Ōtorohanga Community Board AGENDA WEDNESDAY 2 SEPTEMBER 2020 4.00pm Members of the Ōtorohanga Community Board Board Member Neville Gadd (Chair) Board Member Kat Brown-Merrin Board Member Alan Buckman Councillor Katrina Christison Board Member Peter Coventry Councillor Rodney Dowd ŌTOROHANGA COMMUNITY BOARD WEDNESDAY 2 SEPTEMBER 2020 Notice is hereby given that an Ordinary meeting of the Ōtorohanga Community Board will be held in the Council Chambers, 17 Maniapoto Street, Ōtorohanga on Wednesday 2 September 2020 commencing at 4pm. 28 August 2020 Tanya Winter CHIEF EXECUTIVE AGENDA ORDER OF BUSINESS: PAGE PRESENT IN ATTENDANCE APOLOGIES DECLARATION OF INTEREST PUBLIC FORUM CONFIRMATION OF MINUTES – 5 AUGUST 2020 REPORTS ITEM 40 CHAIRPERSONS REPORT – VERBAL 1 ITEM 41 CHIEF EXECUTIVE REPORT 21 JULY – 17 AUGUST 2020 1 ITEM 42 UPDATE ON THE ŌTOROHANGA COMMUNITY BOARD WALK AROUND ŌTOROHANGA 3 ITEM 43 ROUTINE – CIVIL DEFENCE EMERGENCY MANAGEMENT REPORT FOR APRIL TO JUNE 2020 5 ITEM 44 ROUTINE – PLANNING REPORT FOR APRIL TO JUNE 2020 18 BOARD MEMBER UPDATE 20 ŌTOROHANGA COMMUNITY BOARD - AGENDA – 2 SEPTEMBER 2020 Page 0 ITEM 40 CHAIRPERSONS REPORT – VERBAL ITEM 41 CHIEF EXECUTIVE REPORT 21 JULY – 17 AUGUST 2020 TO: CHAIRPERSON AND MEMBERS ŌTOROHANGA COMMUNITY BOARD FROM: CHIEF EXECUTIVE DATE: 2 SEPTEMBER 2020 Relevant Community Outcomes Ensure services and facilities meet the needs of the Community Foster an involved and engaged Community Executive Summary The purpose of this report is to inform Council of the key focus areas for the Chief Executive in the last month and signal anything of note coming up in the next month. At the time of writing this report Auckland had moved into Alert Level 3 and the rest of the country into Alert Level 2 from midday Wednesday 12 August to midnight Friday 14 August with 4 new cases of COVID-19 in Auckland being revealed. Recommendation It is recommended that the report is received. 1. Health, Safety and Wellbeing Three events were reported during July, two near hits involving inappropriate behaviours in the library and one medical treatment injury due to a fall. All identified actions have been completed. Work has continued on our pandemic response with PERT, while also reviewing our preparedness in case of re- escalation of alert levels at a national or regional level. Turns out this preparation was well worthwhile with a resurgence of COVID-19 announced on 11 August. On other H&S matters, conversations will be held with contract managers to understand how they are monitoring and recording the health and safety performance of our contractors, as the organisational database shows no records since December 2019. Looking Back: Review and update of the Pandemic Plan COVID-19 debrief sessions to identify learning opportunities Revise and distribute Business Continuity Plan templates Looking Forward: Departments to review/update Business Continuity Plans to include natural disasters Involvement in PERT in light of COVID-19 resurgence First Aid refresher training Wellbeing initiative for September Initiate planning for First Day Back 2021 Development of an organisational Business Continuity Plan ŌTOROHANGA COMMUNITY BOARD - AGENDA – 2 SEPTEMBER 2020 Page 1 2. Long Term Plan 2021 Council’s early engagement - “Otorohanga 2050” – took place this month with 16 drop-in sessions being held all around the district, and the start of a number of key stakeholder meetings. I managed to attend 12 of these sessions and it was great to get around the district and talk to so many different people to understand what is important to them and what their aspirations are for the future of our district. The information from these sessions is being collated and distilled into themes which will be made available to Council and the community to inform the next stage of the process, which will be focus groups on key topics. Work is progressing on our Asset Management Plans for Roading and Three Waters, and work on our Financial Strategy will start in August. 3. Three Waters Update Council is required to make a decision on whether we opt in or not to Tranche 1 of the Three Water Reforms by 31 August. A separate report is on the agenda today. 4. IANZ Audit of Building Consent Authority Two IANZ assessors were onsite from 11-13 August undertaking an interim assessment of our Building Consent Authority (BCA). This interim assessment was necessary because after our audit in August 2019 we were assessed as being a medium risk as a BCA requiring a further visit in one year instead of the usual two years. I am delighted to say that we passed the audit with flying colours. Only 8 General Non Conformances were identified (as against 20 in 2019) and these were all rectified by the time the assessors left, resulting in what is effectively a clean audit. 5. Other Meetings/Activities - LTP Drop-in Sessions: Ōtorohanga (x2), Arohena, Te Kawa, Otewa, Honikiwi, Ngaroma, Kāwhia (x2), Hauturu, Kio Kio, Maihiihi - SOLGM Executive Meeting - Kāwhia Quiz Night - Henry Dowler, Partnerships Manager, DIA - Iwi leaders meeting - LTP key stakeholders meetings - Ōtorohanga Community Board meeting - IANZ Audit entry and exit meetings - Waikato Chief Executive Forum - Nehenehenui RMC meeting - CDEM Controllers meetings - Waikato Mayoral Forum - Risk and Assurance Committee meeting Tanya Winter CHIEF EXECUTIVE ŌTOROHANGA COMMUNITY BOARD - AGENDA – 2 SEPTEMBER 2020 Page 2 ITEM 42 UPDATE ON THE ŌTOROHANGA COMMUNITY BOARD WALK AROUND ŌTOROHANGA TO: CHAIRPERSON AND MEMBERS ŌTOROHANGA COMMUNITY BOARD FROM: COMMUNITY FACILITIES OFFICER DATE: 2 SEPTEMBER 2020 Relevant Community Outcomes The Ōtorohanga District is a safe place to live Ensure services and facilities meet the needs of the Community Foster an involved and engaged Community Executive Summary On 8th July 2020, the Ōtorohanga Community Board walked around Ōtorohanga and complied a document identifying areas of concern or possible improvement. This report provides further feedback to the Community Board on the steps taken since the previous report. Staff Recommendation It is recommended: That the report be received Report Discussion Each item raised is recorded in the table below along with associated comments. Item Comments / Status as at Service Estimated 27/08/2020 Request Completion number Date Pou showing signs of fading and Quote has been accepted now 1902072 27/09/2020 algae growth. awaiting contractor to complete job Expedite the completion of the Canon is in final stages of 1902073 30/11/2020 memorial cannon and return restoration them to the park. Tohutu (macron) above O for Ordered – install date to be 2002163 30/11/2020 council signage on office building confirmed Some lights not working down Sir Matter sorted 2002166 12/10/2020 Ed Hillary walkway Bollard at end of Sir Ed Hillary Repairs underway awaiting 2002167 12/10/2020 Walkway bent parts Is there to many bins along Contractor to monitor bins 2002168 25/10/2020 Maniapoto Street when emptying to see usage Family violence ribbons in Village Removal Programmed 2002169 4/9/2020 Green to be rotated for other colours so they have more significance Remove or update signage on Removal Programmed 2002170 4/09/2020 wall in Village Green ŌTOROHANGA COMMUNITY BOARD - AGENDA – 2 SEPTEMBER 2020 Page 3 Light on pole and light for kiwi in Work Programmed 2002171 18/10/2020 Village Green not working and pole needs cleaning or replacing Cracks in path to library Work programmed 1902627 30/11/2020 Seating in Village Green needs Work programmed 2001816 9/10/2020 some wood replaced Village Green area needs a good Work Programmed 2001535 9/10/2020 clean War Memorial Cenotaph needs Work Programmed 2002172 18/09/2020 de-mossing War Memorial concrete needs Work programmed 2002173 18/09/2020 water blasting Garden by railway station needs Will discuss with gardening 2002175 1/09/2020 attention contractor Big hole in garden by railway Work programmed 2001742 1/09/2020 station Railway station concrete by Work programmed 2002174 18/09/2020 garden and sign base need water blasting Chipped concrete along railway Options to be considered 2002176 18/09/2020 platform and garden Railway station roof needs a clean Roof has been cleaned 2002177 20/09/2020 skylights may need replacing Railway station seat needs Repairs programmed 2002178 18/09/2020 repairing Railway fence needs extending Permission will be needed 2002179 31/10/2020 from Kiwirail to change fence, and permit will be required from Kiwirail to work in corridor. Whittington Lane moss along Roading team aware and 2002180 8/10/2020 footpath and broken kerb onto going to remedy Wahanui Crescent Wahanui Crescent garden Options to be investigated 2001329 17/09/2020 retaining wall by toilets broken Wahanui Crescent kerb near Referred to Roading Manager 2002182 30/09/2020 toilets cracked South end Otorohanga sign Repairs programmed 2002183 18/09/2020 lighting not going Paint spare carpark space next to Completed 2002184 disability carpark by railway station ŌTOROHANGA COMMUNITY BOARD - AGENDA – 2 SEPTEMBER 2020 Page 4 ROUTINE REPORT ITEM 43 ROUTINE - CIVIL DEFENCE EMERGENCY MANAGEMENT REPORT FOR APRIL TO JUNE 2020 TO: CHAIRPERSON AND MEMBERS ŌTOROHANGA COMMUNITY BOARD FROM: EMERGENCY MANAGEMENT OPERATIONS MANAGER DATE: 2 SEPTEMBER 2020 (OCB) 18 AUGUST 2020 (ODC) Relevant Community Outcomes The Otorohanga District is a safe place to live Ensure services and facilities meet the needs of the Community Promote the local economy and opportunities for sustainable economic development Manage the natural and physical environment in a sustainable manner Executive Summary The purpose of this report is to provide Council with a quarterly update on matters relating to civil defence emergency management (CDEM) in the Waipā District. This includes matters arising at national, sub-regional, regional and district levels including emergency management activities under the shared service arrangement between Waipā, Ōtorohanga and Waitomo District Councils. This report is provided for information purposes and does not require any decision-making on the part of Elected Members.