to $46,000 plus legal costs.

 Option 4 Take all land identified in Appendix A as Legal Road (Land Required 932 m2) Note that land taken for Road provides for all the legal requirements of an Easement Advantage: In addition to Option 3 legalising the Road for subsurface surface utilities will secure the service corridor for all Transport Services and assets

Disadvantage: HDC costs range $84,000 to $112,000 Plus legal costs.

Options Conclusion

Option1 of “Do Nothing” is not recommended due to the inherent risk to Council Assets on private land without legal access or land ownership.

Options 2 and 3 provide remedies to the worst affected sites while retaining the risk that the remaining sites are likely to require access permission for subsurface asset repairs and maintenance.

The Option 4 is the preferred long-term option with a significant funding shortfall range from $75,000 to $105,000 to be confirmed by a formal valuation.

New deliverable

The Local Government Act 2002 now requires that all local government deliverables (whether it be an activity, service, project, programme, grant or involve any other form of expenditure) must align to the purpose of local government as outlined in Section 10 of the Local Government Act.

For Council’s information, the decision involves a new project. It is therefore considered to be aligned with the purpose of local government as it provides:

 local infrastructure

Page 3 of 6

Council Agenda - 13-12-17 Page 224

Significance and Engagement Assessment

This decision does not trigger the Significance and Engagement Policy Assessment Tool and therefore is not considered significant under the Significance and Engagement Policy 2014.

Budget Implications

That the preferred option 4, be funded from the non-subsidised Land Acquisition which has an existing annual budget value of $11,000. The requested budget increase would be in the order of $105,000 which will be subject to the registered valuation report and land owner discussions/negotiations. This will have to be funded by debt.

Conclusion

Council should make its decision on which option to choose based on that option being the most cost effective, and good quality option for the Hauraki District (s10 of the Local Government Act 2002).

The following recommendations are made:

THAT the Council approve Option 4 as the preferred solution to remedy the historic cadastral boundary issue between Kaikahu amd Pounui Roads in Kerepehi

That negotiations for land acquisition be commenced in accordance with the requirements of Option 4 above with all the affected land owners as shown in Appendix A This option is considered to be the most cost effective long-term option to remedy this historical oversight.

That the Council approve an expenditure of between $75,000 – $105,000 above the current Non- Subsidised Land Acquisition budget for the implementation Option 4..

Gene Thomsen Transport Manager

Page 4 of 6

Council Agenda - 13-12-17 Page 225

Appendix A

Page 5 of 6

Council Agenda - 13-12-17 Page 226

Appendix B

Page 6 of 6

Council Agenda - 13-12-17 Page 227

Decision Report

To: Mayor and Councillors

From: Transport Manager

Date: Tuesday, 21 November 2017

File reference: Document: 2307263

Portfolio holder: Councillor Toby Adams

Meeting date: Wednesday, 29 November 2017

Subject: CON-48-469 Waihi Beach Road AWT, Waihi

Recommendation:

THAT the report be received, and

THAT Council approves the appointment of Schick Civil Construction Ltd for the Waihi Beach Road AWT, (Area Wide Treatment) for a total amount of $353,490.05 +GST.

THAT Council approves a contingency amount of $15,000 to cover for unforeseen and unscheduled works during the construction period.

Purpose

There is an approved project within Council’s budget for the area wide treatment and rehabilitation of the Waihi Beach Road, for the current financial year. This report is to seek approval for the expenditure of the total tendered construction cost of the project.

The matter or suggested decision does not involve a new activity, service, programme, project, expenditure or other deliverable.

Background

Waihi Beach Rd Area Wide Treatment (AWT) was not initially identified within the Long Term Plan as a construction project. During the routine pavement inspections (within the last 12 to 18 months) deterioration began to accelerate creating potential safety issues. Due the network status of this road (one of our most trafficked arterial roads carrying 4,000 vehicles per day) compared with other AWT candidates Waihi Beach Rd still required fast tracking to ensure safety was preserved and value for money was maximised. The work will include pavement rehabilitation and associated earth works and storm water drainage. We note that promoting this project results in the listed projects being deferred without the use of debt funding.

Tendering As per Council’s procurement policy the project was formally tendered on the open market via Tenderlink.

Three tenders were received from the following: Schick Civil Construction, SW Civil,

Page 1 of 2

Council Agenda - 13-12-17 Page 228

HEB Construction.

All the tenders received have been evaluated by Pinnacles Civil Consultants in accordance with the Lowest Price Conforming tender method, as per NZ Transport Agency’s Procurement Manual.

Issues and options

The outcome of the above mentioned process indicated that Schick Civil Construction Ltd meets the requirements for the Lowest Price Conforming tenderer. They have submitted a total price of $353,490.05 +GST for the tendered works. Their programme indicates that they expect to complete these works no later than 9th March 2018.

Engineers Estimate The Engineer’s estimate was calculated at $314,482.50, which is $39,007.55 lower than the tender received from Schick.

The reason for the difference is that the Engineer’s estimate made provision for $5,000.00 for Preliminary and General, while Schick Civil Construction Ltd has tendered $52,280.00 for this item; a difference of $47,280.00. The average amount tendered for this item by the tree tenders received is almost $40,000. The engineer’s estimate for this item is therefore conservative. The remainder of Schick’s tender amount is in line with the engineer’s estimate.

Other Issues There are no other issues.

Award of Contract The lowest tendered price Schick Civil Construction Ltd for a total amount of $353,490.05 +GST.

Recommendations: The following recommendation is made:

THAT Council approves the appointment of Schick Civil Construction Ltd for the Waihi Beach Road AWT, (Area Wide Treatment) for a total amount of $353,490.05 +GST.

THAT Council approves a contingency amount of $15,000 to cover for unforeseen and unscheduled works during the construction period.

Budget Implications

The overall cost of this project is covered within the current approved budget for pavement rehabilitation. No additional funding is required for this project to proceed.

Conclusion

Council is requested to approve the funding for this project as it provides the best outcome available from this tender process and results in a significant improvement to Waihi Beach Road.

This project has been subjected to a robust prioritisation, design and tender process, in order to obtain cost effectiveness throughout all stages of the project. It is therefore crucial that Council approves the expenditure of these budgeted funds, so that the project can be assured of completion before winter 2018.

Gene Thomsen Transport Manager

Page 2 of 2

Council Agenda - 13-12-17 Page 229

Decision Report

To: Mayor and Councillors

From: Group Manager Engineering Services

Date: Wednesday, 29 November 2017 Document: 2309671 Appendix A: Water Supply AMP Executive Summary File reference: Appendix B: Wastewater AMP Executive Summary Appendix C: Land Transport AMP Executive Summary Portfolio holder: Mayor Tregidga

Meeting date: Wednesday, 15 November 2017

Subject: 2018 Asset Management Plans

Recommendation:

THAT the report be received, and

THAT the water supply, wastewater and land transport asset management plan executive summaries be approved to inform the draft 2018 long term plan position.

THAT the water, wastewater and land transport management plans executive summaries be included as supporting documentation to the 2018 Long Term Plan Consultation Document.

Purpose

This report presents some of the draft 2018 Asset Management Plans for the Council’s approval.

The matter or suggested decision does involve a new activity, service, programme, project, expenditure or other deliverable. The purpose of the asset management plans is to, amongst other things, identify changes to service, projects and programmes and expenditure to be considered in the preparation of the long term plan.

Background

All local authorities have responsibility for, or take responsibility for, the delivery of many services to their communities. In general terms these are either asset based (e.g. infrastructure assets and community facilities) or solely operational in nature (e.g. regulatory services and community development). For all of the Council’s asset based activities it has developed Asset Management Plans (AMPs) as the base documents for all long term planning for the assets and the services they deliver. These plans are continually reviewed and used as working documents, and are comprehensively reviewed as part of the long term plan development.

1 | P a g e Council Agenda - 13-12-17 Page 230

Issues and options

Approach to reviewing the AMPs

The AMPs been reviewed in parallel with the broader 2018 long term planning preparation. The issues arising through the AMP were picked up and addressed at the series of long term planning workshops held over the last year. The outcomes of those workshops for future asset management are not repeated here. The review has culminated in a set of draft forecast plans and budgets that the Council reviewed at workshops in November.

The 30 Year Infrastructure Strategy sets out the high level direction and identifies future trends / needs and financial forecasts for the management of Engineering Assets. These help set the direction for the AMP’s. The IS looks beyond year 10 of the Long Term Plan and considers the future capital and operating costs. This long term view allows for capital and renewal planning to be better managed in terms of affordability and gives an understanding of what “lies beyond the horizon”.

The Office of the Auditor-General and Audit New Zealand have both advised that all AMPs will be audited as part of the 2018 long term plan audit process.

The AMPs have undergone a significant review and rework in format since the 2015 AMPs. This is to align the documents to the International Infrastructure Management Manual 5th Edition (2015) (IIMM). The IIMM sets the standards for asset management and AMPs for a number of countries including New Zealand. The engineering services AMPs show a move to a more proactive risk based renewal approach.

The Council’s approval of the AMPs as being sufficiently representative of the key asset issues we are facing and providing adequate plans for future asset management, is now sought. Approval is also sought to include the executive summaries as ‘supporting documentation’ to the 2018 long term plan consultation document. The water supply, wastewater and land transport AMP executive summaries are attached (the contents table for each has also been included). The full draft AMPs for these 3 activities will be available as supplementary documents uploaded to the Airwatch Folder. The AMPs for the remaining activities (stormwater, land drainage, community recreation, community facilities and property) will be presented to the Council at its January 2018 meeting.

New deliverable

The Local Government Act 2002 now requires that all local government deliverables (whether it be an activity, service, project, programme, grant or involve any other form of expenditure) must align to the purpose of local government as outlined in Section 10 of the Local Government Act. All new deliverables proposed are consistent with the intended services of this Council.

For Council’s information, the decision involves changes to levels of service and changes to and new programmes, projects and expenditure. It is therefore considered to be aligned with the purpose of local government as it provides local infrastructure.

Significance and Engagement Assessment

This decision does trigger the Significance and Engagement Policy Assessment Tool and therefore is considered significant under the Significance and Engagement Policy 2014. The implications of this significance assessment are addressed through the broader 2018 long term planning process.

2 | P a g e Council Agenda - 13-12-17 Page 231

It is recommended that the engagement on the content of relevant aspects of the AMPs occur through the broader LTP project as per the Council’s statutory requirements (Local Government Act 2002).

Budget Implications

The budget implications of the asset management proposals have been considered through the long term planning process and are not repeated here.

Recommendation

The Council should make its decision on which option to choose based on that option being the most cost effective, and good quality option for the Hauraki District (s10 of the Local Government Act 2002).

Staff recommend that:  The water supply, wastewater and land transport asset management plan executive summaries be approved to inform the draft 2018 long term plan position;

 The water, wastewater and land transport management plans executive summaries be included as supporting documentation to the 2018 Long Term Plan Consultation Document.

The revision of the AMPs for the 2018 – 28 period has been substantial and robust and provides for sound asset management practices.

Adrian de Laborde GROUP MANAGER ENGINEERING SERVICES

3 | P a g e Council Agenda - 13-12-17 Page 232

Appendix A – WATER SUPPLY ASSET MANAGEMENT PLAN

CONTENTS SECTION 1: EXECUTIVE SUMMARY ...... 6 SECTION 2: INTRODUCTION ...... ERROR! BOOKMARK NOT DEFINED.

2.1 OVERVIEW ...... ERROR! BOOKMARK NOT DEFINED. 2.2 STRATEGIC LINKAGES ...... ERROR! BOOKMARK NOT DEFINED. 2.3 KEY ISSUES ...... ERROR! BOOKMARK NOT DEFINED. 2.4 NEGATIVE EFFECTS ...... ERROR! BOOKMARK NOT DEFINED. SECTION 3: LEVELS OF SERVICE ...... ERROR! BOOKMARK NOT DEFINED.

3.1 INTRODUCTION ...... ERROR! BOOKMARK NOT DEFINED. 3.2 CUSTOMERS AND STAKEHOLDERS ...... ERROR! BOOKMARK NOT DEFINED. 3.3 LEGISLATIVE FRAMEWORK ...... ERROR! BOOKMARK NOT DEFINED. 3.4 STANDARDS AND GUIDELINES ...... ERROR! BOOKMARK NOT DEFINED. 3.5 COMMUNITY ENGAGEMENT ...... ERROR! BOOKMARK NOT DEFINED. 3.6 SERVICE LEVEL SUMMARY ...... ERROR! BOOKMARK NOT DEFINED. SECTION 4: FUTURE DEMAND ...... ERROR! BOOKMARK NOT DEFINED.

4.1 OVERVIEW ...... ERROR! BOOKMARK NOT DEFINED. 4.2 DISTRICT GROWTH ...... ERROR! BOOKMARK NOT DEFINED. 4.3 GROWTH AND DEMAND TRENDS ...... ERROR! BOOKMARK NOT DEFINED. 4.4 PROJECTIONS ...... ERROR! BOOKMARK NOT DEFINED. 4.5 DEMAND MANAGEMENT PLAN ...... ERROR! BOOKMARK NOT DEFINED. 4.6 ASSUMPTIONS ...... ERROR! BOOKMARK NOT DEFINED. SECTION 5: LIFECYCLE MANAGEMENT ...... ERROR! BOOKMARK NOT DEFINED.

5.1 INTRODUCTION ...... ERROR! BOOKMARK NOT DEFINED. 5.2 ASSET DETAILS: ...... ERROR! BOOKMARK NOT DEFINED. 5.3 ASSET CONDITION ...... ERROR! BOOKMARK NOT DEFINED. 5.4 CRITICAL ASSETS ...... ERROR! BOOKMARK NOT DEFINED. 5.5 ASSET PERFORMANCE ...... ERROR! BOOKMARK NOT DEFINED. 5.6 OPERATIONS AND MAINTENANCE PLAN ...... ERROR! BOOKMARK NOT DEFINED. 5.7 RENEWAL PLAN ...... ERROR! BOOKMARK NOT DEFINED. 5.8 ASSET CREATION ...... ERROR! BOOKMARK NOT DEFINED. 5.9 DISPOSAL PLAN ...... ERROR! BOOKMARK NOT DEFINED. SECTION 6: RISK MANAGEMENT ...... ERROR! BOOKMARK NOT DEFINED.

6.1 OVERVIEW ...... ERROR! BOOKMARK NOT DEFINED. 6.2 RISK MANAGEMENT APPROACH...... ERROR! BOOKMARK NOT DEFINED. 6.3 RISK CONTEXT ...... ERROR! BOOKMARK NOT DEFINED. 6.4 HIGH RISK EVENTS ...... ERROR! BOOKMARK NOT DEFINED. 6.5 RISK MANAGEMENT STRATEGIES...... ERROR! BOOKMARK NOT DEFINED. 6.6 EMERGENCY RISK PLANNING ...... ERROR! BOOKMARK NOT DEFINED. 6.7 WATER SAFETY PLANS ...... ERROR! BOOKMARK NOT DEFINED. 6.8 CLIMATE CHANGE AND RESILIENCE ...... ERROR! BOOKMARK NOT DEFINED. SECTION 7: FINANCIAL FORECAST & MANAGEMENT ...... ERROR! BOOKMARK NOT DEFINED.

7.1 FINANCIAL SUMMARY OVERVIEW ...... ERROR! BOOKMARK NOT DEFINED. 7.2 EXPENDITURE CATEGORIES ...... ERROR! BOOKMARK NOT DEFINED. 7.3 OPERATIONAL EXPENDITURE SUMMARY ...... ERROR! BOOKMARK NOT DEFINED. 7.4 CAPITAL EXPENDITURE SUMMARY ...... ERROR! BOOKMARK NOT DEFINED. 7.5 IMPLICATIONS OF MEETING BUDGET LIMITATIONS ...... ERROR! BOOKMARK NOT DEFINED. 7.6 FINANCIAL POLICIES AND FUNDING ...... ERROR! BOOKMARK NOT DEFINED.

4 | P a g e Council Agenda - 13-12-17 Page 233

7.7 ASSET VALUES AND DEPRECIATION ...... ERROR! BOOKMARK NOT DEFINED. 7.8 FINANCIAL PERFORMANCE ...... ERROR! BOOKMARK NOT DEFINED. 7.9 ASSUMPTIONS AND CONFIDENCE LEVELS ...... ERROR! BOOKMARK NOT DEFINED. SECTION 8: ASSET MANAGEMENT IMPROVEMENT PROGRAMME ...... ERROR! BOOKMARK NOT DEFINED.

8.1 OVERVIEW ...... ERROR! BOOKMARK NOT DEFINED. 8.2 AM PRACTICES ...... ERROR! BOOKMARK NOT DEFINED. 8.3 THREE YEAR IMPROVEMENT PROGRAMME ...... ERROR! BOOKMARK NOT DEFINED. 8.4 IMPROVEMENT MONITORING ...... ERROR! BOOKMARK NOT DEFINED. SECTION 9: APPENDICES ...... ERROR! BOOKMARK NOT DEFINED.

9.1 HOW WATER SUPPLY CONTRIBUTES TO COMMUNITY OUTCOMES ...... ERROR! BOOKMARK NOT DEFINED. 9.2 FULL LEVELS OF SERVICE TABLE ...... ERROR! BOOKMARK NOT DEFINED. 9.3 WATER ACTIVITY RISK REGISTER ...... ERROR! BOOKMARK NOT DEFINED. 9.4 DISTRICT WIDE LEAKAGE MAP ...... ERROR! BOOKMARK NOT DEFINED.

5 | P a g e Council Agenda - 13-12-17 Page 234

SECTION 1: EXECUTIVE SUMMARY

6 | P a g e Council Agenda - 13-12-17 Page 235

Introduction Hauraki District Council provides infrastructure for the water supply activity for domestic, commercial, industrial, and agricultural use. The treated water is delivered to approximately 7,080 properties via 550km of pipes. The various water supply schemes serving public drinking water have recently been consolidated into four major water treatment plants. This consolidation of water treatment plants within the District ensures that all water supplied by the public water supply network will meet the New Zealand Drinking Water Standards 2005 (revised 2008) by the end of 2018. The Water Supply Asset Management Plan is a tactical, infrastructural plan that gives effect to a range of other strategic planning documents including Council’s strategic direction, 2018 Long Term Plan and 30 Year Infrastructure Strategy. This Asset Management Plan demonstrates how Council’s goals will be achieved through effective sustainable management of water supply infrastructure assets. The Asset Management Plan is a central document that is linked to the other strategic documents both internally at Council and externally with its key stakeholders. Asset management is a key business function for Council. This Asset Management Plan forms the basis for inputs into the 2018 Long Term Plan and Infrastructure Strategy as required by the Local Government Act 2002. Levels of Service Council aims to provide environmentally sound infrastructure management for water services to deliver levels of service in a sustainable and safe manner over the long term. Council recognises that there is a wide range of customers and stakeholders with an interest in how water services infrastructure is managed including the resident community, farmers, specific interest groups within the community and regulators. The Long Term Plan process is the primary mechanism for determining and agreeing levels of service and costs with the community and stakeholders. The levels of service for the water supply activity are outlined in Section 3 of this Asset Management Plan and are summarised in Table Error! No text of specified style in document.-1. Table Error! No text of specified style in document.-1: Service level summary

Community Outcomes Key service attribute Level of service

Prepared Hauraki Safety - water quality That the water is safe to drink Good quality water is supplied to consumers Safety - water pressure and flow Water pressure and flow appropriate for its intended use Quality - reliability To provide reliable water networks Responsiveness That customer service requests are dealt with promptly and appropriately Lifestyle Hauraki Sustainable - Environmental Council will seek to minimise losses from its water supply performance network Reliable water supply is provided The water supply service is operated in compliance with regulatory requirements

Future Demand The District’s total water annual production was 6,364,882 m3 for 2016/17 and the Kerepehi scheme consists about half of this. The District’s water demand is heavily influenced by the agriculture industry. The population of Hauraki District is expected to increase. This is a change to historical predictions which had forecast a decline in population. Under the adopted high growth scenario, the usually resident population in the District is expected to increase at an average of 165 people per year from 20,650 in 2018 to 22,300 by 2028 and then at an average of 70 people per year to a usually resident population of 23,695 by 2048. The rate of growth is therefore expected to be higher in the initial ten years until 2028 and then slow down over the subsequent 20 years.

7 | P a g e Council Agenda - 13-12-17 Page 236

The major demographic pattern affecting water demand is the aging population. The District expects 38 per cent of the population to be over the age of 65 by 2048. Household sizes are also decreasing in the District which can be attributed in part to the ageing population. Lifecycle Management Plan Kerepehi, Paeroa, Waihi and Waitakaruru are all urban public water supply schemes. Kaimanawa is considered a rural scheme that currently does not meet the New Zealand Drinking Water Standards 2005 (revised 2008). It will not be operational by 2018/19 as it will be connected to the Paeroa Scheme which does meet the standards. There is a total of 550 km reticulated water supply network across the District and the Plains contain the majority of the reticulated network assets with 328km. There are five water treatment plants in service in the District. Council is now moving to a more proactive and risk based renewal approach. The 2018 Asset Management Plan signals the change in the renewal approach and it is recognised that it will take time to develop a sound water renewal programme. The programme will be based on analysis of break histories and taking into account criticality, material type and other factors. This will be supplemented with increased asset planning activities in the next three years including data analysis, collecting asset condition information and site verification. Risk Management Risk management is an inherent part of Council’s overall management philosophy and is incorporated into all infrastructure practices. Risk is managed through development and on-going review of activity risk assessments, as well as through emergency response planning, contingency planning, routine monitoring and maintenance response. The review of the activity as part of the development of the Asset Management Plan identified the following highest risks: Public safety is jeopardised through administrative failure Poor or incomplete asset management practices including asset management lifecycle management plans and asset condition assessments Inappropriate funding and forecasting (risk to financial sustainability) Lost water (from water pipe leakage) Unaffordable rise in future capital expenditure due potential impacts from the National Policy Statement on Freshwater Management Water supply becomes contaminated Raw water becomes contaminated making treatment ineffective Water supply demand cannot be met Failure to comply with New Zealand Drinking Water Standards 2008. Financial Forecast Summary The water supply assets are valued at $85.3 million in total (as at 30 June 2014). The total amount of expenditure for the operation, maintenance and capital for the water supply activity over the next ten years is $86 million as shown in Figure . This shows that the total annual costs are relatively constant at about $8.3 million except in 2020/21 for the Kerepehi membrane renewals and in 2023/24 for the Paeroa and Waihi membrane renewals. Operational expenditure is $72 million for the ten years and makes up most of the total forecast at 83 per cent. Renewals make up most of the capital and is mainly for pipelines and treatment plants.

8 | P a g e Council Agenda - 13-12-17 Page 237

Figure 1-1: Summary of water supply total ten-year expenditure forecast Source: LTP capital budgets (as at 18 October 2017 and uninflated) Improvement Plan and Monitoring Council has made some key achievements since the 2015 Asset Management Plans. The key achievements include: Built in-house capability within the Water Services Team to enable asset management to be undertaken more proactively Field tablets were rolled out to Council’s Construction and Maintenance Business Unit in June 2017 for accessing asset data to enable them to edit data in the field Reduced the unknown pipe material in the asset register to less than 1 per cent Completed Section 17A review of water services in January 2017. Improvement opportunities have been identified throughout the development of this Asset Management Plan. The most significant gaps were found in the asset condition, performances and renewal planning asset management areas. The main improvement objectives to be achieved in the next three years due to their priority and importance for achieving intermediate asset management status for the water supply activity include: Develop a strategy for assessing the asset condition of above ground water supply assets Develop a proactive water loss management programme appropriate for Council’s water networks Start proactively analysing break histories on a regular basis to inform the renewals programme Develop a sound water renewal programme based on analysis of break histories and taking into account criticality, material type and other factors. Appendix B – WASTEWATER ASSET MANAGEMENT PLAN

9 | P a g e Council Agenda - 13-12-17 Page 238

CONTENTS SECTION 1: EXECUTIVE SUMMARY 12 SECTION 2: INTRODUCTION ERROR! BOOKMARK NOT DEFINED. 2.1 Overview ...... Error! Bookmark not defined. 2.2 Strategic Linkages ...... Error! Bookmark not defined. 2.3 Key Issues...... Error! Bookmark not defined. 2.4 Effects of the Wastewater Service ...... Error! Bookmark not defined. SECTION 3: LEVELS OF SERVICE ERROR! BOOKMARK NOT DEFINED. 3.1 Introduction ...... Error! Bookmark not defined. 3.2 Customers and Stakeholders ...... Error! Bookmark not defined. 3.3 Legislative Framework ...... Error! Bookmark not defined. 3.4 Standards and Guidelines...... Error! Bookmark not defined. 3.5 Community engagement ...... Error! Bookmark not defined. 3.6 Service Level Summary...... Error! Bookmark not defined. SECTION 4: DEMAND AND GROWTH ERROR! BOOKMARK NOT DEFINED. 4.1 Overview ...... Error! Bookmark not defined. 4.2 District Growth ...... Error! Bookmark not defined. 4.3 Growth and Demand Trends ...... Error! Bookmark not defined. 4.4 Projections ...... Error! Bookmark not defined. 4.5 Demand Management Plan ...... Error! Bookmark not defined. 4.6 Assumptions ...... Error! Bookmark not defined. SECTION 5: LIFECYCLE MANAGEMENT ERROR! BOOKMARK NOT DEFINED. 5.1 Introduction ...... Error! Bookmark not defined. 5.2 Asset Details: ...... Error! Bookmark not defined. 5.3 Asset Condition ...... Error! Bookmark not defined. 5.4 Critical Assets ...... Error! Bookmark not defined. 5.5 Asset Performance ...... Error! Bookmark not defined. 5.6 Operations and Maintenance Plan ...... Error! Bookmark not defined. 5.7 Renewal Plan ...... Error! Bookmark not defined. 5.8 Asset Creation ...... Error! Bookmark not defined. 5.9 Disposal Plan ...... Error! Bookmark not defined. SECTION 6: RISK MANAGEMENT ERROR! BOOKMARK NOT DEFINED. 6.1 Overview ...... Error! Bookmark not defined. 6.2 Risk management approach ...... Error! Bookmark not defined. 6.3 Risk context ...... Error! Bookmark not defined. 6.4 High risk events ...... Error! Bookmark not defined. 6.5 Risk management strategies ...... Error! Bookmark not defined. 6.6 Emergency risk planning ...... Error! Bookmark not defined. 6.7 Climate change and resilience ...... Error! Bookmark not defined.

10 | P a g e Council Agenda - 13-12-17 Page 239

SECTION 7: FINANCIAL FORECASTS & MANAGEMENT ERROR! BOOKMARK NOT DEFINED. 7.1 Financial summary overview ...... Error! Bookmark not defined. 7.2 Expenditure categories ...... Error! Bookmark not defined. 7.3 Operational expenditure summary ...... Error! Bookmark not defined. 7.4 Capital expenditure summary ...... Error! Bookmark not defined. 7.5 Implications of meeting budget limitations ...... Error! Bookmark not defined. 7.6 Financial policies and funding ...... Error! Bookmark not defined. 7.7 Asset values and depreciation ...... Error! Bookmark not defined. 7.8 Financial performance ...... Error! Bookmark not defined. 7.9 Assumptions and confidence levels ...... Error! Bookmark not defined. SECTION 8: IMPROVEMENT PROGRAMME ERROR! BOOKMARK NOT DEFINED. 8.1 OVERVIEW ...... Error! Bookmark not defined. 8.2 AM PRACTICES ...... Error! Bookmark not defined. 8.3 THREE YEAR IMPROVEMENT PROGRAMME ...... Error! Bookmark not defined. 8.4 Improvement Monitoring ...... Error! Bookmark not defined. SECTION 9: APPENDICES ERROR! BOOKMARK NOT DEFINED. 9.1 Wastewater network maps ...... Error! Bookmark not defined. 9.2 How Wastewater Contributes to Community Outcomes ...... Error! Bookmark not defined. 9.3 Full Levels of Service Table ...... Error! Bookmark not defined. 9.4 Wastewater Activity Risk Register ...... Error! Bookmark not defined.

11 | P a g e Council Agenda - 13-12-17 Page 240

SECTION 1: EXECUTIVE SUMMARY

Introduction There are seven wastewater schemes in the District operated by Hauraki District Council and each scheme has its own wastewater treatment plant. The public wastewater treatment service is provided in the towns of: Ngatea, Kerepehi, Turua, Paeroa, Waihi, and Whiritoa. Wastewater from approximately 6,050 properties is received at the plants via a total of 166 km of pipes. The Wastewater Asset Management Plan is a tactical, infrastructural plan that gives effect to a range of other strategic and tactical planning documents including Council’s strategic direction, 2018 Long Term Plan and 30 Year Infrastructure Strategy. This Asset Management Plan demonstrates how Council’s goals will be achieved through effective sustainable management of wastewater infrastructure assets. The Asset Management Plan is a central document that is linked to the other strategic documents both internally at Council and externally with its key stakeholders. Asset management is a key business function for Council. This Asset Management Plan forms the basis for inputs into the 2018 Long Term Plan and Infrastructure Strategy as required by the Local Government Act 2002. Levels of Service Council aims to provide environmentally sound infrastructure management for wastewater services to deliver the levels of service in a sustainable and safe manner over the long term. Council recognises that there is a wide range of customers and stakeholders with an interest in how wastewater services infrastructure is managed including the resident community, specific interest groups within the community and regulators. The Long Term Plan process is the primary mechanism for determining and agreeing levels of service and costs with the community and stakeholders. The levels of service for the wastewater activity are outlined in Section 3 of this Asset Management Plan and are summarised in Table Error! No text of specified style in document.-2. Table Error! No text of specified style in document.-2: Service level summary

Community Outcomes Key service attribute Level of service

Prepared Hauraki Safety -public health Wastewater services meet regulatory requirements

Mitigate the risk of environmental and public health impacts

To provide safe and reliable wastewater service to customers

Quality - reliability To provide reliable wastewater networks

Responsiveness That customer service requests are dealt with promptly and appropriately

Lifestyle Hauraki Sustainable - Environmental Protection is provided to the community and the performance environment

Demand and growth The population of Hauraki District is expected to increase. This is a change to historical predictions which had forecast a decline in population. Under the adopted high growth scenario, the usually resident population in the District is expected to increase at an average of 165 people per year from 20,650 in 2018 to 22,300 by 2028 and then at an average of 70 people per year to a usually resident population of 23,695 by 2048. The rate of growth is therefore expected to be higher in the initial ten years until 2028 and then slow down over the subsequent 20 years. The major demographic pattern affecting demand is the aging population. The District expects 38 percent of the population to be over the age of 65 by 2048. Household sizes are also decreasing in the District which can be attributed in part to the aging population.

Page 12 of 15

Council Agenda - 13-12-17 Page 241

Lifecycle Management Plan There are seven wastewater treatment plants in the District and 50 pump stations serving the main urban townships. The District has 166km of wastewater network in total, of which 32kms are rising mains. Waihi contains the majority of the wastewater network assets with 63km. Council is now moving to a more proactive and risk based renewal approach. The 2018 Asset Management Plan signals the change in the renewal approach and it is recognised that it will take time to develop a sound wastewater renewal programme. The programme will be based on analysis of overflow histories and condition, and taking into account criticality, material type and other factors. This will be supplemented with increased asset planning activities in the next three years including data analysis, collecting asset condition information and site verification. Risk Management Risk management is an inherent part of Council’s overall management philosophy and is incorporated into all infrastructure practices. Risk is managed through development and on-going review of activity risk assessments, as well as through emergency response planning, contingency planning, routine monitoring and maintenance response. The review of the activity as part of the development of the Asset Management Plan identified the following highest risks: Public safety is jeopardised through administrative failure Poor or incomplete asset management practices including asset management lifecycle management plans and asset condition assessments Inappropriate funding and forecasting (risk to financial sustainability) Unaffordable rise in future capital expenditure due potential impacts from the National Policy Statement on Freshwater Management Unplanned, unknown overflow for an unacceptable period of time resulting in one or more consent breaches, health risk and environmental damage Known uncontrolled overflow for an unacceptable period of time resulting in one or more consent breaches, public health risk and environmental damage Wastewater flooding to low lying properties (known existing performance issue in Paeroa) Public safety compromised for example by falling into a manhole or entering a pump station. Financial Forecast Summary The wastewater assets are valued at $55.2 million in total (as at 30 June 2014). The total amount of expenditure for operations and maintenance and capital for the wastewater activity over the next ten years is $61 million as shown in Figure Error! No text of specified style in document.-1. This shows that the total annual costs vary depending on the level of capital expenditure. Operational expenditure is $33 million for the ten year and makes up 54 per cent the total forecast. Renewals makes up most of the capital at $25 million and is mainly for pipelines and treatment plants.

Page 13 of 15

Council Agenda - 13-12-17 Page 242

Figure Error! No text of specified style in document.-1: Summary of wastewater total ten-year expenditure forecast Source: LTP capital budgets (as at 18 October 2017 and uninflated) Improvement Plan and Monitoring Council has made some key achievements since the 2015 Asset Management Plans. The key achievements include: Built in-house capability within the Water Services Team to enable AM to be undertaken more proactively Field tablets were rolled out to Council’s Construction and Maintenance Business Unit in June 2017 for accessing asset data to enable them to edit in the field Completed Section 17A review of water services in January 2017. The improvement opportunities have been identified throughout the development of this Asset Management Plan. The most significant gaps were found in the asset condition, performance, renewal planning and systems asset management areas. The main improvement objectives to be achieved in the next three years due to their priority and importance for achieving intermediate asset management status for the wastewater activity include: Develop a strategy for assessing the asset condition of the above and below ground wastewater assets Develop a strategy for a pragmatic and cost effective inflow and infiltration reduction programme Develop a risk based wastewater renewals programme taking into account criticality, material type, serviceability, performance and other factors Implement fully operational and functional SCADA (Supervisory Control and Data Acquisition) systems Meter effluent discharge from wastewater treatment plants to gain an understanding of capacity constraints and demand.

Page 14 of 15

Council Agenda - 13-12-17 Page 243

Appendix C – LAND TRANSPORT ASSET MANAGEMENT PLAN

TO BE CIRCULATED PRIOR TO COUNCIL MEETING

Page 15 of 15

Council Agenda - 13-12-17 Page 244

Decision Report

To: The Mayor and Councillors

From: Policy Analyst

Date: Monday, 4 December 2017

File reference: Document: 2154948

Portfolio holder: Mayor Tregidga and Councillor Milner

Meeting date: Wednesday, 13 December 2017

Subject: Review of the Dangerous and Insanitary Buildings Policy

Recommendation:

THAT the report be received, and

THAT the Council undertake a review of its Earthquake-prone and Dangerous and Insanitary Buildings Policy 2010 commencing in 2018.

Purpose

This report outlines options for the review of the Dangerous and Insanitary Buildings Policy, which was formally the Earthquake-prone, Dangerous and Insanitary Buildings Policy 2010.

The matter or suggested decision does not involve a new activity, service, programme, project, expenditure or other deliverable.

Background

The Building (Earthquake-prone Buildings) Amendment Act 2016 came into force on 1 July 2017. The Amendment Act makes several changes to the Principal Act; the Building Act 2004. The amendments have established a new regime for the way earthquake-prone buildings are managed by establishing a new nationally consistent system for identifying and remediating these buildings.

The Council has a Policy on Earthquake-prone and Dangerous and Insanitary Buildings which was developed in 2010 in accordance with the Building Act.1 The Policy must be reviewed every five years but the Council placed the review on hold because of the pending earthquake-prone building changes to the Building Act.2

1 Section 131 Building Act 2004 2 Section 132(5) of the Building Act states that a policy does not cease to have effect because it is due for review or is being reviewed. Page 1 of 4

Council Agenda - 13-12-17 Page 245

Prior to the Amendment Act coming into effect the policy had to contain policies on earthquake-prone buildings as well as dangerous and insanitary buildings. This is no longer the case. The policy will no longer reference earthquake-prone buildings because the Council no longer has discretion over those policy matters. 3

Dangerous and Insanitary Buildings Policy

The Building Act requires every territorial authority to have a dangerous and insanitary buildings policy. The policy must state—  the approach that the council will take in performing its functions under Part 2 ‘Buildings’ of the Act; and  the council’s priorities in performing those functions; and  how the policy will apply to heritage buildings.4

A building is dangerous5 if in the ordinary course of events (excluding the occurrence of an earthquake), the building is likely to cause—  injury or death (whether by collapse or otherwise) to any persons in it or to persons on other property; or  damage to other property; or  in the event of fire, injury or death to any persons in the building or to persons on other property is likely.

A building is insanitary if the building6—  is offensive or likely to be injurious to health because of how it is situated or constructed; or it is in a state of disrepair; or  has insufficient or defective provisions against moisture penetration so as to cause dampness in the building or in any adjoining building; or  does not have a supply of potable water that is adequate for its intended use; or  does not have sanitary facilities that are adequate for its intended use.

The policy must also take into account ‘affected’ buildings (an additional requirement made to the Act in 2013),7 which are buildings adjacent to, adjoining, or nearby a dangerous building. The policy does not apply to dams.

The Council’s current policy states, amongst other things;

‘With respect to Dangerous and or Insanitary Buildings that a “Reactive Approach” be taken where Council is made aware of a building that is potentially Dangerous or Insanitary’.

‘With respect to Heritage Buildings their nature and age will need to be considered in cases where they are considered Dangerous or Insanitary. Advice will be sought from the Historic Places Trust’.

A reactive approach means the Council does not actively inspect buildings. Buildings will be inspected if there is a complaint/concern from the community.

The full policy wording relating to dangerous and insanitary buildings is attached as Appendix A.

3 Section 23 of the Building (Earthquake-prone Buildings) Amendment Act 2016 4 Section 131 Building Act 2004 5 Section 121 Building Act 2004 6 Section 123 Building Act 2004 7 Section 132A Building Act 2004

Page 2 of 4

Council Agenda - 13-12-17 Page 246

Issues and Options

Review of the Dangerous and Insanitary Buildings Policy

The Council’s Earthquake-prone, Dangerous and Insanitary Buildings Policy 2010 is overdue for review. Now that the Building (Earthquake-prone Buildings) Amendment Act 2016 has come into effect the subsequent changes to the Building Act need to be reflected in the Council’s Policy including;  removing the earthquake-prone building provisions; and  taking into account affected buildings.

The Franklin earthquake-prone, dangerous and insanitary buildings policy will also need to be revoked. This is the last Franklin policy to be revoked.

The special consultative procedure must be used when reviewing the policy.

Options

It is recommended the Council review the policy in early 2018 because the current policy is overdue for review and now conflicts with the new earthquake-prone buildings regime. It is a legal requirement to have a Policy in place, and while it does not cease to have effect because it is due for review or is being reviewed, it is recommended to undertake a review sooner rather than later.

Significance and Engagement Assessment

This decision to begin the review of the policy does not trigger the Significance and Engagement Policy Assessment Tool and therefore is not considered significant under the Significance and Engagement Policy 2014.

The level of engagement considered appropriate will be discussed with the Mayor and Council once the initial staff review of the Policy has been undertaken and the policy options discussed further with elected members.

Budget Implications

There are no direct budget implications associated with this report.

Recommendation

It is recommended that the review of the Councils Earthquake-prone and Insanitary Buildings Policy 2010 takes place in early 2018.

Charan Mischewski Policy Analyst

Page 3 of 4

Council Agenda - 13-12-17 Page 247

Appendix A: 2010 Policy relating to Dangerous and Insanitary Buildings

Overall Approach A policy on Dangerous and Insanitary Buildings must state:  The approach that Council will take in performing its functions under the Act.  Council’s priorities in performing those functions.  How the policy will apply to heritage buildings.

The Building Act 2004 aims to improve control of, and encourage better practices in, building design and construction. The legislation in regard to Dangerous and Insanitary Buildings seeks to reduce the danger to the population posed by these buildings. The legislation also recognises that the circumstances of individual Councils will vary and that the local economic, social and other factors have an impact on the implementation of these provisions.

One of the key purposes of the Act is to ensure people who use buildings can do so safely and without endangering their health. The development of a policy should take into account the broad context of the Act’s purposes and principles. The Act also recognises that local factors will affect the implementation of the Dangerous and Insanitary Buildings provisions and empowers Council to develop a policy in consultation with the community.

A proactive approach would require a survey to be carried out of buildings in the Hauraki District at a cost to Council. While Council could take this approach to identifying Dangerous and Insanitary Buildings it would likely be far more cost effective to take the present approach of acting upon complaints from building occupants, neighbours or other regulatory services such as for example the New Zealand Fire Service. As a consequence of these complaints Council is obliged to take action as set out in section 124 of the Building Act 2004.

Section 124 states that if Council is satisfied that a building is Dangerous, Earthquake-prone, or Insanitary, it may: Put up a hoarding or fence to prevent people from approaching the building nearer than is safe:  Attach in a prominent place on, or adjacent to, the building a notice that warns people not to approach the building;  Give written notice requiring work to be carried out on the building within a time frame stated in the notice (which must be not less than 10 days after the notice is given under section 125), to reduce or remove the danger or prevent the building from remaining Insanitary.

With respect to Heritage Buildings their nature and age will need to be considered in cases where they are considered Dangerous or Insanitary. Advice will be sought from the Historic Places Trust.

Note: Substandard housing not triggered by this Policy may be covered by legislation referred to in section six.

Impact of Policy With respect to Dangerous and or Insanitary Buildings that a “Reactive Approach” be taken where Council is made aware of a building that is potentially Dangerous or Insanitary.

Page 4 of 4

Council Agenda - 13-12-17 Page 248

Information Report To: Mayor and Councillors

From: Chief Executive

Date: Tuesday, 5 December 2017

File reference: Document: 2312357

Meeting date: 13 December 2017

Subject: Chief Executives Monthly Report – December 2017

Recommendation:

THAT the report be received.

1.0 Year in Review

The 2017 years has rushed by and I thought that it would be worthwhile looking back at some of the achievements during this year. Some of the highlights for the year include:

 The year started off with the issues around the taste of the water supply in the townships of Paeroa and Waihi. The commissioning of an additional stage of treatment using UV and Peroxide has resolved this issue and with more secure sources of water for these communities there will be considerably less pressure on these supplies. The Havelock North water crisis on August 2016 reinforced the importance of well managed public water supplies.

 The Government tasked Local Government with whether it is appropriate to have trading on Easter Sunday and the Hauraki Consolidated bylaw was amended to allow for this.

 The 3 Councils of Matamata-Piako, Hauraki and Thames-Coromandel have a joint Waste Management Plan and this was reviewed during 2017. The adopted plan sets some new waste minimisation targets for these three districts.

 While the construction of the extension to the Kerepehi Wastewater Treatment Plant to allow for the addition of the waste water from the new Allied Faxi Ice Cream plant was undertaken in 2016 the commissioning of the plant happened this year.

 The Karangahake and Mackaytown communities were connected to the Paeroa Water Supply.

 The Government announced that our 3 main towns were going to get UFB, we just have to be patient!

 A new management arrangement was put in place for the Hauraki Rail Trail and the HRTCT engaged a General Manager to drive the development of the trail and maximise the economic opportunities that it has opened up.

 On the 1st July Councils responsibility for rural fire was removed and the activity became the responsibility of Fire Emergency New Zealand.

2286416 Page 1 of 2 Council Agenda - 13-12-17 Page 249

 A series of storm events in the first half of the year reminded us that it is not a matter of if a natural disaster will occur but when and to what extent. Large areas of flooding occurred in the rural community and the Kaiaua coast line was particularly hard hit.

 The passion and dedication of Eowyn Starr showed what a member of the community can achieve.

 In May the new Paeroa library was opened and a street party held in the revitalised Mackay Street area.

 The Council’s Economic Development Strategy was selected as a finalist in the 2017 LGNZ excellence Awards.

 Morgan Park development started and Stage 1 is complete with new tennis courts and netball courts.

 The Alcohol Control Bylaw was reviewed and changes made to areas where consumption of alcohol in public places is prohibited.

2.0 Staff

James Abraham has been promoted to the position of Assistant Engineer. James has been working in an Engineering Assistant role for the past 5 months as well as studying towards his engineering degree by correspondence and we are sure he will progress well given this opportunity.

We are working hard to complete recruitment for the remaining Technical Services vacancies and hope to have these finalised by the end of the year.

The new role of Asset Engineer – Water Services is currently advertised with a closing date of 15 January 2018.

We have received one resignation this month from Pauline Davis who has been our Refreshment Co-ordinator so are looking for someone to fill this part time role.

Jane Beard has accepted a fixed term role to assist our Environmental Health Officer for a period of 2 months.

All salaried staff have attended training for our new Performance Management system which we launched in October.

3.0 Christmas Office Hours

Council offices and libraries will close at midday on Friday 22 December 2017. The offices will be open all other days during the summer break with the exception of the Statutory Holidays.

4.0 Seasons Greetings

On behalf of the Executive Leadership Team I would like to thank the Members for their governance over the last calendar year and wish you all the best for the Christmas break.

Langley Cavers Chief Executive

Page 2 of 2

Council Agenda - 13-12-17 Page 250

Information Report

To: Council

From: Group Manager Corporate Services

Date: Tuesday, 5 December 2017

File reference: Document: 2289627

Meeting date: Wednesday, 13 December 2017 Financial Report for the period to Subject: 31 October 2017

Recommendation:

THAT the report be received.

Summary

The attached report shows the financial results of Council’s activities for the four months to 31 October 2017.

Council Agenda - 13-12-17 Page 251

Summary for the 4 months ending 31/10/2017

YTD YTD % of YTD Annual Actual Budget YTD Variance Budget ($ 000's) ($ 000's) Budget ($ 000's) ($ 000's)

Expenditure Leadership 890 904 98.5% 14 3,097 Networks 6,580 6,593 99.8% 13 19,623 Community Services 1,930 1,869 103.3% (61) 6,073 Community Development 749 676 110.8% (73) 2,101 Regulatory 1,299 1,215 106.9% (84) 3,667 Total Cost of Service 11,448 11,257 101.7% (191) 34,561

Less Revenue Leadership (1) 0 0.0% 1 0 Networks (1,248) (1,313) 95.0% (65) (3,885) Community Services (195) (191) 102.1% 4 (604) Community Development (7) 0 0.0% 7 0 Regulatory (707) (692) 102.2% 15 (1,543) Total Revenue (2,158) (2,196) 98.3% (38) (6,032)

Net Cost of Service 9,290 9,061 102.5% (229) 28,529

Activity Expenditure v. Budget ($000’s) Four months to October 2017

7,000

6,000

5,000

4,000 Actual 3,000 Budget YTD

2,000

1,000

0 Leadership Networks Community Community Regulatory Services Development

Council Agenda - 13-12-17 Page 252

Operating Overview:

For the four months to October, the Net Cost of Service is $229,000 more than budget. Expenses exceed the budget by $191,000 and income is below expectations by $38,000.

The reduced income in Roading subsidies at this early stage of the year may be related to timing.

Details of the various activities shown in Appendix A

Balance Sheet Overview

Following are some Key Financial Indicators as at 31 October 2017:

Cash on hand Sept Oct BNZ $0.2m $0.1m Westpac $5.7m $6.7m

Available Credit Facility BNZ $7.0m $7.0m Total Available Funds $12.9m $13.8m

Fixed term investment BNZ $3.0m $3.0m

Borrowing LGFA (long term borrowing) $38.0m $38.0m LGFA (short term borrowing) $ 3.0m $ 3.0m BNZ (short term borrowing) $ 0.0m $ 0.0m Total $41.0m $41.0m

Council’s cash is currently high as a result of the end of September rates instalment. Council’s cash flows should be more consistent than previous years, due to now having four quarterly instalments, rather than the three unevenly spaced instalments of the past.

In addition, the Ministry of Health paid Council $1.6m in error. Council has water supply grants with the Ministry to supply water from Paeroa network to Karangahake and from Waihi network to Waikino. In accordance with the agreement we invoice the Ministry on an annual basis. The Ministry paid our invoice to them multiple times. We have notified the Ministry and refunded the overpayment in November.

We have pre-funded an existing LGFA loan ($3m), maturing in December to reduce Council’s exposure to interest rates at that date. This money has been invested with BNZ in a fixed term deposit and will mature mid-December.

Debtors Water Rates Property Rates Sept Oct Sept Oct Current $0.6m $1.5m $0.5m $0.3m Arrears $0.1m $0.3m $1.5m $1.3m Total $0.7m $1.8m $2.0m $1.6m

The increase in current water rates for October reflects the billed water rates in October which are not due for payment until November. While water rates arrears increased in October they reduced again in November as staff continue debt collection. Property rates arrears have decreased over the last three months. For Property rates, the first instalment on 1st of August was for $6.3m and this had reduced to $0.3m outstanding by the end of October. The next instalment is due at the end of November.

Council Agenda - 13-12-17 Page 253

Duncan Peddie GROUP MANAGER CORPORATE SERVICES

Council Agenda - 13-12-17 Page 254

Summary of Leadership for the 4 months ending 31/10/2017 YTD YTD % of YTD Annual Actual Budget YTD Variance Budget ($ 000's) ($ 000's) Budget ($ 000's) ($ 000's)

Leadership Expenditure Democracy 689 689 100.0% 0 2,101 Iwi Liaison 1 11 24 47.2% 13 72 Policy Development 189 191 99.0% 2 923 Total Cost of Service 890 904 98.4% 15 3,097

Less Revenue Democracy (0) 0 0% 0 0 Policy Development (0) 0 0% 0 0 Total Revenue (1) 0 0.0% 1 0

NET COST OF SERVICE 889 904 98.3% 16 3,097

Notes to Report: 1 Forum and partnership meetings have been deferred due to Iwi focus on their Treaty of Waitangi settlement processes The legal fees paid to Brookfields for monitoring applications for Marine Customary rights along with overheads account for the majority of the spend to date.

Council Agenda - 13-12-17 Page 255

Summary of Networks for the 4 months ending 31/10/2017 YTD YTD % of YTD Annual Actual Budget YTD Variance Budget ($ 000's) ($ 000's) Budget ($ 000's) ($ 000's)

Networks Expenditure Land Drainage 313 314 99.7% 1 1,025 Roading 2,915 2,909 100.2% (6) 8,152 Solid Waste 177 179 99.2% 1 548 Stormwater 2 255 238 107.2% (17) 785 Wastewater 3 958 1,010 94.9% 52 3,187 Water 4 1,962 1,944 100.9% (18) 5,926 Total Cost of Service 6,580 6,593 99.8% 13 19,623

Less Revenue Roading 5 (1,110) (1,170) 94.8% (60) (3,511) Solid Waste (38) (46) 82.1% (8) (83) Storm water 0 0 0.0% 0 0 Wastewater (100) (97) 102.9% 3 (291) Water (1) 0 0.0% 1 0 Total Revenue (1,248) (1,313) 95.0% (65) (3,885)

NET COST OF SERVICE 5,332 5,280 101.0% (52) 15,738

Notes to Report: 2 Due to the wet weather, there has been additional repairs and maintenance to the network ($16,000).

3 Routine maintenance and Inspections were delayed due to the inclement weather ($35,000). The Allied Faxi plant at Kerepehi is producing less waste than anticipated and thus less treatment is required ($16,000). 4 Additional chemicals were used due to increased turbidity at the Kerepehi Intake ($69,000) as the rain caused raw water in catchment area to be of poor quality. Offsetting this, no major maintenance was done due to inclement weather ($47,000).

5 Some subsidised work related to bridges has not yet commenced

resulting in reduced income.

Council Agenda - 13-12-17 Page 256

Summary of Community Services for the 4 months ending 31/10/2017

YTD YTD % of YTD Annual Actual Budget YTD Variance Budget ($ 000's) ($ 000's) Budget ($ 000's) ($ 000's)

Community Services Expenditure Community Facilities 6 592 554 106.8% (38) 1,771 Recreation 7 1,338 1,314 101.8% (23) 4,302 Total Cost of Service 1,930 1,869 103.3% (61) 6,073

Less Revenue Community Facilities (162) (156) 103.4% 5 (469) Recreation (33) (35) 95.8% (1) (134) Total Revenue (195) (191) 102.0% 4 (604)

NET COST OF SERVICE 1,735 1,677 103.4% (57) 5,469

Notes to Report: 6 Clearing out stockpiled green waste and asbestos at the Paeroa and Ngatea depots ($10,000). The waste is from old Community Facility projects.

Council has engaged APR to complete a pensioner housing strategy per Council instruction ($35,000).

7 Represents the cost of modifications needed to playgrounds around the district, and to the planter beds in the Ngatea main street, to reduce risks identified in a recent health and safety audit.

Council Agenda - 13-12-17 Page 257

Summary of Community Development for the 4 months ending 31/10/2017

YTD YTD % of YTD Annual Actual Budget YTD Variance Budget ($ 000's) ($ 000's) Budget ($ 000's) ($ 000's)

Community Development Expenditure Community Growth 307 306 100.3% (1) 1,039 Community Initiatives 8 442 370 119.5% (72) 1,061 Total Cost of Service 749 676 110.8% (73) 2,101

Less Revenue Community Growth 0 0 0.0% 0 0 Community Initiatives (7) 0 0.0% 7 0 Total Revenue (7) 0 0.0% 7 0

NET COST OF SERVICE 742 676 109.8% (66) 2,101

Notes to Report: 8 Additional grants have been paid to fund council's share of projects that MBIE are part funding.

Council's funding agreement with HRTCT also changed to allow for funding for increased operating costs of the trust.

Council Agenda - 13-12-17 Page 258

Summary of Regulatory for the 4 months ending 31/10/2017

YTD YTD % of YTD Annual Actual Budget YTD Variance Budget ($ 000's) ($ 000's) Budget ($ 000's) ($ 000's)

Regulatory Expenditure Animal Control 164 161 102.2% (4) 482 Building Services 9 487 408 119.4% (79) 1,243 Community Protection 295 304 97.2% 9 912 RMA Implementation 10 353 343 103.0% (10) 1,029 Total Cost of Service 1,299 1,215 106.9% (84) 3,667

Less Revenue Animal Control (277) (273) 101.5% 4 (287) Building Services 11 (252) (208) 120.8% 43 (625) Community Protection (28) (35) 80.5% (7) (106) RMA Implementation 12 (150) (175) 85.6% (25) (525) Total Revenue (707) (692) 102.2% 15 (1,543)

NET COST OF SERVICE 592 524 113.2% (69) 2,124

Notes to Report: 9 IANZ BCA audit and accreditation fees ($39k) was more than was budgeted for. $18k spent on the Waikato Build On-line consenting will be funded through the council approved funds set aside in the activity as approved by council. 10 Consultant planners are still being used to process some of the consents. 11 Building Consent activity continues to be high. 12 LIM applications are forecast to be less than 30% of planned numbers resulting in under performance of income.

Council Agenda - 13-12-17 Page 259

Information Report

To: Mayor and Councillors

From: Group Manager Planning and Environmental Services

Date: Monday, 4 December 2017

File reference: Doc: M 2311307

Portfolio Holder: Paul Milner

Meeting date: Wednesday, 13 December 2017

Planning and Environmental Services Monthly Report – Subject: November 2017

Recommendation:

THAT the report be received;

Summary

This month has seen work continue on the LTP with the start of writing of the draft Plan. There was also a workshop held on potential future zone changes for the for the District Plan Committee. Liquefaction geotechnical guidelines have now been produced. The BCA have maintained their accreditation status. There is also an update on the variation to WRC Plan Change 1.

Customer Services Team

It has been an interesting month in terms of assessing our workflow against the new rating cycle. There appears to have been little effect to the Customer service work stream as so many of our customers now pay their rates by electronic means. Now there is only a slight increase in call volume around this time as opposed to the historical large queues on the last days of rate payment due to the electronic payments.

The Contact Centre was offered 4010 calls – some 5% less than forecasted based on last year’s data. The Service Level was 81%, and abandonment rate 5%. Average speed to answer was 9 seconds. 29% of calls related to Building matters, 10% to Rates and 7% Planning with the balance spread across all aspects of Council activity.

1006 Rate Rebate applications have now been completed – this is 3% less than the equivalent period last year despite two cycles of Rates accounts and having started the process earlier. We will look to actively promote Rebates again in February when the next Rates bills are sent.

We have worked on our Cemetery processes for the planned move of our data over to Authority. I am confident that this will see a paperless process, which will enable staff in any office to process cemetery applications for any cemetery across the District.

1 Council Agenda - 13-12-17 Page 260

Councillors will receive the Xmas Contact List and Holiday Hours today; including private residential numbers for some staff. This document will give you the planned dates for Council’s essential services over the Xmas period, and key contacts for Council staff, should the need arise.

Development

31st November 2017

Consents Issued 2016/17 2017/18 Year to date

Building Consents 196 185 94%

Subdivisions 35 29 82% Land Use 37 58 157% Designations - - -% Objections 2 4 200% Certificates of Compliance - - -% Variations 3 11 366% Outline Plans - - -% Right of Ways 2 - -% Extension of Time - 1 -% 79 103 147%

LIMs 212 159 75%

Consent activity is being maintained in line with last year’s levels.

Regulatory Services Team

Planning Implementation

Processing

For last month 7 subdivision and 11 landuse resource consent applications were received and to date all were processed within the statutory timeframe of 20 working days.

District Plan Review

The next District Plan Committee workshop met on the 28 November to consider future zone changes to the current District Plan. They are looking at progressing a number of small new zoning areas in each of the main towns; in conjunction with a defined growth strategy and possible subdivision rule changes. The ability to pursue these options will depend on what issues we are facing to enable the new zoning to proceed.

Kaimai Windfarm

Council staff met with representatives of Ventus Energy last week in an informal pre-lodgement meeting following receipt of a draft application. Further work is required to complete the application, prepare some of the supporting documents, and complete consultation. This is still at draft application stage.

Council Agenda - 13-12-17 Page 261

Liquefaction guidance

MBIE and MfE recently released the latest in a series of related geotechnical guidelines in response to the Royal Commission of Inquiry into Building Failure caused by the Canterbury Earthquakes. These guidelines help councils identify and manage areas where liquefaction is likely to occur.

We are looking at the implications for this for our District next year.

Building Team

Processing

Council granted 36 Building Consent applications with 9 new dwellings last month and all except three were processed within the statutory timeframe.

August BCs Total Working Days No of Consents (excludes weekends) 15 or less 5 16 to 20 4 21 to 30 13 31 or more 14

Of those 36 applications 3 consents did not require further information requests.

BCA Accreditation

Following a routine reassessment of our Building Consent Authority(BCA) by IANZ IN July 2017; IANZ have now confirmed we have cleared any non-compliances and our BCA Accreditation remains in place. Our next reassessment is tentatively booked for July 2019.

General

Dog Control

Dog Control focus this month has been on following up any dog control complaints and wandering stock on roads. There was also an educational session on dog control given to the Waikino Primary school children.

Strategic Planning

2018-28 Long Term Plan

The audit arrangements for the 2018-28 long term planning (LTP) process have now been confirmed by Audit New Zealand. Key 2018 timeframes ahead are as follows:

8 January Second interim audit visit Draft LTP consultation document (CD) and supporting information 31 January presented to the Council for first review February Audit Revised CD, supporting information and audit opinion presented to the Council for adoption and consultation 14 March

Special meeting before CS&D Committee 23 March to end April Consultation period Council Agenda - 13-12-17 Page 262

16-17 May Deliberation and decision-making

June Final audit

27 June LTP presented to the Council for adoption

26 July All decisions communicated and LTP available

Staff will also work with the Communications Working Party to prepare for the consultation process that follows.

Communications

The communications working party chair and communications officer have provided a separate update report for this meeting.

Current Regional/National Consultations

Variation 1 to Proposed Waikato Regional Plan Change 1

Shortly after Plan Change 1 was notified in 2016, the north-eastern portion (and the associated planning provisions) was withdrawn so that WRC could undertake consultation with Hauraki iwi.

WRC is now proposing to reinstate the withdrawn north-eastern portion and associated planning provisions, and to make a number of additional changes to adjust the implementation dates, by way of a variation to Plan Change 1.

Council made a submission to Plan Change 1 that while generally supportive of its measures to improve water quality and make rivers healthier, raised concerns about the costs and timing of implementation. The original submission requested that a funding model and transitional provisions be introduced. Council may wish to consider re-lodging its original submission so that it applies to the area covered by Variation 1.

Draft decision by Commerce Commission on Powerco's application for major electricity network upgrade

The Commerce Commission has undertaken due diligence on Powerco's request and the interim decision is to allow most of what Powerco sought in terms of the need to replace ageing assets and pass on costs to the consumer.

Council's (HDC and TCDC) made an earlier submission on the proposal that was focused on poor consultation, poor asset management practice, costs to consumers and demographic trends.

Planning and engineering guidance for potentially liquefaction-prone land

This document provides guidance for a risk based process to manage liquefaction-related risk in land use planning and development decision making. It is targeted at regional and local government and those who advise them on land use planning, resource consenting and building consenting. It has drawn on the extensive experience that has resulted from the Canterbury Earthquake Sequence.

This is an issue for a significant area of soils in the Hauraki District and liquefaction risk will need to be considered in future growth and infrastructure decisions.

Mining Matters

Extended Martha Mine Area (EMMA) consent

Council Agenda - 13-12-17 Page 263

Oceana Gold had lodged a draft application for variations to this consent seeking to achieve consistency between the consent conditions and the standards and the Operative District Plan. The EMMA consent expires in 2019 and at that stage its conditions will become permitted activities in the District Plan. It is therefore important that there are consistent provisions between the consent and the Plan. This application was reviewed by staff and comments have been provided back to the Company. Oceana Gold has advised that it has reviewed the Council’s comments and the variation application is now being prepared.

There will be a number of matters to be further discussed; particularly in relation the 50dba and 55dba noise boundaries and whether these remain.

Martha Pit – Remedial layback works

The next monitoring report on the remedial layback is due as at 31 December 2017.

North Wall – Drilling

Oceana Gold has completed the first of two geotechnical core drill holes behind the north wall to develop a better understanding of the geology and rock strength behind the north wall failure.

The second drill hole has commenced and is located at the intersection of Bulltown Road and Cambridge Terrace on Company land. New noise mitigation measures are being implemented using noise absorbing fibre and regular monitoring of noise levels is being undertaken.

Peter Thom Group Manager: Planning and Environmental Services Council Agenda - 13-12-17 Page 264

MONITORING REPORT

Publication of the Annual Report The last Annual Report for 2016/17 was adopted on 25 That the Annual October 2017. Report is completed, audited and adopted by Council by 31st October, each year.

Special Consultative Procedure This has been undertaken as required with all Council Plans; That all issues subject Policies and Bylaws. At the time of writing, the joint sub-regional to a special review of the Waste Minimisation and Management Plan is consultative procedure currently being consulted on in the form of the special consultative meet the requirements procedure. of the Local Government Act, 2002.

Resource Consents & LIMs

Target Progress towards success

All notified resource consents 1 July 2017 to 30 November 2017 applications are decided and issued Notified Consents to the end of October 2017 within statutory timeframes. 99% of all notified In time 0 Out of time 0 resource consent applications are decided and issued within 70 working days.

All non-notified 1 July 2017 – 30 November 2017

resource consent applications are Total 103 In time 102 99% Out of time 1 1% decided and issued

within statutory Land Use 58 In Time 57 98% Out of time 1 2 % timeframes. Subdivision 29 In Time 29 100% Out of time 0 0 % All non-notified consent decisions, not Other requiring a hearing, are Misc/Desig 0 In Time 0 100% Out of time 0 - % issued within 20 Variations 11 In Time 11 100% Out of time 0 - % Objections 4 In Time 4 100% Out of time 0 - % working days. Ext. of time 1 In Time 1 100% Out of time 0 - %

Page 6 of 8

Council Agenda - 13-12-17 Page 265

Issue building YTD YTD consents within Nov-16 2016/17 Nov-17 2017/18 statutory No. of Consents 45 196 36 185 timeframes. % in time 100% 92%

100% of all New Houses building consents Paeroa 10 11 are issued within Waihi 52 34 statutory Plains 17 16 timeframes - 20 TOTAL 79 61 working days

Number of BC Processed

60

50

40

30

20 No. BC's No. of

10

0

Month 2016/17 '2017/18

2017/18 Average Processing Time of BC's

20.00 18.00 16.00 14.00 12.00 10.00 8.00

NumberDays of 6.00 4.00 2.00 0.00 1 2 3 4 5 6 7 8 9 10 11 12 2016/17 2017/18 Month

Page 7 of 8

Council Agenda - 13-12-17 Page 266

All LIMs are issued within YTD YTD statutory Nov-16 2016/17 Nov-17 2017/18 timeframes No. of LIMs 39 212 39 159 All LIMS are % in time 100% 92%

issued within 10 LIMs by Ward working days Paeroa 61 47

Waihi 136 67

Plains 93 45 TOTAL 212 159

# LIMS %in time Avg # LIMS %in time % Avg 2016/17 2016/17 Processing 2017/18 2017/18 Overtime Processing July 42 100% 7 20 100% 0% 5.2 August 54 100% 7.7 33 100% 0% 5.7 September 39 100% 7.1 33 100% 0% 6.5 October 38 100% 6.1 34 100% 0% 6.7 November 39 100% 6.6 39 92% 8% 7.1 December 46 100% 6 January 32 100% 4.9 February 51 100% 7.2 March 46 98% 6.6 April 29 100% 6.5 May 52 100% 6.6 June 41 100% 5.9 TOTAL 509 99% 6.51 159 98% 2% 6.20

LIMS Processed

60 50 40 30

No. ofLIMS 20 10 0

Month

2016/17 2017/18

Page 8 of 8

Council Agenda - 13-12-17 Page 267

Information Report

To: Mayor and Councillors

From: Strategic Policy Planner

Date: Wednesday, 29 November 2017 Document: 2310196 File reference: Appendix A: First quarter non-financial performance results

Portfolio holders: Mayor and Councillors Adams, Milner, Thorp, Buckthought, Harris, Leonard, McLean, Smeaton, and Spicer. Meeting date: Wednesday, 13 December 2017 2017/18 first quarter non-financial performance (NFPT) Subject: results

Recommendation:

THAT the report be received.

Summary

The purpose of this report is to present the Council with the non-financial performance target results (including mandatory measure results) for the first quarter of the 2017/18 year.

Background

Council staff are required to prepare the results to their non-financial performance targets (NFPT) and mandatory performance measures on a quarterly basis. These results are reported to the Council to provide an indication of how the organisation’s performance is tracking and to identify any areas of improvement. The end of year results are included in the Annual Report to provide the public with an overview of the Council’s performance against what we signalled they can expect from us in our 2017/18 Annual Plan.

Content

Appendix A to this report contains the non-financial performance results for the first quarter of 2017/18. These results show the performance for the third year of the 2015-25 Hauraki Long Term Plan. The results are attached as Appendix A. A summary of the results is shown in Figure 1.

Page 1 of 25 Council Agenda - 13-12-17 Page 268

2017/18 non-financial performance results

Year to date 4 84 18 18

4th quarter

3rd quarter

2nd quarter

1st quarter 77 11 9 27

Achieved On track Not applicable/unable to measure Not achieved/Not on track

Figure 1: First quarter non-financial performance results

The current graph shows results for the year to date as well as the first quarter. As each quarter passes the graph will fill with results and provide a picture to the Council of the progress in the year. In the second quarter you will easily be able to see the number of achieved/not achieved etc. from the first quarter, and so on.

Conclusion

This report provides an opportunity for the ELT to review the first quarter non-financial performance results for the 2017/18 year prior to these results going to the Council meeting scheduled for 13 December 2017.

Sarah Holmes Strategic Policy Planner

Page 2 of 25

Council Agenda - 13-12-17 Page 269

Quarter Year to date 4 Appendix A 27 18 18 First quarter performance results 9 11 77 (1 July 2017 – 30 September 2017) 84

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual 1.01 Democracy The Council will conduct all Council and No complaints are Achieved: No complaints On track: No complaints have its business in an open and Committee upheld by the were received or upheld been received in the year to transparent manner. meetings are ombudsman during the first quarter. date. conducted in relating to Council accordance and Committees with legislative meeting statutory requirements. processes. 1.02 Democracy The Council will conduct all Agendas for 100% of agendas Achieved: 100% (13/13) On track: 100% (13/13) its business in an open and meetings (other are available on agendas were available two agendas were available two transparent manner. than the internet and in working days prior to each working days prior to each extraordinary the Council offices meeting in the first quarter. meeting in the first quarter. meetings) of and libraries two Council and its clear working days 0/0 Consultative Water and Committees are before each Waste Committee publicly meeting. 1/1 Audit and Risk available at Committee least two clear 3/3 Community Services and working days Development Committee prior to the 3/3 Council meeting date. 0/0 Hearings and Judicial Committee 2/2 Economic Development Subcommittee 1/1 District Licensing Committee 1/1 Western Plains Drainage District Committee 1/1 Eastern Plains Drainage District Committee 1/1 Paeroa Rural Drainage District 1.03 Democracy Elected members will Customers are 75% of customers Not achieved: The 2017 The next satisfaction survey provide governance and satisfied that are satisfied satisfaction survey showed will be undertaken in June leadership for the Hauraki Council makes that 74% of residents were 2018 for the 2017/18 Annual District Council community. decisions in satisfied that the Council Report. their best makes decisions in their best interests. interests. The next satisfaction survey will be undertaken in June 2018 for the 2017/18 Annual Report. 1.04 Democracy When making decisions the In the event Engagement Achieved: No thresholds On track: No thresholds have Council will consider that any programme were triggered in the first been triggered in the year to community views. threshold is adopted for 100% quarter. date. triggered in the of decisions that Council’s trigger a threshold Significance and Engagement Policy, an engagement programme is adopted by Council. 2.01 Iwi Liaison Mana Whenua Forum The Forum will Four meetings of Not achieved: No meetings Not on track: No meetings will meets regularly to provide meet four times Forum held per were held in the first quarter. occur until post Treaty for ongoing dialogue per year. year Meetings of the Forum are Settlements. Timeframes are between the Council and suspended until discussions yet unknown. Iwi groups who hold Mana can occur with post Whenua status in the settlement governance District. entities on the future of the Forum. 2.02 Iwi Liaison The Council will continue to Additional Develop Not achieved: No new Not on track: No new develop its relationships Memoranda of Memoranda of partnership agreements can partnership agreements will be with Tangata Whenua. Partnership Partnerships with be entered into until entered into until post Treaty Page 3 of 25 Council Agenda - 13-12-17 Page 270

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual agreements are Ngaati discussions can occur with Settlements. Timeframes are developed. Whanaunga and relevant post settlement yet unknown. Ngati Tara governance entities. Tokanui 2.03 Iwi Liaison Provide opportunities for The Council will Tangata Whenua Not applicable: No water or On track: No water or Māori to be involved in consult with will be consulted wastewater consent wastewater consent Council decision making Tangata on all relevant applications were in the applications have been in the processes. Whenua on all applications for development stage in the development stage in the year Council consents. first quarter therefore the to date. applications for opportunity for consultation wastewater and on consents did not arise. water consents. 3.01 Policy To plan the Council’s Policy All legislatively 100% of all Achieved: No legislatively On track: No legislatively Development Development in required legislatively required documents were required documents have been accordance with relevant policies, plans required required to be adopted within required to be adopted within legislative requirements. and strategies documents are statutory timeframes in the statutory timeframes in the year are adopted adopted within first quarter that the Strategic to date that the Strategic Policy within statutory statutory Policy team are aware of or team are aware of or involved timeframes. timeframes. involved in. The Liability in. The Liability Management Management Policy was Policy was reviewed but while it reviewed but while it is is legislatively required, there legislatively required, there are no statutory timeframes are no statutory timeframes attached to that requirement. attached to that requirement. 3.02 Policy Significant decisions are All decisions 100% successful Achieved: The special On track: The special Development made in a democratically that are subject completion of consultative procedure was consultative procedure was not accountable way. to the special internal Special not completed or required to completed or required* to be consultative Consultative be completed in the first completed in the 1st quarter. procedure meet Procedure quarter that the Strategic the checklist. Policy team are aware of or requirements of involved in. The Liability the Local Management Policy was Government reviewed but while it is Act 2002. legislatively required, there are no statutory timeframes attached to that requirement 3.03 Policy Policy development is Key draft or 100% of all draft Achieved: 100% of proposed On track: 100% of proposed Development visible and accountable. proposed policy policy documents policy documents subject to policy documents subject to documents are available on consultation were available consultation were available on subject to the Council’s on the Council website on the Council website on time in consultation website on time. time in the first quarter. the first quarter. Those are available Those documents were the documents were the Statement on the Statement of Proposals for of Proposals for the Draft Council’s the Draft Gambling Policy Gambling Policy and Draft website by the and Draft Alcohol Control Alcohol Control Bylaw. notified date of Bylaw. availability. 3.04 Policy Policy development is Percentage of 70% of customers Not achieved: The 2017 The next satisfaction survey Development visible and accountable. customers satisfied satisfaction survey showed will be undertaken in June satisfied with that 66% of residents were 2018 for the 2017/18 Annual the consultation satisfied with the consultation Report. and and engagement of Council’s engagement of major policies and strategies. Council’s major The next satisfaction survey policies and will be undertaken in June strategies. 2018 for the 2017/18 Annual Report. 3.05 Policy The Council will develop Bylaws are 2016/17: Achieved: Clause 4 ‘Control On track: Clause 4 ‘Control Development local legislation. reviewed as Commence review over the possession and over the possession and required, with of all bylaws. consumption of liquor in consumption of liquor in public all bylaws to be public places’ in Part 3 of the places’ in Part 3 of the reviewed by Consolidated Bylaw Consolidated Bylaw underwent 2017/18. underwent review in the first review in the first quarter and is quarter and is due to be due to be adopted by the end adopted by the end of of November. November. 3.06 Policy The Council meets its All Changes There are no Achieved: No changes or On track: No changes or Development statutory requirements and Variations successful variations were made to the variations have been made to under the Resource to the District appeals or judicial District Plan during the the District Plan in the year to Management Act, 1991. Plan are reviews on any quarter and there were no date. processed Change or Page 4 of 25

Council Agenda - 13-12-17 Page 271

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual within statutory Variation to the successful appeals or judicial requirements. Plan as a result of reviews in the first quarter. administrative or process matters. 4.01 Roading Access is provided to the Time for road 100% of arterial Achieved: No arterial or On track: No arterial or network of local roads. access to be and collector collector roads were closed collector roads have been restored to roads providing due to weather events within closed due to weather events communities access to the first quarter. in the year to date. following a 1 in communities open 10 year climatic within 24 hours, all event (10% other roads within probability). 72 hours 4.02 Roading The pavement life of sealed That the road Maintain a level of Achieved: The Sealed On track: The Sealed roads is preserved. pavement is in less than or equal Pavement Condition Index Pavement Condition Index was good condition. to 7 (fair condition) was 5.2 in the first quarter. 5.2 at the end of the first quarter. 4.03 Roading The Council delivers a Percentage of ≥70% of Not achieved: The 2017 The next satisfaction survey roading network that customers customers satisfaction survey showed will be undertaken in June addresses safety and satisfied with satisfied that 64% of residents were 2018 for the 2017/18 Annual amenity issues. the quality of satisfied with the quality of Report. roads in the roads in the District. The next District satisfaction survey will be (excluding state undertaken in June 2018 for highways). the 2017/18 Annual Report. 4.04 Roading The Council delivers a Traffic safety 100% of all traffic Achieved: 100% of barriers On track: 100% of barriers roading network that barriers are safety barriers meet NZ standards in the have met NZ standards in the addresses safety and installed and meet NZ first quarter. No new traffic year to date. No new traffic amenity issues. maintained in a standards safety barriers were installed. safety barriers have been fully operative installed in the year to date. condition in accordance with NZ Standards. 4.05 Roading The Council delivers a Damaged, 100% on: Not achieved: There were 26 Not on track: Due to one roading network that missing or  regulatory/ sign issues reported in the warning sign not being addresses safety and leaning signs permanent/ first quarter. replaced in targeted amenity issues. are remedied warning signs - 87% (7/8) of regulatory sign timeframes in the first quarter, on District within 7 days issues were resolved within this target will not be achieved roads within  safety seven days. in the 2017/18 year. specified connected - 100% (2/2) of safety sign timeframes. signs within 2 issues were resolved within days two days.  all other signs - 100% (16/16) of all other within 6 signs were resolved within 6 weeks weeks. For the warning sign that was not replaced within timeframes, the time taken to place the order, receive a new sign and then install it took 9 days which exceeded the measure. Generic signs are held in stock, however in this case the sign needed to be made. 4.06 Roading The Council delivers a All reported 85% within 5 days Achieved: There were 21 On track: 92% (12/13) potholes roading network that potholes on for >100 vehicle potholes reported in the first on >100 vpd roads have been addresses safety and District roads per day (vpd) quarter. 92% (12/13) repaired within five days and amenity issues. are repaired roads and within potholes on >100 vpd roads 87% (7/8) potholes on <100 within specified 14 days for <100 were repaired within five vpd roads have been repaired timeframes. vpd roads days. 87% (7/8) potholes on within 14 days in the year to <100 vpd roads were date. repaired within 14 days 4.07 Roading The Council delivers a All programmed 100% of annually On track: A draft annual On track: A draft annual roading network that new footpaths programmed programme selection report programme selection report addresses safety and are installed. footpaths installed was completed in the first was completed in the first amenity issues. in accordance with quarter. Construction of quarter. Construction of the agreed footpaths is programmed for footpaths is programmed for programme January 2018. January 2018. 4.08 Roading The Council delivers a Issues reported >95% of all Achieved: 97% (28/29) of On track: 97% (28/29) of state roading network that to the Council reported issues state highway issues highway issues in the year to Page 5 of 25

Council Agenda - 13-12-17 Page 272

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual addresses safety and regarding state are forwarded recorded in the first quarter date have been forwarded amenity issues. highways are within one working were forwarded to the NZ within one working day. forwarded to day Transport Agency contract the New holder within one working Zealand day. Transport Agency. 4.09 Roading Mandatory measure The change A reduction over On track: 2015/16: 0 fatal/6 On track: 2015/16: 0 fatal/6 from the three years of one serious2016/17: 1 fatal/3 serious2016/17: 1 fatal/3 previous fatality and one serious2017/18 to date: 0 serious2017/18 to date: 0 financial year in serious injury fatal/0 seriousAverage to fatal/0 seriousAverage to date the number of crash date over 3 years: 0.3 fatal/3 over 3 years: 0.3 fatal/3 fatalities and serious. Reduction on track. serious. Reduction on track. serious injury crashes on the local road network, expressed as a number 4.10 Roading Mandatory measure The average Smooth Travel Achieved: The smooth travel On track: The smooth travel quality of ride Exposure is higher exposure for the 2017/18 exposure for the 2017/18 year on a sealed than 96% year is 97%. is 97%. local road network, measured by smooth travel exposure. 4.11 Roading Mandatory measure The percentage Between 5% and On track: Resealing is On track: No resealing has of the sealed 10% of the sealed scheduled to commence in been carried out in the year to local road District road December 2017. date, however resealing is network that is network is scheduled to commence in resurfaced. resurfaced December 2017. annually 4.12 Roading Mandatory measure The percentage 100% of footpaths Achieved: 72 metres of On track: 72 metres of of footpaths with a defect footpaths were rated with a footpaths have been rated with within a rating greater than defect rating greater than 5 a defect rating greater than 5 in territorial 5 are isolated for in July 2017. All defects were the year to date. All defects authority district safety and identified and marked out, were identified and marked out, that fall within remedied within 7 the site was made safe the site was made safe within the level of days within the required the required timeframes in the service or timeframes. The final year to date. service remedial work was assigned standard for the to the contractor and is in the condition of process of being remedied. footpaths that The work is expected to be is set out in the completed in the second territorial quarter. authority’s relevant document (such as its annual plan, activity management plan, asset management plan, annual works programme or long term plan). 4.13 Roading Mandatory measure The percentage 100% of requests Achieved: 100% (328/328) of On track: 100% (328/328) of of customer are responded to service requests were service requests have been service within 10 working responded to within 10 responded to within 10 working requests days*. working days in the first days in the year to date. relating to quarter. roads and * Replies will footpaths to define the which the remedial work territorial required and authority expected responds within completion time. Page 6 of 25

Council Agenda - 13-12-17 Page 273

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual the time frame specified in the long term plan. 5.01 Water Supply The Council provides water Customers are Equal to or greater Achieved: The 2017 The next satisfaction survey supply services at agreed satisfied with than 60% of satisfaction survey showed will be undertaken in June levels of service. the cost of customers that 67% of residents were 2018 for the 2017/18 Annual water supplied satisfied satisfied with the cost of Report. by the Council. water supplied by Council. The next satisfaction survey will be undertaken in June 2018 for the 2017/18 Annual Report. 5.02 Water Supply Water services meet The water No abatement or Achieved: No abatement or On track: No abatement or regulatory requirements. supply service enforcement enforcement notices were enforcement notices have been is operated in notices received. received in the first quarter. received in the year to date. compliance with regulatory requirements. 5.03 Water Supply Good quality water is Customers are Equal to or greater Not achieved: The 2017 The next satisfaction survey supplied to consumers. satisfied with than 80% of satisfaction survey showed will be undertaken in June the water customers that 74% of residents were 2018 for the 2017/18 Annual quality from satisfied satisfied with the water Report. Hauraki District quality from Council Council networks. The next networks. satisfaction survey will be undertaken in June 2018 for the 2017/18 Annual Report. 5.04 a Water Supply Water is safe to drink. Water Kerepehi 2014/15 Not achieved: The Kerepehi Not achieved: The Kerepehi treatment water treatment plant did not water treatment plant did not plants will comply with the New comply with the New Zealand comply with the Zealand Drinking Water Drinking Water Standards 2008 New Zealand Standards 2008 in the first in the first quarter due to a Drinking Water quarter. problem with the chlorine Standards dosing equipment. This results (NZDWS) Over a 12-hour period within in the measure being not 2008. the first quarter a problem achieved for the year. occurred overnight with the chlorine dosing equipment and chlorine was not added to the water at the end of the treatment process. There was an airlock in the lines and this prevented the chlorine from getting through and into the water. It is the first such incident of this nature that staff are aware of. Testing of the network showed residual chlorine in the network, but there was a "batch" of treated water that did not have chlorine in it.

Work has been undertaken to realign the chlorine pipes to reduce the risk of this happening again. 5.04 b Water Supply Water is safe to drink. Water Waitakaruru Achieved: The Waitakaruru On track: The Waitakaruru treatment 2015/16 water treatment plant water treatment plant has plants will complied with the New complied with the New comply with the Zealand Drinking Water Zealand Drinking Water New Zealand Standards 2008 in the first Standards 2008 in year to date. Drinking Water quarter. Standards (NZDWS) 2008. 5.04 c Water Supply Water is safe to drink. Water Waihi 2015/16 Achieved: The Waihi water On track: The Waihi water treatment treatment plant complied with treatment plant has complied plants will the New Zealand Drinking with the New Zealand Drinking comply with the Water Standards 2008 in the Water Standards 2008 in the New Zealand first quarter. year to date. Page 7 of 25

Council Agenda - 13-12-17 Page 274

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual Drinking Water Standards (NZDWS) 2008. 5.04 d Water Supply Water is safe to drink. Water Paeroa 2015/16 Achieved: The Paeroa water On track: The Paeroa water treatment treatment plant complied with treatment plant has complied plants will the New Zealand Drinking with the New Zealand Drinking comply with the Water Standards 2008 in the Water Standards 2008 in the New Zealand first quarter. year to date. Drinking Water Standards (NZDWS) 2008. 5.05 Water Supply Protection is provided to Fire hydrants Equal to or greater Achieved: GIS analysis Achieved: GIS analysis carried the community and the are provided to than 95% carried out in September out in September 2015 shows environment. urban fire compliance 2015 shows 96.4% of 96.4% of residential properties districts within a residential properties within a within a gazetted urban fire 135 metre gazetted urban fire district district have a fire hydrant radius of the have a fire hydrant within within 135 metre radius. closest 135 metre radius. property boundary. 5.06 Water Supply A reliable water supply is Number of <5 customers per Achieved: 4 customers or On track: 4 customers or 0.56 provided. customers 1000 connections 0.56 customers per 1000 customers per 1000 whose water connections had interrupted connections had interrupted supply is water supply more than twice water supply more than twice in interrupted during the first quarter. the year to date. more than twice in a 12 month period due to unplanned loss of supply incidents. 5.07 a Water Supply Timely response to Customer Emergency call- Not applicable: No On track: No emergency customer requests. requests are outs: 100% emergency callouts were callouts have been received in responded to received during the first the year to date. within target quarter. timeframes: Emergency call outs: resolved <1 hour 5.07 b Water Supply Timely response to Customer Urgent customer Achieved: 85% (11/13) of On track: 85% (11/13) of urgent customer requests. requests are requests: 80% urgent customer requests customer requests were responded to were responded to in less responded to in less than 1 within target than 1 hour in the first hour in the first quarter. timeframes: quarter. Urgent Jul: 5/5 customer Aug: 4/4 requests: Sep: 2/4 response <1 hour 5.07 c Water Supply Timely response to Customer Priority customer Achieved: 83% (80/96) of On track: 83% (80/96) of customer requests. requests are requests: 80% priority customer requests priority customer requests were responded to were assessed in less than 4 assessed in less than 4 hours within target hours in the first quarter. in the first quarter. timeframes: Jul: 17/21 Priority Aug: 28/33 customer Sep: 35/42 requests: assess <4 hours 5.07 d Water Supply Timely response to Customer Routine customer Not achieved: 68% (45/66) of Not on track: 68% (45/66) of customer requests. requests are requests: 85% routine customer requests routine customer requests were responded to are called back in less than 3 called back in less than 3 within target working days in the first working days in the first timeframes: quarter. quarter. Routine Jul: 16/24 customer Aug: 12/18 requests: call Sep: 17/24 back <3 working days The majority of the non- Page 8 of 25

Council Agenda - 13-12-17 Page 275

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual urgent tasks were meter renewals and location of connections that is not urgent. 5.08 Water Supply Mandatory measure The extent to ¡ Kerepehi – full Not achieved: Not achieved: which the local compliance ¡ Kerepehi Kerepehi authority’s Waitakaruru – full Bacteria - compliant Bacteria - compliant Protozoa – drinking water compliance from Protozoa – compliant compliant supply July 2016, prior to Waitakaruru Waitakaruru complies with: that, full Bacteria - compliant Bacteria - compliant Protozoa – a) part 4 of the compliance with Protozoa – compliant compliant drinking water DWS 2000¡ Paeroa Paeroa standards Paeroa – full Bacteria - compliant Bacteria - compliant Protozoa – (bacteria compliance from Protozoa – compliant compliant compliance July 2015, prior to Waihi Waihi criteria), andb) that, full Bacteria - compliant Bacteria - compliant Protozoa – part 5 of the compliance with Protozoa – compliant compliant drinking water DWS 2000¡ Waihi Kaimanawa Kaimanawa standards – full compliance Bacteria - compliant Bacteria - compliant Protozoa - (protozoal from July 2015, Protozoa - not compliant not compliant Mackaytown compliance prior to that, full Mackaytown – not in use criteria). compliance with – not in use Karangahake DWS 2000¡ Karangahake - not in use Kaimanawa – - not in use Waikino Rural Agricultural Waikino – not in use Standard applies – not in use Ohinemuri and has not yet Ohinemuri – not in use been produced by – not in use Huirau the Ministry of Huirau – not in use Health. As an – not in use interim measure, The Kaimanawa decommission target is The Kaimanawa water is not expected to until the compliance with treatment plant does not 2018/19 year, therefore this DWS 2000¡ All have the means to treat measure will not be achieved other supplies – protozoa. Through the 2015- for 2017/18. compliance with 25 LTP, the Council DWS 2000 until undertook to decommission decommissioned. this plant and connect this supply to the Plains or Paeroa supply. This project is expected to be completed in mid-2018. 5.09 Water Supply Mandatory measure The percentage The percentage of Unable to measure: This Unable to measure: This of real water unbilled water calculation is carried out calculation is carried out loss from the versus the volume annually in the fourth quarter. annually in the fourth quarter. local authority’s of treated water networked produced is less reticulation than 30%. system (including a description of the methodology used to calculate this). 5.10 Water Supply Mandatory measure Where the local Urgent call out:¡ Not achieved: Not on track: For urgent call authority Median time for Urgent call outs: outs:• Median time for staff to attends a call staff to arrive on Median time for staff to arrive arrive on site: 0 hours, 22 out in response site - less than 1 on site: 0 hours, 22 minutes.• minutes.• Median time for staff to a fault or hour, anywhere Median time for staff to to restore water supply: 1 unplanned within the district.¡ restore water supply: 1 hours, 46 minutes. 92% of interruption to Median time for hours, 46 minutes.92% of faults were resolved within 8 its networked staff to restore faults were resolved within 8 hours. Non-urgent call out:• reticulation water supply - hours. Those that were not Median time for staff to arrive system, the 99% or more of all resolved were in the on site: 0 hours, 48 minutes.• following water supply faults Kaimanawa network where Median time for staff to resolve median are resolved the rural nature of the fault: 3 hours, 45 minutes. 57% response times within 8 scheme makes it unsafe for of faults were resolved within 8 measured:a) hours.Non-urgent staff to undertake headwork hours. attendance for call out:¡ Median repairs during an event. The urgent call- time for staff to scheme is scheduled for an

Page 9 of 25

Council Agenda - 13-12-17 Page 276

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual outs: from the arrive on site - upgrade, which is expected time that the less than 4 hours, to resolve this issue. Until the local authority anywhere within decommissioning of the receives the district.¡ Kaimanawa intake later this notification to Median time for financial year we will the time that staff to resolve continue to have this issue. service fault - 99% or Customers on the personnel more of all water Kaimanawa supply are reach the site, supply faults are advised that personal andb) resolved within 8 storage should be installed to resolution of hours. allow for these instances. urgent call- Non-urgent call out: outs: from the 57% of faults were resolved time that the within 8 hours. • Median time local authority for staff to arrive on site: 0 receives hours, 48 minutes.• Median notification to time for staff to resolve fault: the time that 3 hours, 45 minutes. The service majority of the non-urgent personnel tasks were meter renewals confirm and location of connections. resolution of the fault or NOTE: The draft 2018 LTP interruption.c) proposals include changes to attendance for the targets for this measure non-urgent call- as follows: outs: from the Urgent: Percentage time that the attendance less than 2 hours local authority – 95%Percentage resolution receives less than 8 hours – 95%Non- notification to Urgent:Percentage the time that attendance less than 4 hours service – 95%Percentage resolution personnel less than 3 days – 95% reach the site, andd) resolution of non-urgent call- outs: from the time that the local authority receives notification to the time that service personnel confirm resolution of the fault or interruption. 5.11 Water Supply Mandatory measure The total No more than 5 Achieved: There were no On track There have been no number of complaints per more than 5 complaints per more than 5 complaints per complaints 1000 connections: 1000 connections in the first 1000 connections in the year to received by the  Water quality quarter. date. local authority issues: - Water and service quality - Water and service quality about any of (clarity; taste; issues: 2.65 per 1000 issues: 2.65 per 1000 the following: odour) connections. connections. a) drinking  Service quality - Water pressure / flow - Water pressure / flow issues: water clarity issues: (poor issues: 0.14 per 1000 0.14 per 1000 connections. b) drinking response to a connections. Total for the year to date: 2.79 water taste service per 1000 connections. c) drinking request) Total for the first quarter: water odour  Water 2.79 per 1000 connections. d) drinking pressure / flow water pressure issues: or flow (pressure; e) continuity of flow; supply, and continuity of f) the local supply) authority’s response to

Page 10 of 25

Council Agenda - 13-12-17 Page 277

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual any of these Total: No more issues than 10 expressed per complaints per 1000 1000 connections. connections to the local authority’s networked reticulation system. 5.12 Water Supply Mandatory measure The average Urban water use: Unable to measure: This On track: This measure is due consumption of less than 300 measure is calculated to be calculated in the fourth drinking water litres/ person/ day¡ annually in the fourth quarter. quarter. per day per Agricultural water resident within use: less than 300 the territorial litres/ hectare / authority day district. 6.01 Wastewater Council provides Percentage of Equal to or greater Achieved: The 2017 The next satisfaction survey Wastewater services at users satisfied than 95% of satisfaction survey showed will be undertaken in June agreed levels of service. with the quality customers that 97% of residents were 2018 for the 2017/18 Annual of wastewater satisfied satisfied with the quality of Report. services wastewater services provided. provided. The next satisfaction survey will be undertaken in June 2018 for the 2017/18 Annual Report. 6.02 Wastewater Protection is provided to Number of dry <1 pump-station Achieved: On track: In the year to date: the community and the weather overflow per 20 • 0 pump-station overflows • 0 pump-station overflows per environment. overflows from pump stations per per 20 pump stations 20 pump stations pump stations year. • 0 overflows from the pipe • 0 overflows from the pipe and/or the <15 overflows network per 100km of network per 100km of wastewater from the pipe wastewater pipe wastewater pipe. network. network per 100km of wastewater pipe length per annum. 6.03 a Wastewater Timely response to Customer Emergency call- Achieved: No emergency On track: No emergency customer requests. requests are outs: 100% callouts were received during callouts were received during responded to the first quarter. the first quarter. within target timeframes: Emergency call outs: resolved <1 hour 6.03 b Wastewater Timely response to Customer Urgent customer Achieved: No urgent callouts On track: No urgent callouts customer requests. requests are requests: 80% were received during the first were received during the first responded to quarter. quarter. within target timeframes: Urgent customer requests: response <1 hour 6.03 c Wastewater Timely response to Customer Priority customer Achieved: 90% (9/10) of On track 90% (9/10) of priority customer requests. requests are requests: 80% priority customer requests customer requests have been responded to were assessed in less than 4 assessed in less than 4 hours within target hours in the first quarter. in the year to date. timeframes: Jul: 2/2 Priority Aug: 6/7 customer Sep: 1/1 requests: assess <4 hours 6.03 d Wastewater Timely response to Customer Routine customer Not achieved: 50% (2/4) of Not on track: 50% (2/4) of customer requests. requests are requests: 85% routine customer requests routine customer requests have responded to are called back in less than 3 been called back in less than 3 within target working days in the first working days in the year to timeframes: quarter. date. Routine Jul: 0/1 Page 11 of 25

Council Agenda - 13-12-17 Page 278

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual customer Aug: 0/1 requests: call Sep: 2/2 back <3 working days The July service request not responded to within time was on a low priority job (locate). It is not always achievable to locate services within the timeframes.

The August service request not responded to within time was due to a manhole that needed to be lowered, which is a job that will take a number of days to execute. The customer was kept informed. 6.04 Wastewater Mandatory measure The number of Less than 25 per Achieved: No complaints On track: No complaints have dry weather 1000 connections were received during the first been received in the year to sewerage per annum quarter. date. overflows from the territorial authority’s sewerage system, expressed per 1000 sewerage connections to that sewerage system. 6.05 Wastewater Mandatory measure Compliance a) 0 abatement Achieved: On track: No abatement, with the notices a) 0 abatement notices infringement, enforcement territorial b) 0 infringement b) 0 infringement notices notices or convictions have authority’s notices c) 0 enforcement orders been received in the year to resource c) 0 enforcement d) 0 convictions date. consents for orders were received in the first discharge from d) 0 convictions quarter. its sewerage system measured by the number of: a) abatement notices b) infringement notices c) enforcement orders, and d) convictions received by the territorial authority in relation to those resource consents. 6.06 Wastewater Mandatory measure Where the Attendance time: Not achieved: Not on track: In the year to territorial less than 4 hours Median attendance time: 3 date: authority after notification. minutes* Median attendance time: 3 attends to Median completion time: 1 minutes sewerage Time to resolve day 3 hours, 55 minutes Median completion time: 1 day overflows problem: less than 3 hours, 55 minutes. resulting from a 4 hours after All three non-compliant blockage or notification. service requests were jobs other fault in discovered, assessed and the territorial repaired by C&M the authority’s following day. sewerage system, the *Note that the majority of following these requests were reported median by Council staff already on response times site. Targets have been

Page 12 of 25

Council Agenda - 13-12-17 Page 279

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual measured: amended for the 2018-18 a) attendance LTP to be: time: from the time that the Attendance – 95% within 2 territorial hours authority Resolution – 95% within 8 receives hours notification to the time that service personnel reach the site, and b) resolution time: from the time that the territorial authority receives notification to the time that service personnel confirm resolution of the blockage or other fault. 6.07 Wastewater Mandatory measure The total No more than 30 Achieved: There was a total On track: There has been a number of complaints per of 1.5 complaints per 1000 total of 1.5 complaints per 1000 complaints 1000 connections connections in the first connections in the year to date. received by the quarter. territorial - Odour complaints: 0 per authority about 1000 connections any of the - Fault complaints: 0.5 per following: 1000 connections a) sewage - Blockage complaints: 1.0 odour per 1000 connections b) sewerage - Complaints about system faults response: 0 per 1000 c) sewerage connections. system blockages, and d) the territorial authority’s response to issues with its sewerage system, expressed per 1000 connections to the territorial authority’s sewerage system. 7.01 Land The Council provides Land Percentage of Equal to or greater Not achieved: The 2017 The next satisfaction survey Drainage Drainage services at affected than 75% of satisfaction survey showed will be undertaken in June agreed levels of service. customers customers that 61% of residents were 2018 for the 2017/18 Annual satisfied with satisfied satisfied with land drainage Report. the land services. The next drainage satisfaction survey will be services. undertaken in June 2018 for the 2017/18 Annual Report. 7.02 Land Drainage services meet The land No abatement Achieved: No abatement or On track: No abatement or Drainage regulatory requirements. drainage notices or enforcement notices were enforcement notices have been service is enforcement received in the first quarter. received in the year to date. operated in notices received. compliance with regulatory requirements.

Page 13 of 25

Council Agenda - 13-12-17 Page 280

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual 7.03 Land Pasture protection is Drainage No verified Achieved: No verified On track: No verified customer Drainage provided. schemes customer customer complaints about complaints about flood duration reliably complaints about flood duration of >3 days of >3 days have been received maintain flood duration of were received in the first in the year to date. pasture >3 days are quarter. production on received. land that would otherwise flood after 38mm or less of rainfall over a 3-day period. 7.04 a Land Timely response to Customer Emergency call Achieved: No emergency On track: No emergency Drainage customer requests. requests are outs: 100% callouts were received during callouts have been received in responded to the first quarter. the year to date. within target timeframes: Emergency call outs: resolved <1 hour 7.04 b Land Timely response to Customer Urgent customer Achieved: No urgent callouts On track: No urgent callouts Drainage customer requests. requests are requests: 80% were received during the first have been received in the year responded to quarter. to date. within target timeframes: Urgent customer requests: response <1 hour 7.04 c Land Timely response to Customer Priority customer Achieved: No priority callouts On track: No priority callouts Drainage customer requests. requests are requests: 80% were received during the first have been received in the year responded to quarter to date. within target timeframes: Priority customer requests: assess <4 hours 7.04 d Land Timely response to Customer Routine customer Achieved: 86% (6/7) of On track: 86% (6/7) of routine Drainage customer requests. requests are requests: 85% routine customer requests customer requests have been responded to were called back in less than called back in less than 3 within target 3 working days in the first working days in the year to timeframes: quarter. date. Routine Jul: 3/3 customer Aug: 2/2 requests: call Sep: 1/2 back <3 working days 7.05 Land Mandatory measure The major flood 100% or more of Not achieved: The works to On track: Work to bring the Drainage protection and the stopbank bring the stopbanks - that are stopbanks to greater than the control works length, on currently not to design level - design flood level has been that are inspection, is has been programmed for scheduled for the third quarter maintained, greater than the the current financial year. of this year. repaired and design flood level. The work was spread across renewed to the the 2015- 25 LTP but has key standards been brought forward to this defined in the financial year. local authority’s relevant planning documents (such as its activity management plan, asset management plan, annual works

Page 14 of 25

Council Agenda - 13-12-17 Page 281

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual programme or long term plan). 8.01 Stormwater Stormwater systems Percentage of Equal to or greater Achieved: The 2017 The next satisfaction survey protect houses from customers than 70% of satisfaction survey showed will be undertaken in June flooding in urban areas. satisfied with customers that 80% of residents were 2018 for the 2017/18 Annual the stormwater satisfied satisfied with stormwater Report. services. services. The next satisfaction survey will be undertaken in June 2018 for the 2017/18 Annual Report. 8.02 Stormwater A reliable stormwater The stormwater <5 service Achieved: 0.61 service On track: 0.61 service requests service is provided. network is requests relating requests per 1000 customers per 1000 customers relating to maintained to to blockages per relating to blockages were blockages have been received minimise the 1000 customers received in the first quarter. in the year to date. risk of blockages causing flooding. 8.03 a Stormwater Timely response to Customer Emergency call- Achieved: 100% (1/1) of On track: 100% (1/1) of customer requests. requests are outs: 100% emergency callouts were emergency callouts have been responded to resolved in less than 1 hour resolved in less than 1 hour in within target during the first quarter. the year to date. timeframes: Emergency call outs: resolved <1 hour 8.03 b Stormwater Timely response to Customer Urgent customer Achieved: No urgent On track: No urgent customer customer requests. requests are requests: 80% customer requests were requests have been received in responded to received during the first the year to date. within target quarter. timeframes:Urg ent customer requests: response <1 hour 8.03 c Stormwater Timely response to Customer Priority customer Achieved: 100% (1/1) of On track: 100% (1/1) of priority customer requests. requests are requests: 80% priority customer requests customer requests have been responded to were assessed in less than 4 assessed in less than 4 hours within target hours in the first quarter. in the year to date. timeframes: Jul: (1/1) Priority Aug: (0/0) customer Sep: (0/0) requests: assess <4 hours 8.03 d Stormwater Timely response to Customer Routine customer Achieved: 85% (11/13) of On track: 85% (11/13) of customer requests. requests are requests: 85% routine customer requests routine customer requests have responded to were called back in less than been called back in less than 3 within target 3 working days in the first working days in the year to timeframes: quarter. date. Routine Jul: (1/1) customer Aug: (3/3) requests: call Sep: (7/9) back <3 working days 8.04 Stormwater Mandatory measure a) The number a) 0 flooding Achieved: On track: In the year to date: of flooding events (a) 0 flooding events. (a) 0 flooding events. events that b) 0 habitable (b) 0 habitable floors (b) 0 habitable floors affected. occur in a floors affected affected. territorial authority district. b) For each flooding event, the number of habitable floors affected (expressed per 1000 properties connected to the territorial Page 15 of 25

Council Agenda - 13-12-17 Page 282

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual authority’s stormwater system). 8.05 Stormwater Mandatory measure Compliance a) 0 abatement Achieved: In the first quarter: On track: No abatement, with the notices (a) 0 abatement notices infringement, enforcement territorial b) 0 infringement (b) 0 infringement notices notices or convictions were authority’s notices (c) 0 enforcement orders received in the first quarter. resource c) 0 enforcement (d) 0 convictions. consents for orders discharge from d) 0 convictions its stormwater system, measured by the number of: a) abatement notices b) infringement notices c) enforcement orders, and d) convictions,

received by the territorial authority in relation to those resource consents. 8.06 Stormwater Mandatory measure The median Less than 60 Achieved: No flooding events On track: No flooding events response time minutes after in the first quarter. have occurred in the year to to attend a notification date. flooding event, measured from the time that the territorial authority receives notification to the time that service personnel reach the site. 8.07 Stormwater Mandatory measure The number of No more than 5 Achieved: 0.76 complaints On track: 0.76 complaints per complaints complaints per per 1000 customers relating 1000 customers relating to received by a 1000 properties to blockages and faults were blockages and faults have territorial received in the first quarter. been received in the year to authority about date. There has been a total of the 5 complaints received in the performance of year to date. its stormwater system, expressed per 1000 properties connected to the territorial authority’s stormwater system. 9.01 Solid Waste Collection systems and Percentage of Equal to or greater Achieved: The 2017 The next satisfaction survey waste processing facilities users satisfied than 85% of users satisfaction survey showed will be undertaken in June are convenient and with the satisfied. that 91% of residents were 2018 for the 2017/18 Annual accessible. kerbside satisfied with the kerbside Report. collection collection services. The next service. satisfaction survey will be undertaken in June 2018 for the 2017/18 Annual Report. 9.02 Solid Waste Collection systems and A transfer 2015-25: 100% Achieved: 100% of transfer On track: 100% of transfer waste processing facilities station will be open every day stations were open in the stations have been open in the are convenient and open in the (except public District every day except for District every day except for accessible. District every holidays) public holidays in the first public holidays in the year to quarter. date. Page 16 of 25

Council Agenda - 13-12-17 Page 283

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual day except for public holidays. 9.03 Solid Waste Solid Waste services meet The Solid No abatement Achieved: No abatement or On track: No abatement or regulatory requirements. Waste service notices or enforcement notices were enforcement notices have been is operated in enforcement received in the first quarter. received in the year to date. compliance notices received. with legal requirements. 9.04 Solid Waste Adverse effects of waste on Percentage of >55% of waste Not achieved: 28% of waste Not achieved: 28% of waste the environment are waste diverted diverted from was diverted from landfill at has been diverted from landfill minimised. from landfill by landfill refuse transfer stations and at refuse transfer stations and recycling or 50% was diverted at the 50% has been diverted at the composting kerbside collection in the first kerbside collection in the year within Council quarter. Kerbside diversion to date. This target is not provided waste will always be higher than expected to be achieved in the services. transfer station diversion as following quarters. much of the recyclables are collected at the kerbside. This target was from the 2012 Waste Minimisation Plan which has now been reviewed.

This measure is proposed to be split for the 2018 Long Term Plan to show: -the total quantity of waste sent to landfill is reducing, with a target of a 13% reduction in the total quantity of waste sent to landfill from 363kg per person per annum to 316kg per person by 2022, and - The quantity of kerbside rubbish collection per person is decreasing with a 5% decrease in kerbside household waste to landfill from approx. 78kg per person per annum to 74kg per person by 2022.

An additional amount of funding has been allowed in the draft Long Term Plan budget to cater for further education campaigns to encourage recycling, and a performance measure on education campaigns has been drafted. 9.05 Solid Waste Reliable sold waste Number of days <30 complaints Achieved: There were no On track: There have been no collection is provided. that collection (that collection not complaints received per complaints received per 1000 is not completed) per 1000 customers that customers that collections were completed on 1000 customers collections were not not completed on scheduled the scheduled per annum completed on scheduled days in the year to date. day for each days in the first quarter. collection area that resulted in complaints. 9.06 a Solid Waste Timely response to Customer Missed Not achieved: 50% (13/26) of Not achieved: 50% (13/26) of customer requests. requests, collections: 100% missed collection service missed collection service where the requests were responded to requests have been responded customer within target timeframes in to within target timeframes in requests to be the first quarter. the year to date. contacted, are responded to The Council’s staff have within target discussed these results with timeframes: the contractor and an Complaints agreement to improve the Page 17 of 25

Council Agenda - 13-12-17 Page 284

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual about missed results for the following collections quarters has been reached. (responding phone call by end of day following complaint) 9.06 b Solid Waste Timely response to Customer Illegal dumping: Not achieved: 20% (2/8) of Not achieved: 20% (2/8) of customer requests. requests, 100% illegal dumping service illegal dumping service where the requests were responded to requests have been responded customer within target timeframes in to within target timeframes in requests to be the first quarter. the year to date. contacted, are responded to For cost efficiency and within target practicality, fly tipping is timeframes: sometimes scheduled for Illegal dumping clean up at a time that suits is cleaned up work programmes, (within 3 depending on how obtrusive working days) the matter is. The location of the fly tipping determines who is allocated the service request, which can cause process failures. This process is being reviewed and refined as part of the wider service request system review. 9.06 c Solid Waste Timely response to Customer Recycle bins: Not achieved: 67% (16/25) of Not achieved: 67% (16/25) of customer requests. requests, 100% recycle bin service requests recycle bin service requests where the were responded to within have been responded to within customer target timeframes in the first target timeframes in the year to requests to be quarter. Staff are working date. contacted, are with the contractor to responded to improve these results. within target timeframes:Rec ycle bins provided (delivered in time to miss no more than 1 collection day) 9.06 d Solid Waste Timely response to Customer Routine request: Not achieved: 20% (1/5) of Not achieved: 20% (1/5) of customer requests. requests, 85% routine service requests routine service requests were where the were responded to within responded to within target customer target timeframes in the first timeframes in the first quarter. requests to be quarter. Staff are working contacted, are with the contractor to responded to improve these results. within target timeframes: Routine customer requests (call back <3 working days) 10.01 Libraries Library services are Percentage of >95% of Not achieved: The 2017 The next satisfaction survey provided in a customer library users customers satisfaction survey showed will be undertaken in June focused and effective way satisfied with satisfied that 95% of residents were 2018 for the 2017/18 Annual to support the recreational library services. satisfied with the library Report. and educational needs of services the community. provided. The next satisfaction survey will be undertaken in June 2018 for the 2017/18 Annual Report. 10.02 Libraries Libraries attract a wide The number of >49% of District Achieved: As at 30 On track: In the year to date audience. library population are September 2017 the membership numbers members is members membership totalled 9599, totalled 9599, which is 54% of increasing. which is 54% of the District the District population. population. Page 18 of 25

Council Agenda - 13-12-17 Page 285

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual 10.03 Libraries Libraries attract a wide The number of >140,000 Not achieved: To achieve the Not on track: The total number audience. electronic and electronic and target at the end of the year, of electronic or hard copy hard-copy hard-copy books the target for each quarter is books issued in the year to books issued issued per annum 35,000 issues. The total date is 30,175. If results number of electronic or hard continue at this rate for the copy books issued in the first following quarters this target quarter was 30,175. will not be achieved. The District's issues are showing an upward trend, which is contrary to the national trend according to Statistics New Zealand. 11.01 Swimming Council operated swimming Number of No accidents per Not applicable: Pools are On track: Pools are closed in Pools pool facilities are safe for accidents each operating season closed in first quarter. first quarter and will open in the users and staff. year at Council per pool second quarter. operated swimming pools as a result of poor design or maintenance. 11.02 Swimming Council operated swimming Percentage of >90% of Achieved: The 2017 The next satisfaction survey Pools pool facilities are safe for pool users customers satisfaction survey showed will be undertaken in June users and staff. satisfied with satisfied that 91% of residents were 2018 for the 2017/18 Annual the operation of satisfied with the operation of Report. Council Council swimming pools. The swimming next satisfaction survey will pools. be undertaken in June 2018 for the 2017/18 Annual Report. 12.01 Sports Fields The Council will provide Number of <6 recorded Achieved: There were no On track: No justified and sports fields that meet the justified complaints per justified complaints regarding complaints regarding the Recreational requirements of its users. complaints year the condition of sports fields condition of sports fields Reserves regarding playing surfaces received in playing surfaces have been sports fields the first quarter. received in the year to date. playing surface condition. 12.02 Sports Fields Safe playground facilities Playground Playground Achieved: 100% (58/58) of On track: 100% (58/58) of and are provided. facilities are inspections are: playground inspections in the playground inspections have Recreational regularly  weekly in first quarter were been undertaken in the year to Reserves inspected to primary school undertaken: date: ensure they are holiday periods  24/24 of weekly inspections  24/24 of weekly inspections safe and  fortnightly in in primary school holiday in primary school holiday compliant with high use sites periods periods playground  monthly in low  20/20 fortnightly  20/20 fortnightly inspections safety use sites. inspections in high use in high use sites standards. sites  14/14 monthly inspections in  14/14 monthly inspections low use sites. in low use sites. 12.03 Sports Fields Park facilities that are Percentage of >90% of Achieved: The 2017 The next satisfaction survey and provided meet community users satisfied customers satisfaction survey showed will be undertaken in June Recreational expectation. with services satisfied that 92% of residents were 2018 for the 2017/18 Annual Reserves and facilities satisfied with the services Report. provided at the and facilities provided at the Districts Parks District Parks and Reserves. and Reserves. The next satisfaction survey will be undertaken in June 2018 for the 2017/18 Annual Report. 13.01 Sports Foster the participation of Extent of Sport At least 15 Achieved: 15 sporting club Achieved: 15 sporting club Initiatives residents in sports, Waikato sporting club training/advisory sessions training/advisory sessions have recreation and leisure. involvement in training/advisory were held in the first quarter. been held in the year to date. the sessions per coordination of annum training/ advisory sessions for sporting clubs within the District. 14.01 Halls Council managed halls are Satisfaction of <36 complaints Achieved: 5 complaints were On track: 5 complaints have clean and well maintained hall users with per year received in the first quarter been received regarding the Page 19 of 25

Council Agenda - 13-12-17 Page 286

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual and meet the needs of the the cleanliness regarding the cleanliness cleanliness and maintenance community. and and maintenance of halls. of halls in the year to date. To maintenance July: 3Aug: 2Sep: 0. meet the end of year target, standard of the less than 9 complaints per halls. quarter could be received. 15.01 Pensioner Pensioner housing units Elderly tenants Rental fees are no Achieved: Rental fees are Achieved: Rentals are $122 a Housing are affordable. can afford to more than 85% of 62% of the local current week for a one-bedroom unit continue local current market rent. Rent is $122 a and $116 a week for a occupying the market rates. week for a one-bedroom unit bedsitter. Rental fees are less Council and $116 a week for a than 85% of local current pensioner bedsitter. market rent of $197 per week. units. The rent is proposed to Market rate is $197 per increase slightly from 1 July week, sourced from Tenancy 2018. Services website data for the lower quartile for one bedroom flat. 15.02 Pensioner The Council’s pensioner Percentage of >85% of tenants On track: The next annual On track: The next annual Housing units are maintained to a tenants satisfied with the tenant survey will be tenant survey will be comfortable and safe satisfied with comfort and safety undertaken in late 2017. undertaken in late 2017. standard. the comfort and of the units safety of the units. 16.01 Public Toilets Public toilets are clean and Number of <50 complaints Not achieved: 20 justified Not on track: 20 justified maintained, meeting the justified per annum complaints regarding public complaints regarding public needs of the community complaints toilets were received in the toilets were received in the first and the travelling public. regarding first quarter. quarter. To meet the end of whether public July: 6. year target, less than 13 toilets are Aug: 6 complaints per quarter could be clean, Sep: 8 received. If the current trend maintained and continues the target will not be sufficiently The main subject of achieved. stocked with complaints was fouling of consumables. toilets and notifying of urgent cleaning required.

Staff will identify the hot spots where these failings have occurred and will provide options to the relevant wards on whether an investment in more regular cleaning is warranted for particular sites. 17.01 Cemeteries The Council provides Number of <10 requests Achieved: No requests for On track: No complaints have efficiently serviced and well requests for collectively for general maintenance were been received regarding maintained cemeteries. general general received in the first quarter. cemetery maintenance in the maintenance at maintenance year to date. cemeteries per across all Council year. cemeteries per year. 18.01 Community The Council will work The Council is A Council Achieved: At least one On track: At least one Council Growth alongside others to aware of representative will Council representative has representative has attended 7 recognise and develop business attend BA5 attended 7 BA5 meetings BA5 meetings held in Ngatea opportunities for growth issues and meetings 11 held in Ngatea (1), Waihi (3) (1), Waihi (3) and Paeroa (3) in within the local business encourages months of the year and Paeroa (3) in the first the year to date. communities. growth in Waihi and quarter. opportunities Paeroa, and and events. quarterly in Ngatea.

The Economic Development Manager will report on Council’s economic development activities at two BA5 meetings each year in Waihi Page 20 of 25

Council Agenda - 13-12-17 Page 287

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual and Paeroa, and one in Ngatea. 18.02 Community The community is aware of The community Quarterly articles Achieved: 1 article was On track: 1 economic Growth Economic Development is updated on published in the published in the HDC news development related article has initiatives. economic HDC news page page on 8 September 2017. been published in the year to development and website. date. matters. Additionally, articles were published on stuff.co.nz on 27 July 2017 about the Paeroa Racecourse development and on 29 September 2017 about the Hauraki-Coromandel Business Awards. 18.03 Community The Council is working to Percentage of >70% of Achieved: The 2017 The next satisfaction survey Growth implement its Economic customers customers satisfaction survey showed will be undertaken in June Development Strategy. satisfied with satisfied with that 74% of residents were 2018 for the 2017/18 Annual the Council’s approach satisfied with Council’s Report. approach to approach to economic Economic development. The next Development. satisfaction survey will be undertaken in June 2018 for the 2017/18 Annual Report. 19.01 Community To provide motivation in our The Council, Award ceremonies On track: The annual citizen On track: The annual citizen Initiatives District, the Council will with the are held prior to and young achiever award and young achiever award recognise and community, will November ceremony to be held 25 ceremony to be held 25 acknowledge achievements celebrate annually. October 2017 in the Ngatea October 2017 in the Ngatea of the community. community War Memorial Hall. War Memorial Hall. achievements towards social well-being at the Citizens and Young Achievers Awards ceremony held annually. 19.02 Community The Council will work The Council will The Council On track: The Social On track: The Social Initiatives Initiatives towards achieving work with supports three Initiatives Strategy is Strategy is currently being improved community social others towards initiatives from the currently being developed developed through the social well-being through its achieving the Social Initiatives through the social well-being well-being working party who Social Initiatives Strategy. goals of the Strategy each working party who are yet to are yet to prioritise the Hauraki Social year. prioritise the initiatives. initiatives. Initiatives Strategy. 20.01 Resource Resource consent Notified 100% of decisions Not applicable: There were On track: There have been no Mgmt Impl. applications will be decided resource issued within no notified resource notified resource consents and issued within Resource consent statutory consents applied for in the applied for in the year to date Management Act, 1991 decisions timeframes first quarter that have which have reached a decision timeframes. issued within reached a decision in this in the year to date. statutory quarter. timeframes. 20.02 Resource Resource consent Non-notified 100% of decisions Achieved: 100% (49/49) of On track: 100% (49/49) of non- Mgmt Impl. applications will be decided resource issued within non-notified resource notified resource consent and issued within Resource consent statutory consent decisions were decisions have been issued Management Act, 1991 decisions are timeframes issued within statutory within statutory timeframes in timeframes. issued within timeframes in the first the year to date. statutory quarter. timeframes. (14/14) of non-notified subdivision (31/31) of non-notified land use applications (4/4) of non-notified combined subdivisions and land uses . 20.03 Resource Provide a monitoring All new land 100% of new On track: 73% (11/15) of On track: 73% (11/15) of Mgmt Impl. service which ensures use consents consents are applicable resource consents applicable resource consents compliance with consent are monitored monitored within were monitored in the first were monitored in the first conditions. within 12 12 months. quarter. Monitoring is spread quarter. Monitoring is spread

Page 21 of 25

Council Agenda - 13-12-17 Page 288

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual months of over the year and is on track over the year and is on track to being granted. to be achieved. be achieved.

In addition to this, four land use consents inspections had not commenced and therefore were not required to be monitored.

20.04 Resource All LIMs are issued within Non-urgent 100% issued on Achieved: In the first quarter: On track: In the year to date: Mgmt Impl. agreed timeframes. LIMs issued time - 100% (56/56) of non-urgent - 100% (56/56) of non-urgent within 10 LIMs were issued within 10 LIMs have been issued within working days days. 10 days. and urgent - 100% (30/30) of urgent - 100% (30/30) of urgent LIMs LIMs issued LIMs were issued within 3 have been issued within 3 within three days. days. working days 20.05 Resource The public is satisfied with Percentage of 80% of customers Not achieved: The 2017 The next satisfaction survey Mgmt Impl. the Council’s provision of customers satisfied satisfaction survey showed will be undertaken in June Resource Consent satisfied with that 74% of residents were 2018 for the 2017/18 Annual administrative services. the service they satisfied with the resource Report. receive during consent services provided. the resource The next satisfaction survey consent will be undertaken in June process. 2018 for the 2017/18 Annual Report. 21.01 Building Commercial and public Commercial 10% of building Not applicable: No audits On track: Audits planned for Control buildings are audited for and public WOFs are audited were carried out in the first third and fourth quarters. compliance with the buildings that for compliance per quarter. Audits are planned building Warrant of Fitness require a year. for third and fourth quarters. (WOF) requirements under warrant of the Building Act, 2004. fitness (WOF) are audited for compliance with WOF systems. 21.02 Building Building consent Building 100% are issued Not achieved: 97% (35/36) Not achieved: 97% (35/36) Control applications will be consent within 20 working building consents not building consents not requiring processed within the applications are days of receiving requiring further information further information have been statutory timeframes of the processed the application, were issued within 20 issued within 20 working days Building Act, 2004. within 20 providing the working days in the first in the year to date. This target working days. application is quarter. 121 building will not be achieved. complete. consents in total were processed in the quarter.

One consent did not meeting timeframes due to a staff shortage at that time. 21.03 Building The Council consistently The Council Maintain BCA Achieved: The Council had Achieved: The Council had its Control delivers an effective and maintains accreditation with its biennial audit of the BCA biennial audit of the BCA efficient building control Building IANZ. accreditation by IANZ in July accreditation by IANZ in July service. Consent 2017 and maintained its 2017 and maintained its Authority (BCA) accreditation status and any accreditation status and any accreditation improvements identified were improvements identified were standards. corrected. The next audit is corrected. The next audit is due due in July 2019. in July 2019. 21.04 Building Privately owned swimming All properties 100% of pools On track: No inspections On track: No inspections have Control pools comply with the with swimming with potential for were carried out in the first been carried out in the year to Fencing of Swimming Pools pools on the non-compliance quarter. 62 pools are to be date. 62 pools in total are to Act 1987. Council’s are inspected. inspected during the second be inspected during the register with a and third quarter, which is second and third quarter, which potential for swimming season. is swimming season. non- compliance are The Building (Pools) inspected Amendment Act revoked the annually for Fencing of Swimming Pools compliance Act in mid-2017. All pools are with the now required to be inspected Fencing of every 3 years. There is no Swimming distinction between potentially non-compliant Page 22 of 25

Council Agenda - 13-12-17 Page 289

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual Pools Act, (high risk) and compliant (low 1987. risk) pools. 21.05 Building Privately owned swimming Properties with 10% of compliant On track: No inspections On track: No inspections have Control pools comply with the compliant pools are were carried out in the first been carried out in the year to Fencing of Swimming Pools swimming inspected yearly, quarter. 62 pools are to be date. 62 pools in total are to be Act 1987. pools on the determined by inspected during the second inspected during the second Council’s random selection. and third quarter, which is and third quarter, which is register are swimming season.The swimming season. inspected for Building (Pools) Amendment compliance Act revoked the Fencing of with the Swimming Pools Act in 2017. Fencing of All pools are now required to Swimming be inspected every 3 years. Pools Act 1987. There is no distinction between potentially non- compliant (high risk) and compliant (low risk) pools. 21.06 Building The Council’s building Percentage of >80% of Not achieved: The 2017 The next satisfaction survey Control consent administrative customers customers satisfaction survey showed will be undertaken in June processes are satisfactory. satisfied with satisfied that 68% of residents were 2018 for the 2017/18 Annual the service they satisfied with the building Report. receive during consent services provided. the building The next satisfaction survey consent will be undertaken in June process. 2018 for the 2017/18 Annual Report. 22.01 Community The Council will enforce the All known food 100% of all food On track: 40% (41/101) of On track: 40% (41/101) of food Protection Food Act 2014. premises are premises are food premises were premises have been monitored monitored for assessed annually monitored in the first quarter. in the year to date. compliance with relevant legislation. 22.02 Community The Council will enforce the Public and 100% of public On track: No inspections of On track: No inspections of Protection NZ Standards for Public school pool and school pools school pools were carried out school pools have been carried Pools. monitoring are audited during in the first quarter. out in the year to date. records are the swimming Inspections will be Inspections will be undertaken audited for season. undertaken during the during the second and third compliance second and third quarters quarters when the pools are in with the New when the pools are in use. use. Zealand Standard 5826 for Public Pools. 22.03 Community The Council will implement New and 100% are issued Achieved: 100% (5/5) of On track: 100% (5/5) of Protection the Sale and Supply of renewed Liquor within a month licenses were issued within a licenses have been issued Alcohol Act, 2012. Licence month in the first quarter. within a month in the year to Managers’ date. Certificates are issued within one month of receiving the application, providing there are no objections and the application is complete. 22.04 Community The Council will implement New and 100% are issued Achieved: 100% (24/24) of On track: 100% (24/24) of Protection the Sale and Supply of renewed within three licences were issued within licences have been issued Alcohol Act 2012. On/Off and months three months in the first within three months in the year Club Liquor quarter to date. Licences are issued within three months of receiving the application, providing there are no objections and the application is complete. Page 23 of 25

Council Agenda - 13-12-17 Page 290

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual 22.05 Community Excessive noise complaints All complaints 100% investigated Achieved: 100% (68/68) of On track: 100% (68/68) of Protection will be responded to by the regarding within two hours excessive noise complaints excessive noise complaints Council. excessive received in the first quarter received in the year to date noise are were investigated within two have been investigated within investigated hours. two hours. within two hours of the complaint being received. 22.06 Community The Council will issue fire Applications for 100% of Not applicable: From 1 July On track: From 1 July 2017 the Protection permits for open air fires fire permits are applications 2017 the Council is no longer Council is no longer involved in during a restricted fire issued within issued within two involved in rural fire. The rural fire. The responsibility has season. two working working days, responsibility has been given been given to Fire and days, prior to prior to the date of to Fire and Emergency New Emergency New Zealand the date of the the fire Zealand (FENZ). The (FENZ). The Council has been fire. Council has been contracted contracted to FENZ to issue to FENZ to issue permits on permits on FENZ behalf, FENZ behalf, however this is however this is only during the only during the fire season fire season which will begin which will begin during the during the second quarter. second quarter. 22.07 Community The community is aware of The Council, on >3 newspaper Not applicable: From 1 July Not applicable: From 1 July Protection fire bans and restrictions in behalf of the articles per annum 2017 the Council is no longer 2017 the Council is no longer place. Rural Fire >3 articles involved in rural fire. The involved in rural fire. The Committee, will updated on responsibility has been given responsibility has been given to provide website per to Fire and Emergency New Fire and Emergency New information to annum Zealand (FENZ). FENZ will Zealand (FENZ). FENZ will be the community be placing all public notices placing all public notices on fire bans relating to the fire season. relating to the fire season. and restrictions within the District. 22.08 Community The Council and the Information is Relevant Achieved: The information on Not achieved: While the Protection Community are ready for a provided to the information is the webpage is relevant and website provided relevant Civil Defence emergency. community on reviewed and up-to-date with current information in the year to date, being prepared updated on the preparedness practices and no articles have been for and what to website what to do during an published in the HDC News do during an quarterly.Relevant emergency. The website has page in the year to date. As the emergency. information is featured a banner showing target requires quarterly published in the continually since the weather articles in the HDC News page, HDC news page event earlier in 2017.Not this measure will not be quarterly. achieved: No article/s were achieved for the year. published in the HDC News page in the first quarter. A schedule of HDC News articles to will be developed to ensure targets are met. It is hoped that these articles will align with national promotions, however staff are yet to be provided with the national schedule. 22.09 Community The Council and the Members of the 45% are prepared Achieved: The 2017 The next satisfaction survey Protection Community are ready for a community are satisfaction survey results will be undertaken in June Civil Defence emergency. prepared for a show that 45% of residents 2018 for the 2017/18 Annual Civil Defence are prepared for a civil Report. emergency (i.e. defence emergency. The have an next satisfaction survey will emergency be undertaken in June 2018 plan, for the 2017/18 Annual emergency kit Report. and can survive for three days). 23.01 Animal The Council will ensure Known dogs in >97% of known Achieved: 99.16% of known On track: 99.16% of known Control compliance with the Dog the District are dogs are dogs are registered at the dogs are registered in the year Control Act, 1996 and registered registered end of the first quarter. to date. bylaw, and the Stock annually. Registered known dogs: Registered known dogs: 4347 Impounding Act, 1955, to 4347 Un-registered known dogs: 37 provide for public safety. Un-registered known dogs: Total: 4384 37 Total: 4384 Page 24 of 25

Council Agenda - 13-12-17 Page 291

# Activity Current Levels of Service Measure Target 2017/18 Staff Results 1st Quarter 2017/18 year to date

suffix 1/7/17 to 30/9/17 Quart erly status Annual 23.02 Animal The Council will ensure Complaints 100% of Achieved: 100% (15/15) of On track: 100% (15/15) of Control compliance with the Dog about complaints complaints were responded complaints have been Control Act, 1996 and wandering responded to to within three hours in the responded to within three hours bylaw, and the Stock stock on public within three hours first quarter. in the year to date. Impounding Act, 1955, to roads are Complaints received: Complaints received: provide for public safety. responded to Jul 9 Jul 9 within three Aug: 5 Aug: 5 hours. Sep: 1 Sep: 1 23.03 Animal The Council will ensure Dog attack 100% of Achieved: 100% (13/13) of On track: 100% (13/13) of Control compliance with the Dog complaints are complaints complaints were responded complaints have been Control Act 1996 and responded to responded to to within two hours in the first responded to within two hours bylaw, and the Stock within two within two hours quarter. in the year to date. Impounding Act 1955, to hours. Complaints received: Complaints received: provide for public safety. Jul: 0 on person, 4 on animal Jul: 0 on person, 4 on animal Aug: 3 on person, 0 on Aug: 3 on person, 0 on animal animal Sep: 1 on person, 5 on animal Sep: 1 on person, 5 on animal 23.04 Animal Dog and stock owners are Education Four articles Achieved: Two articles were On track: Two articles have Control aware of their rights and articles published per year published in the first quarter been published in the year to responsibilities. regarding dog regarding dog registration date regarding dog registration and stock responsibilities: responsibilities: ownership are 14 July, HDC News page 14 July, HDC News page published in (Hauraki Herald) (Hauraki Herald) public news 27 July, Waihi Ward 27 July, Waihi Ward media. Reflections page (Waihi Reflections page (Waihi Leader). Leader).

Page 25 of 25

Council Agenda - 13-12-17 Page 292

Information Report

To: Mayor and Councillors

From: Community Services Manager

Date: Thursday, 7 December 2017

File reference: Document: 2309401

Meeting date: Wednesday, 13 December 2017

Subject: Graffiti Management update

Recommendation:

THAT the report be received.

Purpose

The Community Services Department are responsible for the delivery of Council’s Community Recreation activity. This is an update report on the Graffiti Management Plan and will be presented to the Community Services and Development Committee on a bi-annual basis.

Background

Graffiti vandalism is a major problem for almost all New Zealand local authorities. Graffiti, some of which is offensive, defaces the walls and structures in our towns. It can also be found on roads, bridges and road signs, utility boxes, as well as on natural landscapes, such as trees and cliff faces.

Research shows that graffiti is often linked with other more destructive crimes. Without graffiti removal an area is likely to attract further property damage and other forms of street crime. Offenders may progress from tagging to other and more serious forms of property crime.1

The experience of Councils around New Zealand suggests that graffiti offences are committed predominantly by youth from 12-19 years of age and they can be from any ethnicity, culture, gender and socio-economic background. Anecdotal evidence from the local Police suggests that graffiti vandalism in the Hauraki District is not exclusively as a result of this age group.

Councils have a responsibility to their communities. Graffiti is an important safety issue for many communities because it represents a perception of the presence of anti-social and criminal behaviour that directly impacts on how safe communities feel.

Current operations

The removal of graffiti on Council property is funded from the relevant asset budget. The Council presently does not specifically budget for graffiti vandalism, however, in recent years, the costs associated with removal of graffiti vandalism have been accounted for separately.

In 2012/13 the Council spent almost $37,000 associated with graffiti removal across the region. Paeroa had the greatest level of expenditure (57%), with Waihi (15%), Ngatea (9%) and Ohinemuri Park (5%).

1 Ministry of Justice, STOP STRATEGY, A Strategy for Change, 2008–2011 Page 1 of 6

Council Agenda - 13-12-17 Page 293

In 2013/14 the Council spent almost $30,000 on graffiti removal on Council assets. Approximately 50% of this was spent in Paeroa, followed by 30% in Waihi and 20% in Ngatea.

Current 2016/17 information suggests that graffiti is predominantly lower than previous years with most of these only minor issues, the percentage rates suggest graffiti has shifted to be 30% Waihi. 65% Paeroa and 5% Plains (this is information is “live” and moving on a weekly basis).

Cost to date

Cost to date for Waihi, Ngatea and Paeroa is currently $1,106.00 (this cost is based purely on the removal of the graffiti, some of the projects listed below are repair works which include graffiti removal which is not shown in this budget costing)

Graffiti/vandalism is mainly:

 Sprayed/written on walls/buildings  Broken windows/locks  Smashed/burnt toilet facilities (setting fire to toilet rolls and plastic holders).

Graffiti stats from June 2017 – November 2017

Graffiti detected and removed in the following areas: -

PAEROA

 East Rail Bridge Karangahake  Property William Street  Property Marshall Street  Property Wharf Street  Dell Street Reserve  Water pump at the Dell  Property Porritt Street  Public walkway Willoughby-Belmont  Criterion Bridge  Brenan Skate Park  Property Ainslie Road  Paeroa Library  Paeroa Memorial Hall  Some graffiti on minor reserves

PLAINS

 Minor Graffiti on reserves

WAIHI

 Rocket Park toilet block  Morgan Park  Rosemont Road  Waihi Skate Park  Some minor graffiti in reserves  Whiritoa Reserve

Page 2 of 6

Council Agenda - 13-12-17 Page 294

Updated Action Plan

The timing for implementation of the actions is proposed as follows:

Immediate and ongoing actions STATUS The Council will maintain a list of high-risk assets Completed & ongoing The Council will use CPTED design where possible in the renewal Completed & ongoing of existing assets. The Council will use CPTED design in the construction of new Completed & ongoing assets. The Council will use Graffiti Guard in prone areas of its major Completed & ongoing assets and buildings and on minor assets prone to past graffiti. At time of re-paint and ongoing. February 2018 STATUS The Council will review the list of high risk assets annually to Completed & ongoing ensure its currency (and annually thereafter). At its discretion, the Council may subsidise graffiti prevention of Current highly visible and/or assets with frequent incidences of graffiti vandalism (subsidy up to 50% of cost, to a maximum of $500). (for consideration in 16/17 Annual Plan) Staff report to Community Services and Development Not achieved, this will form a Committee regarding progress of Graffiti Management Plan basis for the new Service Level Actions (biannually, February and July) Agreement with C&M March 2018 STATUS The Council will make its staff and contractors aware of the high- Parks and Reserves Manager has risk assets and encourage its staff and contractors to report any regular updates with C&M incidents of graffiti promptly (and annually thereafter). staff/contractors Raise awareness amongst staff and encourage Council staff to Currently under review report graffiti (and annually thereafter). As a target, graffiti on Council’s high-risk assets is removed Completed & ongoing within two hours of being reported. As a target, graffiti on all other Council assets is removed within Completed & ongoing, this will two days of being reported. Effective within three months of form a basis for the new Service adoption of the Graffiti Management Plan. Level Agreement with C&M Establish regular reporting against cost centres (GL codes) for In progress graffiti prevention and graffiti removal to enable monitoring of expenditure. Work with the Council’s C&M contractor to establish a Ongoing, this will form a basis for consistent apportionment of costs for graffiti related activities. the new Service Level Agreement with C&M April 2018 STATUS The Council will undertake rolling audits on its community assets Currently underway to identify improvements that can be made to reduce instances of graffiti and incorporate these works into the asset management plan. These audits will be aligned to existing asset management programmes where possible. Start April 2018, completed in 18 months.

May 2018 STATUS 6 monthly Toolbox meetings continue to be conducted with the Currently ongoing C&M contractor.

Page 3 of 6

Council Agenda - 13-12-17 Page 295

June 2018 STATUS Develop standards of graffiti reporting to ensure consistency in Currently under review, this will gathering relevant and important information. form a basis for the new Service a. Work with C&M contractor and Police to determine Level Agreement with C&M what information should be gathered regarding graffiti. b. Learn what others already do - liaise with other councils regarding their graffiti reporting databases. c. Establish graffiti reporting database (including photographs). Discussion with Police to formalise the way in which graffiti Not achieved information is reported and/or establish how the Council will work with the Police to support enforcement. Council and/or Police presentation at BA5 meetings regarding Currently under review graffiti vandalism at least twice per annum (or if particular issues arise). Commence June 2018, and then December and June per annum thereafter. Stakeholder meetings per Ward are initiated, once per annum, Not achieved, currently under to discuss graffiti management. Commence June 2018 and review annually thereafter. The Council’s internal processes regarding graffiti requests for Currently under review, this will service are reviewed to provide for at least two follow up calls form a basis for the new Service (see process maps included as Attachment C). Commence June Level Agreement with C&M – August 2018 The Council’s customer service staff are provided with Not achieved information to advise courses of action as appropriate for graffiti removal depending on the nature of the asset and type and extent of graffiti vandalism. Commence June – August 2018 Raise awareness, as appropriate, about how to report graffiti Currently under review, this will vandalism. Commence June – August 2018 form a basis for the new Service Level Agreement with C&M Consider the various means through which graffiti reporting can Not achieved be encouraged, for example. a dedicated email address, use of Facebook, text number, or other to make reporting as easy as possible. Commence June – August 2018 Also consider the process regarding replying and follow up to Currently under review the person reporting the graffiti where applicable. Commence June – August 2018 The Council acts as a conduit of information between Completed & ongoing professional graffiti reduction services, volunteer graffiti removal services, good practice information, and the community. Commence June – August 2018 The support of the Business Associations is leveraged to Underway encourage business owners (and/or building owners) to be proactive with graffiti removal.

Council engages with utilities companies and other companies as Not achieved appropriate to put in place clear agreements with respect to prompt graffiti removal, including PowerCo, Chorus, commercial rubbish bin providers, clothing bin providers. July 2018 STATUS Staff report to Operations Committee regarding progress of Not achieved Graffiti Management Plan Actions (biannually, February and July)

Page 4 of 6

Council Agenda - 13-12-17 Page 296

August 2018 STATUS An information pack for business owners is developed about Under review graffiti prevention and management An information pack for residents is developed about graffiti Under review prevention and management. Explore the possibility of partnering with a community sponsor, Under review e.g. the local hardware store, or paint companies such as Resene to provide graffiti removal kits The Council coordinates PD volunteer clean up teams to assist Completed & ongoing with graffiti removal. (NB: It would be necessary to ensure that the appropriate land/building owners permission is obtained for a third party to remove graffiti). (And ongoing as required) Volunteer clean up teams (such as Rotary, Lions, Education Completed & ongoing Providers) could be encouraged to “adopt a spot” or “adopt an asset” e.g. a phone box, utility box etc. High-risk, community owned assets are identified. Underway At its discretion, and with permission from the land/building Under review owner, the Council could provide a free graffiti removal service for graffiti deemed incredibly offensive (i.e. contains swear words or is denigrating to a particular person or organisation). Explore possibilities for other Graffiti Management techniques Completed & ongoing with stakeholders, including dedicated graffiti art walls. November 2018 STATUS 6 monthly Toolbox meetings continue to be conducted with the Completed & ongoing C&M contractor. Determine an appropriate graffiti prevention budget by Ward Not achieved area from which CPTED design elements would be funded. December 2018 STATUS Council and/or Police presentation at BA5 meetings regarding Currently under review graffiti vandalism at least twice per annum (or if particular issues arise). Commence June 2018, and then December and June per annum thereafter.

Summary

Data indicates that graffiti is continuing to reduce year on year compared to previous years; assumptions can be made as to why this is (poor weather over holiday period, better management and quicker turn around by Council staff).

New initiatives for 2018 to reduce targeted areas include new art work on the Railway Reserve and working with staff at the Paeroa Care House who will use this as a project with the children to design and paint the power boxes, we are currently waiting on the design and permission from Power Co (the owners of the power boxes)

Whilst the amount of graffiti has reduced, together with some significant cost savings over the years, the community services department acknowledge they have not reacted as quickly as they would have liked, the department is currently reviewing the Graffiti policy and will be making a more concerted effort in the New Year to ensure that all graffiti is removed in a timely manner. The next report will be presented to the Community Services and Development Committee in March 2018.

Daniel Sales Community Services Manager

Page 5 of 6

Council Agenda - 13-12-17 Page 297

Appendix A:

Summary of Customer Services Reports of Graffiti - Report June 2017- November 2017

ID Event Location Details Logged Status

79175 Public Property Easter Rail Bridge 22/11/2017 ACTIVE in Karangahake Gorge (Outstanding)

78957 Public Property William Street Paeroa 03/11/2017 CLOSED

78953 Public Property Marshall Street Paeroa 03/11/2017 CLOSED

78952 Public Property Wharf Street Paeroa 03/11/2017 CLOSED

78901 Public Property Dell Reserve Paeroa 31/10/2017 CLOSED

78802 Public Property Water pump at the Dell 24/10/2017 CLOSED

78794 Public Property Rocket Park toilet block Waihi 24/10/2017 CLOSED

78772 Public Property Morgan Park Waihi 20/10/2017 CLOSED

78758 Public Property Porritt Street Paeroa 19/10/2017 CLOSED

78740 Private Residential 23a Rosemont Road Property Waihi 18/10/2017 RESOLVED

78720 Public Property Waihi Skate park 16/10/2017 CLOSED

78543 Public Property The Dell Paeroa 02/10/2017 CLOSED

78287 Public Property "Morgan Park, Waihi" 11/09/2017 CLOSED

78195 Public Property Public Walkway Willoughby-Belmont Paeroa 01/09/2017 CLOSED

78171 Public Property Criterion Bridge Paeroa 31/08/2017 CLOSED

77972 Public Property Morgan Park Waihi 14/08/2017 CLOSED

77929 Public Property Norwood Road to 09/08/2017 CLOSED Brenan Park Skate Park (Ongoing Issue - will not be fixed) Paeroa

77876 "Private Commercial, 40 Rosemont Rd 04/08/2017 CLOSED Industrial or Retail Property" Waihi

77781 Public Property Porritt Street Paeroa 26/07/2017 CLOSED

77770 Public Property Cnr Porritt St and Ainslie Road Paeroa 25/07/2017 CLOSED

77671 Private Residential Property Paeroa Library Paeroa 18/07/2017 CLOSED

77488 Public Property Paeroa Wall Mem Hall Paeroa 30/06/2017 CLOSED

Page 6 of 6

Council Agenda - 13-12-17 Page 298



 ,QIRUPDWLRQ5HSRUW  7R 0D\RUDQG&RXQFLOORUV

)URP *URXS0DQDJHU±&RPPXQLW\6HUYLFHVDQG'HYHORSPHQW

'DWH )ULGD\'HFHPEHU 'RFXPHQW  )LOHUHIHUHQFH $SSHQGL[$   3RUWIROLRKROGHU &RXQFLOORU7RE\$GDPV&RPPXQLW\*URZWK

0HHWLQJGDWH :HGQHVGD\'HFHPEHU

6XEMHFW +DXUDNL5DLO7UDLO)XQGLQJ8SGDWH  

5HFRPPHQGDWLRQ  7+$7WKHUHSRUWEHUHFHLYHG

  6XPPDU\  7KLV UHSRUW LV WR XSGDWH &RXQFLO RQ WKH SURJUHVV PDGH LQ GHYHORSLQJ D QHZ +DXUDNL 5DLO 7UDLO IXQGLQJ DJUHHPHQW EHWZHHQ WKH +DXUDNL 5DLO 7UDLO &KDULWDEOH 7UXVW DQG WKH VHWWORU FRXQFLOV +DXUDNL'LVWULFW7KDPHV&RURPDQGHO'LVWULFWDQG0DWDPDWD3LDNR'LVWULFWFRXQFLOV    %DFNJURXQG  $WWKH'HFHPEHU&RXQFLOPHHWLQJDUHSRUWZDVSUHVHQWHGRQWKHGHYHORSLQJDQHZ+DXUDNL 5DLO 7UDLO IXQGLQJ DJUHHPHQW 7KH PHPEHUV ZHUH DGYLVHG RI WKH FXUUHQW IXQGLQJ PRGHO WRZDUGV WKH RSHUDWLRQDQGPDLQWHQDQFHRIWKHWUDLODSSRUWLRQHGEHWZHHQWKHWKUHHFRXQFLOV$SSURYDOZDVVRXJKW WKDWVHYHQSULQFLSOHVEHLQFRUSRUDWHGLQWRDQHZDJUHHPHQWEHWZHHQWKHWKUHHFRXQFLOVWRXQGHUSLQWKH IXQGLQJRIWKH5DLO7UDLO  7KHIROORZLQJUHVROXWLRQZDVSDVVHG  THAT the Council agrees to the following seven principles to underpin the funding of the Hauraki Rail Trail, as follows:

1. That the Hauraki Rail Trail is recognised by the settlor councils (Hauraki District, Thames-Coromandel District and Matamata-Piako District councils) as shared local infrastructure, and one activity across the three Council boundaries, based on the Hauraki Rail Trail boundary being Kaiaua and Thames to the north, Waihi to the east and Matamata to the south (i.e. the current Trail, Kopu to Kaiaua and the proposed Te Aroha to Matamata trail).

3DJHRI  Council Agenda - 13-12-17 Page 299



2. That the settlor councils and the Hauraki Rail Trail Charitable Trust recognise that the Hauraki Rail Trail as a whole delivers shared benefits to the Hauraki, Thames- Coromandel and Matamata-Piako communities.

3. That the Hauraki Rail Trail must be managed, developed and maintained in a prudent and cost effective manner and to a standard required for it to be included in the New Zealand Cycle Trails Nga Haerenga national cycleway network.

4. That as the settlor councils support the Hauraki Rail Trail Charitable Trust as an appropriate governance model for the Hauraki Rail Trail and as such, if the Trust is unable to generate sufficient income to meet its management and operational obligations, the settlor councils agree to reasonably contribute to the fixed underwriting costs associated with the Trust being a going concern.

5. That strategic and overhead cost associated with operating the Hauraki Rail Trail funded by the settlor councils are apportioned equally amongst the three councils in recognition of the co-development and benefit approach between the three councils and support of the Trust model. That other proportionate costs associated with operating the Hauraki Rail Trail funded by the settlor councils are apportioned, where possible, based on the length of Trail within each district council boundary.

6. That above the strategic, overhead and proportionate costs, each settlor council will, where possible, contribute to and facilitate the enhancement and promotion of the Trail for their local areas (i.e. the local urban area defined as within the 70km speed zone) for example, car parking, signage, drinking fountains.

7. THAT the Council instructs staff to undertake negotiations with [the other two] settlor councils and the Hauraki Rail Trail Charitable Trust to develop an acceptable Underwriting Funding Agreement in accordance with the principles outlined above and the preferred option outlined in this report.

THAT the Council delegates to the Chief Executive and Mayor to sign-off the Underwriting Funding Agreement.

7KH GUDIW IXQGLQJ DJUHHPHQW KDV EHHQ GHYHORSHG DQG LV DWWDFKHG WR WKLV UHSRUW IRU \RXU LQIRUPDWLRQ  +DXUDNL5DLO7UDLO&KDULWDEOH7UXVWDQGWKHVHWWORUFRXQFLOV +DXUDNL'LVWULFW7KDPHV&RURPDQGHO 'LVWULFW DQG 0DWDPDWD3LDNR 'LVWULFW FRXQFLOV  KDYH ZRUNHG WRJHWKHU LQ GHYHORSLQJ WKH IXQGLQJ DJUHHPHQWDQGDUHUHSRUWLQJWKHGUDIWGRFXPHQWWRWKHLUUHVSHFWLYH&RXQFLOVDQG+DXUDNL5DLO7UDLO &KDULWDEOH7UXVWLQ'HFHPEHUDQG-DQXDU\  %XGJHW,PSOLFDWLRQV  +DXUDNL 'LVWULFW &RXQFLO¶V IXQGLQJ IRU ERWK VWUDWHJLFRYHUKHDG FRVWV DQG SURSRUWLRQDO FRVWV KDYH EHHQLQFOXGHGLQWKHGUDIW/73EXGJHWV  &RQFOXVLRQ  &RXQFLO¶V &KLHI ([HFXWLYH DQG 0D\RU ZLOO VLJQRII WKH 8QGHUZULWLQJ )XQGLQJ $JUHHPHQW RQFH IHHGEDFNKDVEHHQUHFHLYHGIURPWKHRWKHUWZR&RXQFLOVDQG+DXUDNL5DLO7UDLO&KDULWDEOH7UXVW     6WHYH)DELVK *URXS0DQDJHU&RPPXQLW\6HUYLFHVDQG'HYHORSPHQW

3DJHRI  Council Agenda - 13-12-17 Page 300



$SSHQGL[$'UDIWIXQGLQJDJUHHPHQW    

3DJHRI  Council Agenda - 13-12-17 Page 301



)81',1*$*5((0(17  %HWZHHQ

+DXUDNL'LVWULFW&RXQFLO

DQG

7KDPHV&RURPDQGHO'LVWULFW&RXQFLO

DQG

0DWDPDWD3LDNR'LVWULFW&RXQFLO

DQG

+DXUDNL5DLO7UDLO&KDULWDEOH7UXVW

 

  Council Agenda - 13-12-17 Page 302



'DWHBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB 3$57,(6 +DXUDNL'LVWULFW&RXQFLO

7KDPHV&RURPDQGHO'LVWULFW&RXQFLO

0DWDPDWD3LDNR'LVWULFW&RXQFLO

+DXUDNL5DLO7UDLO&KDULWDEOH7UXVW

 %$&.*5281' $ 7KH +DXUDNL 5DLO 7UDLO LV DQ LPSRUWDQW SDUW RIWKH +DXUDNL7KDPHV&RURPDQGHO DQG 0DWDPDWD3LDNR'LVWULFWV¶UHFUHDWLRQDODQGHFRQRPLFLQIUDVWUXFWXUHDQGLVFXUUHQWO\LQ WKHSURFHVVRIH[SDQVLRQ7KH.RSXWR.DLDXDVHFWLRQRIWKH+DXUDNL5DLO7UDLOLVXQGHU FRQVWUXFWLRQ DQG WKH 7H $URKD WR 0DWDPDWD OHJ RI WKH +DXUDNL 5DLO 7UDLO LV XQGHU GHYHORSPHQW  % 7KH+DXUDNL0DWDPDWD3LDNRDQG7KDPHV&RURPDQGHO'LVWULFW&RXQFLOV WKH³6HWWORU &RXQFLOV´ SURYLGHDUDQJHRIVXSSRUWWRWKH+DXUDNL5DLO7UDLODQGWKHJRYHUQDQFHHQWLW\ WKH +DXUDNL 5DLO 7UDLO &KDULWDEOH 7UXVW WKH ³7UXVW´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¶ERXQGDULHVEDVHGRQWKH +DXUDNL5DLO7UDLOERXQGDU\EHLQJ.DLDXDDQG7KDPHVWRWKHQRUWK:DLKLWRWKHHDVW DQG0DWDPDWDWRWKHVRXWK LHWKHFXUUHQW.RSXWR.DLDXDWUDLODQGWKHSURSRVHG7H $URKDWR0DWDPDWDWUDLO  

  Council Agenda - 13-12-17 Page 303



( 7KH 6HWWORU &RXQFLOV DQG WKH +DXUDNL 5DLO 7UDLO &KDULWDEOH 7UXVW UHFRJQLVH WKDW WKH +DXUDNL 5DLO 7UDLO DV D ZKROH GHOLYHUV VKDUHG EHQHILWV WR WKH +DXUDNL 7KDPHV &RURPDQGHODQG0DWDPDWD3LDNRFRPPXQLWLHV  ) 7KH+DXUDNL5DLO7UDLOPXVWEHPDQDJHGGHYHORSHGDQGPDLQWDLQHGLQDSUXGHQWDQG FRVWHIIHFWLYHPDQQHUDQGWRDVWDQGDUGUHTXLUHGIRULWWREHLQFOXGHGLQWKH1HZ=HDODQG &\FOH7UDLO¶V1JD+DHUHQJDQDWLRQDOF\FOHZD\QHWZRUN  * 7KDWWKH6HWWORU&RXQFLOVVXSSRUWWKH7UXVWDVDQDSSURSULDWHJRYHUQDQFHPRGHOIRUWKH +DXUDNL5DLO7UDLODQGDVVXFKLIWKH7UXVWLVXQDEOHWRJHQHUDWHVXIILFLHQWLQFRPHWR PHHW LWV PDQDJHPHQW DQG RSHUDWLRQDO REOLJDWLRQV WKH 6HWWORU &RXQFLOV DJUHH WR UHDVRQDEO\FRQWULEXWHWRWKHIL[HGXQGHUZULWLQJFRVWVDVVRFLDWHGZLWKWKH7UXVWEHLQJD JRLQJFRQFHUQ  + 6WUDWHJLFDQGRYHUKHDGFRVWVDVVRFLDWHGZLWKRSHUDWLQJWKH+DXUDNL5DLO7UDLOIXQGHG E\ WKH VHWWORU FRXQFLOV DUH DSSRUWLRQHG HTXDOO\ DPRQJVW WKH 6HWWORU &RXQFLOV LQ UHFRJQLWLRQRIWKHFRGHYHORSPHQWDQGEHQHILWDSSURDFKEHWZHHQWKH6HWWORU&RXQFLOV DQGVXSSRUWRIWKH7UXVWPRGHO  , 2WKHUSURSRUWLRQDWHFRVWVDVVRFLDWHGZLWKRSHUDWLQJWKH+DXUDNL5DLO7UDLOIXQGHGE\WKH 6HWWORU&RXQFLOVDUHDSSRUWLRQHGZKHUHSRVVLEOHEDVHGRQWKHOHQJWKRIWKH+DXUDNL 5DLO7UDLOZLWKLQHDFK6HWWORU&RXQFLOERXQGDU\  - $ERYHWKHVWUDWHJLFRYHUKHDGDQGSURSRUWLRQDWHFRVWVHDFK6HWWORU&RXQFLOZLOO ZKHUHSRVVLEOHFRQWULEXWHWRDQGIDFLOLWDWHWKHHQKDQFHPHQWDQGSURPRWLRQRIWKH +DXUDNL5DLO7UDLOIRUWKHLUORFDODUHDVRIUHVSRQVLELOLW\ LHWKHORFDOXUEDQDUHDGHILQHG DVZLWKLQWKHNPNPVSHHG]RQH IRUH[DPSOHFDUSDUNLQJVLJQDJHGULQNLQJ IRXQWDLQV  $*5((0(17  ,QWHUSUHWDWLRQ 8QOHVVWKHFRQWH[WRWKHUZLVHUHTXLUHVGHILQLWLRQVDUHDVIROORZV  D  $JUHHPHQWPHDQVWKLVDJUHHPHQWEHWZHHQWKH+DXUDNL'LVWULFW&RXQFLO 7KDPHV&RURPDQGHO'LVWULFW&RXQFLO0DWDPDWD3LDNR'LVWULFW&RXQFLODQGWKH +DXUDNL5DLO7UDLO&KDULWDEOH7UXVW 

  Council Agenda - 13-12-17 Page 304



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

  Council Agenda - 13-12-17 Page 305



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³SDUW\´PHDQDSDUW\WRWKLV$JUHHPHQWDQGLQFOXGHWKHLU UHVSHFWLYHVXFFHVVRUVDQGSHUPLWWHGDVVLJQV DVWKHFDVHPD\EH   G  5HIHUHQFHVWRDSHUVRQLQFOXGHDQLQGLYLGXDOSDUWQHUVKLSERG\FRUSRUDWH JRYHUQPHQWRURWKHUDJHQF\DQGDQ\RWKHUHQWLW\ZKHWKHULQFRUSRUDWHGRUQRW  H  ,QFOXGLQJDQGVLPLODUZRUGVGRQRWLPSO\DQ\OLPLWDWLRQ 

  Council Agenda - 13-12-17 Page 306



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

D  DQ\RQHRIWKH3DUWLHVJLYHVWKHUHPDLQLQJ3DUWLHVUHDVRQDEOHDQGDSSURSULDWH ZULWWHQQRWLFHRIDZLVKWRUHQHZWKLV$JUHHPHQW EHLQJQRWOHVVWKDQPRQWKV SULRUWRWKHHQGRIWKH7HUP DQG  E  WKH6HWWORU&RXQFLOVDUHUHDVRQDEO\VDWLVILHGWKDWWKH7UXVWKDVVXEVWDQWLDOO\ FRPSOLHGZLWKDOORILWVREOLJDWLRQVXQGHUWKLV$JUHHPHQWDQGLVQRWLQEUHDFKRI WKLV$JUHHPHQW RWKHUWKDQPLQRUEUHDFKHVRURWKHUQRQPDWHULDOEUHDFKHV UHPHGLHGWRWKH6HWWORU&RXQFLOV¶UHDVRQDEOHVDWLVIDFWLRQ   WKHQWKH3DUWLHVVKDOOUHQHZWKLV$JUHHPHQWIRUDIXUWKHUSHULRGRI\HDUV RUVXFKRWKHU SHULRGDVWKH3DUWLHVPD\DJUHH DQGVXFKUHQHZHGDJUHHPHQWVKDOOEHRQWKHVDPH JHQHUDOWHUPVDVWKLV$JUHHPHQW LQFOXGLQJDQ\DJUHHGYDULDWLRQVPDGHXQGHUWKH $JUHHPHQW    0DQDJHPHQW$JUHHPHQWZLWK+DXUDNL'LVWULFW&RXQFLO D  7KH7UXVWDQG+DXUDNL'LVWULFW&RXQFLOVKDOOHQWHULQWRDPDQDJHPHQWDJUHHPHQW IRUWKHDVVHWPDQDJHPHQWRIWKH+DXUDNL5DLO7UDLO ³0DQDJHPHQW$JUHHPHQW´ 

  Council Agenda - 13-12-17 Page 307



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¶V REOLJDWLRQVXQGHUDQ\DJUHHPHQWIRUWKHPDQDJHPHQWRIWKH+DXUDNL5DLO7UDLOE\ +DXUDNL'LVWULFW&RXQFLO   7UXVW%XVLQHVV3ODQDQG%XGJHW D  7KH7UXVWPXVWSUHVHQW L DQLQLWLDOGUDIWEXVLQHVVSODQDQGEXGJHWFRYHULQJWKHILQDQFLDO\HDUIURP -XO\WR-XQHWRWKH6HWWORU&RXQFLOVIRUDSSURYDO  LL DGUDIWEXVLQHVVSODQDQGEXGJHWWRWKH6HWWORU&RXQFLOVIRUWKHWKUHH ILQDQFLDO\HDUVFRPPHQFLQJ-XO\QRODWHUWKDQ1RYHPEHU DQGQRODWHUWKDQ6HSWHPEHUHYHU\WKUHH\HDUVIROORZLQJWKLVGDWH  ³%XVLQHVV3ODQDQG%XGJHW´   E  7KHSXUSRVHRIWKH%XVLQHVV3ODQDQG%XGJHWLVWR

  Council Agenda - 13-12-17 Page 308



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¶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²  PRQWKDIWHUWKHGDWHRQZKLFKWKHQRWLFHXQGHU G L ZDVJLYHQ RU  DQ\VKRUWHUSHULRGWKDWWKHVKDUHKROGHUVPD\DJUHH

  Council Agenda - 13-12-17 Page 309



 H  7KH7UXVWVKDOOQRWPDNHDQ\ILQDQFLDORUEXVLQHVVGHFLVLRQVZKLFKDUHPDWHULDOO\ GLIIHUHQWIURPWKRVHVHWRXWLQLWVUHOHYDQWDQQXDO%XVLQHVV3ODQDQG%XGJHW ZLWKRXWILUVWVHHNLQJWKHDSSURYDORIWKH6HWWORU&RXQFLOV

  7UXVW¶V$QQXDO5HSRUW D  :LWKLQPRQWKVRI-XQHHDFK\HDUWKH7UXVWPXVWSUHVHQWLWVDXGLWHGDQQXDO DFFRXQWVDQGDQQXDOUHSRUW ³$QQXDO5HSRUW´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¶V GLVWULFW 

  Council Agenda - 13-12-17 Page 310



F  7KH+DXUDNL5DLO7UDLOOHQJWKE\6HWWORU&RXQFLOERXQGDU\LVVHWRXWLQ6FKHGXOH 7ZRDQGPD\EHDPHQGHGDVQHFHVVDU\E\PXWXDODJUHHPHQWRIDOO3DUWLHV  ,VVXLQJRI,QYRLFHVE\WKH7UXVWDQG3D\PHQWE\6HWWORU&RXQFLOV D  ,IWKH6HWWORU&RXQFLOVDUHOLDEOHWRPDNHDSD\PHQWWRWKH7UXVWXQGHUFODXVH WKH7UXVWVKDOO L ,VVXHLQYRLFHVWRHDFK6HWWORU&RXQFLOIRUKDOIRIWKHDQQXDOSD\PHQW UHTXLUHG ³)LUVW,QYRLFH´ DQGHDFK6HWWORU&RXQFLOVKDOOSD\WKH)LUVW,QYRLFH ZLWKLQRQHPRQWKRIUHFHLSWDQG  LL ,VVXHDVHFRQGLQYRLFHWRHDFKRIWKH6HWWORU&RXQFLOVIRUWKHUHPDLQLQJKDOI RIWKHSD\PHQWUHTXLUHG ³6HFRQG,QYRLFH´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¶V%XVLQHVV 3ODQDQG%XGJHWRU LL WKH6HWWORU&RXQFLOKDVQRWUHFHLYHGIURPWKH7UXVWDQGDSSURYHGWKH LQIRUPDWLRQUHTXLUHGSXUVXDQWWR&ODXVHUHODWLQJWRWKH7UXVW¶V$QQXDO 5HSRUWRU LLL DQ(YHQWRI'HIDXOWKDVRFFXUUHGDQGLVFRQWLQXLQJRUZLOORFFXUDVDUHVXOW RIWKHPDNLQJRIWKHSD\PHQWRU LY LQWKHUHDVRQDEOHRSLQLRQRIWKH6HWWORU&RXQFLOVWKH7UXVWKDVQRWXVHGLWV EHVWHQGHDYRXUVWRPD[LPLVHLWVLQFRPH  7HUPLQDWLRQ D  7KH6HWWORU&RXQFLOVPD\FROOHFWLYHO\WHUPLQDWHWKLV$JUHHPHQWLIWKH\LQWKHLU DEVROXWHGLVFUHWLRQGHWHUPLQHWKDWDQ(YHQWRI'HIDXOWKDVRFFXUUHG 

  Council Agenda - 13-12-17 Page 311



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

  Council Agenda - 13-12-17 Page 312





/LPLWDWLRQVRQ/LDELOLW\ D  7KH7UXVW¶VPD[LPXPDJJUHJDWHOLDELOLW\WRHDFK6HWWORU&RXQFLOLQFRQWUDFW FRPPRQODZWRUW LQFOXGLQJQHJOLJHQFH RURWKHUZLVHKRZVRHYHUDULVLQJXQGHURU UHODWLRQWRWKLV$JUHHPHQWLQUHVSHFWRIDQ\OLDELOLWLHVVKDOOQRWH[FHHG2SHUDWLRQDO &RVWVIRURQHILQDQFLDO\HDU  E  7KH6HWWORU&RXQFLOV¶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

  Council Agenda - 13-12-17 Page 313



ZKLFKDULVHRXWRIRULQFRQVHTXHQFHRIDQ\EUHDFKRIWKLV$JUHHPHQWZLOIXO PLVFRQGXFWDQGRUQHJOLJHQFHE\WKH7UXVW  E  7KH6HWWORU&RXQFLOVVKDOOVHYHUDOO\EHUHVSRQVLEOHIRUDQGVKDOOUHOHDVHDQG LQGHPQLI\WKH7UXVWLWVHPSOR\HHVDJHQWVDQGFRQWUDFWRUVRQGHPDQGIURPDQG DJDLQVWDOOOLDELOLW\IRU L WKHGHDWKRUSHUVRQDOLQMXU\RIDQ\SHUVRQ LL ORVVRIRUGDPDJHWRSURSHUW\ EHORQJLQJWRWKH&RPSDQ\RUIRUZKLFKLWLV UHVSRQVLEOH  LLL EUHDFKRIWKH5HVRXUFH&RQVHQWDQGDQ\VWDWXWRU\GXW\LQFOXGLQJIDLOXUHWR FRPSO\ZLWKDQ\UHVRXUFHRUEXLOGLQJFRQVHQWFRQGLWLRQDQG LY DFWLRQVFODLPVGHPDQGVPDGHE\WKLUGSDUWLHVDQGFRVWVFKDUJHVDQG H[SHQVHV LQFOXGLQJOHJDOH[SHQVHVRQDQLQGHPQLW\EDVLV  ZKLFKDULVHRXWRIRULQFRQVHTXHQFHRIDQ\ZLOIXOPLVFRQGXFWDQGRUQHJOLJHQFHE\ WKHUHOHYDQW6HWWORU&RXQFLO  F  ,IDQ\3DUW\ ,QGHPQLILHG UHFHLYHVDQ\QRWLFHGHPDQGOHWWHURURWKHUGRFXPHQW FRQFHUQLQJDQ\FODLPIURPZKLFKLWDSSHDUVWKDWLWLVRUPD\EHFRPHHQWLWOHGWR LQGHPQLILFDWLRQXQGHUWKLV$JUHHPHQWIURPDQRWKHU3DUW\ ,QGHPQLILHU  L 7KH,QGHPQLILHGVKDOOQRWLI\WKH,QGHPQLILHUDVVRRQDVUHDVRQDEO\ SUDFWLFDEOHDQGVKDOOVXSSO\DFRS\RIWKHUHOHYDQWQRWLFHGHPDQGOHWWHURU RWKHUGRFXPHQWWRWKH,QGHPQLILHU,IWKHPDWWHUKDVEHFRPHWKHVXEMHFWRI OHJDOSURFHHGLQJVWKH,QGHPQLILHGVKDOO VRIDUDVLWLVDEOH JLYHVXFKQRWLFH ZLWKLQ>@:RUNLQJ'D\VDQG  LL WKH,QGHPQLILHUVKDOOEHHQWLWOHGWRUHVLVWWKHFODLPLQWKHQDPHRIWKH ,QGHPQLILHGDQGVKDOO  KDYHWKHFRQGXFWRIDQ\GHIHQFHGLVSXWHFRPSURPLVHRUDSSHDO RIWKHFODLPDQGRIDQ\LQFLGHQWDOQHJRWLDWLRQVDQGWKH,QGHPQLILHG VKDOOJLYHWKH,QGHPQLILHUDOOUHDVRQDEOHFRRSHUDWLRQDFFHVVDQG DVVLVWDQFHIRUWKHSXUSRVHVRIFRQVLGHULQJDQGUHVLVWLQJVXFK FODLP  FRQVXOWWKH,QGHPQLILHGDQGNHHSWKH,QGHPQLILHGIXOO\LQIRUPHG DERXWWKHFRQGXFWRIVXFKFODLP  WDNHDOOSURSHUDFWLRQVRWKDWDVIDUDVLWLVDZDUHRURXJKWWREH DZDUHLWGRHVQRWE\DQ\DFWRURPLVVLRQLQFRQQHFWLRQZLWKWKH

  Council Agenda - 13-12-17 Page 314



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

  Council Agenda - 13-12-17 Page 315



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¶VFRVWV  H  $Q\GLVSXWHQRWUHVROYHGXQGHUWKLVFODXVHRURWKHUZLVHUHPDLQLQJXQUHVROYHG IRUDSHULRGRIQRWOHVVWKDQ:RUNLQJ'D\VVKDOOEHILQDOO\UHVROYHGE\WKH FRXUWVRI1HZ=HDODQG  )RUFH0DMHXUH D  1RWZLWKVWDQGLQJDQ\WKLQJWRWKHFRQWUDU\LQWKLV$JUHHPHQWLIDQ\3DUWLHV¶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

  Council Agenda - 13-12-17 Page 316



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

  Council Agenda - 13-12-17 Page 317



E  ,QWKHLQWHUHVWRID³QRVXUSULVHV´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³&RQWDFW3HUVRQV´ 

  Council Agenda - 13-12-17 Page 318



 +DXUDNL5DLO +DXUDNL 0DWDPDWD3LDNR 7KDPHV&RURPDQGHO 7UDLO&KDULWDEOH 'LVWULFW 'LVWULFW&RXQFLO 'LVWULFW&RXQFLO 7UXVW &RXQFLO    :DOWHU1JDPDQH $GULDQGH 0LFKHOOH6WDLQV 'HUHN7KRPSVRQ /DERUGH +DZWKRUQH  &KDLUPDQ *0 &RUSRUDWH6WUDWHJ\ &RPPXQLW\)DFLOLWLHV (QJLQHHULQJ 0DQDJHU 0DQDJHU 6HUYLFHV 0DQDJHU  QJDNRPD#[WUDF DGULDQ#KDXU 06WDLQV GHUHNWKRPSVRQ#WFGFJ RQ] DNL +DZWKRUQH#PSGFJ RYWQ] GFJRYWQ] RYWQ]       RU    

  Council Agenda - 13-12-17 Page 319



 6LJQHGE\   /DQJOH\&DYHUV  -RKQ7UHJLGD &KLHI([HFXWLYH2IILFHU 0D\RU +DXUDNL'LVWULFW&RXQFLO +DXUDNL'LVWULFW&RXQFLO  'DWH 'DWH  6LJQHGE\   5RE:LOOLDPV  6DQGUD*RXGLH &KLHI([HFXWLYH2IILFHU  0D\RU 7KDPHV&RURPDQGHO'LVWULFW&RXQFLO 7KDPHV&RURPDQGHO'LVWULFW&RXQFLO  'DWH 'DWH  6LJQHGE\   'RQ0F/HRG    -DQ%DUQHV &KLHI([HFXWLYH2IILFHU  0D\RU 0DWDPDWD3LDNR'LVWULFW&RXQFLO 0DWDPDWD3LDNR'LVWULFW&RXQFLO  'DWH 'DWH  6LJQHGE\   :DWL1JDPDQH&KDLUPDQ %DVLO0RUULVRQ±'HSXW\&KDLUPDQ 7UXVWHH 7UXVWHH +DXUDNL5DLO7UDLO&KDULWDEOH7UXVW +DXUDNL5DLO7UDLO&KDULWDEOH7UXVW  'DWH 'DWH  

  Council Agenda - 13-12-17 Page 320



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

  Council Agenda - 13-12-17 Page 321



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±ZDVWHUHPRYDO UHSDLUVPDLQWHQDQFH - %ULGJHV±PDLQWHQDQFH - &DWWOHVWRSPDLQWHQDQFH  (PHUJHQF\ZRUNV - 0LQRUVWRUPGDPDJH UHPHGLDWLRQ -7UDFNFORVXUH *UDQWVDQGIXQGLQJ *UDQWVDQGIXQGLQJ - 5HODWLRQVKLSPDQDJHPHQW - /RFDOIXQGLQJ - *UDQWDQGIXQGLQJDSSOLFDWLRQV RSSRUWXQLWLHV - ([SDQVLRQRIFRUSRUDWH FOLHQWVFRQFHVVLRQDLUHV HWF  7UDLOPDUNHWLQJDQGSURPRWLRQV 7UDLOPDUNHWLQJDQGSURPRWLRQV

  Council Agenda - 13-12-17 Page 322



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

  Council Agenda - 13-12-17 Page 323



6FKHGXOH7ZR 7KHWUDLOOHQJWKLQFOXGLQJDQWLFLSDWHGWUDLOOHQJWKRIWKH.RSXWR.DLDXD7UDLODQG7H$URKDWR0DWDPDWD7UDLOLVVKRZQLQWKHEHORZWDEOHE\'LVWULFW &RXQFLODUHD ,QWKLVFRQWH[WWKHH[LVWLQJWUDLOPHDQVWKHNLORPHWUHVIURP.RSXWR0LUDQGD7KDPHVWR3DHURD3DHURDWR:DLNLQR:DLNLQRWR:DLKLDQG IURP3DHURDWR7H$URKD  'LVWULFW&RXQFLO ([LVWLQJSUH  ([LVWLQJ7UDLO  ([LVWLQJ7UDLO  ([LVWLQJ 7UDLO  7UDLO/HQJWK /HQJWK /HQJWK /HQJWK y SOXV.RSXWR y SOXV.RSXWR y SOXV.RSXWR 0LUDQGD 0LUDQGD 0LUDQGD y SOXV0LUDQGD y SOXV0LUDQGDWR WR.DLDXD .DLDXD y SOXV7H$URKDWR 0DWDPDWD 7KDPHV&RURPDQGHO NP  NP  NP  NP  'LVWULFW&RXQFLO +DXUDNL'LVWULFW NP  NP  NP  NP  &RXQFLO 0DWDPDWD3LDNR NP  NP  NP  NP  'LVWULFW&RXQFLO 7RWDO NP  NP  NP  NP 

  Council Agenda - 13-12-17 Page 324

Information Report

Community Services and Development Committee To: Community Engagement Manager and From: Parks & Reserves Manager

Date: 17 November 2017

File reference: Document: 2306837

Portfolio Holder: Cr Max McLean 6 December 2017 Meeting date:

Subject: Community Recreation Monthly Report on Activities for the month of December 2017

Recommendation:

THAT the report be received.

Purpose

The Community Services Department is responsible for the delivery of Council’s Community Recreation activities, including Libraries, District Swimming Pools, Sports Fields, Recreation Reserves and District Sports Co-ordinator (Sport Waikato). A report on these activities will be presented to the Community Services and Development Committee on a monthly basis.

COMMUNITY RECREATION

Libraries

“Wriggle and Rhyme” a programme which is aimed at 0-2 year olds is due to be rolled out in Paeroa and Waihi in the New Year. The programme is based on the developmental stages of children of this age. Two staff from Paeroa and Waihi attended training sessions which was provided by Sports Waikato and staff from Hamilton City Libraries. This programme has been introduced to other libraries around New Zealand with Hamilton and Auckland having to put on extra sessions to keep up with demand.

Paeroa library have had visits from Paeroa Christion School and the Tamariki station, while Waihi Beach kindergarten visited Waihi. It is great to see the younger children in the library and a great opportunity for them to meet the librarians and become familiar and comfortable with the library environment.

Preparation is going well for the summer reading promotion in the libraries. This will run through to February and is open for all customers from age five upwards. Children who complete 6 out of the nine reading challenges will receive a book prize which have been donated by book distributors James Bennett and Ross Miller. The adults will go in the draw to receive a prize. The programme will be promoted in our local papers in December along with our library website and face book page.

1 Council Agenda - 13-12-17 Page 325

Lesley Young attended a Kotui meeting in Wellington, where the discussion covered the year in review –what was achieved and what had not been achieved, new products and options for the coming year. There was also a discussion relating to an increase in collaboration and sharing of expertise such as the bigger libraries helping out smaller ones with cataloguing.

The following graph displays the number of items that were added to our libraries in the previous 6 to 18 months and the number and percentages of those that have never circulated. It also displays the number and percentages of those items that have only circulated once:

Dead On Arrival Audience: All Current Library Branch: All

4336 items added from 30-Apr-2016 to 30-Apr-2017 12.34% (535) of these items achieved less than two circulations and have a monetary value of $8,025.

The following table shows the Top 5 fiction authors and the number of books in circulation during October per library:

FICTION Position Author Circulation Ngatea 1 Patterson, James 25 2 Meadows, Daisy 20 3 Steel, Danielle 15 4 Child, Lee 14 5 Stilton, Geronimo 14

Paeroa 1 Patterson, James 53 2 Stilton, Geronimo 46 3 Baldacci, David 28 4 Meadows, Daisy 24 5 Macomber, Debbie 21

Waihi 1 Patterson, James 84 2 Stilton, Geronimo 58 3 Stilton, Thea 30 4 Roberts, Nora 26 5 Baldacci, David 25

2 Council Agenda - 13-12-17 Page 326

Future Library Services for Ngatea

A meeting with Deryck Shaw from APR Consultants, Council’s working party and staff took place on the 7th November to discuss the options investigation report into the future of the library services in Ngatea.

A final recommendation report was presented to Council at the 29th November meeting. Further discussions with the working party and the Haurakian Trust will being in early 2018.

District Swimming Pools

The official date of opening for the pool season was November 18, but variable weather in Paeroa caused holdups with the pool painting, which delayed the opening of this pool by two days. There were further complications for the Paeroa pool when the heat converter split and needed replacing. This meant that pool users had to contend with colder than normal water temperatures for four days until repairs could be made.

The new anti-slip mats have been installed at all pools, but we are still waiting on delivery of the new pool covers.

Health & Safety Incidents

There have been a number of slips on the newly painted ramp at the Paeroa pool. Staff are looking into finding a solution to this issue. No incidents have been reported at the Ngatea or Waihi pools.

Attendance and Sales figures Nov 18 to Nov 26

Paeroa Ngatea Waihi Attendance Public 265 418 248 Schools No users as yet 2,230 807 Swim Club (figures not available) - - - Total 265 2648 1055 Sales Drinks 4 3 7 Ice blocks 1 0 0 Little Swimmers nappies 3 7 1

Sports Fields and Recreation Reserves

Morgan Park

The Community Services Manager and Mark Skinner have approached Julie Stephenson to see if Sport Waikato would be able to assist in the facilitation of a meeting between the Morgan Park clubs for the overall running and Governance of the site.

Initially we had sort the services of an external contractor, but Sport Waikato have offered assistance at a cost that will be more affordable.

Joe Sprangers from Te Awamutu Sports Club has agreed to facilitate the meetings and Julie and Daniel are due to meet with him to ascertain the best plan of action.

Consents is currently underway for the re-siting of the old netball building and pile installation, we are currently working with contractors with test piles in readiness for the imminent move.

3 Council Agenda - 13-12-17 Page 327

We are trying to lodge the application quicker than originally planned, due to the contractors indicating they are in the area leading up to the Christmas break, if we cannot get the consents approved in time, we will wait until the New Year, due to their back log of work.

Contractors are yet to confirm the January date to install the rebound surface for the tennis courts.

Once these projects have been completed, we will work with the communications team for the official opening in the New Year

Projects 2017/2018

Waihi Ward Start Date Completion Date Approved Funding -

Project: New Waikino community swing TBC TBC $88,000 bridge Carpark Project Status: The swing bridge Carpark is being reviewed by Engineering Services Group Manager, pending an NZTA report.

Waihi Ward Start Date Completion Date Approved Funding

Project: Revamp 4 sided seating at Victoria TBC TBC $3,000 Park. Project Status: The Ward has decided to beautify this seated area through a community painting project. Consultation will proceed with the local community.

Waihi Ward Start Date Completion Date Approved Funding

Project: Morgan Park redevelopment Sept 2016 Ongoing $512,000

Project Status: Please refer to updated report.

Plains Ward Start Date Completion Date Approved Funding

Project: Dudding Reserve Miscellaneous TBC TBC $4,000 Renewals Project Status: Staff, Councillors, Ngatea Lions, and students from Hauraki Plains College are working on this as a joint project. A modified concept plan has been prepared to incorporate an architecturally designed covered seating area. Further concepts are being considered as part of the Ngatea Town Plan.

4 Council Agenda - 13-12-17 Page 328

Plains Ward Start Date Completion Date Approved Funding

Project: Dudding Reserve TBC TBC $16,000 Community Notice board and landscaping. Project Status: Staff, Councillors, Ngatea Lions, and students from Hauraki Plains College are working on this as a joint project. A modified concept plan has been prepared to incorporate an architecturally designed covered seating area. Further concepts are being considered as part of the Ngatea Town Plan.

Plains Ward Start Date Completion Date Approved Funding

Project: Turua jetty and ramp reserve veDec 2017 Dec 2017 $10,000 development including signage Project Status: The site was visited by a Technical Services Roading Engineer to determine the scope of works and costing for this project. This project will be undertaken in consultation with the Turua Domain and Hall Committee.

Plains Ward Start Date Completion Approved Date Funding

Project: Turua Domain car park Dec 2017 Dec 2017 $15,000 development Project Status: The site was visited by a Technical Services Roading Engineer to determine the scope of works and costing for this project. This project will be undertaken in consultation with the Turua Domain and Hall Committee.

Plains Ward Start Date Completion Approved Date Funding

Project: Waitakaruru Domain – resealing Feb 2018 March 2018 $25,000 Project Status: This project will be managed by the Parks and Reserves Manager. A meeting is to be arranged with the Domain Committee to finalise the project. Work will be undertaken when weather conditions allow.

Plains Ward Start Date Completion Approved Date Funding

Project: Waitakaruru Domain car Feb 2018 March 2018 $8,000 park renewals Project Status: This project will be managed by the Parks and Reserves Manager. A meeting is to be arranged with the Domain Committee to finalise the project.

5 Council Agenda - 13-12-17 Page 329

Start Date Completion Approved Plains Ward Date Funding

Project: Pipiroa boat ramp resurfacing Mar 2018 Mar 2018 $5,000 Project Status: The site was visited by a Technical Services Roading Engineer to determine the scope of works and costing for this project and we await a report to be sent to the Parks and Reserves Manager for approval.

Plains Ward Start Date Completion Approved Date Funding

Project: Seal of metal road beside College TBC Mar 2018 $12,000 and Sparky shop Project Status: This project will be managed by Council’s Roading Manager

Start Date Completion Approved Plains Ward Date Funding

Project: Ngatea main street entrances Dec 2017 May 2018 $41,000

Project Status: This project will be managed by the Parks and Reserves Manager. This project will be undertaken in conjunction with the Town Plan project.

Paeroa Ward Start Date Completion Approved Date Funding

Project: TBC TBC $517,000 Karangahake Reserve Development Project Status: Council has decided to delay any projects in this area until the findings of the NZTA workshops are concluded.

Paeroa Ward Start Date Completion Approved Date Funding

Project: Paeroa Swimming pool renewals Aug 2017 Nov 2017 $43,000 Project Status: This project is complete.

Paeroa Ward Start Date Completion Approved Date Funding

Project: Primrose Hill Walkway September March 2018 $22,000 2017 Project Status: This project is currently on hold until ground conditions dry out.

6 Council Agenda - 13-12-17 Page 330

Paeroa Ward Start Date Completion Approved Date Funding

Project: Solar powered lights on main Dec 2017 Mar 2018 $15,000 street Magnolia trees Project Status: This project will be managed by the Parks and Reserves Manager. Design concepts for solar powered lights are being considered.

Community Recreation Projects 17/18 Start Date Completion Approved Date Funding

Project: Primrose Hill Cenotaph Area Dec 2017 April 2018 $66,000 Development Project Status: This project will be managed by the Parks and Reserves Manager. Additional funding from external agencies is currently being sought.

Community Recreation Projects 17/18 Start Date Completion Approved Date Funding

Project: Primrose Hill Car Park Upgrade Dec 2017 April 2018 $71,000 Development Project Status: This project will be managed by the Parks and Reserves Manager. Additional funding from external agencies is currently being sought.

Community Recreation Projects 17/18 Start Date Completion Approved Date Funding

Project: BBQ for Pioneer Park (Ngatea) Feb 2018 Mar 2018 $20,000

Project Status: This project will be managed by the Parks and Reserves Manager.

Community Recreation Projects 17/18 Start Date Completion Approved Date Funding Project: Wharf Street / Mackay Street TBC TBC $567,000 Development

Project Status: This project will be managed by the Engineering Services Group Manager and the Parks and Reserves Manager.

Community Recreation Projects 17/18 Start Date Completion Approved Date Funding Project: Wharf St / Ohinemuri River Jetty TBC TBC $200,000

Project Status: This project will be managed by the Engineering Services Group Manager and the Parks and Reserves Manager. Designs are currently being drafted for the Ohinemuri River Jetty.

7 Council Agenda - 13-12-17 Page 331

Community Recreation Projects 17/18 Start Date Completion Approved Date Funding Project: Upper Seddon St Streetscape TBC TBC $100,000

Project Status: This project will be managed by the Engineering Services Group Manager and the Parks and Reserves Manager, in conjunction with the Waihi Ward.

General

Drinking Fountains

Drinking fountains have been ordered for installation at the Paeroa and Hugh Hayward Domains. Ward Councillors and staff believe that providing an on-site, healthy drinking option was needed for the sports user groups and schools that regularly use our facilities during the summer months.

Cricket Nets

Construction of the new three-bay cricket nets at Hugh Hayward Domain has begun and is expected to be completed by the 20th of December.

Freedom Camping

New signage and communication strategies are being employed to assist with management of the ever-increasing numbers of freedom campers staying in our district over the summer months.

District Sports Awards

Hauraki District athletes, coaches, clubs and administrators were the proud recipients of seven of the ten awards presented at the District Sports Awards held at the Thames Civic Centre on the evening of the 23rd of November. Mayor John Tregidga was kind enough to acknowledge in his speech at the awards, the efforts of Hauraki District Council Councillors and staff in providing support and facilities which enable our sports people to excel.

Customer Satisfaction Survey

The Community Service and Development team performed well in the ratepayer satisfaction survey, with Libraries (95% satisfied), Parks and Reserves (92% satisfied), and Swimming Pools (90% satisfied) all occupying positions in the top five services provided by Hauraki District Council, as voted by ratepayers.

John McIver Paul Matthews Community Engagement Manager Parks and Reserves Manager

8 Council Agenda - 13-12-17 Page 332

Information Report

To: Community Services and Development Committee Community Facilities & Administration Manager From: and Parks & Reserves Manager

Date: 27 November 2017

File reference: Document: 2308929

Portfolio holder: Cr Gill Leonard

Meeting date: 6 December 2017

Subject: Community Facilities Monthly Report on Activities for the month of December 2017

Recommendation:

THAT the report be received.

Purpose

The Community Services Department is responsible for the delivery of Council’s Community Facilities activities, including community halls, rural halls, pensioner housing, public toilets, cemeteries and non-recreational reserves. A report on these activities will be presented to the Community Services and Development Committee on a monthly basis.

COMMUNITY FACILITIES

Rural Halls

Planning is underway for a workshop to be held in the first half of February 2018, with committee members of the various district rural halls, this is to engage and build communications with them and to offer assistance and advice in managing their halls.

Housing for the Elderly

The annual survey that gives tenants the opportunity to comment on their satisfaction with the comfort and safety of their unit has been sent to all tenants. Results of the survey will be included in the February 2018 report.

Public Toilets

All the refurbishment work in the Public toilets have been completed with the exception of the painting of the Kaiaua public toilet, we are currently waiting for a completion date from the painter. Council Agenda - 13-12-17 Page 333

The Public toilet behind the Service Centre in Ngatea is now open 24 hours. The opening hours previously were 6.00am to 10.30pm, but this resulted in issues due to freedom campers being allowed to park behind the service centre overnight.

Cemeteries

Maintenance levels at all cemeteries are being elevated in preparation for the increase in visitor numbers that can be expected over the Christmas period.

Non-recreation Reserves

Relocation planting of kauri trees at Hutchinson Reserve has been carried out by Kauri 2000 volunteers, and work on pest plant removal is continuing at this location.

Cemetery Capital Works Start Date Completion Approved Funding Date Project: Paeroa Cemetery Development Planning Sept 2017 Feb 2018 $10,000

Project Status: This project is managed by the Parks and Reserves Manager. Consultation on the design and layout is underway.

Facilities Projects Start Date Completion Approved Funding Date Project: Pukerimu Development Feb 2018 Dec 2018 $149,000

Project Status: The Parks and Reserves Manager is managing this project and work with the Paeroa Ward on designs.

Facility Projects Start Date Completion Approved Funding Date Project: Ashes walk at Pukerimu Feb 2018 Dec 2018 $31,000

Project Status: The Parks and Reserves Manager will manage this project and work with the Paeroa Ward on designs.

Facility Projects Start Date Completion Approved Funding Date Project: Waihi cemetery fence on Sept 2017 Dec 2017 $29,000 Tauranga Road boundary Project Status: The Parks and Reserves Manager will manage this project, work is currently under way and is expected to be completed by the end of December.

Council Agenda - 13-12-17 Page 334

Facilities Projects Start Date Completion Approved Date Funding Project: Hutchinson Reserve projects March 2017 Ongoing $44,000 (15-16) $51,000 (16-17) $6,000 (16-17) Project Status: This project will be completed in liaison with a Paeroa Service Club. The resource consent application will be for the installation of a toilet adjacent to the car park. Preparation for a car parking area is underway.

Facility Projects Start Date Completion Approved Funding Date Project: Lights in Cherry trees at Ngatea TBC TBC $20,000 Memorial Hall and main street lighting.

Project Status: The Parks and Reserves Manager will manage this project. This project will be finalised once the Main street plan is completed.

Facility Projects Start Date Completion Approved Funding Date Project: Paeroa Domain Toilet Replacement On hold On hold $150,000

Project Status: This project will be completed by Councils Property Manager. The Paeroa Ward Committee requested the project be put on hold until after the Paeroa Library was built as the building contains public toilets and Council staff wish to relook at the need for new toilets at the Domain.

Facility Projects Start Date Completion Approved Funding Date Project: Shift Dump Station at Railway Reserve Dec 2017 Dec 2017 $12,000 Toilets Locating a connection point into the existing sewer main has proved to be a challenge. Staff are currently in talks with the owner of the Opus building with regard to connecting into the existing sewer main that is located on that property.

Facility Projects Start Date Completion Approved Funding Date Project: TBC TBC $5,000 Shift Dump Station at Victoria Park, Waihi A suitable location has been found at the bottom end of Victoria Rd. Tech Services have been commissioned to provide a design for this location from which we will be able to derive a project cost. Concept designs have to take into account future upgrades for the pump station located at this site.

Council Agenda - 13-12-17 Page 335

Facility Projects Start Date Completion Approved Date Funding Project: New Kaiaua toilets On hold On hold $180,000

Project Status: The Facilities Manager will manage this project, which is on hold until such time as an infrastructure needs assessment is completed for the K2K trail, in the meantime Council has agreed to monies being spent to upgrade the existing toilets.

Facilities Projects Start Date Completion Approved Date Funding Project: Pohutukawa Reserve change Sept 2017 Nov 2017 $15,000 rooms conversion

Project Status: This project will be completed by the Property Manager. The Waihi Ward Committee have agreed to leave the changing rooms as is and the cleaning, tidying and painting of the rooms has been organised.

New projects

Facility Projects 2017/18 Start Date Completion Approved Funding Date Project: Ngatea War Memorial carpark January April 2018 $30,000 resealing 2018 Project Status: The Property Manager will manage this project.

Facility Projects 2017/18 Start Date Completion Approved Funding Date Project: Ngatea War Memorial Hall – Oct 2017 Jan 2018 $10,000 storage refurbishment Project Status: The Property Manager will manager this project. There is a lack of storage space in the Hall. The area under the stage is having remedial work to make it suitable for storage.

Facility Projects 2017/18 Start Date Completion Approved Funding Date Project: Public Toilets – new hand Aug 2017 December $3,000 dryers 2017 Project Status: The Facilities Manager will manage this project. Hand dryers have been installed in the majority of the Public toilets and the ones that do not have hand dryers are on back order.

Robyn Kirby Community Facilities & Administration Manager

and

Paul Matthews Parks & Reserves Manager

Council Agenda - 13-12-17 Page 336

Decision Report

To: Community Services & Development Committee

From: Community Engagement Manager

Date: 17 November 2017

File reference: Document : 2306827

Portfolio holder: Cr Anne Marie Spicer

Meeting date: 6 December 2017

Subject: Community Initiatives Report for the month of December 2017

Recommendation:

THAT the report be received

Purpose

The Community Services and Development Group is responsible for the delivery of Community Development’s Community Initiatives activities. A report on these activities will be presented to the committee on a monthly basis.

Social Initiatives

Copies of the social strategy booklet have been ordered and will be distributed to various social service agencies in the district with copies available in the district libraries.

The social strategy action plan is almost complete and will be reviewed by the “Community Well- being Working Party” in the new year.

Sister Cities

Next year (2018) is the 800th anniversary of the birth of Jiading. Council, along with a couple of the students that participated in the first education exchange, has been invited (verbally) to the celebrations; we are waiting for a formal invite that would confirm the date(s) of the event(s).

Grants and Donations

Plains Ward Community Assistance Funding

The Plains Ward has $9,008 from the 2016/17 term that was not allocated and a further $9,974 for the 2017/18 term making a total of $18,982 for community assistance grants for the current financial year.

Page 1 of 6

Council Agenda - 13-12-17 Page 337

Grants have been made to the following:

Organisation Amount Granted

Hauraki Plains Lioness (hall hire) $48.00

Ngatea Lions (hall hire) 63.00

Ngatea Lions $500.00

Paeroa Pipe Bands & Tattoo Committee Inc. $2,000.00

HPL Co-op Parish (Ngatea Community Garden) $606.59

Kaiaua Boating Club $3,000.00

TOTAL ALLOCATED $6,217.59

UNALLOCATED $12,764.41

Plains Ward Discretionary Social Fund Initiatives

The Plains Ward has $10,000 from the 2015/16-2016/17 terms that was not allocated and a further $5,000 for the 2017/18 term making a total of $15,000 for discretionary grants of a social services nature. No grants have been made to date.

Plains Community Facilities Recreation Development Fund (CFRDF)

At the recent Plains Ward Working Party meeting the Chair reminded members that the following commitments for 2017/18 have been made from the Plains CFRDF:

Organisation Amount Granted

CSDC17/92: Hugh Hayward Domain cycleway $20,000.00

CSDC17/97: Community Halls Condition Rating $9,000.00

Dudding Reserve $20,000.00

Turua Walkway $20,000.00

TOTAL ALLOCATED $69,000.00

BALANCE $161,000.00

Paeroa Ward Community Assistance Funding

The Paeroa Ward has $8,691 from the 2016/17 term that was not allocated and a further $10,450 for the 2017/18 term making a total of $19,141 for community assistance grants for the current financial year.

Grants for the 2017/18 term have been made to the following:

Page 2 of 6

Council Agenda - 13-12-17 Page 338

Organisation Amount Granted

Paeroa Lawn Tennis & Squash Club $200.00

St. Paul Opportunity Shop $150.00

Historical Maritime Park $1,500.00

24 Fit Club $200.00

Paeroa Pipe Bands & Tattoo Committee Inc. $2,000.00

Paeroa Night Owls – Community Patrol $1,100.00

Hauraki Cultural Festival $500.00

Paeroa Volunteer Fire Brigade (hall hire) $390.00

Paeroa Volunteer Fire Brigade $750.00

Paeroa Basketball Assn – Jeremy Mann $200.00

TOTAL ALLOCATED $6,990.00

UNALLOCATED $12,151.00

Paeroa Ward Discretionary Social Fund

The Paeroa Ward has $5,000 plus the unallocated balance for the 2016/17 term making a total of $13,000 for discretionary grants of a social services nature.

Grants for the 2017/18 term have been made to the following:

Organisation Amount Granted

Paeroa St. John Youth Division $1,000.00

Josey Hansen $500.00

Te Ara Tapu a Tane $5,000.00

TOTAL ALLOCATED $6,500.00

UNALLOCATED $6,500.00

Waihi Ward Community Assistance Funding

The Waihi Ward has $11,934 plus the unallocated balance for the 2016/17 term making a total of $12,607 for community assistance grants for the 2017/18 financial year.

Grants for the 2017/18 term have been made to the following:

Page 3 of 6

Council Agenda - 13-12-17 Page 339

Organisation Amount Granted

Sports Pathway Trust (hall hire) $500.00

Trail Trilogy $500.00

Victoria Battery Tramway Society $600.00

Waihi Squash Club $200.00

Run Waihi $69.00

Open Doors (hall hire) $321.50

Art Waihi (hall hire) $150.00

Paeroa Pipe Bands & Tattoo Committee Inc. $2,000.00

TOTAL ALLOCATED $4,340.50

UNALLOCATED $8,266.50

Ward Discretionary Social Fund

The Waihi Ward has $5,000 plus the unallocated balance for the 2016/17 term making a total of $7,480 for discretionary grants of a social services nature. No grants have been made to date.

District General Funding

The District has been allocated $10,400 for general grants for the 2017/18 financial year.

Grants for the 2017/18 term have been made to the following:

Organisation Amount Granted

The Treasury $15,000.00

TOTAL ALLOCATED $15,000.00

UNALLOCATED ($4,600.00)

District Discretionary Social Fund

The District has $45,000 plus the unallocated balance for the 2016/17 term making a total of $74,494 for discretionary grants of a social services nature.

Grants for the 2017/18 term have been made to the following:

Organisation Amount Granted

Age Concern Thames $5,000.00

Page 4 of 6

Council Agenda - 13-12-17 Page 340

Hauraki Citizens Advice Bureau $8,000.00

Te Mata Rangatira Project $3,500.00

TOTAL ALLOCATED $16,500.00

UNALLOCATED $57,994.00

Significant Natural Areas (SNAs) and Heritage Features Incentives Funding

The District has been allocated $35,000 for grants for the 2017/18 financial year.

Grants for the 2017/18 term have been made to the following:

Organisation Amount Granted

Waikino Tavern (HAU45-CAT.A) $10,000.00

Ohinemuri Masonic Lodge (HAU40-CAT.A) $10,000.00

TOTAL ALLOCATED $20,000.00

UNALLOCATED $15,000.00

Other Initiatives

Citizenship Ceremony

The last ceremony for this year will be 8:30am Wednesday 6 December in the Council Chambers. The candidates are:

NAME NATIONALITY WARD Mr Libin BABY Indian Paeroa Mrs Kim Trang BUI THI Vietnamese Plains Mr Pokia KITARA Tuvaluan Paeroa Mr Levi Ai LEVI Samoan Paeroa

Mrs Angelique MOUNSEY Canadian Plains Ms Arnida Marie Eco TOLEDO Filipino Waihi Mrs Kanha CHHIEK Cambodian Waihi Mr Victor NIKITIN British Plains Mrs Arlene NIKITIN South African Plains

Awards

Nothing significant to report

Ministry of Youth Development (MYD).

The Local Government Partnership Fund (LGPF) will open in February 2018 for funding commencing July 2018. Further information can be found on their website – www.myd.govt.nz

Creative NZ Creative Communities Scheme (CCS)

Page 5 of 6

Council Agenda - 13-12-17 Page 341

The following applications were successful in receiving financial support from the CCS funds:

APPLICANT DECISION PROJECT Art Waikino $1,500.00 Local arts and craft exhibition

Paeroa Society of Arts $1,121.00 Handmade vessels weekend workshop with – pottery group Duncan Shearer Creative Earth Building $600.00 Series of workshops on working with natural workshops (Rose materials to produce creative outcomes Tuffery) Keep Waihi Beautiful $2,200.00 Murals on sheds at the Waihi A&P Showgrounds

Cool Crew (Juliette $561.00 Drama, dance and craft activities by a group of Ngawaka) young people with disabilities.

The crew will be performing at a public performance night on Saturday 25 November 2017 starting at 6:30pm – koha entry fee; the Mayor will be presenting certificates to the team members at the event. Paeroa Children Art $1,500.00 A Youth Art in Public Places mural project House (Melanie Budge)

R1- TOTAL $7,482.00

The assessment panel consists of a community representative from each of the Wards, a tangata whenua representative and a Councillor. The Plains and Waihi community representatives are overdue for replacement and calls for expression of interest will be made shortly.

John McIver Community Engagement Manager

Page 6 of 6

Council Agenda - 13-12-17 Page 342

Information Report

To: Mayor and Councillors

From: Infrastructure Systems & Planning Manager

Date: Wednesday, 6 December 2017

File reference: Document: M2312676

Portfolio holder: Duncan Smeaton

Meeting date: Wednesday, 13 December 2017

Subject: Solid Waste - Monthly Activity Report – November 2017

Recommendation:

THAT the report be received.

Summary Due to the early Council meeting this month, the data and reports that are used to compile this report have not been received yet, therefore this report is very light with not much to report on. However, November was an ordinary month with no unusual issues.

Summer Period Collections Days: Except for Whiritoa, the collection days for the summer period remain unchanged and therefore should not cause any confusion.

Whiritoa has extra collection day starting on December 27th and resuming normal services again on Monday 12th February.

Steve de Laborde Infrastructure Systems & Planning Manager

Page 1 of 1

Council Agenda - 13-12-17 Page 343

Information Report

To: Mayor and Councillors

From: Infrastructure Systems and Planning Manager

Date: Tuesday, 5 December 2017

Portfolio Holder: Councillor James Thorp

Document M2312622

Meeting date: Wednesday, 13 December 2017 District Drainage Activity Report Subject: to 30 November 2017

Recommendation:

THAT the report be received

Summary

This report summarises the Land Drainage Activity for the period ending 30 November 2017.

The weather has started to improve which has allowed maintenance to get underway.

Operations Notebook

 8.67km of drains have been sprayed in the current year, and 16.84km have been machine cleaned, this represents 15,8% of the annual budget.  Minor maintenance has been undertaken in all districts.  Routine floodgate and pump station inspections have been completed. Floodgates and culverts have been cleared as required.  30 man-hours have been spent on pump screen cleaning in the month

Muggeridges Pumpstation Update

This project is starting to gain momentum; therefore, I have included an update in this report. The construction is programmed for November 2018. There are two items in this year’s capital budget for this project, namely:

Renewals - Land Drainage 2017/18 WPDD Pouarua Maukoro (Muggeridge) Structures $200,000 WPDD Contribution to Waikato Regional Council Muggeridge project $160,000

These budgets will not be spent in the 17/18 financial year. Finance have been notified of this and these amounts will be carried over to the 18/19 financial year. HDC’s contribution to this project is

Council Agenda - 13-12-17 Page 344

5% and is currently shown as $160,000, this amount may increase slightly when the final costs are known.

Below is an excerpt of WRC’s December 2017 status report for the project:

General progress notes Financials Total project expenditure is approximately $910,000 to the end of October 2017 and $66,000 year to date. Expenditure to the end of October is on track with forecast, however this is relating to over- expenditure on pump selection and under expenditure on design. Project budget is $3.2m with contingency up to $3.5m.

Construction cost increases have been factored into the revised budget, however anything over and above may put this budget at risk. Mitigation costs expected to be coverable within budget or other relevant projects. PSG approval given 3/08/17 for additional contingency of 30% for detailed design to be included in project budget. Pump selection may impact budget if fish friendly pumps selected. Time Pump selection has required more time to assess fish friendliness, capability and price. This is having an impact on design progression and may impact pump construction timing depending on decisions made. Overall Governance Group decision on pump selection pending, meeting scheduled for 11 December. Canal design underway and on track for receipt of draft 8 December. Geotech investigation work due to be completed 8 December. Landscape and Restoration/Canal Planting Plan underway with stakeholders. Procurement strategy in progress.

High level Forecast Original date Actual date Commentary milestone date Concept Design 2015-03-31 2015-05-01 2015-05-01 Completed Consent 2015-06-30 2017-04-14 2017-04-18 Submitted Consent Granted 2015-10-31 2017-08-31 2017-09-14 Dependent on Notified or Non-notified process. Updated proposal received April 2017 from AECOM and reviewed by WRC and HDC Detailed Design technical staff. Contract let from 25 Sept 2017 & Investigation 2017-12-15 2017-12-15 - which was later than anticipated. Design Completed schedule will be reviewed when a decision has been made on pump selection.

Tender Process 2018-02-01 2018-02-01 - Commenced Construction of Dependent on staging of construction and Pump Station 2018-12-12 2018-12-12 - whether runs in tandem or following canal Completed construction Dependent on timing of detailed design and Project Closed 2018-12-20 2018-12-20 - procurement processes.

Steve de Laborde Infrastructure Systems and Planning Manager 

Council Agenda - 13-12-17 Page 345

Information Report

To: Mayor and Councillors

From: Water Services Manager

Date: Monday, 4 December 2017

File reference: Document: 2309902

Portfolio holder: Councillor Harris

Meeting date: Wednesday, 13 December 2017

Subject: Water Services - Monthly Activity Report – November 2017

Recommendation:

THAT the report be received.

Summary

This report summarises performance and issues in the Water Services work area. The body of the report refers to the November works.

WATER SUPPLY

Operations Notebook

 Kerepehi WTP – Routine maintenance of the membrane modules has identified that one module has a cracked pot and another required far too many pins. The existing S10V modules have been superseded by S10N modules which are 0.2mm larger in diameter and are the same size as Paeroa and Waihi WTP membranes. 4 x S10N membrane modules have been ordered at $1,159.52 each. The replacement of the membranes has been budgeted for in year 20/21 of the next LTP.  Both Paeroa & Waihi UV/Peroxide treatment for taste and odour is running. This is the first trial run for Paeroa and the supply has received 3 complaints this month for the earthy/musty taste. Dosing has been adjusted to rectify this.  Cyanobacteria (blue/green algae) sampling has started for the season, all results were very low to date and it is currently not an issue.  Paeroa UV had a lamp wiper issue caused by a faulty wiper home switch. This is being replaced under warranty.

Page 1 of 4

Council Agenda - 13-12-17 Page 346

Capital Works

Project Status Update

Waitakaruru Water Treatment Designs are currently being done. Plant Upgrade

Connection of the Kaimanawa Designs are currently being finalised and negotiations with Network landowners are taking place.

Proactive Water Main Hauraki Rd – Complete Replacement Albert street – Complete Waihi Fire brigade – Complete Whangamata Rd – Complete Silverton Road – Scheduled for construction in January 2018 Matai Street - Scheduled for construction in March 2018 Pah Rd – Scheduled for construction in June 2018 Waitete Raw water main connection – Outstanding Claremont Ave – Outstanding Junction Rd – Outstanding Various Drain Crossings - Outstanding

Plains Storage The tenders for the two reservoirs at Kerepehi were advertised in October. Tenders have been evaluated and will be dealt with in a separate report. Water meter replacement Staff have had meetings with suppliers to better understand the programme available technology.

December / January Planned Works

Further leak detection will be done in Waihi in early December. Finalisation of the Waitakaruru Water Treatment Plant Electrical Upgrades Tender.

Page 2 of 4

Council Agenda - 13-12-17 Page 347

WASTEWATER

Operations Notebook

Three replacement dosing pumps have been purchased for Waihi WWTP.

Problems were encountered with the partially treated effluent from the Allied Faxi sewage. Staff had a meeting with the factory and it was found that they DAF treatment plant was not used to pre-treat the effluent. This has been rectified and the effluent improved. Ongoing testing will be conducted to monitor compliance.

Capital Works

Designs on the generator for the Silverton Road pump station has started.

Further work has been done on the designs for the Karangahake Gorge sewer line and will be reported on in a separate report.

An options report has been compiled to address the Taylor Ave overflow problems. These options need to be further evaluated in terms of price and benefits.

Reactive Renewals

None planned.

December / January Planned Works

Replacement of bridge crossing at the Puke drain. Install flow meters at treatment plants. Compilation of a specification and estimate for a back-up generator for the Victoria Rd pump station. Procurement of the lifting beam structures.

Page 3 of 4

Council Agenda - 13-12-17 Page 348

STORMWATER

Operations Notebook

Carried out machine cleaning and spraying of drains in Whiritoa, Ngatea, Kerepehi and Turua. Kaiaua – Flood gates inspection has been undertaken. Ngatea – Cleared the town flood gates.

Capital Works

Completed installation of Piping at Kennedy / Hill Street and piping at 10 to 14 Coronation Street.

December / January Planned Works

Seventy meters of piping open drain at Matai Street Kerepehi. Designs options for the collapsed stormwater main in Willoughby Street Paeroa.

EJ Wentzel Water Services Manager

Page 4 of 4

Council Agenda - 13-12-17 Page 349

Decision Report

To: Mayor and Councillors

From: Water Services Manager

Date: Wednesday, 29 November 2017

File reference: M2310166

Portfolio holder: Councillor Ross Harris

Meeting date: Wednesday, 13 December 2017 CON-000074 – Plains Treated Water Storage – Supply Subject: and Installation of Reservoirs

Recommendation:

THAT the report be received, and

THAT Council approves the appointment of Reliant Solutions for the supply and installation of two 4,015m3 reservoirs at the Kerepehi water treatment plant for a total amount of $2,069,861.24 +GST.

THAT Council approves a contingency amount of $30,000 to cover for unforeseen and unscheduled works during the construction period.

Purpose

There is an approved project within Council’s budget for the Plains reticulation treated water storage for the current financial year. The purpose of this report is to seek approval for the expenditure for the supply and installation of the reservoirs.

The matter or suggested decision does not involve a new activity, service, programme, project, expenditure or other deliverable.

Background

The existing drinking water storage capacity of 2,000m3 is inadequate to secure the supply of potable water to the consumers on the Plains. This project will increase the storage capacity to 10,000m3.

As per Council’s procurement policy the project was formally tendered on the open market via Tenderlink.

Four tenders were received ranging in price between $2,069,861.24 and $5,971,115.60. Tenders were received from Citycare Civil, Service Engineers, Reliant Solutions and Rendertech.

The tenders were evaluated in accordance with the Lowest Price Conforming method.

Page 1 of 2

Council Agenda - 13-12-17 Page 350

Issues and options

The lowest tender to specification was received from Reliant Solutions for a total amount of $2,069,861.24. They have offered two 4,015m3 Permastore glass-fused-to-steel tanks manufactured in the UK. Their programme indicates that they expect to complete these works towards the end of August 2018.

The second lowest tender did propose a slightly larger reservoir that would result in more storage for Council. There is, unfortunately, substantial risk to the tender that would require further investigation. A verbal presentation will be given at the meeting.

This tender is in line with the Engineer’s estimate of $2,051,000.

The lowest tendered price exceeds the delegated authority of both the Chief Executive and Group Manager Engineering Services and thus the Council is required to approve the appointment of Reliant Solutions for a total amount of $2,069,861.24 +GST.

Budget Implications

The engineer’s estimate for the overall cost of this project is as follows:

Item Amount Reservoir $2,051,000 Pre-loading $161,000 Pipework & Fencing $352,000 Total Construction $2,564,000 Professional Services (5%) $128,000 Contingency (4%) $108,000 Total Project $2,800,000

The overall cost of this project is covered within the current approved budget for Levels of Service - Water. No additional funding is required for this project to proceed.

Recommendations

That Council should make its decision on which option to choose based on that option being the most cost effective, and good quality option for the Hauraki District (s10 of the Local Government Act 2002).

It is recommended:

 THAT Council approves the appointment of Reliant Solutions for the supply and installation of two 4,015m3 reservoirs at the Kerepehi water treatment plant for a total amount of $2,069,861.24 +GST.

 THAT Council approves a contingency amount of $30,000 for the reservoir contract to cover for unforeseen and unscheduled works during the construction period.

EJ Wentzel Adrian de Laborde Water Services Manager Group Manager Engineering

Page 2 of 2

Council Agenda - 13-12-17 Page 351

Decision Report

To: Mayor and Councillors

From: Water Services Manager

Date: Thursday, 30 November 2017

File reference: M2310580

Portfolio holder: Councillor Ross Harris

Meeting date: Wednesday, 13 December 2017

Subject: Kerepehi Water Treatment Plant – Manganese Removal

Recommendation:

THAT the report be received, and

THAT Council approves the engagement of a specialist consultant for an amount not to exceed $200,000 to investigate and proceed to the detail design stage for the installation of catalytic media filters at the Kerepehi water treatment plant to remove iron and manganese from the water.

Purpose

There is a problem with unacceptable high manganese levels in the water supplied from the Kerepehi water treatment plant. The purpose of this report is to inform Council on the work done to date in order to reduce the manganese levels in the water and to seek approval on the way forward.

Background

The upgrade to the Kerepehi water treatment plant was completed in 2015. The problem of high manganese levels in the raw water was identified during the design phase of the project. It was decided at that point in time to list it as a risk item to be dealt with at a later stage if and when needed.

During 2015 and 2016, elevated iron and manganese levels have been measured in the raw water from the Waihou River particularly during the summer months. These levels are not consistent but will fluctuate daily.

Iron and manganese in water cause no health related issues – even at the high levels we experience. High manganese levels have the effect of colouring water black/brown causing customer complaints. It also resulted in maintenance issues due to build-up on pipes, fixtures and other surfaces. Another problem is that it significantly reduces the performance of the membranes as manganese is blinding the membrane filters and increasing the frequency for backwashing and citric acid washing rates.

Both iron and manganese are soluble in water and therefore not removed by the current treatment process. The soluble iron and manganese have to be transformed into particles that can be removed by conventional treatment processes. This transformation is done by way of the oxidation of the soluble iron and manganese.

Page 1 of 3

Council Agenda - 13-12-17 Page 352

Consultants were engaged in 2016 to do an assessment of the different options available to treat the high levels of manganese in the raw water at the Kerepehi water treatment plant. A number of the options have been trailed. The outcome of those assessments and remaining options are presented in the table below.

OPTION COMMENTS CONCLUSION Potassium Permanganate This option has been trialled. Not a practical option. (KMn04) Dosing The dosing is difficult to control as it cannot be directly measured. Overdosing can cause water to turn pink while under dosing does not remove manganese from the water. Chlorine Dosing High doses of chlorine Not an option due to health produces disinfection by- risks and final water might not products (THM’s and HAA’s - comply with the Drinking carcinogens) in the treated Water Standards. water. Exposure to disinfection by-products in drinking water at high levels over many years has been associated with a number of health outcomes by epidemiological studies. Chlorine Dioxide When it reacts it forms Not an option as it will not chlorites. Lab tests found that comply with the Drinking the chlorite levels at the Water Standards Kerepehi WTP will exceed the Drinking Water Standards level. Ozone Ozone can oxidise bromine to The bromate risk together with bromate, which is highly toxic. the high capital cost of ozone The bromine level in the water generation, make ozone not was found to be high enough an option. to pose a significant risk to the water supply. Catalytic Media Not trialled yet, but the Only available option successful use of catalytic media is well documented

The only option that meets the is able to successfully (consistently and without adverse effects) remove fluctuating levels of manganese from our water is catalytic media filters. Conventional Chlorine oxidation requires long chlorine contact time to be confidant that oxidation will occur. This contact time would require installation of an unfeasibly large tank to provide required contact time. It also produces disinfection by-products. Both potassium permanganate and ozone suffer from the inability to be capable of accurately control doses to fluctuating raw water conditions. This may lead to under or overdosing which while not posing health risks to the public but will most likely lead to treated water quality complaints.

Catalytic media filters are effectively conventional filters that have a manganese dioxide (MnO2) coating on the media particles. The filter media may be natural greensand but silica sand or anthracite can also be used. MnO2 is insoluble manganese and is the result of the oxidation of 2+ insoluble Mn . The MnO2 coating serves to catalyse the oxidation reaction reducing the amount of contact time required for oxidation. Chlorine (or KMn04) dosing at significantly lower levels would be

Page 2 of 3

Council Agenda - 13-12-17 Page 353

required, prior to the filters, to oxidise the manganese and generate the media coating. The reduced contact times minimise the formation of disinfection by-products.

Catalytic media has not been considered yet due to the high capital investment needed for this process. The high level cost estimate for installing catalytic media filters is $2,000,000 with a margin of error of +-50%.

The process that is now needed is to engage consulting engineers to carry out the following work: 1. Prepare a preliminary design and engineer’s estimate. This estimate will be presented to the Council for consideration and approval prior to proceeding to the next stage. Generally a preliminary design engineers estimate gives an estimate within -10 to +30% of the expected final cost. 2. Prepare detailed design and refine engineer’s estimate. This estimate will again be presented to the Council for consideration. The cost estimates at following detailed design are usually within the margin of -5 to +15% 3. Prepare tender documents and assist with adjudication thereof following the tender process. The Council will be required to give approval to award the successful tender. 4. Act as Engineer to the Contract on our behalf – the project will be managed in-house.

Funding

This project is not funded in the long term plan.

The estimated project cost will be in the order of $1.6 – 2.0M. As part of the consultants brief an engineer’s estimate would have to be done and Council will be informed of the finding.

The new infrastructure will have an asset life of at least 100 years. Technological changes may effectively limit the useful life to 50 years. If we use 50 years and the project cost is $2M the cost of capital and capital repayments will be approximately $130,00 per annum (based on an interest rate of 4.5%). We process approximately 6M m3 of potable water per annum on average. Currently we are only billing for approximately 66% of this water due to system losses. This means we charge for approximately 4M m3. The additional cost per m3 of water sold will be 3.25c or $0.0000325 per litre.

Recommendations

It is recommended that the installation of catalytic media filters at the Kerepehi water treatment plant to remove iron and manganese from the water be investigated in detail and if found to be economic and technical viable, to proceed into the detail design phase. For this purpose, Council’s approval is needed to appoint a consultant to provide professional services. The appointment process will be to ask three shortlisted specialist consultants to submit their proposals to be evaluated in accordance with the ACENZ/IPENZ guidelines for the engagement of consulting engineering services.

EJ Wentzel Adrian de Laborde Water Services Manager Group Manager Engineering

Page 3 of 3