Council Agenda 13 August 2020

Ashburton District Council AGENDA

Notice of Meeting: A meeting of the Ashburton District Council will be held on:

Date: Thursday 13 August 2020 Time: 1.00pm Venue: Council Chamber

Membership Mayor Neil Brown Deputy Mayor Liz McMillan Members Leen Braam Carolyn Cameron John Falloon Rodger Letham Lynette Lovett Angus McKay Diane Rawlinson Stuart Wilson

Watch the live-stream of this meeting on our You Tube channel, Facebook page and website: https://www.ashburtondc.govt.nz/our-council/meetings/agendas-and-minutes Meeting Timetable Time Item

1pm Meeting commences 1.30pm Key Research (annual residents’ survey) – Michael Hooker 2.45pm Welcome to new and long-serving staff 3.30pm Haven Housing Trust – Jackie Girvan (public excluded)

1 Apologies 2 Extraordinary Business 3 Declarations of Interest Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest they might have.

Minutes 4 Council – 25/06/20 4

5 Council (Extraordinary) – 30/07/20 14 6 Environmental Services Committee – 9/07/20 22 7 Community Services Committee – 9/07/20 23

8 Infrastructure Services Committee – 9/07/20 25 - Recommendation District Speed Review

9 Audit, Risk & Finance Committee – 9/07/20 27 - Recommendation Ashburton Hospital Helipad - Recommendation 2020-21 Rates – Rates Remission Policy

10 Methven Community Board – 29/06/20 30 - Recommendation to carry-over unspent discretionary grant funds to 2020/21

Reports 11 Annual Residents’ Survey 2019-20 32 12 EA Networks Electric Vehicle (EV) Charging Stations – granting of easements 34 13 Road Closure – Ashburton Car Club Standing Quarter Mile Sprint 48 14 Mayor’s report 51

Business Transacted with the Public Excluded 15 Council – 25/06/20 56 • Library & Civic Centre PCG 15/06/20 Section 7(2)(h) Commercial activities • ACL quarterly report Section 7(2)(h) Commercial activities 16 Council (extraordinary) – 30/07/20 62 [Now in open meeting] • High Court Appeal (Cates building) 17 Community Services Committee – 9/07/20 63 • C-19 Economic Recovery Advisory Group Section 7(2)(h) Commercial activities • Loan funding request Section 7(2)(h) Commercial activities

18 Infrastructure Services Committee – 9/07/20 64 • Land purchase Section 7(2)(h) Commercial activities

19 Audit, Risk & Finance Committee – 9/07/20 65 • Development contributions postponement Section 7(2)(h) Commercial activities • Internal/ external borrowing Section 7(2)(h) Commercial activities

20 Ashburton Housing Support Trust 67 Section 7(2)(h) Commercial activities

21 Award of Tender for removal of ex i-Site Building 88 Section 7(2)(h) Commercial activities

22 Reserve Revocation and Land Disposal 110 Section 7(2)(h) Commercial activities

23 Leasing Options on Council land 120 Section 7(2)(a) Protection privacy natural persons

24 Museum Operations 129 Section 7(2)(h) Commercial activities Section 7(2)(a) Protection privacy natural persons

7 August 2020 Council

25 June 2020

4. Council Meeting – 25/06/20

Minutes of the Council meeting held on Thursday 25 June 2020, commencing at 1.00pm, in the Council Chamber, 137 Havelock Street, Ashburton.

Present His Worship the Mayor, Neil Brown; Councillors Leen Braam, Carolyn Cameron, John Falloon, Rodger Letham, Lynette Lovett, Angus McKay, Liz McMillan, Diane Rawlinson and Stuart Wilson.

In attendance Hamish Riach (Chief Executive), Jane Donaldson (GM Strategy & Compliance), Neil McCann (GM Infrastructure Services), Sarah Mosley (Manager People & Capability), Toni Durham (Strategy & Policy Manager) and Phillipa Clark (Governance Team Leader).

Staff present for the duration of their reports: Richard Mabon (Senior Policy Advisor), Rachel Thomas (Policy Advisor), Jill Watson (Library Manager), Bevan Rickerby (Economic Development Manager), Colin Windleborn (Commercial Manager).

Presentations • Tuia and Global Ambassador representative, Jasaiah Claydon-Wade 2.30pm-2.40pm • Ashburton Contracting Ltd – 3.40pm-4.25pm.

1 Apologies Nil.

2 Extraordinary Business Nil. 3 Declarations of Interest Item 13: the Mayor gave notice he will withdraw from debate and decision as he will be making a submission on the draft Revenue & Financing Policy.

4 Confirmation of Minutes – 21/05/20

That the minutes of the Council meeting held on 21 May 2020, be taken as read and confirmed. Cameron/McMillan Carried

5 Confirmation of Minutes – 11/06/20

That the minutes of the Extraordinary Council meeting held on 11 June 2020, be taken as read and confirmed. Wilson/McMillan Carried

6 COVID-19 Response Committee – 18/05/20

That the minutes of the COVID-19 Response Committee meeting held on 18 May 2020, be taken as read and confirmed. Rawlinson/Lovett Carried

4 7 COVID-19 Response Committee – 28/05/20 That the minutes of the COVID-19 Response Committee meeting held on 28 May 2020, be taken as read and confirmed. Wilson/McMillan Carried

• Review of Library Collection Policy That Council approves the Library Collection Policy 2020. Wilson/Lovett Carried

Cr McKay recorded his vote against the motion.

8 COVID-19 Response Committee – 4/06/20s • Revenue & Financing Policy – stockwater rate 1. That Council receives the report. 2. That Council removes the charge for ‘stockwater services’ and requires those properties paying for services to pay the minimum charge. 3. That Council supports Option 3, which increases the minimum amount paid to $600.00 and uses the $0.1665 rate. Letham/McMillan Carried

Cr A McKay recorded his vote against the motion.

That the minutes of the COVID-19 Response Committee meeting held on 4 June 2020, be taken as read and confirmed. McMillan/Rawlinson Carried

9 COVID-19 Response Committee – 18/06/20 • Suspending the Covid-19 Response Committee 1. That Council receives the report. 2. That Council suspends the Covid-19 Response Committee, effective immediately. 3. That Council reinstates the Standing Committees, with committee meetings to resume as scheduled on the 2020 meeting calendar 4. That Council gives notice to the Methven Community Board that Board meetings will resume as scheduled on the 2020 meeting calendar, with the next meeting being Monday 29 June.

McMillan/Braam Carried

That the minutes of the COVID-19 Response Committee meeting held on 18 June 2020, be taken as read and confirmed. Cameron/Lovett Carried

10 Annual Plan 2020-21 • Building consent fees Council agreed to reduce the annual activity report fee after hearing that the Economic Recovery Advisory Group had expressed concern at the proposed $400 increase.

That the building consent activity report annual fee be increased from $154 to $200 in the 2020- 21 year. Rawlinson/McKay Carried

5 • Mt Hutt Memorial Hall rate It was noted that the amount of the targeted rate had been omitted. Later in the meeting, and prior to adoption of the rates resolution, the Finance Manager reported the targeted amount of 0.000047 (cents in $ of capital value) has been applied. The Annual Plan was amended to reflect this. • Reserve balances The Finance Manager confirmed that reserve balances will be checked and amounts will be confirmed after the audit has been completed.

1. That Council adopts the Ashburton District Council Annual Plan 2020/21, as amended. 2. That Council adopts the Fees & Charges Schedule for the 2020/21 financial year as scheduled in the Ashburton District Council Annual Plan 2020/21, as amended . 3. That Council delegates to the Chief Executive the authority and responsibility to make minor editorial changes and correction of minor errors to the Annual Plan 2020/21 document.

Cameron/Braam Carried

11 Setting of the Rates 2020-21 Prior to passing the resolution to set the rates Council amended the penalty clauses and included the missing figure for the Mt Hutt Hall targeted rate. With the increase of funding for the Mt Hutt Hall, the overall rate increase for 2020-21 is 2.56%.

That Council authorises the following penalties on rates unpaid by the due date: • 5% penalty added to unpaid instalments 1 and 2 • 10% penalty added to unpaid instalments 3 and 4 • 10 penalty to any unpaid rates and charges, levied prior to 30 June 2020, if still unpaid at 31 August 2020. McKay/Falloon Carried Cr Letham recorded his vote against the motion.

Council asked for the rates remission policy to be reviewed and this will be referred to the Audit, Risk & Finance Committee.

That Council sets the following rates under the Local Government (Rating) Act 2002 on rating units in the district for the financial year commencing 1 July 2020 and ending on 30 June 2021. All section references are to sections in the Local Government (Rating) Act 2002. All amounts are GST inclusive. • The definition of connected and serviceable is contained in Council’s Funding Impact Statement – Rating Policy and Schedule of Rates. • The definition of separately used or inhabited part of a rating unit is contained in Council’s Funding Impact Statement – Rating Policy and Schedule of Rates. • The definition for the amenity rating area is contained within Council’s Funding Impact Statement – Rating Policy and Schedule of Rates.

Uniform Annual General Charge (UAGC) A uniform annual general charge of $594.90 per separately used or inhabited part of a rating unit, set under section 15. The Uniform Annual General Charge (UAGC) funds wholly or in part the following activities of Council

• Recreation facilities • Library • Community development • Public conveniences

6 • Arts and culture • Democracy and governance • Civil defence • Environmental health • Community grants

General rate A general rate set under section 13 of $0.000335 per dollar of capital value on each separately used or inhabited part of a rating unit in the district. The general rate will be used to fund either wholly or in part the following activities of Council • Footpaths • Cemeteries • Stormwater • Stockwater • Solid waste management • Reserve boards • Civil defence • Reserves and campgrounds • Community development • Parks and reserves • Memorial halls • Democracy and governance • Environmental services • Commercial property • Water zone committee • Business development • Solid waste collection • District promotion • Forestry • Non allocated Roading rate A targeted rate for road services set under section 16 of $0.000458 per dollar of capital value on each separately used or inhabited part of a rating unit in the district. Water supply rates The following differential targeted rates are set under section 16 for each water supply area listed below. In each case the differential categories are: a) Connected rating units b) Serviceable rating units The targeted rates are set as a fixed amount per separately used or inhabited part of a rating unit. Rating units outside the defined water supply areas listed below, but which are nonetheless connected to a water supply scheme servicing a particular water supply area, will be charged the connected rate for that water supply area. Connected Serviceable Ashburton urban $415.30 $207.70 Lake Hood $415.30 $207.70 Methven $415.30 $207.70 Rakaia $415.30 $207.70 Fairton $415.30 $207.70 Hakatere $415.30 $207.70 Hinds $415.30 $207.70 Mayfield $415.30 $207.70 Chertsey $415.30 $207.70 Mt Somers $415.30 $207.70 Dromore $415.30 $207.70

Water meters – Extraordinary supply In addition to the above targeted rates, a targeted rate for water supply, set under section 19, will apply for: a) Rating units which fall outside a defined water supply area, but which are nonetheless connected to a water supply scheme servicing a water supply area (except Methven- Springfield, Montalto, Lyndhurst and Barrhill).

7 b) Rating units which are used for non-residential purposes and which are connected to a water supply scheme in a water supply area (except Methven-Springfield, Montalto, Lyndhurst and Barrhill).

The rate is 96 cents per 1,000 litres of water consumed in excess of 90 cubic metres consumed in the quarterly periods during each year. The quarterly periods are 1 July to 30 September, 1 October to 31 December, 1January to 31 March, and 1 April to 30 June.

Water meters –Residential D and Rural A supply In addition to the above targeted rates, a targeted rate for water supply, set under section 19, will apply for: c) Rating units which fall outside a defined water supply area, but which are nonetheless connected to a water supply scheme servicing a water supply area (except Methven-Springfield, Montalto, Lyndhurst and Barrhill).

d) Rating units which are used for non-residential purposes and which are connected to a water supply scheme in a water supply area (except Methven-Springfield, Montalto, Lyndhurst and Barrhill).

The rate is 96 cents per 1,000 litres of water consumed in excess of 438 cubic metres per annum. The period is 1 July – 30 June.

Methven-Springfield water supply rate A targeted rate under section 16 of $2,199.90 on all rating units connected to the Methven- Springfield water supply scheme, plus $183.40 per 1,000 litres of water supplied in excess of 12,000 litres to any rating unit within the Methven/Springfield water supply scheme.

Montalto water supply rate A targeted rate under section 16 of $1,069.70 per rating unit in the Montalto water supply scheme, plus $33.70 per hectare of land in the Montalto water supply scheme.

Lyndhurst water rate A targeted rate under section 16 of $189.80 on all rating units connected to the Lyndhurst water supply.

Barrhill village water rate A targeted rate under section 16 of $453.00 on all rating units within the proposed scheme boundary for the Barrhill Village water supply.

Wastewater disposal rates The following differential targeted rates are set under section 16 for wastewater (sewage) disposal for the Ashburton urban area, Methven and Rakaia townships, and a further loan rate in the Rakaia township, as listed below. In each case the differential categories are: a) Connected rating units b) Serviceable rating units The targeted rates are set as a fixed amount per separately used or inhabited part of a rating unit.

8 Connected Serviceable

Ashburton $428.40 $214.20

Methven $273.50 $136.80

Rakaia $418.10 $209.10

Rakaia loan rate $173.10 $86.60

The following additional targeted rates are set under section 16 for wastewater disposal on connected rating units within the Ashburton urban area, Methven and Rakaia townships as listed below. These rates are set differentially based on location and the number of urinals / pans in excess of three, in each rating unit, as listed below.

Urinal / pan charge from 4+ Ashburton $142.80 Methven $91.20 Rakaia $139.40

Solid waste collection rates The following rates are set under section 16 for waste collection for each area to which the service is provided as listed below. The targeted rates are set as a fixed amount per separately used or inhabited part of a rating unit.

Ashburton urban $232.30 Ashburton CBD (inner) $432.80 Methven $232.30 Rakaia $232.30 Hinds $232.30 Mayfield $232.30 Mt Somers $232.30 Chertsey $232.30 Lake Clearwater $32.20 Rangitata $66.40 Ashburton District extended $232.30

Stockwater rate A targeted rate under section 16 on all rating units within the general stockwater scheme. The rate is to be determined in accordance with the following factors: a) A rate of $109.60 where the total length of any stockwater races, aqueducts or water channels that pass through, along, or adjacent to, or abuts the rating unit does not exceed 161 metres in length; and b) A rate of 68 cents per metre where the total length of any stockwater races, aqueducts or water channels that pass through, along or adjacent to, or abuts the rating unit exceeds 161 metres in length; and c) A rate of $136.20 for each pond service, pipe service, ram service, pump service, water wheel or windmill; and

d) A rate of $68.10 for each dip service or extension pump service using water from the Council’s water race system.

9 Amenity rates Targeted rates for amenity services under section 16 are as follows. Ashburton CBD (inner) footpath cleaning rate $0.000389 per dollar on the capital value of every business rating unit within the Ashburton CBD (inner) rating area (as more particularly described by reference to the Ashburton District Council Rating Areas Map Book), for footpath services.

Ashburton urban amenity rate $0.000807 per dollar of capital value of every rating unit in the Ashburton urban area excluding Lake Hood (as more particularly described by reference to the Ashburton District Council Rating Areas Map Book) to meet the costs of stormwater services, footpaths and parks and open spaces funding.

Ashburton urban amenity rate – Lake Hood $0.000807 per dollar of capital value of every rating unit in the Ashburton (as more particularly described by reference to the Ashburton District Council Rating Areas Map Book) to meet the costs of stormwater services, footpaths, and parks and open spaces funding.

Ashburton business amenity rate $0.000292 per dollar of capital value of every business rating unit within the Ashburton urban area excluding Lake Hood (as more particularly described by reference to the Ashburton District Council Rating Areas Map Book) for the provision of district promotion and public conveniences.

Ashburton business amenity rate – Lake Hood $0.000292 per dollar on the capital value of every business rating unit within the Ashburton urban area for Lake Hood (as more particularly described by reference to the Ashburton District Council Rating Areas Map Book) for the provision of district promotion and public conveniences.

Methven business amenity rate $0.000323 per dollar on the capital value of every business rating unit within the Methven township area (as more particularly described by reference to the Ashburton District Council Rating Areas Map Book) for the purposes of district promotion and public conveniences.

Methven amenity rate $0.000607 per dollar on the capital value of every rating unit within the Methven township (as more particularly described by reference to the Ashburton District Council Rating Areas Map Book) to meet the costs of stormwater services, footpaths, parks and open spaces and reserve board funding.

Rakaia business amenity rate $0.000345 per dollar on the capital value of every business rating unit within the Rakaia township area (as more particularly described by reference to the Ashburton District Council Rating Areas Map Book) for the provision of district promotion and public conveniences.

Rakaia amenity rate $0.000615 per dollar on the capital value of every rating unit within the Rakaia township (as more particularly described by reference to the Ashburton District Council Rating Areas Map Book) to meet the costs of stormwater services, footpaths, parks and open spaces and reserve board funding.

Hinds stormwater rate $0.000063 per dollar on the capital value of every rating unit within the Hinds township area for the provision of stormwater services.

Rural amenity rate $0.000018 per dollar on the capital value of every rating unit within the rural area, excluding the townships of Methven and Rakaia, for the provision of footpaths and parks and open spaces.

10 Methven Community Board rate A targeted rate to fund the Methven Community Board under section 16 of $107.20 per rating unit within the Methven township (as more particularly described by reference to the Ashburton District Council Rating Areas Map Book). Mt Hutt Memorial Hall rate A targeted rate to partially fund the Mt Hutt Memorial Hall under section 16 of $0.000047 per dollar on the capital value of each rating unit in the Methven township (as more particularly described by reference to the Ashburton District Council Rating Areas Map Book). Due dates for payment of rates The rates will be payable in four equal instalments due on: • 20 August 2020 • 20 November 2020 • 20 February 2021 • 20 May 2021 Where the 20th of a month in which rates are due does not fall on a working day, rate payments will be accepted without penalty up to and including the first working day after the 20th of that month.

Due dates for payment of water meter charges That water by meter charges are due on:

Quarterly period Reading dates completed Invoice date 1 July to 30 September 2020 15 October 2020 20 November 2020 1 October to 31 December 15 January 2021 20 February 2021 2020 1 January to 31 March 2021 15 April 2021 20 May 2021 1 April to 30 June 2021 15 July 2021 20 August 2021

Penalties In accordance with sections 57 and 58, the Council authorises the Finance Manager to add the following penalties on rates unpaid by the due date. A 5% penalty will be added to instalment balances remaining unpaid as at the following dates: • 21 August 2020 • 21 November 2020 A 10% penalty will be added to instalment balances remaining unpaid as at the following dates: • 21 February 2021 • 21 May 2021

In addition a further penalty of 10% will be added to any unpaid rates and charges levied prior to 30 June 2020, if still unpaid as at 31 August 2020. McMillan/Braam Carried

Post meeting note: the rates resolution has been updated to reflect changes to the uagc and general rate resulting from the Annual Plan amendments. Council revoked its resolution of 25/06/20 and replaced it with a new resolution on 30/07/20.

12 Draft Development & Financial Contributions Policy That Council adopts the draft Development and Financial Contributions Policy 2021 and Consultation Document for consultation from 26 June to 26 July 2020 under s.82 of the Local Government Act 2002. Braam/Falloon Carried

11 13 Draft Revenue & Financing Policy The Mayor withdrew from discussion. Council questioned the late inclusion of an extension of service for solid waste collection which is information not previously seen. The Group Manager Infrastructure Services advised that the solid waste plans have been put together as a result of feedback from residents over the past two years. This has initiated inclusion of additional areas for consultation.

That Council adopts the draft Revenue and Financing Policy 2021 and Consultation Document for consultation from 26 June to 26 July 2020 using the Special Consultative Procedure under s.83 of the Local Government Act 2002. Braam/Lovett Carried The Mayor abstained from voting.

14 Methven Community Board Board meetings will resume from Monday 29 June.

15 Mayor’s Report That Council receives the Mayor’s report. Mayor/McMillan Carried

• 2020 Remits Council noted that 11 remits have been proposed from various councils for consideration at the LGNZ annual general meeting on 21 August.

• Remuneration Council agreed that it would be appropriate for the amount saved in the Mayor’s temporary salary reduction to be transferred to the Mayor’s discretionary fund.

• Rakaia weighbridge station – Notice of Requirement The Mayor reported that Selwyn District Council, on 24 June, accepted the Notice of Requirement for a weighbridge station between the Rakaia bridge and rail overbridge, and recommended to NZTA that the NOR be confirmed. Council viewed the video debate from the Selwyn DC meeting.

Presentation – Jasaiah Claydon-Wade Council welcomed Jasaiah Claydon-Wade, Ashburton’s current Tuia representative and one of Council’s Welcoming Communities Cultural Ambassadors. Jasaiah spoke positively of his experiences which have given him a greater understanding of his Maori heritage. He thanked Council for the privilege of being selected for both roles and said that he has been inspired to study political science with the goal of one day helping with Treaty dispute resolutions.

Welcome to new and long-serving staff The Manager People & Capability introduced new staff – Katelyn Roddy-Dixon (Property Administration Officer), Zane Adam (Property Officer), Amber Tyson (Senior Information Management Officer) and Romelyn Ungab (Application Specialist).

12 Council acknowledged the long service of Jill Watson (Library Manager – 45 years), Brian Fauth (Roading Manager – 10 years), Amanda Watson (Customer Services Team Leader – 5 years) and Rhys Roberts (Technical Support Officer, Roading – 5 years).

Council adjourned for afternoon tea from 2.52pm to 3.13pm.

Business transacted with the public excluded – 3.13pm That the public be excluded from the following parts of the proceedings of this meeting, namely – the general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item General subject of each matter to be In accordance with Section 48(1) of the Act, the reason No considered: for passing this resolution in relation to each matter: 16 Council 21/05/20 Section 7(2)(h) Commercial activities 17 Extraordinary Council 11/06/20 Section 7(2)(h) Commercial activities 18 COVID-19 Response Committee 18/05/20 Section 7(2)(h) Commercial activities 19 COVID-19 Response Committee 28/05/20 Section 7(2)(h) Commercial activities 20 COVID-19 Response Committee 18/06/20 Section 7(2)(h) Commercial activities 21 Library & Civic Centre PCG 15/06/20 Section 7(2)(h) Commercial activities 22 Ashburton Contracting Ltd quarterly Section 7(2)(h) Commercial activities report Mayor/Braam Carried

The meeting concluded at 4.30pm.

Confirmed 13 August 2020

______MAYOR

13 Council – Extraordinary Meeting

30 July 2020

5. Extraordinary Council Meeting – 30/07/20

Minutes of the Extraordinary Council meeting held on Thursday 30 July 2020, commencing at 3.30pm, in the Council Chamber, 137 Havelock Street, Ashburton.

Present His Worship the Mayor, Neil Brown; Councillors Leen Braam, Carolyn Cameron, John Falloon, Rodger Letham, Lynette Lovett, Angus McKay, Liz McMillan and Diane Rawlinson.

In attendance Hamish Riach (Chief Executive), Jane Donaldson (GM Strategy & Compliance),Paul Brake (GM Business Support), Neil McCann (GM Infrastructure Services), Colin Windleborn (Commercial Manager), Tania Paddock (In-house Counsel), Ian Hyde (Planning Manager) and Phillipa Clark (Governance Team Leader). Six members of the public.

Deputations Residents Group: Errol Kingsbury (apology received from Paul Gooby) Lochlea Investments: Les Briggs & Chris Hopper (Davis Ogilvie)

1 Apologies Cr Stuart Wilson Sustained

2 Extraordinary Business Nil.

3 Declarations of Interest Nil.

4 Dedication of Local Purpose (Road) Reserve as legal road – Primrose Place Speaking on behalf of a residents group who have concerns about the proposed access from Primrose Place to the new proposed Lochlea Village on Allens Road, Mr Kingsbury tabled and presented his submission. Residents were aware of the potential access use of the Council reserve land but this wasn’t indicated on earlier plans when Mr Kingsbury bought his section, however the reserve land is shown on his property title. An updated plan was tabled showing the roading plan for Primrose Place. Presentation concluded at 3.51pm.

Mr Hopper responded to questions, advising that the reserve is vested in Council as part of subdivision 2014. When the subdivision was signed off by Council, that road was shown as an area to vest in Council as part of local purpose reserve. Residents, when purchasing their properties, received a copy of that information.

14 Road names shown on plan are generic and the siting of the labelled Road 1 does not indicate this is the main access road. The developers have taken on board neighbours’ comments and have altered the design. The current iteration (sent to Council last night) agrees Allens Rd will be main access for the Lochlea development; Primrose Rd access point is to give residents of Primrose Place access to Lochlea. The original road width was required to be the same dimensions as Primrose Place, however subsequent conversations with neighbours have reduced that to 6 metres. There is now discussion to reduce to a 4m formation, consistent with Council’s District Plan. The developer is happy to do this, but mindful they want to retain access from the development to Primrose Lane. Mr Briggs commented on the meetings that have taken place with Council and neighbouring residents, where agreement has been reached to narrow the entrance to Primrose Lane. He spoke about the several minutes it takes to access Allens Road from the development – a concern with an elderly population. While the current economic climate is not conducive to development, Lochlea are still prepared to undertake this. In conclusion, Council thanked the presenters for their comments, and willingness to work together to reach a resolution.

1. That Council resolves that the land contained within Lot 304 Deposited Plan 431874 (being all the land contained within Record of Title 528212), comprising an area of 222m2, be dedicated as legal road pursuant to section 111 of the Reserve Act 1977.

2. That Council shall only lodge the request with the Registrar-General of Land to dedicate the land contained within Lot 304 Deposited Plan 431874 as road when Lochlea Investments Limited has: a. paid Council a $5,000.00 deposit; and b. registered a land covenant in gross against its Record of Title CB13A/1313 that contains the conditions required by Council.

3. That the width of the carriageway be up to 4 metres. McKay/Cameron Carried

5 Setting of the Rates 2020-21 That the resolution passed by Council on 25 June 2020, setting the rates for the 2020-21 year, be revoked. McMillan/Rawlinson Carried

That Council sets the following rates under the Local Government (Rating) Act 2002 on rating units in the district for the financial year commencing 1 July 2020 and ending on 30 June 2021. • All section references are to sections in the Local Government (Rating) Act 2002. All amounts are GST inclusive. • The definition of connected and serviceable is contained in Council’s Funding Impact Statement – Rating Policy and Schedule of Rates. • The definition of separately used or inhabited part of a rating unit is contained in Council’s Funding Impact Statement – Rating Policy and Schedule of Rates. • The definition for the amenity rating area is contained within Council’s Funding Impact Statement – Rating Policy and Schedule of Rates.

Cont’d

15 Uniform Annual General Charge (UAGC) A uniform annual general charge of $593.80 per separately used or inhabited part of a rating unit, set under section 15.

The Uniform Annual General Charge (UAGC) funds wholly or in part the following activities of Council: Recreation facilities Library Community development Public conveniences Arts and culture Democracy and governance Civil defence Environmental health Community grants

General rate A general rate set under section 13 of $0.000336 per dollar of capital value on each separately used or inhabited part of a rating unit in the district.

The general rate will be used to fund either wholly or in part the following activities of Council: Footpaths Stormwater Solid waste management Civil defence Community development Memorial halls Environmental services Water zone committee Solid waste collection Forestry

Cemeteries Stockwater Reserve boards Reserves and campgrounds Parks and reserves Democracy and governance Commercial property Business development District promotion Non allocated

16 Roading rate A targeted rate for road services set under section 16 of $0.000458 per dollar of capital value on each separately used or inhabited part of a rating unit in the district.

Water supply rates The following differential targeted rates are set under section 16 for each water supply area listed below. In each case the differential categories are:

• Connected rating units • Serviceable rating units The targeted rates are set as a fixed amount per separately used or inhabited part of a rating unit. Rating units outside the defined water supply areas listed below, but which are nonetheless connected to a water supply scheme servicing a particular water supply area, will be charged the connected rate for that water supply area.

Connected Serviceable Ashburton urban $415.30 $207.70 Lake Hood $415.30 $207.70 Methven $415.30 $207.70 Rakaia $415.30 $207.70 Fairton $415.30 $207.70 Hakatere $415.30 $207.70 Hinds $415.30 $207.70 Mayfield $415.30 $207.70 Chertsey $415.30 $207.70 Mt Somers $415.30 $207.70 Dromore $415.30 $207.70

Water meters – Extraordinary supply In addition to the above targeted rates, a targeted rate for water supply, set under section 19, will apply for: • Rating units which fall outside a defined water supply area, but which are nonetheless connected to a water supply scheme servicing a water supply area (except Methven- Springfield, Montalto, Lyndhurst and Barrhill).

• Rating units which are used for non-residential purposes and which are connected to a water supply scheme in a water supply area (except Methven-Springfield, Montalto, Lyndhurst and Barrhill).

Water meters –Residential D and Rural A supply In addition to the above targeted rates, a targeted rate for water supply, set under section 19, will apply for: • Rating units which fall outside a defined water supply area, but which are nonetheless connected to a water supply scheme servicing a water supply area (except Methven- Springfield, Montalto, Lyndhurst and Barrhill).

• Rating units which are used for non-residential purposes and which are connected to a water supply scheme in a water supply area (except Methven-Springfield, Montalto, Lyndhurst and Barrhill).

17 The rate is 96 cents per 1,000 litres of water consumed in excess of 438 cubic metres per annum. The period is 1 July – 30 June.

Montalto water supply rate A targeted rate under section 16 of $1,069.70 per rating unit in the Montalto water supply scheme, plus $33.70 per hectare of land in the Montalto water supply scheme.

Lyndhurst water rate A targeted rate under section 16 of $189.80 on all rating units connected to the Lyndhurst water supply.

Barrhill village water rate A targeted rate under section 16 of $453.00 on all rating units within the proposed scheme boundary for the Barrhill Village water supply.

Wastewater disposal rates The following differential targeted rates are set under section 16 for wastewater (sewage) disposal for the Ashburton urban area, Methven and Rakaia townships, and a further loan rate in the Rakaia township, as listed below. In each case the differential categories are: • Connected rating units • Serviceable rating units

The targeted rates are set as a fixed amount per separately used or inhabited part of a rating unit. Connected Serviceable Ashburton $428.40 $214.20

Methven $273.50 $136.80

Rakaia $418.10 $209.10

Rakaia loan rate $173.10 $86.60

Urinal / pan charge from 4+ Ashburton $142.80 Methven $91.20 Rakaia $139.40

18 Ashburton urban $232.30 Ashburton CBD (inner) $432.80 Methven $232.30 Rakaia $232.30 Hinds $232.30 Mayfield $232.30 Mt Somers $232.30 Chertsey $232.30 Lake Clearwater $32.20 Rangitata $66.40 Ashburton District extended $232.30

Stockwater rate A targeted rate under section 16 on all rating units within the general stockwater scheme. The rate is to be determined in accordance with the following factors: • A rate of $109.60 where the total length of any stockwater races, aqueducts or water channels that pass through, along, or adjacent to, or abuts the rating unit does not exceed 161 metres in length; and

• A rate of 68 cents per metre where the total length of any stockwater races, aqueducts or water channels that pass through, along or adjacent to, or abuts the rating unit exceeds 161 metres in length; and

• A rate of $136.20 for each pond service, pipe service, ram service, pump service, water wheel or windmill; and

• A rate of $68.10 for each dip service or extension pump service using water from the Council’s water race system.

Amenity rates Targeted rates for amenity services under section 16 are as follows.

Ashburton CBD (inner) footpath cleaning rate $0.000389 per dollar on the capital value of every business rating unit within the Ashburton CBD (inner) rating area (as more particularly described by reference to the Ashburton District Council Rating Areas Map Book), for footpath services.

19 Methven business amenity rate $0.000323 per dollar on the capital value of every business rating unit within the Methven township area (as more particularly described by reference to the Ashburton District Council Rating Areas Map Book) for the purposes of district promotion and public conveniences.

Hinds stormwater rate $0.000063 per dollar on the capital value of every rating unit within the Hinds township area for the provision of stormwater services.

Methven Community Board rate A targeted rate to fund the Methven Community Board under section 16 of $107.20 per rating unit within the Methven township (as more particularly described by reference to the Ashburton District Council Rating Areas Map Book).

Mt Hutt Memorial Hall rate A targeted rate to partially fund the Mt Hutt Memorial Hall under section 16 of $0.000047 per dollar on the capital value of each rating unit in the Methven township (as more particularly described by reference to the Ashburton District Council Rating Areas Map Book).

Due dates for payment of rates The rates will be payable in four equal instalments due on: • 20 August 2020 • 20 November 2020 • 20 February 2021 • 20 May 2021 Where the 20th of a month in which rates are due does not fall on a working day, rate payments will be accepted without penalty up to and including the first working day after the 20th of that month.

20 Due dates for payment of water meter charges – Extraordinary Supplies That water by meter charges are due on:

Due dates for payment of water meter charges – Residential D and Rural A supplies That water by meter charges are due on:

Annual period Reading date completed Invoice date 1 July 2020 to 30 June 2021 15 July 2021 20 August 2021

Penalties In accordance with sections 57 and 58, the Council authorises the Finance Manager to add the following penalties on rates unpaid by the due date.

A 5% penalty will be added to instalment balances remaining unpaid as at the following dates: • 21 August 2020 • 21 November 2020 A 10% penalty will be added to instalment balances remaining unpaid as at the following dates: • 21 February 2021 • 21 May 2021 In addition a further penalty of 10% will be added to any unpaid rates and charges levied prior to 30 June 2020, if still unpaid as at 31 August 2020. McMillan/Lovett Carried

Business transacted with the public excluded – 4.06pm That the public be excluded from the following parts of the proceedings of this meeting, namely – the general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item General subject of each matter to be In accordance with Section 48(1) of the Act, the reason No considered: for passing this resolution in relation to each matter:

16 High Court Appeal (Cates building) Section 7(2)(j) Maintain legal professional privilege McMillan/Mayor Carried

Business transacted with the public excluded now in open meeting • High Court Appeal – Cates Building, West Street That Council defends the Environment Court decision in the High Court.

Rawlinson/Lovett Carried

The meeting concluded at 4.30pm.

21 Environmental Services Committee

9 July 2020

6. Environmental Services Committee Minutes

Minutes of the Environmental Services Committee meeting held on Thursday 9 July 2020, commencing at 9.00am, in the Council Chamber, 137 Havelock Street, Ashburton.

Present His Worship the Mayor, Neil Brown; Councillors Diane Rawlinson (Chair), Carolyn Cameron, Rodger Letham, Lynette Lovett and Angus McKay. Also present: Councillors Stuart Wilson and Leen Braam In attendance Hamish Riach (Chief Executive), Jane Donaldson (GM Strategy & Compliance), Neil McCann (GM Service Delivery), Ruben Garcia (Communications Manager) and Aisling O’Reilly (Governance Officer). Officers in attendance for the duration of their reports: Ian Hyde (Planning Manager) and Rick Catchpole (Environmental Monitoring Manager).

1 Apologies Nil.

2 Extraordinary Business Nil.

3 Declarations of Interest Nil.

4 Confirmation of Minutes That the minutes of the Environmental Services Committee meeting held on 12 March 2020, be taken as read and confirmed. Cameron/Lovett Carried

5 Submission: Proposed National Environmental Standards for Air Quality It was agreed that the following points be amended: • Additional air zone map to be added (provided by Ian). • Point 10: remove ‘rotational’, and add ‘management’.

1. That Council receives the report. 2. That Council approves the submission to the Ministry for the Environment about the proposed National Environment Standards for Air Quality, attached as Appendix 1. Lovett/Letham Carried

The meeting concluded at 9.14am.

22 Community Services Committee

9 July 2020

7. Community Services Committee Minutes

Minutes of the Community Services Committee meeting held on Thursday 9 July 2020, commencing at 9.18am, in the Council Chamber, 137 Havelock Street, Ashburton.

Present His Worship the Mayor, Neil Brown; Councillors Angus McKay (Chair), Leen Braam, Carolyn Cameron, Lynette Lovett and Diane Rawlinson.

Also present: Councillors Stuart Wilson and Rodger Letham.

In attendance Hamish Riach (Chief Executive), Neil McCann (GM Service Delivery), Paul Brake (GM Business Support), Bevan Rickerby (Economic Development Manager), Toni Durham (Strategy & Policy Manager), Verity Jackson (Events Co-ordinator), and Aisling O’Reilly (Governance Officer).

1 Apologies Nil.

2 Extraordinary Business Nil.

3 Declarations of Interest Nil.

4 Confirmation of Minutes That the minutes of the Community Services Committee meeting held on 12 March 2020, be taken as read and confirmed. Cameron/Rawlinson Carried

5 Ashburton Youth Council That the minutes of the Youth Council meeting held on 3 June 2020, be received. Lovett/Braam Carried

6 Welcoming Communities Accreditation That the Welcoming Communities Accreditation report be received. Cameron/Rawlinson Carried

7 Economic Development Quarterly Report That the Economic Development Quarterly update June 2020 be received. Braam/Rawlinson Carried

23 Business transacted with the public excluded – 9:28am That the public be excluded from the following parts of the proceedings of this meeting, namely – the general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item General subject of each matter to be In accordance with Section 48(1) of the Act, the reason for No considered: passing this resolution in relation to each matter: 8 Covid-19 Economic Recovery Section 7(2)(h) Commercial activities Advisory Group 17/06/20

9 Discretionary funding request Section 7(2)(h) Commercial activities

Braam/Lovett Carried

Festive Lighting Councillors commented positively on the LED lighting that has been recently installed in trees along the East Street Green. It was reported that the lights will be switched on at night from 6 to 31 July.

The Committee agreed that it would be useful to know the ongoing plans for the CBD festive lighting, including the siting of the Christmas tree.

Post meeting note: a report will be provided to the Community Services Committee on 27 August 2020.

That officers be requested to provide a report on festive lighting in the CBD, including Christmas tree and festive lighting/decorations. McKay/Cameron Carried

It was further agreed that the tree lighting will continue after 31 July, subject to there being sufficient funding in the Economic Development budget, with this to be reviewed when Council receives the festive lighting report.

The meeting concluded at 10.13am.

24 Infrastructure Services Committee

9 July 2020

8. Infrastructure Services Committee Minutes

Minutes of the Infrastructure Services Committee meeting held on Thursday 9 July 2020, commencing at 10:28am, in the Council Chamber, 137 Havelock Street, Ashburton.

Present His Worship the Mayor, Neil Brown; Councillors Stuart Wilson (Chair), Leen Braam, Rodger Letham, Lynette Lovett and Diane Rawlinson. Also present: Councillors John Falloon; Angus McKay and Carolyn Cameron. In attendance Hamish Riach (Chief Executive), Neil McCann (GM Service Delivery), Paul Brake (GM Business Support); Toni Durham (Strategy & Policy Manager), Brian Fauth (Contracts Manager), Andy Guthrie (Assets Manager), Martin Lo (Graduate Engineer); Emily Reed (Corporate Planner) and Aisling O’Reilly (Governance Officer).

1 Apologies Nil.

2 Extraordinary Business Nil.

3 Declarations of Interest Nil.

4 Confirmation of Minutes That the minutes of the Infrastructure Services Committee meeting held on 12 March 2020, be taken as read and confirmed. Rawlinson/Brown Carried

5 District Speed Review Martin Lo summarised the changes made as a result of consultation. It was noted that reference to Grove Farm Road 80km/h limit should instead be Gartartan Road.

That the motion be taken in parts. Rawlinson/Braam Carried

Recommendations to Council

1. A) That Council adopts the speed limit changes as shown in the appended speed limit maps (Appendix 1). B) That Council amends the Transportation Bylaw, as per the maps contained within Appendix 1, and this is publically notified. Rawlinson/Letham Carried

25 2. That Council develops the placement of the school zone speed limits with schools and stakeholders, with speed limits outside rural schools set at 60 km/h, and 40 km/h outside urban schools. Lovett/Brown Carried

The Committee noted the significant variation of cost for signs and agreed it would be useful to get a more detailed report on the cost of signs.

3. That Council installs variable speed limit signs outside schools. Brown/Lovett Carried

4. That Council retains the speed limit along the Arundel Rakaia Gorge Road at Mount Somers, between Hoods Road and Ashburton Gorge Road, at 100 kilometres per hour; and that officers be directed to investigate road treatment options with the Mount Somers Citizen Association. Letham/Rawlinson Carried

Business transacted with the public excluded - 11.07am That the public be excluded from the following parts of the proceedings of this meeting, namely – the general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item General subject of each matter to be In accordance with Section 48(1) of the Act, the reason for No considered: passing this resolution in relation to each matter: 6 Land Purchase Section 7(2)(h) Commercial activities

Rawlinson/Letham Carried

The meeting concluded at 11.29am.

26 Audit, Risk & Finance Committee

9 July 2020

9. Audit Risk & Finance Committee Minutes

Minutes of the Audit, Risk & Finance Committee meeting held on Thursday 9 July 2020, commencing at 11.35am, in the Council Chamber, 137 Havelock Street, Ashburton.

Present His Worship the Mayor, Neil Brown; Councillors Leen Braam (Chair), John Falloon, Carolyn Cameron, Liz McMillan and Stuart Wilson; Murray Harrington (external appointee via Zoom).

Also present: Councillors Rodger Letham, Lynette Lovett, Angus McKay and Diane Rawlinson.

In attendance Hamish Riach (Chief Executive), Paul Brake (GM Business Support), Sarah Mosley (Manager People & Capability), Jane Donaldson (GM Strategy & Compliance), Neil McCann (GM Infrastructure Services), Toni Durham (Strategy & Policy Manager), Rachel Sparks (Finance Manager), Ruben Garcia (Communications Manager), Tania Paddock (In-house Counsel), James Lamb (Emergency Management Officer) and Carol McAtamney (Governance Support Officer).

Presentation: GCH Aviation 11.30am – 12.08pm

1 Apologies Nil.

2 Extraordinary Business Nil.

3 Declarations of Interest Nil.

4 Confirmation of Minutes 19/03/20 That the minutes of the Audit, Risk & Finance Committee meeting held on 19 March 2020, be taken as read and confirmed. Falloon/Cameron Carried

5 Committee Updates • Rates resolution – 25/06/20 The Committee noted that the resolution will need to be amended as a result of the additional UAGC Methven rate. The existing resolution will be revoked and a new rates resolution passed by Council at an extraordinary meeting on 30 July.

Murray Harrington joined the meeting via zoom at 11:40am.

27 • Breach of hedging and policy compliance The breach will happen in 2025. That Council notes the breach of the debt hedging compliance at 30 June 2020. McMillan/Falloon Carried

• Audit Arrangement Letters A query was made as to whether this topic (Audit engagement, Audit proposal and Audit plan) could be moved from public excluded and discussed in open meeting.

The Group Manager Business Support advised that the documents are not finalised and advance notification would need to be advised to the Audit NZ Director of the change as he is of the opinion that this is to be discussed in public excluded.

The request was withdrawn.

6 Ashburton Hospital Helipad Matthew Boulcott –GCH Aviation/James Lamb (11.44am to 12.02pm) There were concerns raised around the restrictions the new status of the heli-pad, as a published pad in the New Zealand Aeronautical Information Publication, would have on drone activity and non- emergency flight landings within the approved zone and the ability for the management of the pad. Further information clarifying these concerns was requested.

Recommendation to Council

That Council: 1. Grants approval for GCH Aviation and Helicopters Otago to implement IFR approach operations to Ashburton Hospital Helipad; and 2. Authorises the helipad be published in the New Zealand AIP as an established pad. Falloon/McMillan Carried

7 2020-21 Rates – Rates Remission Policy Recommendation to Council

1. That Council undertakes targeted consultation with the community to propose relaxing the criteria and process in the Rates Remission Policy for 2020-21 only, for penalty write-offs for instalments 1-4 of the 2020-21 rates, specifically; a. That Council waives the restriction to allow for penalty waivers to be applied if applicants have already received a waiver in the past 24 months, with the maximum number of write- offs available being for the rates instalments 1-4 in the 2020-21 rating year. b. That Council allows applicants to apply for a penalty waiver in writing, via an online form or over the phone. 2. That officers undertake consultation in line with Section 82 of the LGA and report back findings to Council on 13 August 2020. Wilson/Mayor Carried

28 Finance Variance Report • A query was made as to what ‘other revenue’ includes. In response, the Committee heard this includes any Council revenue that is not rate related ie: property rental, lease revenue, commission on rates from Environment Canterbury etc.

Business transacted with the public excluded – 12.40pm That the public be excluded from the following parts of the proceedings of this meeting, namely – the general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item General subject of each matter to In accordance with Section 48(1) of the Act, the reason for No be considered: passing this resolution in relation to each matter: 9 Minutes 19/03/20 Section 7(2)(h) Commercial activities 10 Audit NZ Section 7(2)(h) Commercial activities 11 Development contribution Section 7(2)(h) Commercial activities postponement 12 Internal borrowing Section 7(2)(h) Commercial activities

13 Health & Safety Section 7(2)(a) Protection of privacy of natural persons

McMillan/Brown Carried

Art Gallery and Heritage Centre The Committee received a brief update following investigations of the roofing area where the buffer tanks are located and water is leaking under the roofing material. The intention is to install replacement buffer tanks and equipment on the ground at the Domain end of the building. The equipment can be installed by connecting to the existing plant on the roof which will minimize the downtime of the facility.

The Committee meeting concluded at 1.39pm.

29 Council

13 August 2020

Extraordinary business: Agenda Item 9, pg 28

2020/21 Rates Remission Policy – Supplementary information

Author Toni Durham; Strategy & Policy Manager Activity Manager Paul Brake; GM Business Support GM Responsible Hamish Riach; Chief Executive

Summary

 The purpose of this report is to report the results of targeted consultation with 27 stakeholder organisations and the wider community on the draft Rates Remission Policy.

 Consultation has attracted no responses.

 Council is invited to take this feedback into consideration when considering the recommendations in clause 7 of the minutes of the Audit, Risk & Finance committee meeting held on 9 July 2020.

 In light of the feedback received, Officers consider that Council can confirm the recommendation made by the Audit, Finance & Risk Committee.

Recommendation

1. That Council receives this report.

2. That Council amends the criteria and process in the Rates Remission Policy for 2020- 21 only, for penalty write-offs for instalment 1-4 of the 2020-21 rates, specifically;

2.1 That Council waives the restriction to allow for penalty waivers to be applied if applicants have already received a waiver in the past 24 months, with the maximum number of write-offs available being for the rates instalments 1-4 in the 2020-21 rating year. Background

The current situation

1. The Rates Remission Policy allows the Council to remit one penalty for late payment of rates in a 24 month period for those ratepayers who are facing financial hardship and agree to enter a payments plan. These repayment plans are where the ratepayers agrees to pay the instalment off over a finite period in addition to meeting the next instalment when rates are due in full.

2. This relief will be available to ratepayers if they have already had a penalty written off in the last 24 month period.

3. Council waived this clause on a one-off basis for the fourth quarter of the 2019/20 financial year.9 April 2020, meaning that even if a ratepayer had previously had a penalty waived in the past 24 months, they were able to apply for another penalty remission in regard to the fourth quarter (Q4) of 2019/20.This was done in response to the immediate economic impacts of Covid-19.

4. 181 ratepayers applied for the penalty waiver in Q4; 181 were granted the penalty waiver for the fourth quarter of the 2019/20 rates instalment. There was no noticeable increase in rates penalty remission activity.

5. The evidence of Q4 is no guarantee that this will continue into 2020/21. By December 2020 the Government’s wage subsidy and wage subsidy extension schemes to support businesses will have run their course. Mortgage holidays and business finance support schemes are still likely to be available although initial uptake has not been high. This may mean that more ratepayers may face genuine financial hardship causing them to have difficulty meeting their rate payments.

6. The intention of the policy change is to waive the “24-month rule” for a further twelve months, through to the end of the 2020/21 rating year.

Legal/policy implications

Consultation

7. Council must consult on a review of the Rates Remission policy using a consultation process that gives effect to the requirements of section 821 of the Local Government Act 2002.

8. Council has targeted consultation with 27 stakeholder organisations with an interest in the social and economic recovery of the Ashburton District, including the members of the Covid-19 Economic Recovery Advisory Group, the Methven Community Board,

1 S.109(2A)(a), Local Government Act 2002 social agencies, and ratepayer and community associations. Council has placed public advertising in the Ashburton Courier and Ashburton Guardian as well as Council’s website and social media channels.

9. Submitters were invited to respond whether they agree or disagree with the proposed policy changes. Council received no responses by the time submissions had closed. No late submissions had been received at the time this report was written.

10. Our experience is that people are more likely to submit if they oppose an idea then if they support it. While Officers are loath to interpret silence as support, it may not be unreasonable to regard it as a lack of opposition to the proposal.

Financial implications

11. Financial implications are fully described in the earlier report to the Audit, Risk & Finance Committee. The table from that report is reproduced here.

Requirement Explanation What is the cost? The average penalty income per instalment is $64,000

Is there budget available in Not applicable LTP / AP?

Where is the funding The reduced penalties will be met from the Council’s operating coming from? reserve.

Are there any future No budget implications?

Finance review required? Yes

Significance and engagement assessment

12. Significance and engagement implications are fully described in the earlier report to the Audit, Risk & Finance Committee. The table from that report is reproduced here.

Requirement Explanation Is the matter considered No significant?

Level of significance Moderate – not significant

Level of engagement 2 – Comment – informal two way communication selected

Rationale for selecting If Council does want to relax the rules for the policy for 2020-21, level of engagement consultation with the community would be required2 as there is a

2 Now completed. legal requirement to use a consultation process. We know that the community has supported the previous decision (April 2020) and supports locals helping locals.

Reviewed by Strategy & Rachel Thomas and Richard Mabon: Policy Advisors Policy

Next steps

13. A decision on the proposed policy change will enable Council Officers to manage requests for penalty remissions in accordance with Council policy.

14. Advice on further review of the rates remission policy as part of the next Long-term Plan will be presented in the period before 31 December 2020. At that point Council will need to address what it does with penalty remissions after 30 June 2021. Methven Community Board 29 June 2020

10 . Methven Community Board Minutes

Minutes of the Methven Community Board meeting held on Monday 29 June 2020, commencing at 10.30am, in the Mt Hutt Memorial Hall Boardroom, 160 Main Street, Methven.

Present Dan McLaughlin (Chairman), Kelvin Holmes, , Ron Smith, Cr Liz McMillan and Richie Owen.

In attendance Mayor Neil Brown, Sarah Mosley (Manager – People & Capability), Richard Mabon (Senior Policy Advisor), Bevan Rickerby (Economic Development Manager), Toni Durham (Strategy and Policy Manager), and Clare Harden (Community Administration Officer).

1 Apologies That apologies for absence be received from Cr Rodger Letham and Sonia McAlpine. Smith/Holmes Carried

2 Extraordinary Business That pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987 the following item be introduced as extraordinary business: • Carryover unspent funds from discretionary grant Holmes/Smith Carried

3 Declarations of Interest Nil.

4 Confirmation of Minutes That the minutes of the Methven Community Board meeting held on 2 March 2020, be taken as read and confirmed. Smith/Owen Carried

Correspondence A letter was received from Di Callahan. The letter gives thanks for the work that has been done in the cemetery and also asks for additional tree work to removing shading from graves.

5 Activity Reports That the reports be received McMillan/Holmes Carried

5.1 Community Services Bevan Rickerby reported on the Open For Business website: Looking at continuing this page and moving through the seasons e.g. “open for Christmas”. This is a free service.

30 Board delegations That the Board holds a workshop, with support from the Governance team, to review the current delegations and terms of reference. Holmes/Smith Carried

5.2 Strategy & Compliance • Civil Defence Emergency Management Plan Cr McMillan extended thanks and appreciation to Ron Smith for his input to the Methven Community Response team. It was good for Methven to have established this team to assist the isolated and vulnerable community members.

• Policy Review The Council’s Revenue and Financing and Development Financial Contributions policies are currently out for consultation and close 26 July. Mayor Brown recommended that the Community Board make a submission.

Discussions were held on the speed limit on SH77 at the entrance to the Opuke Thermal Pools and Spa which is currently 100km.

That clarification be sought from NZTA as to the intention for the speed limit once the Opuke Thermal Pools and Spa is operational. McMillan/Smith Carried

7 Extraordinary Business • Discretionary Grant Applications Due to Covid-19 forcing the cancellation of many proposed projects the Board were unable to allocate discretionary grant funds. It was noted that there is some unspent funding from Methven’s hosting of the 2017 Community Boards conference that the Board has retained.

Recommendation to Council

That the Methven Community Board’s unspent discretionary funds be carried over in the 2020/21 financial year. Holmes/Smith Carried

The meeting concluded at 12.45pm.

Dated 17 August 2020

______Chairman

31 Council

13 August 2020

11. 2019/20 Annual Residents’ Survey

Author Emily Reed; Corporate Planner Activity manager Toni Durham; Strategy & Policy Manager General manager Jane Donaldson; Group Manager, Strategy & Compliance

Summary

• The purpose of this report is to receive the 2019/20 Annual Residents’ Survey. • The survey was conducted quarterly across 2019/20 by Key Research, and received 950 responses.

Recommendation

1. That Council receives the 2019/20 Annual Residents’ Survey report.

32 Background

2. The Annual Residents’ Survey was run this year on Council’s behalf by Key Research. In previous years the survey has been conducted by Research First.

3. With a change in provider, the methodology has also changed. The 2019 survey collected data through a telephone survey of 400 residents, conducted across the month of March.

4. This updated survey collected data at four time points: September 2019, December 2019, March 2020 and June 2020, by posting out 4,000 invitations to an online survey.

5. Residents were randomly selected to receive an invitation from the electoral role – 950 residents responded.

6. The survey collects resident responses to a range of questions about Council facilities and services.

Legal/policy implications

7. Many of the results are used to monitor Council’s non-financial performance measures in the Long-Term Plan.

Financial implications

8. There are no financial implications for this as the costs associated with the Annual Residents’ Survey are met from within existing budgets.

Significance and engagement assessment

Requirement Explanation

Is the matter considered No significant?

Level of significance Low

Level of engagement 1. Inform – one way communication selected

Rationale for selecting The Annual Residents’ Survey results will be published on the level of engagement Council website.

Reviewed by Strategy & Toni Durham: Strategy & Policy Manager Policy

Next steps 9. The 2020/21 survey will begin collecting responses in September 2020.

33 Council

13 August 2020

12. EA Networks EV Charging Stations

Author Colin Windleborn; Commercial Manager Tania Paddock; Legal Counsel GM Responsible Paul Brake; Group Manager – Business Support

Summary • EA Networks has installed three electric vehicle charging stations on Ashburton District Council land in locations at Ashburton, Rakaia and Methven. • To legally formalise EA Networks’ occupation of Council’s land, Council officers propose to grant a right to convey electricity easement for two of the sites. Due to the location of the charging station infrastructure on the third site in Rakaia, a licence to occupy agreement is proposed rather than an easement. • The purpose of this report is seek Council approval for the granting of these two easements.

Recommendation 1. That Council approves the granting of a right to convey electricity easement in favour of Electricity Ashburton Limited (trading as EA Networks) over Lot 2 Deposited Plan 2894 (as contained within Record of Title CB257/195) for the purposes of an electric vehicle charging station and associated infrastructure, subject to section 48 of the Reserves Act 1977 (“the Methven Easement”).

2. That Council agrees that notification of the intention to grant the Methven Easement is not required, as the statutory test in section 48(3) of the Reserves Act 1977 is met, for reasons set out in the report.

2. That Council exercises the authority delegated to administering bodies by the Minister of Conservation for the granting of the Methven Easement over reserve land.

3. That Council approves the granting of a right to convey electricity easement in favour of Electricity Ashburton Limited (trading as EA Networks) over Lot 3 Deposited Plan 55869 (as contained within Record of Title CB33B/384) for the purposes of an electric vehicle charging station and associated infrastructure.

Appendices: Appendix 1: Methven EV charging station location Appendix 2: Ashburton EV charging station location Appendix 3: Proposed easement terms Appendix 4: Rakaia EV charging station location

34 Background

EA Networks EV Charging Stations

1. Since 2017, EA Networks has installed three Electric Vehicle (“EV”) charging stations on Ashburton District Council land. These EV charging stations were installed in collaboration with Council.

2. However, there has never been any legal documentation in place which formalises EA Network’s access to, and occupation of, Council’s land. The purpose of this report is seek Council approval to grant a right to convey electricity easement over two of the sites, to formalise EA Network’s access and occupation.

3. The third site in Rakaia will be dealt with separately, as discussed later in this report.

Methven EV Charging Station

4. EA Networks has an EV charging station located on the grounds of Mt Hutt Memorial Hall, Methven, located within the land contained in Record of Title CB257/195. The charging station and associated car parks are accessed off Barkers Road. A plan showing the location of the EV charging station and the proposed easement area is contained in Appendix 1.

5. It has been agreed the most appropriate way to formalise EA Network’s legal access and occupation is for Council to grant a right to convey electricity easement.

6. A land status report has identified that this site is a reserve for the purposes of the Reserves Act 1977 (“the Act”). There is no Reserves Act notation on the property title. However, the property falls to be a reserve based on the definition of ‘reserve’ in this Act due to how it was acquired by Council.

7. In September 1909, the property was transferred from the executors of the estate of John Holmes to Council’s predecessor, the Inhabitants of the Mount Hutt Road Board.

8. The will of John Holmes directed that two acres of land from his property known as the ‘triangle’ be dedicated and vested in the Chairman of the Mount Hutt Road Board. The land was to be held as a reserve for the benefit of the inhabitants of the District and to be kept open for public use.

9. Due to why this land was gifted to Council, the property meets the definition of a reserve as provided by the Act:

“Reserve or public reserve, except as hereinafter provided in this definition, means any land set apart for any public purpose; and includes – .. But does not include…

35 (l) …. any land taken, purchased or otherwise in any manner acquired, whether before or after the commencement of this Act, by a local authority, unless the land is acquired subject to a trust or a condition that it shall be held by the local authority as a reserve.”

10. As such, Council must follow the process set out in section 48 of the Act to grant the proposed easement. Section 48(1) enables Council, as administering body of the reserve, to grant easements over a reserve for purposes such as “any public purpose” or “an electrical installation or work”.

11. Council, along with all territorial authorities, has delegated authority from the Minister of Conservation to grant easements over reserve land for which Council is the administering body.

12. Section 48(2) of the Act requires Council to give public notice of its intention to grant the easement. However, section 48(3) provides public notice is not required where:

a. the reserve is not likely to be materially altered or permanently damaged; and

b. the rights of the public in respect of the reserve will not be permanently affected,

by the exercise of the easement.

13. It is not considered that using a very small portion of the 8,094m2 property for this EV charging station will materially alter or permanently damage the site, nor will the rights of the public using the land as a whole be permanently affected. As such, if Council approval is given to grant this easement, Council officers do not propose to give public notice of the Council’s intention to grant this easement.

Ashburton EV Charging Station

14. EA Networks has also installed an EV charging station in the West Street car park in Ashburton. A plan showing the location of this charging station and proposed easement area is contained in Appendix 2.

15. This land is contained within Record of Title CB33B/384 and is not considered to be ‘reserve’ land for the purposes of the Act. Therefore, the Reserves Act process for granting an easement (as described above) is not applicable to this site.

Proposed Easement Terms for Ashburton and Methven Sites

16. The easement terms for the Ashburton and Methven sites have now finally been agreed between the parties. A copy of the full easement terms (as drafted for the Methven site) is contained in Appendix Three and are considered relatively standard easement terms.

36 17. However, given the commercial nature for which these easements are being utilised by EA Networks (as customers are charged for using the charging stations), Council has insisted on an annual fee of $150.00 plus GST per site. This annual fee is reviewable every 10 years.

18. EA Networks has obtained a legal survey of the proposed easement site in Methven. Further, it is in the process of getting a survey completed for the Ashburton site. The cost of this survey work, along with all other costs associated with granting the easements, will be met by EA Networks.

Rakaia EV Charging Station

19. EA Networks’ charging station in Rakaia is located on Rolleston Street East. This charging station is partially on Council freehold land (Record of Title CB47C/378) and partially within the road reserve (see the plan in Appendix Four).

20. It is not possible to grant an easement over road reserve. Therefore, Council will instead require EA Networks to have a licence to occupy for this charging station, with for an initial 10 year term. The licence terms will reflect the easement terms for the Methven and Ashburton charging stations.

21. Council officers have delegation to enter into a licence to occupy with the licensee for up to 10 years. As such, the Rakaia EV charging station site is not otherwise discussed in this report.

Options analysis

Option 1 – Grant EA Networks a right to convey electricity easement for the Methven and Ashburton sites

Advantages

22. This option would legally formalise the occupation of the existing infrastructure on Council’s land.

23. Granting these easements also enables Council to mitigate risk, by clearly documenting that EA Networks occupies the land at its own risk and indemnifies Council against any claims or losses which may arise from the use of the charging station by the public.

24. This option also generates a small commercial return for Council, which Council has otherwise has not been receiving for EA Networks’ occupation of the sites.

Disadvantages

25. The easements are proposed to be granted in perpetuity, which limits Council’s ability to otherwise use the part of the land subject to the easement. However, if EA Networks no longer requires the use of the land for the charging stations, the easement terms

37 requires the easement to be surrendered and all infrastructure removed from Council’s land at EA Networks’ cost.

Option 2 – Do not grant EA Networks a right to convey electricity easement for the Methven and Ashburton sites

Advantages

26. The two parcels of land at Methven and Ashburton are not burdened by the granting of easements in favour of EA Networks.

Disadvantages

27. Council officers will either need to negotiate a different form of legal occupation rights for EA Networks, have no formal occupation agreement in place, or require EA Networks to remove its EV charging stations from Council’s land.

28. Having no formal agreement in place would be a risk to Council.

29. If EA Networks is required to remove its infrastructure from Council’s land, this will be a significant change in Council’s earlier position to work collaboratively with EA Networks to enable these charging stations to be installed on Council’s land.

Legal/policy implications

Reserves Act 1977

30. As the Methven EV charging station is installed on land considered to be ‘reserve’ land under the Act, Council can only approve the granting of the right to convey electricity easement in accordance with the process set out in section 48 of the Act. As outlined earlier in this report, Council officers propose to follow this process to grant the easement, should Council approval be given.

38 Financial implications

Requirement Explanation

What is the cost? EA Networks will meet the cost of the legal survey work required for the Methven and Ashburton sites, as well as meeting the costs of registering the easements (including paying Council’s external legal fees).

Is there budget available in Not applicable. LTP / AP?

Where is the funding Not applicable, as EA Networks is meeting the costs. coming from?

Are there any future No budget implications?

Finance review required? No, as no cost implications to Council.

Significance and engagement assessment

Requirement Explanation

Is the matter considered No significant?

Level of significance Low, not significant.

Level of engagement 1. Inform – one-way communication selected

Rationale for selecting The Reserves Act sets out a process for public notice and public level of engagement participation, should it be considered necessary. For the reasons set out earlier in this report, it is not considered that public notice is required.

Reviewed by Strategy & Toni Durham; Strategy & Policy Manager Policy

39 Appendix 1: Methven EV Charging Station Location

40 Appendix 2: Ashburton EV Charging Station Location

41 Appendix 3: Proposed Easement Terms

Easement instrument to grant easement or profit à prendre (Section 109 Land Transfer Act 2017)

Grantor

Ashburton District Council

Grantee

Electricity Ashburton Limited, trading as EA Networks

Grant of Easement or Profit à prendre

The Grantor being the registered owner of the burdened land set out in Schedule A grants to the Grantee (and, if so stated, in gross) the easement(s) or profit(s) à prendre set out in Schedule A, with the rights and powers or provisions set out in the Annexure Schedule(s).

Schedule A Purpose of Shown (plan Burdened Land Benefited Land Easement, or profit reference) (Record of Title) (Record of Title) or in gross

Right to Convey A CB257/195 (Lot 2 In Gross Electricity Deposited Plan 2894)

Easements or profits à prendre rights and powers (including terms, covenants and conditions)

Unless otherwise provided below, the rights and powers implied in specified classes of easement are those prescribed by the Land Transfer Regulations 2018.

The implied rights and powers are hereby added to and varied by the provisions set out in the Annexure Schedule.

42 Annexure Schedule

The Grantee shall have as an easement in gross in favour of the Grantee the right forever to convey electricity and maintain ancillary equipment on under through and over the surface of those parts of the land in Record of Title CB257/195 and marked “A” on Deposited Plan 537486 (“the Electricity Easement”).

Terms Conditions, Covenants or Restrictions in Respect of the Right to Convey Electricity and Maintain Ancillary Equipment (Including Right to Erect and to Install Electric Vehicle Charging Station)

Electricity Easement (Electric Vehicle Charging Station)

1. The Grantee shall have the following rights

(a) To lead and convey electricity, electric impulses and communications without interruption or impediment (except during any periods of necessary renewal or repair) by means of conduits, cables, pipes, ancillary equipment and an electric vehicle charging station (“the Easement Facilities”) on through under and over the surface of the Electricity Easement.

(b) To lay, erect, place, inspect, repair, maintain, renew, upgrade and replace the Easement Facilities as may be necessary to convey such electricity, electric impulses and communications by means of the Easement Facilities.

(c) For the Grantee, its servants, agents, employees, contractors and electric vehicle charging station customers to enter and remain on such part or parts of the Burdened Land, including the Grantor’s car parks, as may be necessary to secure access to the Electricity Easement and the Easement Facilities and on such parts of the Burdened Land as may be necessary for the purpose of laying, placing, inspecting, repairing, maintaining, renewing, upgrading, replacing, utilising and operating such Easement Facilities together with full power and authority for the Grantee its surveyors, engineers, employees, contractors, agents, servants and electric vehicle charging station customers with or without vehicles, implements, machinery and equipment from time to time and at all time necessary for the purpose of exercising and enjoying all or any of the rights, privileges and easement granted in this Instrument.

(d) The right to convey electricity shall include ‘line function services’ as defined in section 2 of the Electricity Act 1992.

2. The Grantor covenants with the Grantee

(a) Not to place any building or plant any tree or shrub on the Electricity Easement without prior written consent of the Grantee.

43 (b) To take all reasonable steps to ensure that its tenants, agents, contractors and employees do not do any wilful or negligent act or thing whereby the Easement Facilities shall be damaged or destroyed. If it is established that the damage was caused by the negligent or wilful act of the Grantor or its tenants, agent, contractors or employees then the Grantor shall be responsible for the repair and/or replacement required. Any work so required shall be carried out by a contractor selected by the Grantee.

3. The Grantee covenants with the Grantor that upon the exercising of any of its rights the Grantee shall

(a) Cause as little damage as possible to the Burdened Land and the occupiers of the Burdened Land.

(b) Restore, at the Grantee’s cost, the Burdened Land as near as reasonably possible to its previous condition.

(c) Make good at the Grantee’s expense any damage done by the actions of the Grantee to the buildings and erections of the Grantor.

(d) Not, except while work is being carried on upon the Burdened Land, leave on that part of the Burdened Land not covered by the Electricity Easement any rubbish or debris or obstruction.

(e) Be responsible for all electricity, fees, costs and charges incurred in relation to the registration, operation and use of the Electricity Easement.

4. The Grantee covenants with the Grantor that (a) The Grantee agrees to use, and enable its invitees to use, the Easement Facilities at the Grantee’s risk; and

(b) To the extent permitted by law, the Grantee indemnifies the Grantor against all claims, damages, penalties, costs and losses incurred by the Grantor in relation to the Grantee’s or Grantee’s invitees’ use of the Easement Facilities, or any non-compliance or breach by the Grantee or Grantee’s invitees of the Grantee’s obligations under this instrument.

5. The Grantor and the Grantee hereby agree that

(a) If the Electricity Easement shall become redundant the Electricity Easement shall be surrendered by the Grantee and each party shall take whatever steps are necessary in order to remove the registration of the Electricity Easement from the title to the Burdened Land.

(b) Should the Electricity Easement become redundant, the Grantee shall promptly remove all Easement Facilities at the Grantee’s cost and shall restore the Burdened Land, as near as possible, to its previous condition.

(c) Rights and Powers in respect of easement as contained in Schedule 5 of the Land Transfer Regulations 2018 apply. However, where there is a conflict between

44 the provisions of Schedule 5 to the Land Transfer Regulations 2018 and the modifications in this Instrument, the modifications must prevail.

6. The Grantee covenants with the Grantor that (a) The Grantee shall pay the Grantor an annual fee of $150.00 plus GST (if any) during the term of the Electricity Easement (the “Annual Fee”), subject to clause 6(b) yearly in advance.

(b) The Annual Fee shall be reviewed on the 10th anniversary of the registration date of this Electricity Easement, and on every subsequent 10 year anniversary. The Annual Fee (and any subsequent, revised annual fee) shall be increased by 3% at every review date.

7. Health and Safety (a) For the purposes of the Health and Safety at Work Act 2015 (HSWA) or any legislation in amendment or substitution of the HSWA, the Grantee is the PCBU with respect to the Burdened Land and/or in all respects in relation to the Electricity Easement.

(b) The Grantee is responsible for the health and safety of all workers (including its servants, agents, employees and contractors), visitors, and the electric vehicle charging station customers on the Burdened Land and the Electricity Easement while undertaking work.

(c) The Grantee will, before undertaking any construction or maintenance work on the Electricity Easement and/or Burdened Land or permitting any work to be undertaken on the Burdened Land and/or Electricity Easement, identify hazards and associated risks arising from work or the operation of the Grantee’s assets on the Burdened Land and the Electricity Easement.

(d) The Grantee will ensure that workers (including its servants, agents, employees and contractors) have implemented effective health and safety risk management practices and processes prior to work commencing, including how risks will be managed during the performance of works. All contractors will be required to coordinate their health and safety management practices and activities with that of the Grantee.

(e) The Grantee will be solely responsible for all costs and expenses associated with complying with its duties and obligations under the HSWA.

(f) The Grantee is responsible for complying with obligations set down in the Electricity (Safety) Regulations 2010 to protect the safety of the general public with respect to both the presence and electrical operation of the Grantee’s electrical assets.

(g) The Grantee will: i. Keep a register of health and safety risks for the Burdened Land and the Electricity Easement which includes any identified hazards arising from work or the operation of the Grantee’s assets, the level of risk, and relevant controls; ii. Keep a record of accidents, incidents, notifiable events, and near misses arising from work or the operation of the Grantee’s assets; and investigations of same occurring on the Burdened Land and the Electricity Easement; iii. When work is being undertaken the Grantee will develop and implement a worksite visitor plan undertaking all reasonably practicable health and safety mitigation measures pursuant to the HWSA; and

45 iv. Provide copies of its Safety Management System and associated procedures, protocols, and standards to the Grantor when reasonably requested by the Grantor.

46 Appendix 4: Rakaia EV Charging Station Location

47 Council

13 August 2020

13. Ashburton Car Club Road Closure

Author Kirsa Sowman; Technical Support Officer - Roading Activity Manager Brian Fauth; Roading Manager GM Responsible Neil McCann; Group Manager – Infrastructure Services

Summary • To recommend the temporary road closure in the District in order to allow the Ashburton Car Club to hold the Standing Quarter Mile Sprint event.

• The Ashburton Car Club have been hosting this event annually for a number of years and have always followed the correct processes in place at Council in order to do so.

• The event is well organised and every risk and precaution is taken by the organisers to ensure that the highest levels of safety are maintained. The event is highly supported by the local community and is a valued attraction to the District.

• This report has been written as a requirement for all road closures that involve motor sporting events. This report has outlined the benefits and risks to be taken into consideration on whether to approve or decline the road closure.

Recommendation That Council permits Winslow Willowby Road to be closed from 9.00am until 5.00pm on Saturday 29 August 2020 to allow the Standing Quarter Mile Sprint to be held: Winslow Willowby Road, from Longbeach Road intersection to approximately 500 metres from the intersection with State Highway 1.

48 Background

1. The Ashburton Car Club have applied to Council for temporary road closure to allow them to hold the Standing Quarter Mile Sprint event.

2. This event has been advertised with a period of time for objections to be submitted. No objections have currently been received. The objections period closes on 21 August 2020.

3. Current insurance and approved Traffic Management Plans have been received.

4. This application must be considered by Council under Paragraph 11(e) of the Tenth Schedule of the Local Government Act 1974, because New Zealand Motorsport, of which the Ashburton Car Club is a member, requires roads to be closed for motor sport events under the Local Government Act, as event participants may be under 16 years of age.

Options analysis

Option 1 – approve road closure

5. This event has been held previously and has been managed without incident.

6. The responsibility for risk free operation lies with the organisers and all contingencies are covered in the conditions of closure.

7. The road condition will be inspected by Roading staff before and after the event.

8. Emergency services are provided with copy of road closure information after approval has been given.

Option 2 – decline road closure

9. This is not preferred as the Ashburton Car Club has been hosing these events annually and they are well supported by the community.

Legal/policy implications

Clause 11 of the Tenth Schedule of the Local Government Act 1974 provides – “That Council may, subject to such conditions as it thinks fit… close any road or part of a road to all traffic (e)… for any exhibition, fair, market, concert, film making, race or other sporting event or public function.”

Financial implications

There are no financial implications.

49 Requirement Explanation

What is the cost? A small cost is incurred to Council for advertising, this is covered by an administration budget

Is there budget available in N/A LTP / AP?

Where is the funding All costs associated to this event are being paid by the organiser coming from? (Ashburton Car Club)

Are there any future No budget implications?

Finance review required? No – This is not a Council organised event and the costs are for the organiser to bear.

Significance and engagement assessment The Ashburton Car Club has held this event for a number of years and many people look forward to attending, the event is well supported by the local community. Property owners in the affected areas have been approached and letters dropped off so they should be aware of the road closures and the event. NZTA have been consulted where necessary. Other local organisations are actively involved with marshalling, security, hot food etc.

Requirement Explanation

Is the matter considered No significant?

Level of significance Medium

Level of engagement Level 3 – Consult. Council must advertise the closure and consider selected objections.

Rationale for selecting This level of engagement is appropriate for the overall significance of level of engagement this decision and the statutory requirements.

Reviewed by Strategy & Richard Mabon, Senior Policy Advisor Policy

Next steps

Date Action / milestone Comments

If approved, and if there are no Council make a decision to approve or objections, after 21 August 2020 13 August 2020 decline road closure the event will proceed as planned

50 Council

13 August 2020

14. Mayor’s Report

1. Local Government New Zealand

• Rural and Provincial – 16/17 July 2020 Along with Councillors McMillan and Wilson and CE Riach, I attended the Rural and Provincial sector meeting in Wellington 16/17 July.

• Thursday 16 July – report provided by Cr Liz McMillan Dave Cull (LGNZ President) welcomed us and congratulated the local government sector for their hard work during the Covid Alert levels. Lawrence Yule (LG spokesperson for National) spoke of the value of our sector and how local government stepped up for the Covid response. Robert Pigou (head of Provincial Development Unit) spoke about recovery and that jobs were a priority. Many Councils thanked him for the shovel ready announcements that had been made, and other Councils questioned when they would be announced and were told mid-August. There was some frustration with the lack of information. The Hon Carmel Sepuloni (Minister of Social Development) spoke via Zoom while travelling in her car on working in the regions. Central government needs to work with local government on recovery. MSD improving online presence. Lil Anderson (Caring for Communities) have the ability to connect and co-ordinate with central government and will be looking at priorities for each district when visiting the regions for a cuppa over the next few months. Mayor’s Taskforce for Jobs has a pilot programme that will see four rural mayors linking vulnerable youth with employment opportunities in their regions.

Jobs for Nature – a 4 year project costing $1.3bil to create 11,000 jobs https://www.mfe.govt.nz/funding/jobs-for-nature NZ Motor Caravan Association – shared their campaign for the summer to get more NZMCA members to travel around NZ and support local businesses. Have approx. 90 new members signing up each week. Both Methven and Ashburton are motor home friendly towns.

• Friday 17 July – report provided by Cr Stuart Wilson We all looked forward with anticipation to Friday’s programme which included discussion on the Government’s Three Waters proposals. Tracey Martin, Minister of Internal Affairs outlined Government intended expenditure of $50m to rebuild Fire Stations, something our district has already done under the Rural Fire legislation before the Fire Service took this over from rural Councils. $60m will be available over the next two years for libraries, of which $30m is to upskill 170 Librarians. Our district will receive a small grant from this fund.

51 What was most disappointing was the input from the Minister of Local Government Hon Nanaia Mahuta. Considering the importance the subject of the Three Waters Reform proposed by the Government, the Minister only appeared on Zoom, and only giving us an hour before leaving for another appointment. We really learnt nothing new, except the steering committee appointed by the Government contains members who understand the importance of the Three Waters to the function of local government. With Bill Bayfield having been appointed Chief Executive of Taumata Arowai, which is the new organisation to establish the Water Services Regulator, we have someone with experience in Local Government in New Zealand. Hon Ron Mark, Minister of Defence, and NZ First spokesperson for Local Government outlined his party’s priorities and positions of interest to Rural and Provincial Councils. The programme for the day finished with general discussion on the attitude of Rural and Provincial Councils towards these reforms. There were differences of opinion between Councils, especially how the funding mechanisms will work.

2. Draft Canterbury Plan On 30 July, Council had the opportunity to meet informally with the Chair of the Canterbury Mayoral Forum, Mayor Sam Broughton, to look at the draft Plan for Canterbury and the proposed engagement strategy. The Plan for Canterbury will eventually replace the Canterbury Regional Economic Development Strategy (CREDS). The Mayoral Forum’s general approach is to narrow the focus and think about the region as a whole, while still meeting local community and township needs. Feedback from the Canterbury councils will ensure the Forum has identified the right priorities for the region to be focusing on. Our comments will be included when the final draft of this Plan is considered by the Forum before it is launched in September.

3. Waitaha Primary Health Board • Ashburton District Representative Late last year the Waitaha Primary Health Board asked Council to recommend up to three candidates for the position of the Ashburton district representative on the Board. Council called for expressions of interest and received three applications. All three names were submitted to the Board who appointed Georgina McLeod. Georgina has held numerous roles in the health sector and has experience in governance, public health and community engagement. I have invited Georgina to attend the September Council meeting to meet Councillors and provide an update on the Waitaha Board’s activities.

• Letter of Appreciation A letter of appreciation has been received from the Waitaha Board Chair, Dr Lorna Martin and the Chief Executive Bill Eschenbach expressing thanks and appreciation to Council staff for their support during the Covid-19 pandemic. Council’s Civil Defence team and staff assisted with the establishing of Community Based Assessment Centres and also contacting vulnerable people throughout the Canterbury region.

52 4. Carters Creek Catchment Project Following a recommendation from the Zone Committee to make Carters Creek a community project, a project team has been established to progress the catchment/restoration of the creek. Currently the project team is comprised of Willie Leferink (Hinds and District Lions), Angela Cushnie (Community member), Lachie Ashton (ECan), Crs Angus McKay and Stuart Wilson and discussions are being undertaken with the Lake Hood Extension Trust for representation.

5. Three Waters Reform Programme There is a lot going on in this space. Along with the Councillors I attended workshops in Christchurch and Timaru hosted by the joint central and local government Three Waters Steering Committee and now have a good understanding of what is trying to be achieved. This is the start of a process to reform the Three Waters and we all need to be involved and fully informed. It has been announced that Council has been granted $3.999m to bring forward work from our Long Term Plan to boost the economy and create jobs, should Council choose to opt into the programme.

6. Canterbury Water Management Strategy – Zone Committee Review The Mayoral Forum has asked Environment Canterbury to lead a review of Zone Committees with a view to transition their role from a focus on planning to one of implementation. Consultation is currently being undertaken with Zone Committees, Territorial Authorities and Rūnanga to discuss the proposed changes to the Zone Committee Terms of Reference and a new Letter of Shared Priorities. These both aim to provide committees with clarity on their purpose and role and enhance the committees’ ways of working. Proposed mechanisms within the TOR include a reduction in the required number of formal meetings (freeing up time for community engagement) and the requirement for each zone committee to develop their own Action Plan. Councillors had the opportunity to attend the Zone Committee workshop on 28 July where this proposal was discussed with Caroline Hart, Senior Strategy Manager at ECan. ECan have asked for Feedback from the Zone Committee and Council by the end of August, with the intention that an update will be given to the Mayoral Forum in September.

7. Shovel Ready Projects An announcement was made on Friday 31 July that the Ashburton District Council had been granted $20 million from the Shovel-Ready fund for the Library and Civic Centre project. This money is a welcome boost to our economy and will give us some options around whether we have less debt or do some other project, or a combination of both. We are in a great position to have a debate around this going forward. Thanks and appreciation are extended to all those involved in preparing the funding application and business case.

8. Mayor’s Remuneration – temporary reduction In June I reported on the release of the Local Government Members (Temporary Reduction – COVID-19) Determination 2020, which temporarily reduced the Mayor’s salary from $121,500 to $116,425. The salary reduction is in place from July 2020 to January

53 2021. During this period the amount of $2,537.50 will be saved from the elected members’ remuneration pool. As the pool must be fully expended, and it’s not an option to carry it over to 2020/21, I will be transferring the money to the Mayor’s discretionary fund. This fund has an annual budget of $10,000.

9. Meetings Below is the Mayoral Calendar, since the last Mayor’s report: June 2020 • 26 June: Hokonui radio interview • 26 June: Rakaia Sports Awards • 29 June: Methven Community Board • 29 June: Mt Hutt Memorial Board

July 2020 • 1 July: Mark Wareing and Aaron Chudleigh with CE Hamish Riach • 1 July: Covid-19 Economic Recovery Advisory Group • 2 July: Rural bus tour • 3 July: Hekeao Hinds Water Enhancement Trust meeting and Arowhenua Marae visit • 7 July: Tony McCormick – RDR with CE Hamish Riach • 7 July: Ashburton Trust/Lion Foundation • 7 July: ADC Stockwater rate review webinar • 8 July: Todd Muller – National Party leader public meeting • 9 July: Environmental Services committee • 9 July: Community Services committee • 9 July: Infrastructure Services committee • 9 July: Audit Risk and Finance committee • 9 July: Baring Square East (concept plan) workshop • 10 July: Hokonui radio interview • 10 July: Andrew Falloon • 10 July: Zone 5 – Water Reforms meeting • 11 July: Methven Skate Park opening • 12-29 July: Annual leave • 14 July: ADC Stockwater rate review webinar – Cr Wilson deputised • 15 July: Writers’ Group prize giving – Cr Cameron deputised • 16-17 July: Rural and Provincial, Wellington with Crs McMillan, Wilson and CE Hamish Riach • 24 July: Hokonui radio interview – Cr McMillan deputised • 28 July: Ashburton Water Zone Committee Review Engagement workshop • 28 July: Ashburton Water Zone Committee meeting • 29 July: Three Waters Reform Programme workshop • 30 July: Mayor Sam Broughton • 30 July: Urban bus tour • 30 July: Extraordinary Council meeting • 31 July: Zone 5 – Water Reforms meeting

August 2020 • 3 August: Burnham Army Camp Limited Service Volunteer course patron March-in

54 • 3 August: CBD tour • 4 August: Burnham Army Camp Limited Service Volunteer course patron – course opening ceremony • 5 August: Jasaiah Claydon-Wade – TUIA representative • 5 August: Covid 19 – Economic Recovery Advisory group • 7 August: Hokonui radio interview • 7 August: Georgina McLeod – Waitaha Primary Health Board Ashburton representative and Bill Eschenbach - CE • 7 August: Hon. Damien O’Connor and Jo Luxton • 7 August: Hekeao Hinds Water Enhancement Trust meeting and AGM • 10/11 August: Ashburton Domain Development Plan hearings and deliberations • 12 August: M. Bovis Advisory Group • 12 August: Rt. Hon. Jacinda Ardern business lunch in Timaru with Crs Lovett, McMillan, Wilson and CE Hamish Riach • 12 August: Audit NZ via Zoom with CE Hamish Riach • 13 August: Citizenship Ceremony • 13 August Council meeting

Recommendation

That Council receives the Mayor’s report.

Neil Brown Mayor