Performance Committee Agenda - Agenda

MEETING AGENDA

PERFORMANCE COMMITTEE

Thursday 1 December 2016 at 4.30pm

COUNCIL CHAMBER LIARDET STREET NEW PLYMOUTH

Chairperson: Cr Richard Jordan Members: Cr Marie Pearce (Deputy) Cr Gordon Brown Cr Harry Duynhoven Cr Colin Johnston Cr Craig McFarlane Cr John McLeod Mayor Neil Holdom

1 Performance Committee Agenda - Agenda

PERFORMANCE COMMITTEE PURPOSE 1. To monitor the Council’s performance, progress and financial position against, and to ensure actions are compliant with legislation, strategies, policies and plans.

2. To enable delivery of operational activities in accordance with approved plans and policies where those actions are beyond the delegations to Council staff.

Addressing the committee Members of the public have an opportunity to address the committee during the public forum section or as a deputation.

A public forum section of up to 30 minutes precedes all committee meetings. Each speaker during the public forum section of a meeting may speak for up to 10 minutes. In the case of a group a maximum of 20 minutes will be allowed.

A request to make a deputation should be made to the secretariat within two working days before the meeting. The chairperson will decide whether your deputation is accepted. The chairperson may approve a shorter notice period. No more than four members of a deputation may address a meeting. A limit of 10 minutes is placed on a speaker making a presentation. In the case of a group a maximum of 20 minutes will be allowed.

Purpose of Local Government The reports contained in this agenda address the requirements of the Local Government Act 2002 in relation to decision making. Unless otherwise stated, the recommended option outlined in each report meets the purpose of local government and:

 Will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;

 Would not alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or transfer the ownership or control of a strategic asset to or from the Council.

END

2 Performance Committee Agenda - Health and Safety

Health and Safety Message

In the event of an emergency, please follow the instructions of Council staff.

Please exit through the main entrance.

Once you reach the footpath please turn right and walk towards Pukekura Park, congregating outside the Spark building. Please do not block the foothpath for other users.

Staff will guide you to an alternative route if necessary.

If there is an earthquake – drop, cover and hold where possible. Please be mindful of the glass overhead.

Please remain where you are until further instruction is given.

3 Performance Committee Agenda - Deputations

DEPUTATIONS

Pat Sole, Robin Drake, Sue Marsh re Acquisition of Land for Service Lane, Cutfield Street, Inglewood

4 Performance Committee Agenda - Table of Contents

REPORTS

Items for Decision by Committee

1 VTT Quarterly Performance Report to 30 September 2016

2 Quarterly Performance Report to 30 September 2016

3 Capital Expenditure Performance Report to 30 September 2016

4 Temporary Road Closure - Waitara Street Sprint

5 Temporary Road Closure – Americana New Plymouth

6 Temporary Road Closure – Americana Waitara

7 Temporary Road Closure – Americana Inglewood

8 Temporary Road Closure – Inglewood Lions Centennial Parade

9 Temporary Road Closure – Velo Deus 20 Bicycle Race

10 Temporary Road Closure – WOMAD 2017

11 Temporary Road Closure – Yarrow Stadium Events

12 Amendments to Parking Controls (Prohibitions)

13 Oil & Gas Update

14 Delegated Authority Contracts

Items for Recommendation to Council

15 Central Landfill Memorandum of Understanding

16 Stopping and Legalisation of Road, Hine Street, New Plymouth

17 Road Naming Report November 2016

18 Road Legalisation – Acquisition of Land for Service Lane, Cutfield Street, Inglewood

19 Exclusion of the public for the remainder of the meeting

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6 1 Performance Committee Agenda - Decision - VTT Quarterly Performance Report to 30 September 2016

Item For Decision

VENTURE TARANAKI QUARTER ONE 2016/17 REPORT

PURPOSE The purpose of this report is to present the Venture Taranaki Trust (VTT) Quarter One Report for the period 1 July to 30 September 2016 to the Council.

RECOMMENDATION That, having considered all matters raised in the report, the report be noted.

SIGNIFICANCE AND ENGAGEMENT This report is provided for information purposes only, and has been assessed as being of some importance.

DISCUSSION VTT is a Council-controlled Organisation (CCO) responsible for delivering New Plymouth District Council’s active economic development initiatives. Under the Local Government Act 2002 (LGA), the Venture Taranaki Trustees (the Trustees) must present a draft Statement of Intent (SOI) each year for the Council to review. The Trustees develop an annual business plan focusing on the business support and services, sector support and interventions, and project work the Trust will undertake in 2016/17. This was submitted to the Council and forms the basis of these quarterly performance monitoring reports.

The 2016/17 Business Plan is broken into four interrelated sections – business support and services, sector support and services (including a specific visitor industry sub- section), projects, and partnerships.

Council officers received the VTT 2016/17 Quarter One report on 18 October 2016 (see Appendix One). The report is a summary only, recognising that the six-monthly report will be more substantive as per outcomes of a review of VTT.

FINANCIAL AND RESOURCING IMPLICATIONS There are no new financial and resourcing implications arising from this information report. The VTT quarterly report includes a forecast versus actual budget summary and project and activity breakdown for the quarter.

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Item For Decision

IMPLICATIONS ASSESSMENT This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:  Council staff have delegated authority for any decisions made;  Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter;  Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;  Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;  Any decisions made are consistent with the Council's plans and policies; and  No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.

APPENDICES Appendix: Venture Taranaki Quarterly Report to New Plymouth District Council, Quarter One: 1 July - 30 September 2016 (ECM 7259560).

Report Details Prepared By: Kathryn Scown (Senior Policy Advisor) Team: Policy Development Approved By: Mitchell Dyer (Policy Development Lead) Ward/Community: District Wide Date: 1 November 2016 File Reference: ECM7268684

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8 1 Performance Committee Agenda - Decision - VTT Quarterly Performance Report to 30 September 2016

Venture TARANAKI Te Puna Umanga

QUARTERLY REPORT TO NEW PLYMOUTH DISTRICT COUNCIL QUARTER ONE 1 JULY - 30 SEPTEMBER 2016

VENTURE TARANAKI IS AN INITIATIVE OF

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This summary report provides an overview of activity and associated outcomes undertaken by Venture Taranaki between 1 July and 30 September 2016. The work programme of Venture Taranaki is defined by its agreed business plan for the 2016-2017 year.

Submitted to New Plymouth District Council: 18 October 2016

QUARTER 1 / 2016-2017 In an economic landscape where our core industries are under price pressure from global forces, the move to diversify our region’s income streams becomes increasingly important. An impetus continues in many of the industries that perhaps get less attention than energy and dairying, with manufacturing and tourism building strong momentum.

The broader manufacturing sector contributes $888 million to Taranaki’s GDP – 11 percent of the regional total – and results in 8,619 jobs. Dairy manufacturing contributes more than 20 percent of these positions, as does combined metal, machinery and engineering.

Tourism has been another strong performer over recent months, with the sector further helping Taranaki manage the impacts of global commodity fluctuations. Regional visitor numbers grew 8.5 percent year-on-year to the end of June, which compares to nationwide growth of 5.8 percent – a figure being hailed a success story. The number of nights spent in the region by international visitors grew 20.3 percent, while average length of stay rose from 2.04 to 2.16 nights. – which while it may not sound significant represents a considerable and positive change.

Smaller, less prominent sectors have also gained ground. The international education sector continues to show a healthy growth, with 2015 seeing international student numbers up 8 percent on 2014, while at a national level, the apiculture - bee and honey products - sector has grown 200 percent over the last five years.

Both sectors hold promise for Taranaki, and contribute to the diversification of the region’s economic wealth.

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QUARTER ONE: AT A GLANCE

BUSINESS MENTOR MATCHES BUSINESS MENTORING 16 100% MATCHES MADE CLIENT SATISFACTION 2016-2017 annual KPI: 40 Top result in New Zealand

REGIONAL INTELLIGENCE RESEARCH AND DEVELOPMENT 2 $1.09m REPORTS PUBLISHED R&D SUPPORT Retail Statistics + Tourism Statistics Facilitated during the quarter

BUSINESS SUPPORT CAPABILITY DEVELOPMENT 924 $105,243 CLIENT INTERACTIONS IN VOUCHERS With VT team during the quarter Issued to Taranaki businesses

ANGEL INVESTMENT GROUP BUSINESS GROWTH LAUNCH 91% TARANAKI OF RBP CLIENTS Launched with VT support Say VT has helped their business grow

INTERNATIONAL GUEST NIGHTS CONFERENCE & EVENT SUPPORT 20.3% 13 INCREASE EVENTS SUPPORTED Year ending June 2016 vs 2015

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1 BUSINESS SUPPORT AND SERVICES

The impact and perceived value of the programme 1.1 within region is demonstrated through the high Foundation Business Services levels of client satisfaction seen in the latest survey of mentor clients by BMNZ1. Foundation business services are provided to help “It was an extremely useful meet- the region’s businesses and potential businesses grow and develop into sustainable, prosperous ing and we both think she will add businesses that are contributing to the region. heaps of value. From our perspective you made an excellent match BUSINESS ADVISORY Venture Taranaki continued to supply the region’s – thank you!” businesses with information, support, connections Taranaki received a 100% overall satisfaction and advisory services over the quarter. Client rating from clients, as well as a 100% willingness interactions for Taranaki numbered 924 for the to recommend ranking, placing the region’s quarter, 709 of which were in New Plymouth performance top in New Zealand. The programme district. attracted a net promoter score2 of 85.7 for “Talking to you has highlighted Taranaki, compared to an average score of 36 areas of business we need to focus nationally (range 0-100). on. Using the planning template START UP SERVICES will help us with our strategy.” To encourage an informed, considered approach to business start-ups in the region, Venture Taranaki “Support from Venture Taranaki to offers a confidential start-up advisory service. help us reach our goals is awesome”. Sixty-nine clients took up the opportunity to Services are offered primarily through business discuss their business proposition via the start-up advisors, but also through online tools and hard service in the quarter (via 21 start-up clinic dates). copy resources. The foundation business servic- Sectors in which these potential start-ups would es span pre start-up through to well-established operate included arts, niche manufacturing, food small-to-medium sized businesses. and beverage, visitor, professional services and education.

MENTORING SERVICES “Sharon was professional and Venture Taranaki delivers the Business Mentors New Zealand (BMNZ) programme in Taranaki encouraging. She gave honest providing businesses, community organisations and neutral advice on my business and business start-ups with mentoring services. proposal and excellent feedback Sixteen matches were made during the quarter, that I could work with. I really eleven of which were within New Plymouth district. appreciated the time and guidance. “We met with our mentor this I have since started up my business week. It went really well and he ob- and things are going well. I viously has lots of information and recommend this service.” skills to share.”

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1.2 Business Growth Services “Being able to access the R&D Project Grant enabled us to get our Business Growth services provide targeted support idea tested, proven and into the into the region’s growth-oriented businesses to help them realise opportunities, overcome field faster than we would have challenges and be world-class businesses. been able to otherwise.” The work undertaken in this area also includes delivery of regional partner services offered via a “Special thanks to Venture partnership with New Zealand Trade & Enterprise and Callaghan Innovation, and leveraging the busi- Taranaki and all those involved in ness support on offer from central government. helping us grow and develop new Venture Taranaki engaged with 81 growth oriented products for the industry.” clients during the quarter, 55 of which were based within New Plymouth district. Engagement with these growth oriented companies consisted of “Working with Venture Taranaki discussions and plans around future activity and growth, innovation, research and development has challenged the way we work and capability development, as well as connec- and organise ourselves. They tions to Venture Taranaki’s networks and partner have enabled us to measure our agencies. productivity and work to eliminate Venture Taranaki facilitated $105,243 of capability development voucher support into Taranaki non-productive time whilst businesses during the quarter ($63,850 of which ensuring the information is went to New Plymouth district businesses). These understood. I thank Venture vouchers provide 50% funding support towards business capability upskilling with the intent of Taranaki for linking us with NZTE strengthening and growing our region’s businesses. and Callaghan Innovation, and for Taranaki businesses were also connected with the time and effort they have put research and development funding support and services during the quarter, as well as provided into helping us grow and reach our with support in intellectual property guidance, potential.” Lean business, innovation practices and new product development process. While the comments from growth clients reflect Venture Taranaki facilitated $1,091,950 of the perceived value of the growth business servic- research and development, and innovation es, they are also asked to participate in an inde- support into the region in the quarter, 99 percent pendent client satisfaction survey. of which went into New Plymouth district.

“MENTORING SOMETHING EVERY BUSINESS SHOULD DO” Rumpus Room is Taranaki’s largest enced mentor who helped her see the indoor play and party venue, and bigger picture and focus on the impor- launched in 2012 with the mission of tant and not just the urgent issues. creating an asset for the community “My mentor helped me through some to use and enjoy. tough choices. She understood the “In 2015 I entered the TSB Business challenges I was facing,” says Helen. Excellence awards, and the judges With her mentor’s help, Helen has steered me to the Business Mentor- been able to take control of the ing Programme to help address areas decisions about her business, identified by the awards process.” ensuring Rumpus Room remains a Helen was matched with an experi- local favourite for years to come.

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Results from the latest available survey3 show 98% Enterprise’s managed foundation service to secure of Taranaki clients rate the information received support in developing export market knowledge. from Venture Taranaki as positive, with 98% of Venture Taranaki also worked with the Ministry respondents satisfied with Venture Taranaki. of Foreign Affairs & Trade to bring an information Additionally,91% believe the service and support session on the Trans-Pacific Partnership to the region. from Venture Taranaki has helped their business4.

“Thanks for your time. The strategy session with you was really positive, a good process to go through and would recommend to others who are unsure about what direction to take in their business.”

Sixty percent of businesses engaged with indicat- TARANAKI VISITOR STATISTICS JUNE 2016 ed they have already implemented changes or improvements as a result of advice and support received, and 95% responded that they intend 1.4 Regional Intelligence making changes or improvements as a result of and Communications their engagement. Looking specifically to research and development (R&D), 56% felt their R&D had ac- A range of economic information and statistics of celerated as a result of support and advice received. relevance to Taranaki were released by Venture Finally, Venture Taranaki attracted a net promoter Taranaki in the quarter, including: score of +70 – the highest score in the country, and • Retail Statistics for Taranaki for the six-months compared to a national average of +55. to June 2016. Expenditure in Taranaki’s retail Venture Taranaki has worked with a number outlets via EFTPOS and credit cards totalled of clients to create case studies around their $554.9 million during the 6-month period, an engagement and growth. These are told from increase of 0.6% relative to the same period in the perspective of the business and highlight 2015. New Plymouth District sales increased the impacts business growth services are having 1.3% but average spend per transaction was amongst the region’s business community. Recent down. case studies can be found online at www.business. • Taranaki Visitor Statistics. For the year to June taranaki.info. 2016, guest nights from visitors in commercial accommodation increased 8.5%, compared to 5.8% nationally. International guest nights 1.3 International Trade increased 20.3% in Taranaki, and average Venture Taranaki works with businesses that want length of stay grew from 2.04 to 2.16 nights. to grow their international trade and/or establish • Taranaki Trends – which provides a 6-monthly export markets. Developing action plans with snapshot of the region across a range of these businesses, the Trust works with specialist indicators – is under development and will be expertise in partner agencies to ensure Taranaki released in October. businesses are connected with information, opportunities, networks and events that will assist in All reports are available online at www.business. developing their global reach. taranaki.info. Of particular note this quarter was the referral and Venture Taranaki also undertakes regular economic acceptance of a New Plymouth company to partic- briefings for stakeholders, community groups, ipate in a Callaghan Innovation delegation to the industry and government departments. A number Consumer Electronics Show in Las Vegas in 2017, of advance briefings were developed for ministers as well as four referrals to New Zealand Trade & during the quarter, pending visits into the region.

1 Latest client satisfaction survey for match period 1 December 2015 – 31 March 2016 with feedback period April-July 2016. 2 The Net Promoter Score (promoters minus detractors) is derived from the client’s likelihood to recommend the service to others. 3 Customer Survey Headline Report 30 June 2016. 4 No respondents indicated they were dissatisfied – respondents identified as satisfied, very satisfied or neutral for all indicators.

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1.5 Web and Digital Strategy www.taranaki.info Internet and digital channels are key communication tools for Venture Taranaki, offering scalable channels for promoting Taranaki. The Trust’s marketing and communications team has grown audiences across digital and web channels over a multi-year period, and have built a credible and comprehensive subscriber base spanning both local and global recipients.

• The Taranaki – Like No Other Facebook page During quarter one, a total of 33,882 unique users follower numbers increased 5.8% over the visited the website, viewing a total of 164,497 quarter from 40,420 to 42,786. pages – an average of 3.08 pages per session - over • The business-focused Venture Taranaki a 2.25 minute average visit. 59.3 percent of visitors Facebook page grew 7.5% from 1,356 to 1,458. were new to the site, with a domestic audience • Twitter grew 1.5% from 5,212 to 5,292. accounting for 62.6% of all visitors, and a third of all visitors coming from the Taranaki region. • The Trust’s Linkedin page grew from 452 to 460 followers. Social media • Instagram grew 15% from 4,106 to 4,715 The Trust’s social media presence continued to followers. grow during the quarter, with sustained reach from social media posts.

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2 SECTOR SUPPORT AND SERVICES

er/landowner interface for the local apiculture 2.1 Energy and Energy industry. Diversification Looking more broadly at the opportunities for Oil and Gas Specialist Technologies (OGST), a clus- Taranaki within the primary sector, the quarter ter of 24 member companies facilitated by Venture saw Venture Taranaki also: Taranaki, have repositioned to now become the • Host a luncheon event, featuring a presenta- Energy and Industrial Group. This shift is reflective tion from international consultancy, Frost of their diversification strategy and new focus, and Sullivan on global food Trends, following Venture Taranaki commissioning research on global trends of relevance to the region. • Commence preliminary investigations on new primary sector opportunities for the region. • Work with Massey University on a second Food Futures event scheduled for 27 October 2016.

which goes beyond the oil and gas industry, encompassing energy in a broader sense as well as 2.3 Engineering and other industrial sectors such as water and dairy. As part of the new strategy’s implementation, the Manufacturing group began planning toward attending the Water Taranaki Manufacturing Profile NZ Conference and Exhibition. This is a major Initial work on a profile of Taranaki’s manufac- event, and a sector where their collective oil and turers has commenced with a statistical analysis gas capabilities reflect good transferability. of the manufacturing industry and subsectors underway. The results will be provided in Taranaki Trends, showcasing numbers of businesses, em- 2.2 Primary and Food ployment and the contribution of manufacturing Apiculture The recently formed Taranaki Honey Company collective, a group of ten Taranaki companies who sell honey and added-value apiculture and bee products to local, national and international markets, worked to progress collective initiatives to grow the Taranaki apiculture industry during the quarter. The group is facilitated by Venture Taranaki. Key areas of collaboration include: enhancing the profile of the honey companies and industry in Taranaki; building closer ties with farmers and landowners, as well as seeking improvements to the apiculture regulatory framework. In addition to Venture Taranaki, Federated Farmers is also involved in the group, providing a valuable farm-

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to GDP in Taranaki. A visit programme to major China, bringing new investment into Taranaki, with businesses in the region, especially our prime strong potential for growth (at least double initial manufacturing plants will add to the statistical numbers) and expansion of this market opportu- analysis. nity ongoing. Conservative estimates indicate the collaboration delivered a direct new spend of ap- Demand-Supply Analysis proximately $75,000 over the four week stay that Venture Taranaki undertakes a regular demand- would not otherwise have occurred (not taking supply analysis of major upcoming engineering into account indirect impacts or multiplier effects). projects and a stocktake of engineering FTEs and Non-financial benefits were also evident through capability. An update is currently under discussion learning options for local students, homestay with industry. families’ interaction with the Chinese students, senior students in schools utilising leadership skills and Chinese students becoming advocates for the 2.4 International Education region. Venture Taranaki facilitates a collaboration be- Education New Zealand also released its annual tween Taranaki education providers participating statistics during the quarter, showing a healthy in the international education sector, with the goal growth in international student numbers for the of growing the sector within the region. The col- region. laboration – International Education Taranaki (IET) For the 2015 year international student numbers – is working with other regions and Education New grew 8% compared to the 2014 year5. Zealand to maximise the opportunities this small but promising sector holds for Taranaki. Agent connections are paramount in developing the international education market. To that A survey of student numbers during the quarter end, IET hosted an agent familiarisation during showed a growth in student numbers of 87, ex- the quarter to build relationships and encourage ceeding the target of 30 students. student placement into Taranaki – this is part of an The group also collaborated to tap into a new ongoing hosting programme for the region. market, and bring 20 short-stay students from

5 New Zealand International Education Snapshot, 2015 Full Year Report.

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3 VISITOR SECTOR SUPPORT 3.1 Taranaki Destination • North Island Euchre Nationals • Amelia Thompson Reunion Strategy • National Māori Women’s Welfare League Venture Taranaki is leading the development of a Ongoing support from previous quarter: Taranaki Destination Strategy for the region. Work on the project progressed over the quarter, with • ATAINZ (Accountants and Tax Agents of NZ) stakeholder consultation and workshops held, and • PEPANZ (Petroleum Exploration Assn of NZ) an initial presentation delivered to the steering • BMX Nationals committee (comprising New Plymouth District Council, Stratford District Council, Taranaki Events that received support from Venture Tarana- Regional Council, South Taranaki District Council ki and took place during the quarter were: and Venture Taranaki). • NZ Dental Hygienists’ Association While the project is being undertaken by a con- • NZ Community and Hospital Dentists Assn sultancy, Venture Taranaki staff have been actively • Land Search and Rescue NZ involved in terms of liaison, organisation and information provision. • NZ Squash Nationals (D Grade) • Taranaki Golf Pro-Am The draft strategy is due to be presented to the regional steering committee in December 2016. “The conference went extremely well and our delegates were most im- pressed with the bags and everything 3.2 Conferences and New Plymouth and Taranaki had to Exhibitions offer. I would like to thank Venture The Trust helps the region to secure conferences Taranaki for everything and it was a and corporate events through providing advice, pleasure dealing with you.” assistance in preparing bid documentation and Lizelle Koen, Dental Hygienist’s Assn presentations, and providing promotional publications and material at the conference or event During the quarter the Conferencing and Event itself. The convention sector continued to be busy Criteria document was refreshed to improve over the quarter. understanding of how Venture Taranaki can help with events and conferences. The criteria provides Conference and Event Bid Support clear guidelines to those wanting to bid to bring an The following events received marketing support event to the region, and those already booked to for conferences during quarter one: host an event in region. The criteria can be viewed • NZ National Amputee Society Conference 2017 or downloaded at www.visit.taranaki.info/visit/ meet/venture-taranaki-here-to-help. • Taranaki Car and Motorcycle Club • NZ Squash – NZ Masters 2017 Quarter one also saw media coverage of a recent Professional Conference Organisers (PCO) familiar- • NZ Treecrops Assn 2017 isation visit hosted by Venture Taranaki in industry • Welsh Black World Breeders International magazine Meeting Newz. Venture Taranaki also Congress partnered with Conference Taranaki and Air NZ to • NZ Occupational Health Nurses develop an itinerary and supply regional informa- • VIEW – Vision Impaired Empowering Women tion for another PCO familiarisation visit due to take place in quarter two.

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3.3 Building District Profile – • Lonely Planet guidebooks • Kia Ora magazine PR & Marketing • The New Zealand Trade Manual Venture Taranaki works through a variety of media • Quirky Places – German magazine and avenues to promote New Plymouth district as • Uno Magazine a world-class destination – be it from a lifestyle, working or visitor perspective. German media: A number of content pieces were Media Familiarisation Visits (Famils) supplied to German media over the quarter, with the region proving popular in that market. Venture Taranaki hosts journalists from various publications in the region, with the objective of securing editorial articles. These articles have more influence in promoting the region than pur- 3.4 Regional Collateral chased advertising, and famils are a key means of securing this type of publicity. The winter quarter Taranaki’s visitor publications offer a very popular focus was on planning and preparing spring and way of providing potential and actual visitors summer media visits. to the region with information about the many activities, places and experiences on offer for Media Support and Liaison them to enjoy and explore. During the quarter, comment, liaison, image and Venture Taranaki distributed a total of 10,061 video content or press releases were provided to publications to the value of $14,322.70 for a range media channels outside the region, resulting in of trade, consumer and event users during the exposure for Taranaki. quarter, a level lower than previous quarters, and Publications assisted with economic development typical of demand in the quieter winter season. content included: Of this, 5,680 items worth $8,436.50 went to • Access Radio Taranaki trade – accommodation providers, isites and other re-distribution points, while $4,138.20 worth of • Business Central publications went to conference and event visitors • Food technology magazine and $1,748 direct to consumers. • Hugh Dickey (author – chapter contributed) • Midlands insurance client newsletter Venture Taranaki distributed • New Zealand Herald 7,400 pieces of collateral in the • Newstalk ZB New Plymouth district during the • Opunake and Coastal News • Radio New Zealand quarter, at a combined value of • South Taranaki Star $11,037. • Stratford Press Work was done to update the perennially popular • Taranaki Daily News Taranaki – A Walkers’ Guide publication, which will • Whenua Magazine go to press early next quarter. Publications (predominantly the Taranaki Visitor Publications assisted with visitor content included: Guide and Forgotten World Highway Touring Route Guide) also continue to be circulated through • AA Directions magazine the Visitorpoint commercial distribution network • Arrival Magazine which goes across New Zealand. • Country File (UK Country Calendar) • Dominion Post • Go Travel • Inside Tourism • Jetstar TVC production agency • Jetstar inflight magazine

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3.5 Visitor Product and THE POUAKAI CROSSING A spectacular one-day walk that traverses Mount Taranaki, through alpine Infrastructure environments, ancient wetlands, and lush native bush. Pouakai Crossing & Taranaki Traverse Venture Taranaki has continued to support the Department of Conservation with the development of a business case for the Pouakai Crossing. The Trust has also supported New Plymouth District Council and Taranaki Regional Council as they investigate providing a walking and cycling PAUSE. REFLECT. route from Pukeiti to Oakura. Both routes are The best adventures happen off the beaten track, in the places it takes energy to get to. The best holidays give you the time to think and the stimulation to make those thoughts worthwhile. The best memories are made when you’ve stepped up to the edge, important components of the Taranaki Traverse. and found something you didn’t know you were looking for. When you’re planning your next holiday, pause and refl ect on everything the Taranaki region of New Zealand has to off er. Funding Avenues You’ll see why it’s one of the world’s best destinations. Central Government has recognised the development of infrastructure in regions is essential if there is to be greater dispersal of visitors throughout New Zealand. With this in mind two funding programmes have been confirmed – the Regional Mid-sized Tourism Facilities Grant GOVETTBREWSTER ART GALLERYLEN LYE CENTRE New Zealand’s home of contemporary art and the Fund, designed to support local authorities in archives of pioneering artist Len Lye. providing infrastructure, and the Tourism Growth visit.taranaki.info Partnership – Regional Fund, designed to help Photos: Patrick Reynolds & Jeremy Beckers businesses develop commercial tourism ventures. During the quarter Venture Taranaki provided support to local councils considering applications 3.7 Visitor Industry to the Regional Mid-Sized Tourism Facilities Fund, Development while also supporting a new local business which is preparing an application to the Tourism Growth During the quarter the Trust worked closely with Partnership – Regional Fund. a number of established and emerging tourism industry businesses, including two potential adventure product businesses, two bed-and- breakfast operators, and helped a number of other 3.6 Regional Promotion operators with specific queries around marketing, advertising and promotion, trade readiness and Venture Taranaki is tasked with promoting digital operations. Taranaki, and does so through a range of activities, tools and media. Venture Taranaki also held a networking event at the Novotel New Plymouth Hobson during the Trade Familiarisation Visits (Famils) quarter, encouraging operators to connect and Venture Taranaki hosts targeted agents from learn more about the local tourism industry, and various points along the trade distribution find out what’s going on in the sector. chain, with the objective of securing inclusion in marketed trip itineraries which lead to future sales. Hosting an agent on a famil and having them 3.8 Major Events Fund experience relevant products gives them a solid introduction to the operator and the confidence to No events were contracted during the quarter, as a sell the region more effectively. result of intense activity in the previous quarter. As a result of a famil, a local business has teamed No previously contracted major events were held up with accommodation operators to offer locally- during the quarter. flavoured in-room cooking demonstrations.

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4 PROJECTS

4.1 Innovation 4.2 Talent Venture Taranaki continued to support a range of The Live + Work section of Venture Taranaki’s activity designed to encourage innovation during website, www.taranaki.info saw a steady stream of the quarter. visits over the quarter. Case studies on the region’s residents and the lifestyle and opportunities the region offers also continue to be developed, building a library of stories and advocacy for all that Taranaki has to offer. Venture Taranaki’s regional jobs website continued to promote roles over the quarter, with an average of 76 vacancies live on the site at any one time. The site attracted 48 new employers over the quarter, with a total of 1,280 now using the site to market vacancies. Thirty one of the new employers are from New Plymouth district, while 837 of all employers registered are from the district. Launch Taranaki, the regional angel investment group, now has its policies and process in place, Job seekers also continued to register with the site and has begun considering local investment op- over the quarter. Employers can search the talent portunities. The group meets regularly under the pool for the skillsets they’re seeking, while job chairmanship of former Rangatira Investments CEO seekers are able to apply for roles online. Ian Frame. Launch Taranaki’s establishment was Engagement with employers continued across the facilitated by Venture Taranaki. quarter, including a regular newsletter containing Preparations are underway for the second information on news and events of relevance to Startup Weekend Taranaki (scheduled for 14-16 the region’s employers. Venture Taranaki also October 2016), with Venture Taranaki a member worked with employers with significant future of the organising team for the event. The event employment needs over the quarter to assist in forms part of a national programme of Startup their recruitment plans. Weekends. While Venture Taranaki is predominately focused The Regional Research Institute initiative on the retention and attraction of skills, it also continues to progress. The shortlisted Centre supports the growth of talent within the region. for Space Science and Technology, which In line with this, Venture Taranaki confirmed involves New Plymouth’s MetOcean Solutions, sponsorship of the 2016 Engineering Taranaki has been developing its business case. This Consortium (ETC) Engineering & Electrical will be considered shortly by Cabinet with its Apprenticeship Awards during the quarter. The development supported by Venture Taranaki. Awards encourage and celebrate emerging talent in this important sector of our regional economy. A second funding round for the initiative has been confirmed, and Venture Taranaki has been The Trust is also working with the tertiary sector coordinating a group of energy industry companies around pathways for its international students and as they prepare an updated bid for an energy how they might add value to the region’s industry research centre. sectors long-term.

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21 1 Performance Committee Agenda - Decision - VTT Quarterly Performance Report to 30 September 2016

4.3 Infrastructure 4.5 Rapid Response Venture Taranaki attended the SH3 North briefing from New Zealand Transport Authority (NZTA) in Capability conjunction with the SH3 Working Party. The Trust Rapid response capability allows Venture Taranaki will be involved as the project develops providing to respond proactively to opportunities for the input into the assessment of options. region as they arise during the year. Venture Taranaki has also supported NZTA on The Trust has continued to provide support at both business case development for improvements on a governance and an executive level to the project SH3 between New Plymouth and Hawera, and team of a manufacturing facility within the region. New Plymouth District Council and NZTA as they The final investment decision around this project is begin the process of considering options for a expected during the 2016 – 2017 financial year. second city Waiwhakaiho Bridge. Venture Taranaki has provided input into the development of the new New Plymouth Airport Terminal plan which was approved by New Plymouth District Council during the quarter. The region continues to wait on government to announce the outcomes of the bids for the Ultrafast Broadband 2, Rural Broadband 2 and Mo- bile Blackspot Funds. These bids were made in July 2015 and an announcement had been expected earlier this year.

4.4 Science in Society Participatory Science Platform The Participatory Science Platform (PSP) pilot, facilitated by Venture Taranaki in region, is about engaging scientists and communities in collaborative, community-based science research projects. Funded by the Ministry of Business Innovation and Employment and coordinated by the Office of the Prime Minister’s Chief Science Adviser, the pilot is also being run in Otago and South Auckland. All eight projects funded in the previous quarter are on track for completion by the end of the calendar year. The projects are based around the region, and offer a diversity of science fields. The programme is to be extended into 2017, with details of this extension to be finalised in the coming quarter. “Community-based groups across the region have embraced the opportunity to work with science professionals to explore local issues.” Examples of Participatory Science Platform Lucy Graydon, Venture Taranaki projects.

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22 1 Performance Committee Agenda - Decision - VTT Quarterly Performance Report to 30 September 2016

5 PARTNERSHIPS

5.1 Regional and 5.3 Massey University Government Partnerships Partnership The Trust met with the CEO of New Zealand Trade Venture Taranaki’s partnership with Massey & Enterprise to discuss foreign direct investment University has the objective of bringing Taranaki strategies from a regional perspective during the industry, business and organisations alongside quarter. tertiary expertise and knowledge to encourage greater development, innovation and growth in Discussions have also been held with New Zealand the region. Immigration Service on changes to immigration policy during the quarter. The quarter one programme of work for the partnership was predominately focused on growth of Taranaki’s agri-food and food sectors, with a 5.2 Partnerships with Māori second Food Futures event being developed for delivery 27 October 2016. During the quarter, discussions were held with the regional iwi leaders forum to provide input into the Taranaki Destination Strategy. Venture Taranaki continues to provide editorial support to Whenua magazine as a portal to PKW shareholders, and ongoing communications support was provided to the Ngāmotu Marae project.

Partnerships and innovation key to Tucker Rob Photo: meeting challenges

The event, Food Futures II – Stepping up to the Plate, builds on the first event held in January of this year, and will feature stories of people who Taranaki’s economy has had to confront a number of challenges To see how partnering with Venture Taranaki can help your over its history, and is currently feeling the impacts of low global business, or how we can support your innovation, get in prices for both milk and oil. touch with Venture Taranaki’s General Manager of Business, have built successful added-value businesses in Partnerships and Skills Michelle Jordan on 06 759 5167 In responding to challenges, two strategies have proven effective or email [email protected]. over time. The first is innovation, and in Taranaki we have a proud tradition of thinking creatively to overcome hardship. Venture Taranaki welcomes new Board Members the sector, as well as presenters who will share Venture Taranaki is a passionate supporter of Taranaki Venture Taranaki recently announced the appointment of three innovation. Through our regional partners Callaghan Innovation, new Board Members, following approval by our owner the New their thinking, information and experiences around we issued over $1,086,000 to local businesses to progress their Plymouth District Council. commercial innovations last year. We sat down with 286 people Hinerangi Raumati will strengthen Venture Taranaki’s links to to help them move their business ideas towards becoming a the region’s Māori economy and rural industries as Chair of developing new food businesses, food products, viable business through our free start-up clinics, and helped Parininihi ki Waitotara Inc, and brings strong experience and build the capabilities of directors and managers with 235 extensive financial management expertise. Capability Development Vouchers worth more than $326,000. and markets. The event will highlight the resources Steve Maharey CNZM is the Vice Chancellor of Massey University The second response to a challenge is partnership. The saying and a former Member of Parliament. goes that a problem shared is a problem halved, and Venture Taranaki is embracing partnership across our community, and David Downs is a passionate writer on the subject of innovative within Taranaki and beyond that are available to working alongside people, businesses, organisations and councils thinking and Kiwi ingenuity, and is a senior manager at New to help them meet their goals. In doing so, we become more Zealand Trade & Enterprise. able to collectively achieve the aspirations of our region. assist new ventures. The appointments recognise the momentum and diversity of the The recent appointments to our Board, detailed below, are an Taranaki economy, and the immense potential the region holds. example of our commitment to partnering with the members They will be officially welcomed at the Trust’s AGM in October, of our community who can help drive the growth we need to and join existing Board members Robin Brockie (Chair), Gavin confront our challenges. Faull, Vanessa James, Kevin Murphy, and Jamie Tuuta. The partnership has also been active in Working together and sharing and building on our ideas and The economic future of our region is in very good hands. dreams that will create the regional wealth necessary for the engagements with industry, business and region to overcome its challenges – past, present and future. Venture TARANAKI organisations, including working on research Te Puna Umanga An initiative of the New Plymouth District Council and projects, reporting on the funded Vision Taranaki’s Regional Development Agency | 9 Robe Street, New Plymouth | T: 06 759 5150 | [email protected] | www.taranaki.info Mātauranga projects, supporting and/or sponsoring events including, but not restricted

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23 1 Performance Committee Agenda - Decision - VTT Quarterly Performance Report to 30 September 2016

to; the Science Fair, Māori Science Expo, Taranaki Food Producers network, Young Enterprise Scheme, Start-up Weekend and Taranaki Business Excellence Awards.

5.4 Taranaki Regional Economic Development Strategy The Taranaki Regional Economic Development Strategy (TREDS) project is sponsored by the Mayoral Forum with project leadership provided by New Plymouth District Council (NPDC). The Council has established a steering committee comprising NPDC, Stratford District Council, South Taranaki District Council, Taranaki Regional Council and Venture Taranaki with support from the Ministry of Business Innovation and Employment. After an extensive national tender process, a consortium of Martin Jenkins and Henley Hutchens was awarded the contract for service. Initial scoping meetings have been held with the final strategy due to be completed in quarter one of the 2017–2018 year.

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6 BUDGET SUMMARY: 2016 - 2017 Year to Date Actual Quarter2016 1 -2016-20172017 Year to Date Actual $255,419 $255,419 27% VENTURE TARANAKI REVENUE27% YEAR-TO-DATE

2016 - 2017 Year to Date Actual 2016 - 2017 Year to Date Budgeted

$704,926 $255,419 $264,650 73% 27% $704,926 27% 73% NPDC Investment Leveraged Revenue NPDC Investment Leveraged Revenue

$704,926 $704,925 73% 73%

NPDC Investment Leveraged Revenue NPDC Investment Leveraged Revenue

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25 1 Performance Committee Agenda - Decision - VTT Quarterly Performance Report to 30 September 2016

BUDGET SUMMARY 2016 – 2017 Year Actual 2016 – 2017 Year Budgeted Quarter 1 2016-17 Total NPDC Leveraged Expendi- Total NPDC Leveraged Expendi- Revenue Investment Revenue ture Revenue Investment Revenue ture BUSINESS SUPPORT AND SERVICES 1.1 Foundation Business $49,852 $43,850 $6,002 $47,203 $49,875 $43,850 $6,025 $49,875 Services 1.2 Business Growth $120,634 $33,850 $86,784 $117,143 $120,650 $33,850 $86,800 $120,650 Services 1.3 International Trade $12,450 $12,450 $0 $5,976 $12,450 $12,450 $0 $12,450 1.4 Regional Intelligence $27,497 $23,875 $3,622 $17,795 $27,500 $23,875 $3,625 $15,725 and Communications 1.5 Web and Digital $37,442 $37,442 $0 $39,161 $37,450 $37,450 $0 $37,475 Strategy SECTOR SUPPORT AND SERVICES 2.1 Energy and Energy $26,750 $26,750 $0 $16,689 $26,750 $26,750 $0 $19,675 Diversification 2.2 Primary and Food $21,425 $21,425 $0 $13,298 $21,425 $21,425 $0 $21,075 2.3 Engineering and $6,250 $6,250 $0 $4,251 $6,250 $6,250 $0 $4,450 Manufacturing 2.4 International $11,424 $5,000 $6,424 $10,973 $25,000 $5,000 $20,000 $28,725 Education VISITOR SECTOR SUPPORT 3.1 Taranaki Destination $18,550 $12,875 $5,675 $6,114 $18,550 $12,875 $5,675 $6,050 Strategy 3.2 Conferences and $17,450 $17,450 $0 $8,416 $17,450 $17,450 $0 $17,725 Exhibitions 3.3 Building District $33,000 $33,000 $0 $18,246 $33,300 $33,300 $0 $33,300 Profile - PR and Mar- keting 3.4 Regional Collateral $41,565 $25,000 $16,565 $21,410 $41,950 $25,000 $16,950 $41,950 3.5 Visitor Product and $17,311 $11,850 $5,461 $16,410 $17,300 $11,850 $5,450 $16,675 Infrastructure 3.6 Regional Promotion $37,989 $30,500 $7,489 $47,493 $37,925 $30,500 $7,425 $37,900 3.7 Visitor Industry $18,178 $12,375 $5,803 $16,426 $18,175 $12,375 $5,800 $18,200 Development 3.8 Major Events Fund $181,508 $181,508 $0 $1,597 $181,500 $181,500 $0 $1,600 PROJECTS 4.1 Innovation $31,000 $31,000 $0 $27,237 $31,000 $31,000 $0 $28,125 4.2 Talent $49,125 $42,875 $6,250 $29,387 $49,125 $42,875 $6,250 $49,100 4.3 Infrastructure $6,000 $6,000 $0 $4,312 $6,000 $6,000 $0 $7,500 4.4 Science in Society PSP $44,915 $0 $44,915 $26,678 $44,900 $0 $44,900 $44,900 4.5 Rapd Response $25,000 $25,000 $0 $16,548 $25,000 $25,000 $0 $16,275 Capability PARTNERSHIPS 5.1 Regional and Govern- $27,613 $23,000 $4,613 $23,346 $23,000 $23,000 $0 $22,525 ment Partnerships 5.2 Partnerships with $12,750 $12,750 $0 $8,830 $12,750 $12,750 $0 $12,750 Māori 5.3 Massey University $12,500 $12,500 $0 $14,177 $12,500 $12,500 $0 $12,500 Partnership 5.4 Taranaki Regional $16,050 $16,050 $0 $14,605 $16,050 $16,050 $0 $16,050 Economic Develop- ment Strategy

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26 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Item for Decision

PERFORMANCE REPORT FOR PERIOD 1 JULY TO 30 SEPTEMBER 2016

PURPOSE The purpose of this report is to advise of the Council’s performance for the first quarter (1 July to 30 September 2016) of the 2016/17 financial year.

RECOMMENDATION That having considered all matters raised in the report, the report be noted.

SIGNIFICANCE AND ENGAGEMENT This report is provided for information purposes only, and has been assessed as being of some importance.

DISCUSSION The Council’s performance and progress towards meeting its objectives and key performance measures as set out in its Long-Term Plan 2015-2025 are reported on a quarterly basis. The quarterly report also covers information on financial performance.

This performance report covers the financials and performance against objectives for the first quarter (1 July to 30 September 2016) of the 2016/17 financial year. The highlights and issues are set out in the performance report.

A separate report contains information in relation to capital expenditure and expected carry forwards.

The next quarterly report will include a health and safety section following an elected members workshop on 5 December 2016 explaining the details of the report.

FINANCIAL AND RESOURCING IMPLICATIONS There are no financial and resourcing implications associated with performance reporting. The performance report includes financial and resourcing implications against key performance indicators where relevant.

27 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Item for Decision

 Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter;  Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;  Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;  Any decisions made are consistent with the Council's plans and policies; and  No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.

APPENDICES Performance Report for the period 1 July to 30 September 2016 (ECM 7268556).

REPORT DETAILS: PREPARED BY: Mitchell Dyer (Policy Development Lead) TEAM: Policy Development APPROVED BY: Alan Bird (Chief Financial Officer), Sue Davidson (Chief Operating Officer) and Liam Hodgetts (Group Manager Strategy) WARD/COMMUNITY: District wide DATE: 1 November 2016 FILE REFERENCE: ECM 7267649

------End of Report ------

28 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Performance Report for the period ended 30 September 2016 1

29 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

30 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Contents

Long-Term Plan 2015-2025 Performance Information ------5

Financial Performance ------41

ECM 7268556

ECM

Performance Report for the period ended 30 September 2016 1

31 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

2 Performance Report for the period ended 30 September 2016

32 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Long-Term Plan 2015-2025 Performance Measures

The following section lists the levels of service and performance information from the Long-Term Plan 2015-2025 for the Council’s 16 activities. To describe Contents achievement against each objective and indicator, we’ve used the ‘traffic light’ system to indicate Parks ...... whether:

Roads and Footpaths ......  We’ve achieved or on track. Stormwater Drainage ...... Flood Protection and Control Works ......  We’re within 2.5% of target or expected to be on target at year end. Solid Waste and Kerbside Collection ...... Water Supply ......  We’ve not met the target (variance greater than 2.5%) Wastewater Treatment ...... Emergency Management and Business Continuance...... Highlights and Issues Community Partnerships ...... All targets are either on track or expected to be met by Govett-Brewster Art Gallery ...... year end with the following exceptions: Puke Ariki and District Libraries...... a) Solid Waste and Kerbside Collection Recreation and Events ...... Measure: Major projects are completed on time. Regulatory Services ...... The public good area at the landfill is likely to be Economic Development ...... delayed due to the high public interest and Civic and Democracy Services ...... response to the request for proposals to operate.

Management of Investments b) Wastewater Treatment and Funding ...... Measure: We will limit the number of dry weather sewerage overflows per 1,000 connections to one.

For ease of reading, the performance measures Currently running at three overflows per 1,000 not able to be measured in this quarter have connections due to fat blockages in the network. been removed, e.g. NRB survey. These measures will be added in the quarter they are c) Regulatory Services measured in. Measure: The average rate of occupation of CBD paid parking spaces will be 85%.

F Currently running at 51.5%. Target was set without o the parking data that now exists. Last year 50.6% r achieved.

e a s e

o f

r e a d Performance Report for the period ended 30 September 2016i 5 n g 33 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Parks

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 Maintain access to open Percentage of 71%  76%. spaces and the natural households living within environment, including 500 metres of a rivers, lakes, the neighbourhood open mountain and the coast. space. Provide opportunity for Number of volunteer 10,000 hours  3,225 volunteer hours in community participation hours per year. quarter one. in caring for, and engagement with, the district environment e.g. Friends of Pukekura Park, Arbor Day etc. Major projects are Major projects are Annual work  On track. completed on time and completed on time. programme within budget. achieved

Major projects are Annual work  On track. completed within budget. programme achieved within budget

6 Performance Report for the period ended 30 September 2016

34 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Roads and Footpaths

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 Provide a safe local The change from the No reduction  19 fatal and serious roading network for road previous financial year in crashes recorded for users. the number of fatalities 2015/16. Six crashes and serious injury recorded to date. crashes on the local road network, expressed as a number. Provide an appropriately The percentage of the 6%  Tenders have been called maintained sealed local sealed local road network for a resurfacing contract roading network. that is resurfaced. to meet this target (67 (Target based on reseal kilometres). cycle of 16.5 years.) Respond to requests The percentage of 95%  96.7% for the first quarter within an acceptable customer service (based on 1,257 service timeframe. requests relating to roads requests). and footpaths to which the Council responds within the specified timeframe1. Major projects are Major projects are Annual work  On target. Road completed on time and completed on time. programme rehabilitation projects within budget. achieved underway or about to go to tender. Major projects are Annual work  Good tender prices for completed within budget. programme projects have been achieved received this year. within budget

1 Service request timeframes: one day for an electrical fault with traffic signals, flooding, diesel spills, chemical spills or a slip to be cleared; three days for street lighting faults and potholes; five days for traffic counts, bus shelter repairs, road marking enquiries, culvert maintenance, rubbish bins, reinstatement of footpaths and debris in the roadside channel; 10 days for road surface faults, kerb and channel repairs, new kerb and channel, missing road signs and vegetation clearing. Target based on previous performance measure.

Performance Report for the period ended 30 September 2016 7

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Stormwater Drainage

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 Protection of habitable Number of flooding 0  No flooding events. floor levels from one per events that occur each cent storm event. year which result in flooding of a habitable floor. For each flooding event 1  No habitable floors report the number of flooded. habitable floors flooded per 1,000 connected customers. Contractor compliance Attendance for flooding Median  0.26 hours in quarter one. with target response event call-outs from the response time times for maintenance time that the local of one hour and customer requests. authority receives notification to the time that service personnel reach the site. We will keep customers The total number of 7  1.09 complaints received. satisfied with our complaints received stormwater service. about the Council’s stormwater service (per 1,000 connected customers). We will manage our Number of abatement 0  No abatement notices in stormwater discharges to notices. quarter one. comply with all resource Number of infringement 0  No infringement notices in consents for discharge notices. quarter one. from our stormwater system. Number of enforcement 0  No enforcement orders in orders. quarter one. Number of convictions 0  No convictions in quarter one. Major projects are Major projects are Achieved  Waitara East Stormwater completed on time and completed on time. Catchment Management within budget. Plan underway. Major projects are Achieved  On track. completed within budget.

8 Performance Report for the period ended 30 September 2016

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Flood Protection and Control Works

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 Flood protection works Flood protection works Achieved  On track. are maintained. are maintained in accordance with the Asset Management Plan and annual works programme. Flood protection works Any damage to flood Repairs  On track. are repaired. protection works is completed repaired following within one flooding to standards year defined in the Asset Management Plan. Flood protection works Flood protection works Achieved  On track. are renewed. are renewed in accordance with the Asset Management Plan and annual works programme. We will keep all major Major projects are Achieved  No major projects this projects on time. completed on time. year. Major projects are Achieved  No major projects this completed within budget. year.

Performance Report for the period ended 30 September 2016 9

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Solid Waste and Kerbside Collection

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 We will provide a reliable Number of customer 9  0.4 customer notifications solid waste collection and notifications of missed of missed collections per management service. collections per 1,000 of 1,000 serviced properties serviced properties. in quarter one. Compliance with transfer 95%  100% stations advertised opening hours. We will keep customers Total number of 3  0.3 complaints per 1,000 satisfied with our solid complaints received customers in quarter one. waste collection and about the Council’s solid management service. waste service (per 1,000 customers). We will encourage Percentage of total 25%  45% 2016/17 (2010/11 minimisation of waste household waste which is quarter one 24%). disposal in our district. recycled by weight (against 2010/11 baseline). Year on year percentage 1%  65.54% decrease reduction in landfill waste (2015/16 quarter one generated per 4,458.84 tonnes, 2016/17 household. quarter one 1,543.49 tonnes). We will manage our solid Number of abatement 0  No abatement notices in waste service to comply notices received. quarter one. with all resource Number of infringement 0  No infringement notices in consents. notices received. quarter one. Number of enforcement 0  No enforcement orders in orders received. quarter one. Number of convictions 0  No convictions in quarter received. one. Major projects are Major projects are Achieved  Public Good Area delayed completed on time and completed on time. due to community within budget. engagement. Major projects are Achieved  On track. completed within budget.

10 Performance Report for the period ended 30 September 2016

38 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Water Supply

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 Contractor compliance Attendance for urgent Median  0.33 hours median with target response call-outs from the time response time response time. times for maintenance that the Council receives of one hour or and customer requests. notification to the time less that service personnel reach the site. Resolution of urgent call- Median  1.91 hours median outs from the time that restored time restored time. the Council receives of four hours notification to the time or less for that service personnel mains confirm resolution of the < 250 dia fault or interruption. Resolution of urgent call- Median  No call-outs in quarter outs from the time that restored time one. the Council receives of eight hours notification to the time or less for that service personnel mains confirm resolution of the > 250 dia fault or interruption. Attendance for non- Median  11.20 median response urgent call-outs from the response time time. time that the Council of 24 hours or receives notification to less the time that service personnel reach the site. Contractor compliance Resolution of non-urgent Median  24.33 median restored with target response call-outs from the time restored time time. times for maintenance that the Council receives of 48 hours or and customer requests. notification to the time less that service personnel confirm resolution of the fault or interruption. We will keep customers Total number of 2  0.21 complaints per 1,000 satisfied with our water complaints received connected customers. service. about water clarity (per 1,000 connected customers). Total number of 1  0.07 complaints per 1,000 complaints received connected customers. about water taste (per 1,000 connected customers). The total number of 1  No complaints received complaints received about water odour per about water odour (per 1,000 connected 1,000 connected customers. customers).

Performance Report for the period ended 30 September 2016 11

39 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Water Supply

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 We will keep customers The total number of 2  0.57 complaints per 1,000 satisfied with our water complaints received connected customers. service. about water pressure or flow (per 1,000 connected customers). The total number of 2  0.72 complaints per 1,000 complaints received connected customers. about water continuity of supply (per 1,000 connected customers). The total number of 1  No complaints received. complaints received about the Council’s response to any of the above issues (per 1,000 connected customers). We manage demand to Number of abatement 0  No abatement notices in minimise the impact on notices received. quarter one. the environment of the Number of infringement 0  No infringement notices in water supply. notices received. quarter one. Number of enforcement 0  No enforcement orders in notices received. quarter one. Number of convictions 0  No convictions in quarter received. one. Major projects are Major projects are Achieved  Oakura trunk main delay completed on time and completed on time. due to easement within budget. negotiations. Firefighting and renewals on track. Major projects are Achieved  On track. completed within budget.

12 Performance Report for the period ended 30 September 2016

40 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Wastewater Treatment

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 We will limit the number of Number of dry weather 1  Three overflows per 1,000 dry weather overflows from sewerage overflows per connections due to fat our network. 1,000 connections. blockages in the pipes. Contractor compliance Attendance for sewerage Median  0.44 hours median with target response times overflow call-outs from the response time response time. for maintenance and time that the Council of one hour customer requests. receives notification to the time that service personnel reach the site. Resolution of sewerage Median  2.13 hours median overflow call-outs from the resolution time resolution time. time that the Council of four hours for receives notification to the sewers time that service personnel < 250 dia confirm resolution of the fault or interruption. Resolution of sewerage Median  No call-outs. overflow call-outs from the resolution time time that the Council of eight hours receives notification to the for sewers time that service personnel >/= 250 dia confirm resolution of the fault or interruption. We will keep customers Total number of 1  0.16 complaints per 1,000 satisfied with our complaints received about connected customers. wastewater service. sewerage odour (per 1,000 connected customers). Total number of 1  No complaints received. complaints received about sewerage system faults (per 1,000 connected customers). Total number of 10  1.72 complaints per 1,000 complaints received about connected customers. sewerage system blockages (per 1,000 connected customers) We will keep customers Total number of 1  No complaints received. satisfied with our complaints received about wastewater service. the Council’s response to any of the above issues (per 1,000 connected customers).

Performance Report for the period ended 30 September 2016 13

41 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Wastewater Treatment

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 We will manage our Number of abatement 0  No abatement notices in wastewater discharges to notices. quarter one. comply with all resource Number of infringement 0  No infringement notices in consents for discharge notices. quarter one. from our sewerage system. Number of enforcement 0  No enforcement orders in orders. quarter one. Number of convictions. 0  No convictions in quarter one. Major projects are Major projects are Achieved  Wai Taatari, Dillon Drive on completed on time and completed on time. track. within budget. Major projects are Achieved  Wai Taatari forecast to completed within budget. exceed current budget as bringing forward spend from 2017/18.

14 Performance Report for the period ended 30 September 2016

42 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Emergency Management and Business Continuance

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 Planning for and Emergency processes Processes and  The Crisis Management management of and plans are up to date. plans reviewed Plan has been updated emergency events. and updated and training is to be held in quarter two. Work is underway to ensure Emergency Response and Business Continuity Plans and processes are up to date. The intention is to test the plans for Crisis Management and Emergency Response and Business Continuity during 2016/17. Control and extinguish All reports of uncontrolled 100%  All calls responded to fires in rural areas or unauthorised rural within required (except buildings which fires responded to within timeframes. are the responsibility of set timeframes and the New Zealand Fire extinguished by the Service). Council contractors where necessary. Trained fire crews are Full  Training and equipment available in all required compliance provisions meet the areas and crew and required audit standards. equipment meet standards of audit. Major projects are Major projects are Annual work  Civil defence group plan completed on time and completed on time. programme review underway. within budget. achieved Major projects are Annual work  On track. completed within budget. programme achieved within budget

Performance Report for the period ended 30 September 2016 15

43 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Community Partnerships

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 Provide a ‘start-up’ fund Number of initiatives 3  Two initiatives underway that rewards creativity receiving ‘start-up’ and one in development. and collaboration in new financial support. community initiatives. Provide funding support Percentage of 95%  97% achievement of key for community achievement of key performance indicators by organisations and performance indicators the Council’s grant initiatives. by the Council’s grant recipients. recipients (as set out in funding contracts).

16 Performance Report for the period ended 30 September 2016

44 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Govett-Brewster Art Gallery

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 Offer engaging Number of exhibition 3  One suite with four exhibitions annually suites per year. individual exhibitions. Two comprising solo and off-site exhibitions at The group exhibitions from Old Bank. Taranaki, New Zealand and the world. Offer quality access to Number of Len Lye 2  Three exhibitions the art and ideas of Len exhibitions annually. including one film series. Lye. Audiences have positive Total number of visitors 99,500  24,523 visitors in quarter experiences. (physically) annually. one. Education programming Percentage of teachers 95%  100% level of satisfaction is nationally recognised satisfied with school out of 51 evaluations as unique and distinctive. experience. completed. Major projects are Major projects are Annual work  On track. completed on time and completed on time. programme within budget. achieved Major projects are Annual work  On track. completed within budget. programme achieved within budget

Performance Report for the period ended 30 September 2016 17

45 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Puke Ariki and District Libraries

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 Provide an accessible Number of customer 55,000  18,037 customer visits to and informative point of visits to the i-SITE Visitor the i-SITE. contact and booking Information Centre service for visitors to annually. New Plymouth District. To deliver a range of Number of programmed 900  427 programmes and programmes which learning opportunities programmes 7,144 attendees across all explore creativity, literacy and number of sites. 20,000 and our heritage in ways attendees. attendees that stimulate learning, innovation and Number of school 14,000  5,265 school students prosperity. students attending Puke attending programmes Ariki programmes. across all sites. Provide 24/7 access to Number of heritage items 10,000  2,331 heritage items with the Heritage Collection with records improved. records improved. through the Browser.

18 Performance Report for the period ended 30 September 2016

46 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Recreation and Events

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 Provide high quality Pool patronage per year. 350,000  83,101 attendees to community pools which 30 September 2016. encourage the community to participate in aquatic activities. Provide a network of high Number of attendees and 275,000  56,668 attendees and 209 quality venues that events/bookings across attendees events/bookings to create more opportunities all venues is maintained 30 September 2016. 475 for the community to or increases where events/bookin attend arts, culture and possible. gs sport and recreation activities. Major projects are Major projects are Annual work  Renewals programme completed on time and completed on time. programme remains on track. within budget. achieved Major projects are Annual work  Renewals programme completed within budget. programme remains on track. achieved within budget

Performance Report for the period ended 30 September 2016 19

47 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Regulatory Services

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 Ensure that all animal Percentage of known 95%  88%. Amnesty period for control processes dogs registered. registering dogs without contribute to a safe and penalties ends at the end healthy community. of October 2016. Maximise use of on- Average rate of 85%  51.5%. This does not street car parking space. occupation of CBD paid include off-street car parking spaces. parks. The health and safety of Percentage of food 95%  98%. the public is protected by premises inspected with ensuring food premises no remedial steps meet required standards. required. Ensure alcohol licensed Percentage of alcohol 95%  100% premises comply with licences that comply with statutory and licence statutory and licence provisions. provisions (as a result of inspections, complaints and Controlled Purchase Operations). Consents are processed Percentage of building 100%  99%. within statutory consent applications timeframes. processed within statutory timeframes. Percentage of all non- 100%  100%. notified land use and subdivision consents are processed within statutory timeframe.

20 Performance Report for the period ended 30 September 2016

48 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Economic Development

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17

Promote New Plymouth Attract or retain major 3 major events  No major events were District and the Taranaki events. contracted during the region as a vibrant and quarter, as a result of desirable place to live, intense activity in the work and visit. previous quarter.

Facilitate, promote, Amount of investment $500,000  $1.09m of research and encourage and support into regional businesses development support sustainable business per year, subject to facilitated in quarter one. growth, investment and central government employment policy. opportunities in Taranaki. Level of investment in $140,000  $105,243 of capability management capability development vouchers building per year for issued in quarter one. Taranaki’s Small and Medium Sized Enterprises (businesses).

Performance Report for the period ended 30 September 2016 21

49 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Civic and Democracy Services

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 Properly manage local Elections and polls will Full  Ongoing. Election elections. comply with the compliance required to fill two provisions of the Local vacancies on the Clifton Electoral Act 2001 with Community Board. no successful petitions for inquiry into the conduct of elections. Compliance with Long-Term Plan, Annual Full  Compliant to date. Annual statutory deadlines. Plan and Annual Report compliance Report adopted 7 October will all be adopted within 2016. timeframes set in the Local Government Act 2002. Meeting agendas will be Full  Compliant to date. Digital available as specified by compliance agendas implemented for legislation. councillors.

22 Performance Report for the period ended 30 September 2016

50 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Management of Investments and Funding

Level of Service Performance Measure Target Symbol Current Status Performance 2016/17 Manage the Perpetual A release to the Council $7.4m  $7.69m. Investment Fund (PIF) to before costs of Taranaki provide sustainable Investment Management revenue flows to the Limited as release rule Council. covers both from the PIF in accordance with the release rule. Manage the Council’s Debt levels and costs All measures  borrowing programme in within limits set by policy. met compliance with the Net debt not to exceed All measures  Liability Management 135 per cent of total met Policy. revenues including rates. Pre-tax funds from All measures  operations to exceed net met interest expense by at least 2.5 times.

Performance Report for the period ended 30 September 2016 23

51 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

24 Performance Report for the period ended 30 September 2016

52 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Financial Performance

The Council had strong performance for the quarter ending 30 September 2016, recording a surplus of Contents $0.2m against a budgeted deficit of $1.96m.

Statement of Comprehensive Revenue Key variances against budget for the period ending and Expense 30 September 2016 are as follows.

Statement of Financial Position $m Revenue and Expenditure Analysis Budgeted deficit (2.0) Significant Activities Net Cost Capital Work Summary Key variances to actual surplus are: Treasury Report Interest savings 0.5 Rating Report Net forestry (0.6) Significant Activity and Expenditure graphs Capital grant revenue 0.3 Other revenue 0.5 Investment revenue 0.4 Timing 1.0 Actual surplus 0.2

Performance Report for the period ended 30 September 2016 25

53 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2 jjkdf

Statement of Comprehensive Revenue and Expense For the period ended 30 September 2016 Council 2016/17 2016/17 2016/17 2015/16 Revised Actual Budget Variance Variance 30-Sep-16 30-Sep-16 30-Sep-16 30-Sep-16 ($'000) ($'000) ($'000) (%) Operating revenue Revenue from exchange transactions: Finance revenue 404 344 60 17% Investment revenue 433 - 433 0% Other revenue 8,650 9,029 (379) -4%

Revenue from non-exchange transactions: Rates 20,051 19,823 228 1% Subsidies and grants 1,879 1,815 64 4% Development and financial contributions 501 369 132 36% Vested assets - - - 0% Fines and levies 353 404 (51) -13% Total operating revenue 32,271 31,784 487 2% Operating expenditure Personnel costs 8,917 9,008 91 1% Depreciation and amortisation expense 7,916 8,295 379 5% Finance costs 1,163 1,640 477 29% Other expenses 13,972 14,796 824 6% Total operating expenditure 31,968 33,740 1,772 5% Surplus/(deficit) before taxation 303 (1,956) 2,259 -116% Taxation refund/(expense) (59) (7) (52) 768% SURPLUS/(DEFICIT) AFTER TAXATION FROM CONTINUED OPERATIONS 244 (1,963) 2,207 -112%

The Council had strong performance for the quarter ending 30 September 2016, recording a surplus of $0.2m against a budgeted deficit of $1.96m.

Revenue is relatively in line with budget. Other revenue is less than budget mainly due to forestry harvesting not taking place this financial year (completed previous year). This results in $1.3m less revenue than budget but is offset by additional revenue in other areas such as regulatory and solid waste.

Expenditure is $1.7m less than budget. $0.7m relates to the budget for forestry expenditure which as noted above was completed last year. Other activities are less than YTD budget, mostly due to the timing of expenditure. Finance costs are less than budget due to lower borrowings and interest rates. Depreciation is currently being processed based on last years budget as work progresses on the Asset Management System.

54 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Statement of Financial Position

Council 2016/17 2016/17 2015/16 Actual Budget Actual 30-Sep-16 30-Jun-17 30-Jun-16 ($'000) ($'000) ($'000) Current Assets Cash and cash equivalents 9,366 3,520 9,492 Trade and other receivables 85,496 17,140 14,309 Prepayments 1,288 - 823 Inventory 94 100 94 Intangible assets - - 618 Other financial assets 42,268 40,570 36,909 Non-current assets held for sale 1,410 490 1,410 Total current assets 139,922 61,820 63,655 Non-current assets Other financial assets 275,032 276,300 91,738 Tasmanian Land Company Limited - - 183,796 Intangible assets 703 2,040 3,035 Forestry assets 2,361 1,970 3,107 Derivative financial assets 85 1,320 85 Deferred tax asset 2 - 2 Property, plant and equipment 2,149,358 2,160,000 2,135,388 Total non-current assets 2,427,541 2,441,630 2,417,151 TOTAL ASSETS 2,567,463 2,503,450 2,480,806 Current liabilities Trade and other payables 30,227 21,160 14,346 Revenue in advance 60,569 - 3,090 Public debt and other loans 39,850 39,310 39,000 Employee entitlements 4,010 - 3,439 Other provisions 2,442 - 2,257 Provision for Tax - - 78 Derivative financial liabilities 277 50 277 Total current liabilities 137,375 60,520 62,487 Non-current liabilities Employee entitlements 730 950 767 Deferred tax liability 1,324 - 1,420 Derivative financial liabilities 8,583 1,060 8,583 Other provisions 1,525 1,620 1,525 Public debt and other loans 70,150 83,240 71,000 Total non-current liabilities 82,312 86,870 83,295 TOTAL LIABILITIES 219,687 147,390 145,782 Public equity Special funds/reserves 85,250 73,030 85,250 Retained earnings 1,509,625 1,505,700 1,492,805 Asset revaluation reserve 752,900 777,330 738,643 Total public equity 2,347,775 2,356,060 2,316,698 TOTAL EQUITY AND LIABILITES 2,567,462 2,503,450 2,462,480

55 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Revenue and Expenditure Analysis 30 September 2016

Total Revenue Revenue by category (excl Rates) - YTD 25 0% 2% 0% Finance revenue 20 17% 4% 3% Investment revenue 15

10 Development and financial $ $ Millions Actual contributions 5 Budget Other revenue 74% 0 Fines and levies

Subsidies and grants

Month

Revenue has been reasonably consistent against budget on a monthly basis. Year to date rates revenue is $196k higher than budget due to a hangover of the GST on TRC rates from the previous financial year. Development contributions are $132k ahead of budget but offset by lower financial contributions due to the delay in Area Q development. Other revenue is $397k less than budget mainly due to forestry harvesting not taking place this financial year (completed previous year). This results in $1.3m less revenue than budget. This is offset by additional revenue in other areas of Council such as regulatory and solid waste.

Total Expenditure Expenditure by category - YTD 14 13 12 3% 11 9% 10 37% Personnel costs 9 28% General operating expenditure $ Millions $ 8 Actual Direct costs of activities 7 Budget 6 Finance expense 23% 5 Depreciation and amortisation

Month

Expenditure has been consistently below budget month on month, totalling $2.2m behind YTD budget. General expenses are $1.1m less than budget due to forestry harvesting not taking place this financial year as noted above. This accounts for $730k of the variance. Other activities are less than YTD budget but mostly due to timing of expenditure.This is partially offset by GBAG expenditure is greater than YTD budget. Interest is $477k less than budget due to lower interest rates and lower borrowings. Depreciation is $333k less than budget with a washup due to be processed in October.

Personnel Expenditure by Month General Operating & Direct Expenditure by Month

6.7 9.7 8.7 5.7 7.7

4.7 6.7 5.7

3.7 4.7 $ $ Million's Actual Million's $ Actual 3.7 2.7 Budget Budget 2.7 1.7 1.7

Month Month

Personnel costs were over budget for August due to recruitment costs. YTD costs As noted above, general operating and direct expenditure is consistently below are on track with budget as the additional recruitment costs are offset by savings budget mostly due to forestry harvesting not taking place this financial year from vacancies. and timing of expenses.

56 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Significant Activities Net Cost for the period ended 30 September 2016 Prior YTD Actual YTD Revised Variance YTD Notes September September Budget YTD September September Net Cost $'000's $'000's $'000's $'000's Parks and Open spaces (2,509) (2,689) (3,275) 586 A $300k capital grant for the Marfell Park project was received which was not budgeted for. Other Parks revenue is ahead of budget due to increased revenue from plot sales, burials and cremations. Roads and Footpaths (3,502) (4,428) (4,128) (299) Revenue is behind budget however is offset by lower YTD operational and capital expenditure costs Stormwater Drainage (648) (614) (665) 51 Flood Protection and Control Works (77) (68) (81) 13 Solid Waste and Refuse Collection 240 (119) (358) 239 Costs are greater than budget due to landfill operating contract renewed at higher rate than budgeted and Emissions Trading Scheme (ETS) expenditure as the ETS values have increased from budget. This has no impact on the rates requirement. Water Supply (2,126) (1,808) (2,024) 216 Variance due to timing of year to date expenditure compared to budget.

Wastewater Treatment (3,985) (3,587) (3,648) 62 Emergency Mgmt & Business Continuance (119) (126) (118) (8) Community Partnership (837) (1,087) (1,148) 61 Govett-Brewster Art Gallery (795) (1,173) (870) (303) Expenses are greater than budget however partially offset by $120k carryforward. Unconfirmed sponsorship revenue of $187k will contribute to offsetting this. Puke Ariki and District Libraries (2,125) (2,327) (2,661) 335 Variance a result of timing of expenditure YTD. Recreation and Events (1,393) (1,348) (1,628) 281 Variance a result of timing of expenditure YTD. Regulatory Services 1,472 334 80 254 Greater YTD building & resource consent revenue than budgeted. Economic Development (1,394) (901) (917) 16 Civic and Democracy Services (1,322) (1,439) (1,425) (14) Management of Investments and Funding 3,086 3,486 2,922 564 Interest savings due to lower borrowings and interest rates. Also limited Forestry revenue and expenditure as harvesting was completed in the previous year. Other Operating 74,681 19,659 19,446 213 Rates ahead of budget due to error last financial year. Shared Services Respread Allocation 641 (500) (73) (428) Some additional Recruitment and Training costs but offset with Management of Investments.

Total Net (Cost)/Revenue 147,721 34,868 34,119 749

Net Cost by Significant Activity - YTD September 2016 4,000 3,000 2,000 1,000 0 (1,000) (2,000) (3,000)

Net revenue/(expense) $000's Netrevenue/(expense) (4,000)

(5,000)

Water Supply

Regulatory Services

Funding

Continuance

Roads andRoadsFootpaths

StormwaterDrainage

Recreation andEvents

Parks and Parks Open spaces

Wastewater Treatment

EconomicDevelopment

Community Partnership

Govett-Brewster Art Gallery

Emergency Mgmt & Business

Civicand Democracy Services

Puke Ariki and District Libraries and District Ariki Puke

Management Investmentsof and

Solid Waste and Refuse Collection Refuse and Waste Solid Flood Protection and ControlWorks Significant Activity

57 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Capital Work Summary for the period ended 30 September 2016 Capital Works by Significant Activity Total Significant Activity % of Annual Annual Plan Current Variance (Including Significant budget Key Issues Plan Revised Year to $ Projects) spent Date (000's) (000's) (000's) (000's) % Parks 2,392 3,074 509 2,565 17% Land purchases remain at risk for carry-forward. Predicted overspend on Hobson Street depot renewals Roads and Footpaths 10,411 13,400 703 12,696 5% Potential risk on delivery of Devon Street West Cycleway and Coronation Ave/UpJohn St Cycleway Projects. Stormwater Drainage 159 159 40 119 25% Likely overspend of this budget with Estates Grove project. Separate report will be produced for ELT once design completed and easement agreed for this project. Flood Protection and - - 9 (9) 0% No major risks reported SolidControl Waste Works and Refuse 611 1,585 123 1,462 8% For Public Good Area progress see significant projects WaterCollection Supply 1,280 3,225 760 2,465 24% Okato Ground Water - delay (see significant projects); Oakura Trunk Main duplications - finalising easements (see significant projects). Potential risk on Water Master Plan projects. Likely carry forward for Inglewood Clarifier Vessel Replacement Wastewater Treatment 10,721 15,782 1,670 14,112 11% Area Q; Wai Taatari Phase 2; and Waitara Milliscreens (see significant projects). Community Partnership 194 194 1 193 1% No major risks reported Govett-Brewster Art Gallery 185 185 74 111 40% No major risks reported Puke Ariki 1,746 1,824 299 1,525 16% No major risks reported Recreation & Events 1,546 1,633 358 1,275 22% Design work ongoing for TSB stadium, impacts of Fire report for TSB stadium to be considered in relation to proposed works. TSB showplace works planned for Summer 16/17. Regulatory Services 93 223 14 209 6% No major risks reported Support Services 3,898 6,518 662 5,856 10% Digital council projects Business Case/scoping development. Workspace Integration on site Total 33,236 47,803 5,224 42,579 11% Capital Works by Significant Projects Project Title 2016/17 Financial Year Life of Project* Key Issues

Annual Total YTD Total Total Variance Variance Plan Expenditure Budget Expenditure Revised** to Date (000's) (000's) (000's) (000's) (000's) % Waitara Milliscreen Contract awarded. Works start early 17 and will - 4 603 66 537 89% Refurbishment complete Autumn 17. Unsubsidised First order of LED lights made. Due to arrive in Oct Augmentation / Renewal - 1,039 86 5,368 106 5,262 98% 16. Installation works to commence once received LED Streetlight Conver Expressions of interest issued for community groups Development of Public to run community led programmes. Concept design Good Area at RRF 204 20 1,209 52 1,157 96% options developed. There will be carry-forward on this including recycling project Extend water main to New Main site works completed. - 499 1,005 834 171 17% Plymouth Airport Area Q Waste Water On-going issues on easements for pipeline route. 1,895 67 5,326 325 5,001 94% services project Design works completed. Contracts awarded for big ticket plant items ($1.2m). Site works completed for sludge thickening upgrade Wai Taatari Projects 6,656 1,087 10,838 2,662 8,176 75% ($1.4m). Main works tenders evaluated, final negotiation with preferred tenderer expected to complete end of Oct 16. Delayed. Report on water pumping to be issued to Okato Ground Water - 31 1,063 565 498 47% ELT. Easement negotiations on-going (a further change in Oakura Trunk Main route being required). Detailed design progressing. - 16 1,179 323 856 73% Duplication Construction can only occur over autumn/winter period (as part of route goes through maize) Total 9,794 1,810 26,591 4,933 21,658 * Total project budget as some projects span over more than one financial year. ** Excludes carryforwards

58 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Treasury Report as at 30 September 2016

Summary Scorecard

New Plymouth District Council Interest Rate Position 12 Month Forecast Core Debt: 120 Policy Limits 55% - 90% Overall Fixed:Floating Mix 84% Policy Compliance Y Liquidity Ratio: 110% Actual 116% Policy Compliance Y Fixed Rate Maturity Profile: Years 1 - 3 years 3 - 5 years 5 - 10 years Policy Limits 15% - 60% 15% - 60% 10% - 60% Actual Hedging 18% 26% 56% Policy Compliance Y Y Y Funding Maturity Profile: Years 0 - 3 years 3 - 5 years 5 years plus Policy Limits 15% - 60% 15% - 60% 10% - 40% Actual Hedging 59% 25% 16% Policy Compliance Y Y Y Weighted Average Duration: Funding 3.18 Years Fixed Rate Portfolio (swaps and fixed rate loans) 5.52 Years

Borrowings Summary

Peak debt per Budget Current debt

Overall Position

The current external debt stands at $110 million. Our weighted average borrowing rate is currently 4.55%. As per the compliance scorecard above, we are within all Treasury Policy limits.

59 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

60 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Rating Report as at 30 September 2016

Rates Collection September 2016 99% 100% 90% 80% 70% 60% 50% 40% 27% 27% 30% 20% 10% 0% YTD September 2015/16 YTD September 2016/17 Target

Rates collection is lower than last year due to the penalty date being 31 August this year leaving a significant number of rate receipts to be processed. Last year the penalty date was 26 August so all receipts were processed by month end.

Collection of Rates Arrears September 2016 100% 90% 80% 70%

60% 47% 44% 50% 40% 30% 20% 10% 0% YTD September 2015/16 YTD September 2016/17

Sundry Debtors Summary Current 30 Days 60 Days 90 Days Total $000 $000 $000 $000 $000 Current Month 1,643 476 316 713 3,148 Aging 52% 15% 10% 23% 100% Previous Month 2,063 4,676 109 781 7,628 Aging 27% 61% 1% 10% 100%

Note - Included in the 30 days for the previous month is $4.6m receivable from Van Diemen Lands in relation to recovery of Tasman Farms sale costs. These funds cleared in our account early September.

61 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Significant Activity Revenue & Expenditure Graphs for the period ended 30 September 2016

PARKS AND OPEN SPACES

Actual vs Budgeted Revenue and Forecast Actual vs Budgeted Expenditure and Forecast 1200000018,000 200000018,000 16,000 180000016,000 10000000 14,000 160000014,000 12,000 12,000 8000000 1400000 10,000 120000010,000 60000008,000 8,000

1000000$000's

$000's 6,000 8000006,000 4000000 4,000 6000004,000 2,000 2,000 2000000 400000 0 200000 0 0 0 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156

ActualActual Revenue Expenditure BudgetedBudgeted Revenue ExpenditureForecast Actual ExpenditureActual RevenueBudgetedBudgeted Expenditure Revenue Forecast

Parks revenue is $680k greater than YTD budget due to increased plot sales, burials and Expenditure is in line with budget. cremations. Plus a $300k capital grant for Marfell park project.

ROADS AND FOOTPATHS

Actual vs Budgeted Revenue and Forecast Actual vs Budgeted Expenditure and Forecast 2500000025,000 1200000025,000

10000000 2000000020,000 20,000 8000000 15,000 15,000 15000000 6000000

10,000 10,000 $000's 10000000$000's 4000000 5,000 5,000 5000000 2000000 0 0 0 0 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156 -2000000

ActualActual Revenue Expenditure BudgetedBudgeted Revenue ExpenditureForecast Actual ExpenditureActual RevenueBudgetedBudgeted Expenditure Revenue Forecast

Roading revenue is $514k less than YTD budget due to timing of works. This is offset by lower Roading operational expenditure is $215k behind YTD budget of $5.8m due to timing of expenditure. works. This is offset by lower subsidy income than budgeted.

STORMWATER DRAINAGE

Actual vs Budgeted Revenue and Forecast Actual vs Budgeted Expenditure and Forecast 25000003,000 160003,000

2,500 140002,500 2000000 12000 2,000 2,000 1500000 10000 1,500 1,500

8000$000's 1000000$000's 1,000 60001,000 500 4000 500000 500 0 2000 0 0 0 Jul-15 Aug-15Sep-15Oct-15 Nov- Dec-15 Jan-16 Feb-16 Mar- Apr-16 May- Jun-16 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156 41821 41852 41883 41913 41944 1541974 42005 42036 4206416 42095 4212516 42156

ActualActual Revenue Expenditure BudgetedBudgeted Revenue ExpenditureForecast Actual ExpenditureActual RevenueBudgetedBudgeted Expenditure Revenue Forecast

Stormwater significant activity receives very little income. Actual income is in line with the full Stormwater expenditure is $55k less than YTD budget due to timing of expenditure. year budget.

62 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Significant Activity Revenue & Expenditure Graphs (continued) SOLID WASTE AND REFUSE COLLECTION

Actual vs Budgeted Revenue and Forecast Actual vs Budgeted Expenditure and Forecast 40000008,000 50000008,000 35000007,000 45000007,000 4000000 30000006,000 6,000 3500000 5,000 5,000 2500000 3000000 4,000 4,000

2000000 2500000 000's

$000's 3,000 20000003,000 15000002,000 15000002,000 10000001,000 10000001,000 500000 0 500000 0 0 0 Jul-15 Aug- Sep-15Oct-15 Nov- Dec-15 Jan-16 Feb-16 Mar- Apr-16 May- Jun-16 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156 41821 41852 1541883 41913 419441541974 42005 42036 4206416 42095 4212516 42156

ActualActual Revenue Expenditure BudgetedBudgeted Revenue ExpenditureForecast Actual ExpenditureActual RevenueBudgetedBudgeted Expenditure Revenue Forecast

Solid Waste revenue is $193k ahead of YTD budget due to additional Waste Levy income from Solid waste and refuse collection expenditure is $45k over YTD budget due to the new landfill 2015/16 of $73k. This additional income is offset by higher expenditure. operating contract likely to have a full-year impact of $300k (funded from Solid Waste Development Reserve).

WATER SUPPLY

Actual vs Budgeted Revenue and Forecast Actual vs Budgeted Expenditure and Forecast 800000014,000 450000014,000 700000012,000 400000012,000 600000010,000 350000010,000 3000000 50000008,000 8,000

2500000 $000's 40000006,000 $000's 6,000 2000000 30000004,000 4,000 1500000 2000000 2,000 10000002,000 1000000 0 500000 0 0 0 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156

ActualActual Revenue Expenditure BudgetedBudgeted Revenue ExpenditureForecast Actual ExpenditureActual RevenueBudgetedBudgeted Expenditure Revenue Forecast

Water supply revenue is affected by $100k 2015/16 meter revenue refund. First quarter Water supply expenditure is in line with budget. charges have been processed.

WASTEWATER TREATMENT

Actual vs Budgeted Revenue and Forecast Actual vs Budgeted Expenditure and Forecast 1200000020,000 20,000 18,000 18,000 1000000016,000 16,000 14,000 14,000 800000012,000 12,000

10,000 10,000 $000's

6000000$000's 8,000 8,000 6,000 6,000 4000000 4,000 4,000 2,000 2000000 2,000 0 0 0 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156

ActualActual Revenue Expenditure BudgetedBudgeted Revenue ExpenditureForecast Actual Expenditure Budgeted Expenditure Forecast

Wastewater treatment revenue is in line with budget. Wastewater Treatment expenditure is in line with budget.

63 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 Wastewater treatment revenue is in line with budget. 2

Significant Activity Revenue & Expenditure Graphs (continued) EMERGENCY MANAGEMENT AND BUSINESS CONTINUANCE

Actual vs Budgeted Revenue and Forecast Actual vs Budgeted Expenditure and Forecast 600 1000600 900 500 500 800 400 700400 600 300 300

500$000's $000's 200 400200 300 100 100 200 0 100 0 Jul-16 Aug- Sep-16Oct-16 Nov- Dec-16 Jan-17 Feb-17 Mar- Apr-17 May- Jun-17 0 Jul-15 Aug-15Sep-15 Oct-15 Nov- Dec-15 Jan-16 Feb-16 Mar- Apr-16 May- Jun-16 16 16 17 17 41821 41852 41883 41913 419441541974 42005 42036 4206416 42095 4212516 42156

Actual Revenue Budgeted Revenue Forecast Actual ExpenditureActual RevenueBudgetedBudgeted Expenditure Revenue Forecast

Emergency management revenue nil. Emergency management and business continuance expenditure is in line with budget.

COMMUNITY PARTNERSHIP

Actual vs Budgeted Revenue and Forecast Actual vs Budgeted Expenditure and Forecast 50000004,000 12000004,000 45000003,500 3,500 1000000 40000003,000 3,000 3500000 2,500 8000002,500 3000000 2,000 2,000 2500000 600000

1,500 1,500 $000's

2000000$000'S 1,000 1500000 4000001,000 500 1000000 500 200000 500000 0 0 0 0 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156

ActualActual Revenue Expenditure BudgetedBudgeted Revenue ExpenditureForecast Actual ExpenditureActual RevenueBudgetedBudgeted Expenditure Revenue Forecast

Community partnership revenue is in line with budget. Community partnership expenditure is under budget with some community grants yet to be uplifted as budgeted.

GOVETT-BREWSTER ART GALLERY/LEN LYE CENTER

Actual vs Budgeted Revenue and Forecast Actual vs Budgeted Expenditure and Forecast 30000004,500 45000004,500 4,000 40000004,000 2500000 3,500 35000003,500 3,000 3,000 2000000 3000000 2,500 2,500 2500000 2,000 2,000

1500000 $000's

1,500 20000001,500 $000'S 10000001,000 15000001,000 500 1000000500 500000 0 500000 0 0 0 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156

ActualActual Revenue Expenditure BudgetedBudgeted Revenue ExpenditureForecast Actual ExpenditureActual RevenueBudgetedBudgeted Expenditure Revenue Forecast

GBAG/LLC revenue is in line with budget. GBAG/LLC expenditure is $321k over budget due to the cost of casual staff and the cost for returning of Emanations ($120k funded from carryfoward).

64 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 GBAG/LLC revenue is in line with budget. GBAG/LLC expenditure is $321k over budget due to the cost of casual staff and the cost for returning of Emanations ($120k funded from carryfoward). 2

Significant Activity Revenue & Expenditure Graphs (continued) PUKEARIKI AND DISTRICT LIBRARIES

Actual vs Budgeted Revenue and Forecast Actual vs Budgeted Expenditure and Forecast 800000012,000 120000012,000 7000000 10,000 100000010,000 6000000 8,000 8,000 800000 5000000 6,000 6,000

4000000 600000$000's $000's 4,000 3000000 4,000 400000 20000002,000 2,000 200000 1000000 0 0 0 0 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156

ActualActual Revenue Expenditure BudgetedBudgeted Revenue ExpenditureForecast Actual ExpenditureActual RevenueBudgetedBudgeted Expenditure Revenue Forecast

Puke Ariki revenue is $69k higher than YTD budget due to grant income from 2015/16 being Puke Ariki expenditure is $265k less than budget due to timing of expenditure. received this year of $83k.

RECREATION AND EVENT VENUES

Actual vs Budgeted Revenue and Forecast Actual vs Budgeted Expenditure and Forecast 700000012,000 350000012,000

600000010,000 300000010,000

50000008,000 25000008,000

40000006,000 20000006,000 $000's

3000000$000's 4,000 15000004,000

20000002,000 10000002,000

1000000 0 500000 0 0 0 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156

ActualActual Revenue Expenditure BudgetedBudgeted Revenue ExpenditureForecast Actual ExpenditureActual RevenueBudgetedBudgeted Expenditure Revenue Forecast

Revenue is in line with budget. Recreation and events expenditure is $193k below YTD budget due to timing of expenditure.

REGULATORY SERVICES

Actual vs Budgeted Revenue and Forecast Actual vs Budgeted Expenditure and Forecast 700000014,000 1200000014,000 12,000 12,000 6000000 10000000 10,000 10,000 5000000 8000000 8,000 8,000 4000000

6,000 60000006,000 000's 3000000 $000's 4,000 4,000 4000000 2000000 2,000 2,000 2000000 1000000 0 0 0 0 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156

ActualActual Revenue Expenditure BudgetedBudgeted Revenue ExpenditureForecast Actual ExpenditureActual RevenueBudgetedBudgeted Expenditure Revenue Forecast

Regulatory services revenue is greater than budget due to increased building consent activity. Expenditure is in line with budget.

65 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 Regulatory services revenue is greater than budget due to increased building consent activity. Expenditure is in line with budget. 2

Significant Activity Revenue & Expenditure Graphs (continued) ECONOMIC DEVELOPMENT

Actual vs Budgeted Revenue and Forecast Actual vs Budgeted Expenditure and Forecast 30000003,500 1 3,500 3,000 0.9 3,000 2500000000's 0.8 2,500 2,500 2000000 0.7 2,000 0.6 2,000

15000001,500 0.5 1,500 $000's 1,000 0.4 1000000 1,000 0.3 500 500 500000 0.2 0 0.1 0 0 0 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156

ActualActual Revenue Expenditure BudgetedBudgeted Revenue ExpenditureForecast Actual ExpenditureActual RevenueBudgetedBudgeted Expenditure Revenue Forecast

Economic development significant activity does not have any budget or actual revenue Expenditure is in line with budget.

CIVIC AND DEMOCRACY SERVICES

Actual vs Budgeted Revenue and Forecast Actual vs Budgeted Expenditure and Forecast 25000007,000 60007,000 6,000 6,000 2000000 5000 5,000 5,000 4000 15000004,000 4,000

$000's 3,000 3000 $000's 3,000 10000002,000 20002,000 1,000 500000 1,000 0 1000 0 0 0 Jul-15 Aug-15Sep-15 Oct-15 Nov- Dec-15 Jan-16 Feb-16 Mar- Apr-16 May- Jun-16 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156 41821 41852 41883 41913 41944 1541974 42005 42036 4206416 42095 4212516 42156

ActualActual Revenue Expenditure BudgetedBudgeted Revenue ExpenditureForecast Actual ExpenditureActual RevenueBudgetedBudgeted Expenditure Revenue Forecast

Civic and democracy services revenue is in line with budget. Civic and democracy expenditure is in line with budget.

MANAGEMENT OF INVESTMENTS AND FUNDING

Actual vs Budgeted Revenue and Forecast Actual vs Budgeted Expenditure and Forecast 1400000020,000 2000000020,000 18,000 1800000018,000 12000000 16,000 1600000016,000 14,000 14,000 10000000 14000000 12,000 12,000 8000000 12000000 10,000 10,000

10000000$000's

60000008,000 8,000 000'S 6,000 80000006,000 40000004,000 60000004,000 20000002,000 40000002,000 0 2000000 0 0 0 41821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156 -2000000 -200000041821 41852 41883 41913 41944 41974 42005 42036 42064 42095 42125 42156

ActualActual Revenue Expenditure BudgetedBudgeted Revenue ExpenditureForecast Actual ExpenditureActual RevenueBudgetedBudgeted Expenditure Revenue Forecast

Actual revenue is $1.1m less than YTD budget. Oakura Farms was expected to undertake the Actual expenditure is $1.6m less than YTD budget. As noted in the revenue comments, remainder of the harvesting this financial year however due to strong log prices the forestry harvesting was budgeted for this financial year but undertaken last financial year. harvesting was undertaken last financial year. The full year impact is mostly offset by Interest is also $450k less than budget due to lower debt and lower interest rates. PIF decreased expenses. expenses were also reduced $250k due to reimbursement from TLC for TIML directors fees.

66 Performance Committee Agenda - Decision - Quarterly Performance Report to 30 September 2016 2

Significant Activity Revenue & Expenditure Graphs (continued) FLOOD PROTECTION AND CONTROL WORKS

Actual vs Budgeted Revenue and Forecast Actual vs Budgeted Expenditure and Forecast 300000400 1 400 350 0.9 350 250000 300 0.8 300 0.7 200000250 250 0.6 200 200

150000000'S 0.5 150 $000's 0.4 150 100000 100 0.3 100 5000050 0.2 50 0 0.1 0 0 Jul-16 Aug- Sep-16 Oct-16 Nov- Dec-16 Jan-17 Feb-17 Mar- Apr-17 May- Jun-17 0 Jul-15 Aug-15Sep-15 Oct-15 Nov- Dec-15 Jan-16 Feb-16 Mar- Apr-16 May- Jun-16 41821 418521641883 41913 419441641974 42005 42036 4206417 42095 4212517 42156 41821 41852 41883 41913 41944 1541974 42005 42036 4206416 42095 4212516 42156

ActualActual Revenue Expenditure BudgetedBudgeted Revenue ExpenditureForecast Actual ExpenditureActual RevenueBudgetedBudgeted Expenditure Revenue Forecast

Flood protection and control works significant activity does not have any budget or actual Expenditure is in line with budget. revenue

67 Performance Committee Agenda - Decision - Capital Expenditure Performance Report to 30 September 2016

3 Item for Decision

CAPITAL EXPENDITURE REPORT FOR SIGNIFICANT ACTIVITIES TO 30 SEPTEMBER 2016

PURPOSE The purpose of this report is to monitor the capital expenditure for the 2016/17 financial year for significant activities and highlight any predicted carry forwards.

RECOMMENDATION That, having considered all matters raised in the report, the report be received, noting:

a) That the actual capital expenditure for significant activities for the 16/17 financial year to 30 September 2016 was $4,562k compared to a forecast of $3,623k.

b) That the carry forwards from 2015/16 budgets which have been approved by the Council have now been included in the forecast spend profile.

c) That the net-carry forward for significant activities within Council control stands at $4,340k and represents 11.9% of the budget in relation to these items.

d) That the Key Performance Indicator is to limit carry forwards for significant activities within Council control for 2016/17 to 18% of the budget in relation to these items.

e) That for significant activities the current predicted total carry forward stands at $8,935k.

f) That $4,595k of the predicted carry forward for significant activities is related to either growth projects or projects for which third party easements are required and as such the Council has reduced control in relation to the timing of these projects.

SIGNIFICANCE AND ENGAGEMENT This report is provided for information purposes only, and has been assessed as being of some importance as the matter provides updates on capital budgets as previously approved through the Annual Plan 2016/17.

68 Performance Committee Agenda - Decision - Capital Expenditure Performance Report to 30 September 2016

3 Item for Decision

DISCUSSION The capital programme for 16/17 is made up of the following for Significant Activities:

Category Budget Original Annual Plan $29,437k Carry-forwards from 15/16 $11,657k Total $41,094k

In advance of the financial year, all budget holders were asked to submit information so that a detailed forward works programme (FWP) for the financial year could be developed. From this a monthly spend profile by significant activity was produced.

As part of the financial month end process, budget holders are required to meet with the Infrastructure Manager and the Business Services Manager and report against their capital expenditure on the fourth day of each month-end period. These meetings aim to:

 Compare the actual spend against the forecast spend.  Identify any issues that are resulting in a variance from the forecast spend.  Identify mitigating actions to minimise the risk of carry forwards of capital budgets.  Identify any projects with a risk of carry-forward.

Overall, the expenditure for the reporting period to 30 September 2016 was good with most Significant Activities being broadly in line with the forecast.

As the end of the first quarter has been completed, the cash flow has been re-profiled based on an updated programme which better reflects the expected cash flow for the next quarter. This updated cash flow (for Q2, Q3 and Q4) is detailed on Page 3 of this report.

Various projects have been identified as a risk of carry-forward and are detailed in Appendix 1.

69 Performance Committee Agenda - Decision - Capital Expenditure Performance Report to 30 September 2016

Item for Decision

Figure 1: Bar Chart detailing Forecast versus Actual Monthly Spend Profile

70 Performance Committee Agenda - Decision - Capital Expenditure Performance Report to 30 September 2016

3 Item for Decision

Carry-forwards The carry-forwards from the 2015/16 financial year have been included in the FWP with the spend profile updated. Current projects that are at risk of carry forward are included in Appendix 1 of this report. Project Over-spends The following individual projects have been identified: Significant Predicted Comments Project Activity over-spend Reported to ELT previously (ECM 7181570). Project had initially considered changing to gaseous chlorine (invest to save) but the business case Disinfection for this option was not Wastewater hypo storage $250k robust. tanks renewal Reverted to original project for a “like for like” replacement, however initial estimate was low ($150k) and some additional H&S improvements ($100k) identified

Unbudgeted Projects Significant Predicted Comments Project Activity over-spend Required for localised flooding of properties. Estate Grove Stormwater $100k (Inglewood) To be reported to ELT once design complete and easement agreed. Alterations required due to recent works by TRC to raise Waitara War the stop banks at Waitara Memorial Hall River. Storm-water Pump Station $50k

To be reported to ELT once design complete

71 Performance Committee Agenda - Decision - Capital Expenditure Performance Report to 30 September 2016

3 Item for Decision

FINANCIAL AND RESOURCING IMPLICATIONS There are no financial of resourcing implications

IMPLICATIONS ASSESSMENT This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:  Council staff have delegated authority for any decisions made.  Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Māori), in proportion to the significance of the matter.  Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses.  Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan.  Any decisions made are consistent with the Council's plans and policies.  No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.

APPENDICES Appendix 1: List of projects with risk of carry-forwards identified.

Report Details Prepared By: Andrew Barron (Manager Infrastructure Projects) Team: Infrastructure Projects Team Approved By: David Langford (Infrastructure Manager) Ward/Community: District Wide Date: 3 November 2016 File Reference: ECM 7270520

------End of Report ------

72 Performance Committee Agenda - Decision - Capital Expenditure Performance Report to 30 September 2016

Item for Decision

Appendix 1: Projects with predicted carry-forwards ($000s)

Carry-forward for Signigicant Activities – Projects with delays outside of NPDC Control Significant LTP Code LTP Code Service Project Description Renewal Growth Total Comments Activity (12-22) (15-25) level Wastewater N/A WW1021 Area Q Sewage New Sewer to service Area Q, $1,515 $3,080 $4,595 Delayed due to ongoing landowner as well as aide Council with issues and obtaining required easments. esisting network issues with High likelihood of carry forward. Mangati Sewer Water 878452 N/A Oakura Trunk Main Duplicate water main for Flagging risk – easements to be resolved pressure and fire fighting Water 878202 N/A Okato Water Additional water source for Report to ELT early Nov 16 Supply Okato Total: $4,595 Carry-forward for Signigicant Activities – Projects with delays within NPDC Control Significant LTP Code LTP Code Service Project Description Renewal Growth Total Comments Activity (12-22) (15-25) level Transportation N/A RD1025 LED Streetlights New LED streetlights $242 $198 $440 Project remains on schedule to be thoughout the district completed in 17/18. Carry-forward relates to budget phasing on this multi- year project rather than project delivery. Wastewater N/A WW1074 Wai Taatari Phase De-watering renewal and inlet $2,310 $330 $360 $3,000 Project remains on schedule to be 2 works upgrade completed in 17/18. Carry-forward relates to budget phasing on this multi- year project rather than project delivery. Wastewater N/A WW1066 Thermal Drier Replacement of thermal drier $105 $45 $150 Project manager handover on Wai Replacement at the NP WWTP Taatari on-going so that resource can be re-allocated. Solid Waste N/A SW1008 Public Good Area New community facility to $600 $600 Delays due to community engagement encourage re-cycling and re- process, this is expected to lead to better use overall project outcomes. Construction works likely to commence Winter 2017 Water N/A WA1086 Inglewood WTP Replacement of existing assets $150 $150 Likely to be slipped to 17/18 due to clarifer and filter and end of working life competing priorities and resourcing vessel refubishment Total: $4,340

73 Performance Committee Agenda - Decision - Capital Expenditure Performance Report to 30 September 2016

Item for Decision

Significant Activities Budget 16/17 $41,094 Carry-forward outside NPDC Control $4,595 Net Budget 16/17 $36,499 Carry-forward within NPDC Control $4,340 % Net Carry-forward 11.9%

74 Performance Committee Agenda - Decision - Temporary Road Closure - Waitara Street Sprint

Item for Decision 4 TEMPORARY ROAD CLOSURE – TARANAKI CAR CLUB WAITARA STREET SPRINTS

MATTER The matter for consideration by New Plymouth District Council is to recommend the temporary closure of roads in Waitara to enable the Taranaki Car Club to hold the Waitara Street Sprint motorsport event.

RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report the road closures for the following event be approved:

Taranaki Car Club Waitara Street Sprint

Date and period of closure: from 7am to 5.30pm on Saturday 18 February 2017.

Roads to be closed:  Memorial Place.  Whitaker Street from Blake to Browne streets.  Browne Street from McLean Street to High Street West.  Stafford Street from Browne to Grey streets.  Cameron Street from Grey to Blake streets.  Broadway from Cameron to Pratt streets.  High Street West from Cracroft to Browne streets.  Cracroft Street from High Street West to McLean Street.  Stafford Street from Cracroft to Blake streets.

The above road closure is subject to the conditions outlined in a letter sent to the Taranaki Car Club dated 8 September 2016.

COMPLIANCE

Significance This matter has been assessed as being of some importance.

This report identifies and assesses the following reasonably practicable options for addressing the matter:

1. Approval of this road closure application to allow the Taranaki Car Club to use roads in Waitara as a venue for Options the Waitara Street Sprint motorsport event.

2. To not approve this road closure application meaning the Taranaki Car Club would not be able to hold the Waitara Street Sprint motorsport event.

75 Performance Committee Agenda - Decision - Temporary Road Closure - Waitara Street Sprint

Item for Decision 4 COMPLIANCE

The persons who are affected by or interested in this matter are residents and businesses in the road closure area, Affected persons motorsport enthusiasts interested in attending the event as participants or spectators, and recreational users of the Pukekohe Domain.

Recommendation This report recommends option one for addressing the matter.

Long-Term Plan / Annual Plan No. Implications

Significant Policy and Plan No. Inconsistencies

EXECUTIVE SUMMARY This report recommends the temporary road closure of roads in Waitara to enable the Taranaki Car Club to hold the Waitara Street Sprint, a motorsport event.

BACKGROUND In accordance with the 10th Schedule of the Local Government Act 1974, the intention to close roads for the event was advertised in the North Taranaki Midweek on 14 September, the Taranaki Daily News on 17 September and uploaded to the Council website and Facebook page on the week commencing 19 September. Submissions closed at 4pm on Friday 30 September and no submissions were received.

The last time the roads in this location were closed was in February 2015 when the Taranaki Car Club last held the Waitara Street Sprint, with the exception of Memorial Place. This event was well received by the public which is reason the Club has planned to hold it again in 2017. There is a further road closure application for roads in Waitara, to be decided on by the Council on 1 December. This is for Americarna Waitara planned for 23 February. If both road closure applications are approved, Memorial Place will be closed twice within one week though residents will still have access from one end during each of the road closures.

SIGNIFICANCE AND ENGAGEMENT POLICY In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as being of some importance because it does not have a large impact on the public, though it does have an increased impact on people living within the road closure area.

76 Performance Committee Agenda - Decision - Temporary Road Closure - Waitara Street Sprint

Item for Decision 4 During the submission period Taranaki Car Club representatives visited all properties on the road closure route to deliver a letter advising of the road closure application, details about each event and to advise on the submission process. Proof of these visits have been provided to the Council.

FINANCIAL IMPLICATIONS The Taranaki Car Club is required to meet all costs associated with closing the road and running the Waitara Street Sprints.

If the road closure is approved, Council Officers will arrange an inspection of the road surface and fixtures, to occur before and after the event. Any additional costs generated by repairing damage to road assets or private property caused by the event is also the responsibility of the Taranaki Car Club.

OPTIONS Option 1 Approval of this road closure application to allow the Taranaki Car Club to use roads in Waitara as a venue for the Waitara Street Sprint motorsport event.

Option 2 To not approve this road closure application meaning the Taranaki Car Club would not be able to hold the Waitara Street Sprint motorsport event.

Recommended Option This report recommends option one for addressing the matter.

APPENDICES 1. Letter from New Plymouth District Council to Taranaki Car Club outlining conditions of Temporary Road Closure. ECM 7227923.

2. Map of the affected area. ECM 7218465

Report Details Prepared By: Kate Keegan (Business Administrator) Team: District Services Approved By: Katrina Brunton (Customer and Regulatory Solutions Manager) Ward/Community: City, Waitara Date: 21 October 2016 File Reference: 7244678

------End of Report ------

77 Performance Committee Agenda - Decision - Temporary Road Closure - Waitara Street Sprint

Item for Decision 4 Appendix 1

When replying please quote Application Number: RTC16/00212

8 September 2016

TARANAKI CAR CLUB INC PO Box 704 Taranaki Mail Centre NEW PLYMOUTH 4340

Attention: Garnett Henderson

Dear Garnett,

ROAD CLOSURE UNDER THE LOCAL GOVERNMENT ACT 1974 – Taranaki Car Club Waitara Street Sprint

We acknowledge your application requesting the closure of the following roads in Waitara to enable the Taranaki Car Club to stage the above event.

Date and period of closure: from 7am to 5.30pm on Saturday 18 February 2017.

Roads to be closed:

 Memorial Place.  Whitaker Street from Blake to Browne streets.  Browne Street from McLean Street to High Street West.  Stafford Street from Browne to Grey streets.  Cameron Street from Grey to Blake streets.  Broadway from Cameron to Pratt streets.  High Street West from Cracroft to Browne streets.  Cracroft Street from High Street West to McLean Street.  Stafford Street from Cracroft to Blake streets.

Please Note: These roads could be opened earlier.

Council will consider this application on 1 December 2016 in accordance with Schedule 10 of the Local Government Act 1974.

The Council must give public notice of the proposed closure in accordance with the Act and then consider any objections or submissions received in that respect.

78 Performance Committee Agenda - Decision - Temporary Road Closure - Waitara Street Sprint

Item for Decision 4 The Council requires your organisation to:

a) Pay the cost of the public notice.

b) Make personal contact with all residential and commercial property occupiers affected by the proposed closure, to inform them of the event. Where personal contact cannot be made, a letter outlining the proposed closure and the right to make a submission must be given to the affected party instead. This contact should be completed at least seven days before closure of the submissions on Friday 30 September (and in any event allowing sufficient time for an affected party to make a submission). When visiting each property please record the physical address, business name/person spoken with and the date visited. A record of this visiting list and a copy of the letter given to affected parties is required by the Council immediately after the date submissions close.

c) Provide a Traffic Management Plan (TMP) compiled by an authorised Site Traffic Management Supervisor (STMS) to the Council before Friday 30 September setting out signage, barrier details, crowd control procedures and access arrangements.

ROAD CLOSURE CONDITONS

If the Council gives its consent to the closure and the event, you must comply with the following conditions:

1. You must make contact with the Ministry of Transport and Waitara Railway Preservation Society to ensure there is no clash between your proposed road closure area and use of the railway line which runs parallel to Whitaker Street.

2. You must give formal notice of the event to the Police and the New Zealand Fire and Ambulance Services.

3. You must ensure that the approved TMP is strictly adhered to throughout the event.

4. You must provide at your cost sufficient marshals to control and direct vehicles and pedestrians at all points where the closed road intersects with any open road and elsewhere as necessary. All marshals shall wear traffic safety vests or other high visibility clothing whilst on or adjacent to the roadway.

5. Please ensure that warning tape is placed over any vehicle access to closed road, to ensure residents are aware of the event. Signage on the tape should provide warning to the effect that: ‘Motorsport event in progress – keep off road – contact details (Provide mobile phone number(s)).’

79 Performance Committee Agenda - Decision - Temporary Road Closure - Waitara Street Sprint

Item for Decision 4

6. You must make adequate provisions to give emergency vehicles, property owners and occupiers within the area and their invitees, customers or employees reasonable access to and from properties on the closed road. For through roads make adequate provisions for reasonable access through the closed section. Details must be included in the TMP required under condition 2.

7. Upon completion of the event, and no later than the time specified for the end of the closure, you must remove all signs and barricades restricting access, and clear all litter and debris from the road to the satisfaction of the Council.

8. You are required to advise the Council of any damage to the road surface, shoulders, drainage channels, verges, signs or other Council Property whatsoever resulting from the event.

9. You are responsible to pay all costs incurred in making good any damage to Council Property or any third party property and pay all costs incurred by the Council or any third party in making good any such damage, whether reported or not.

10. You must notify the Police, New Zealand Fire and Ambulance Services and the Council in the event that the road closure is no longer needed.

11. Where a late cancellation of the event takes place (i.e. after road closure signs, barriers etc. have been placed at the venue), you will ensure that the full TMP shall remain in place for the approved road closure time period; or until such time as the Site Traffic Management Supervisor can liaise with the Police to ensure that there would be no risk to vehicular or pedestrian traffic if the event was cancelled and the TMP conditions removed.

12. You are responsible for taking out public liability insurance to indemnify the Council against any claims or actions that may arise from the staging of the event to a minimum of $1 million in respect of any one claim or accident. A copy of the policy or a cover note must be provided to the Council by the date submissions close.

13. You must comply with, and ensure that all competitors comply with, all relevant laws and regulations not waived by the temporary road closure under Section 342 and Schedule10 of the Local Government Act 1974.

14. You are responsible for meeting all costs associated with the temporary closure of the road(s) including the costs to contract a person/company qualified to prepare the TMP and undertake traffic management for the activity and to hire signs or other traffic controls devices. You will also be

80 Performance Committee Agenda - Decision - Temporary Road Closure - Waitara Street Sprint

Item for Decision 4 required to meet the reasonable cost of any Council staff required in relation to the event.

The Local Government Act 1974 requires the Council to give public notice of any intended road closure. We will endeavour to place an appropriate public notice for the event in the Council’s 7 Days newsletter in the North Taranaki Midweek newspaper (depending on available space) on Wednesday 14 September, free of charge and in the Taranaki Daily News on Saturday 17 September. We will forward the account for the Taranaki Daily News advertisement to you. The public notice will also be uploaded to the Council website and Facebook pages.

We will contact you after the Council meeting on 1 December and advise you of the Council’s decision. If you require any further information please do not hesitate to call.

For further information, you can also check the Council’s Temporary Road Closure and Disruption to Traffic Policy and Guidelines on New Plymouth District Council’s website by following the link below: http://www.newplymouthnz.com/CouncilDocuments/Policies/TemporaryRoadClosure andDisruptiontoTrafficPolicyandGuidelines.htm

Yours faithfully

Katrina Brunton CUSTOMER AND REGULATORY SOLUTIONS MANAGER cc: Emergency Services Road User Groups Transportation, New Plymouth District Council Traffic Management Solutions

81 Performance Committee Agenda - Decision - Temporary Road Closure - Waitara Street Sprint

Item for Decision 4 Appendix 2

82 Performance Committee Agenda - Decision - Temporary Road Closure - Americarna New Plymouth

Item for Decision

TEMPORARY ROAD CLOSURE – TARANAKI VEHICLE EVENTS TRUST AMERICARNA NEW PLYMOUTH 2017 5

MATTER The matter for consideration by New Plymouth District Council is to recommend the temporary closure of roads in New Plymouth on two consecutive days to create a venue for Taranaki Vehicle Events Trust to hold Americarna events.

RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report the road closures for the following events be approved: a) Americarna 2017 Friday Night Cruising

Date and period of closure: from 4pm to 9.30pm on Friday 24 February 2017:

Roads to be closed:

 Devon Street from Eliot to Robe streets.  Gover Street from Courtenay (SH 45) to Gill streets.  Liardet Street from Courtenay to Gill streets.  Currie Street from Powderham (SH 45) to the intersection of Gill and Ariki streets.  Brougham Street from Powderham to Ariki streets.  Egmont Street from Devon Street West to Ariki streets.  King Street from Brougham to Queen streets.  Queen Street from Devon Street West to St Aubyn (SH 44) streets, with one lane open from King to St Aubyn streets for north bound traffic only.  All service lanes within the closed off area.

Affected roads:

 Robe Street, open for left turning traffic only onto Devon Street West.  Queen Street, open one side only from King to St Aubyn streets for left turning traffic from King and Young streets.  Devon Street West, open to east bound traffic turning right onto Robe Street.  Ariki Street, right turn only onto Egmont Street.

83 Performance Committee Agenda - Decision - Temporary Road Closure - Americarna New Plymouth

Item for Decision b) Americarnival Street Show and Shine and Carnival 5 Date and period of closure: from 7am to 4pm on Saturday 25 February 2017:

Roads to be closed:

 Devon Street from Eliot to Robe streets.  Egmont Street from Devon to King streets.  King Street from Egmont to Brougham streets.  Brougham Street from Powderham to Ariki streets.  Currie Street from Powderham to Gill streets.  Liardet Street from Courtenay to Gill streets.  Gover Street from Courtenay to Gill streets  All service lanes within the closed off area.

The above road closures are subject to the conditions outlined in a letter sent to the Taranaki Vehicle Events Trust dated 15 September 2016.

COMPLIANCE

Significance This matter has been assessed as being of some importance.

This report identifies and assesses the following reasonably practicable options for addressing the matter:

1. Approval of this road closure application to allow the Taranaki Vehicle Events Trust use of roads in central New Plymouth as a venue to hold Americarna events. Options This will mean a loss of potential parking revenue for one hour on Friday 24 February between 4-5pm.

2. To not approve this road closure application meaning the Taranaki Vehicle Events Trust could not hold Americarna events in the proposed location.

The persons who are affected by or interested in this matter are residents and businesses in the road closure area, all road Affected persons users, bus companies and patrons, and people attending Americarna. Eight mobility car park spaces are also affected.

Recommendation This report recommends option one for addressing the matter.

Long-Term Plan / Annual Plan No. Implications

84 Performance Committee Agenda - Decision - Temporary Road Closure - Americarna New Plymouth

Item for Decision

COMPLIANCE 5 Significant Policy and Plan No. Inconsistencies

EXECUTIVE SUMMARY This report recommends the temporary closure of roads in New Plymouth on two consecutive days to create a venue for Taranaki Vehicle Events Trust to hold Americarna events.

BACKGROUND In accordance with the 10th Schedule of the Local Government Act 1974, the intention to close the roads was advertised in the North Taranaki Midweek and the Taranaki Daily News on 21 September and uploaded to the Council website and Facebook page on the week commencing 19 September. Submissions closed at 4pm on 5 October and one submission was received from the New Plymouth Taxi Society, opposing the road closure application. This submission has since been withdrawn after Council Officers explained that temporary taxi stands would be signposted during the road closures.

In early October a meeting was held with Council Officers, Police, the Applicant and traffic management contractors to discuss traffic in the New Plymouth district during the Americarna week. This was to ensure a safe environment was in place for all road users for the duration of the event. The Police identified key areas where traffic control was required to support the increased number of vehicles on the road, particularly when Americarna entrants move between events. Following this meeting, the Applicant has arranged for a further traffic management plan to cover these points.

Taranaki Vehicle Events Trust has made contact with all residential and commercial properties in central New Plymouth to advise them of the road closure application. A record of all properties that were visited has been provided to the Council. Where personal contact could not be made a letter was delivered with details of the road closure.

Since Americarna was held in February 2016, Council has approved twelve road closures that include roads in central New Plymouth. Of these twelve approved road closures, two include multiple dates; the Crowded House Hot Cars, Bikes and BBQ Night events and weekly Sunday Farmers Markets.

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SIGNIFICANCE AND ENGAGEMENT In accordance with the Council's Significance and Engagement Policy, this matter 5 has been assessed as being of some importance. The impact this road closure application has on the public extends to residents and businesses in the closed area, Americarna participants and people attending the event. During previous Americarna road closures, pedestrian numbers in the closed area have been high as people view the vehicles and enjoy the atmosphere.

Road users are affected during this road closure as detours will be in place. The increased number of vehicles on the road may create some traffic congestion and small delays, as shown during previous Americarna events. The traffic management plans have the capacity to effectively manage this.

There are eight mobility car park spaces affected during this road closure. These spaces will be temporarily located in the Central and Lower Courtenay car parks. Bus services have advised they can accommodate the disruption to their routes and bus stops during this road closure. Council Officers have liaised with New Plymouth Taxi Services to create signposted temporary taxi stands while the roads are closed.

FINANCIAL IMPLICATIONS It is recommended that the Taranaki Vehicle Events Trust not be charged for potential parking revenue lost between 4-5pm on Friday 24 February when the roads in central New Plymouth are closed. The decision not to pursue this cost was made by the Customer and Regulatory Solutions Manager as the benefits Americarna brings to the community outweighed any impact on parking revenue. The Taranaki Vehicle Events Trust is required to meet all other costs associated with closing the roads and running the Americarna events.

OPTIONS Option 1 Approval of this road closure application to allow the Taranaki Vehicle Events Trust use of roads in central New Plymouth as a venue to hold Americarna events. This will mean a loss of potential parking revenue for one hour on Friday 24 February between 4-5pm.

Option 2 To not approve this road closure application meaning the Taranaki Vehicle Events Trust could not hold the Americarna events in the proposed location.

Recommended Option This report recommends option one for addressing the matter.

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APPENDICES 5 1. Letter from New Plymouth District Council to Taranaki Vehicle Events Trust outlining conditions of Temporary Road Closure. ECM 7229911.

2. Map of the affected area during Friday Night Cruising. ECM 7229967.

3. Map of the affected area during Saturday Americarnival. ECM 7229988.

Report Details Prepared By: Kate Keegan (Business Administrator) Team: District Services Approved By: Katrina Brunton (Customer and Regulatory Solutions Manager) Ward/Community: Whole District Date: 25 October 2016 File Reference: ECM 7251326

------End of Report ------

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Appendix 1 5 When replying please quote Application Number: RTC16/00214

12 September 2016

TARANAKI VEHICLE EVENTS TRUST C/- PO Box 400 NEW PLYMOUTH 4340

Attention: Toni Fabish

Dear Toni,

ROAD CLOSURE UNDER THE LOCAL GOVERNMENT ACT 1974 – Americarna New Plymouth 2017

We acknowledge your application requesting the closure of roads in New Plymouth to enable the Taranaki Vehicle Events Trust to stage the above event. The requested dates and times that roads be closed to ordinary vehicular traffic are: Friday 24 February 2017 from 4pm to 9.30pm

Roads to be closed:  Devon Street from Eliot to Robe streets.  Gover Street from Courtenay (SH 45) to Gill streets.  Liardet Street from Courtenay to Gill streets.  Currie Street from Powderham (SH 45) to the intersection of Gill and Ariki streets.  Brougham Street from Powderham to Ariki streets.  Egmont Street from Devon Street West to Ariki streets.  King Street from Brougham to Queen streets.  Queen Street from Devon Street West to St Aubyn (SH 44) streets, with one lane open from King to St Aubyn streets for north bound traffic only.  All service lanes within the closed off area.

Affected roads:  Robe Street, open for left turning traffic only onto Devon Street West.  Queen Street, open one side only from King to St Aubyn streets for left turning traffic from King and Young streets.  Devon Street West, open to east bound traffic turning right onto Robe Street.  Ariki Street, right turn only onto Egmont Street.

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Saturday 25 February 2017 from 7am to 4pm 5 Roads to be closed:

These roads could reopen earlier than advertised.

Council will consider this application on 1 December 2016 in accordance with Schedule 10 of the Local Government Act 1974.

The Council must give public notice of the proposed closure in accordance with the Act and then consider any objections or submissions received in that respect.

The Council requires your organisation to:

a) Pay the cost of the public notice.

b) Make personal contact with all residential and commercial property occupiers affected by the proposed closure, to inform them of the event. Where personal contact cannot be made, a letter outlining the proposed closure and the right to make a submission must be given to the affected party instead. This contact should be completed at least seven days before closure of the submissions on Wednesday 5 October 2016 (and in any event allowing sufficient time for an affected party to make a submission). When visiting each property please record the physical address, business name/person spoken with and the date visited. A record of this visiting list and a copy of the letter given to affected parties is required by the Council immediately after the date submissions close.

c) Provide a Traffic Management Plan (TMP) compiled by an authorised Site Traffic Management Supervisor (STMS) to the Council before Wednesday 5 October 2016 setting out signage, barrier details, crowd control procedures and access arrangements. The TMP must account for adequate emergency vehicle access on the closed roads while the vehicle’s participating in Americarna are displayed on the road.

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ROAD CLOSURE CONDITONS 5 If the Council gives its consent to the closure and the event, you must comply with the following conditions:

1. You must give formal notice of the event to the Police and the New Zealand Fire and Ambulance Services.

2. You must ensure that the approved TMP is strictly adhered to throughout the event.

3. You must provide at your cost sufficient marshals to control and direct vehicles and pedestrians at all points where the closed road intersects with any open road and elsewhere as necessary. All marshals shall wear traffic safety vests or other high visibility clothing whilst on or adjacent to the roadway.

4. You must make adequate provisions to give emergency vehicles, property owners and occupiers within the area and their invitees, customers or employees reasonable access to and from properties on the closed road. For through roads make adequate provisions for reasonable access through the closed section. Details must be included in the TMP required under condition 2.

5. Upon completion of the event, and no later than the time specified for the end of the closure, you must remove all signs and barricades restricting access, and clear all litter and debris from the road to the satisfaction of the Council.

6. You are required to advise the Council of any damage to the road surface, shoulders, drainage channels, verges, signs or other Council Property whatsoever resulting from the event.

8. You must notify the Police, New Zealand Fire and Ambulance Services and the Council in the event that the road closure is no longer needed.

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10. You are responsible for taking out public liability insurance to indemnify the 5 Council against any claims or actions that may arise from the staging of the event to a minimum of $1 million in respect of any one claim or accident. A copy of the policy or a cover note must be provided to the Council by the date submissions close.

11. You must comply with, and ensure that all competitors comply with, all relevant laws and regulations not waived by the temporary road closure under Section 342 and Schedule10 of the Local Government Act 1974.

12. Please ensure that all Americarna entrants drive their vehicles at a safe and slow speed during the cruise with no loss of traction occurring at any time.

13. You are responsible for meeting all costs associated with the temporary closure of the road(s) including the costs to contract a person/company qualified to prepare the TMP and undertake traffic management for the activity and to hire signs or other traffic controls devices. You will also be required to meet the reasonable cost of any Council staff required in relation to the event.

The Local Government Act 1974 requires the Council to give public notice of any intended road closure. We will endeavour to place an appropriate public notice for the event in the Council’s 7 Days newsletter in the North Taranaki Midweek newspaper (depending on available space), free of charge and in the Taranaki Daily News both on 21 September 2016. We will request that the account for the Taranaki Daily News advertisement be forwarded to you. The public notice will also be uploaded to the Council website and Facebook pages.

We will contact you after the Council meeting on 1 December 2016 and advise you of the Council’s decision. If you require any further information please do not hesitate to call.

Yours faithfully

Katrina Brunton

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CUSTOMER AND REGULATORY SOLUTIONS MANAGER 5 cc: Emergency Services Road User Groups Turn Key Civil Transportation, New Plymouth District Council

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Appendix 2 5

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94 Performance Committee Agenda - Decision - Temporary Road Closure - Americarna Waitara

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TEMPORARY ROAD CLOSURE – WAITARA ALIVE AMERICARNA WAITARA 2017

6 MATTER The matter for consideration by New Plymouth District Council is to recommend the temporary closure of roads in Waitara to create a venue for Waitara Alive to hold an Americarna event.

RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report the road closures for the following event be approved:

Americarna Waitara 2017

Date and period of closure: from 10am to 5pm on Thursday 23 February 2017.

Roads to be closed:  McLean Street from Cracroft Street to West Quay.  Warre Street from McLean to Parris streets.  Queen Street from Wrights Lane to Parris Street.  Dowding Place.  Bank Street.  Watson Lane.  Domett Street from Ogle to Parris streets.  Grey Street from Ogle to Parris streets.  Browne Street from McLean to Parris streets.  Memorial Place.

The above road closure is subject to the conditions outlined in a letter sent to Waitara Alive dated 26 September 2016.

COMPLIANCE

Significance This matter has been assessed as being of some importance.

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COMPLIANCE

This report identifies and assesses the following reasonably practicable options for addressing the matter: 6 1. Approval of this road closure application to allow Waitara Alive to use the closed roads as a venue to hold an Options Americarna event.

2. To not approve this road closure application meaning Waitara Alive could not hold an Americarna event in the proposed on-road location.

The persons who are affected by or interested in this matter are residents and businesses in the road closure area, Affected persons participants and spectators attending Americarna, and road users in the vicinity of the closed area.

Recommendation This report recommends option one for addressing the matter.

Long-Term Plan / Annual Plan No. Implications

Significant Policy and Plan No. Inconsistencies

EXECUTIVE SUMMARY This report recommends the temporary closure of roads in Waitara to enable Waitara Alive to use the closed roads as a venue to hold an Americarna event.

BACKGROUND In accordance with the 10th Schedule of the Local Government Act 1974, the intention to close the roads was advertised in the North Taranaki Midweek on 5 October, the Taranaki Daily News on 8 October and uploaded to the Council website and Facebook page on the week commencing 26 September. Submissions closed at 4pm on Friday 21 October and one submission was received, from the Waitara Pharmacy located on McLean Street within the road closure area.

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Waitara Pharmacy object to the road closure for Americarna for two reasons. With the roads closed from 10am to 5pm there will be no direct access to the pharmacy for the majority of the day, which impacts on less mobile members of the community who may require prescriptions. The second reason given was the reduction in trade experienced by the Pharmacy the last time a road closure for 6 Americarna Waitara took place, in February 2014. The full submission can be viewed in Appendix 3.

Council Officers and Waitara Alive have communicated with the Waitara Pharmacy regarding their submission. It has been explained that the road closure time accounts for the set up and removal of the road closure so it is likely that access will be available prior to 5pm. Re-opening the roads at 2pm, as suggested by the Pharmacy, is not a practical option as it would not allow time to hold the event and could create traffic safety issues. Waitara Alive is confident they can work with the Waitara Pharmacy and all affected properties to ensure Americarna is a positive experience for the community. Waitara Alive’s response to the submission and plans to assist properties affected by the closure, can be viewed in Appendix 4.

In the last 12 months the Council has approved one temporary road closure for central Waitara, for the Christmas Parade to be held on 10 December. A further road closure application for central Waitara is also being considered by the Council on 1 December, for the Taranaki Car Club Waitara Street Sprint event which is scheduled for 18 February 2017. Memorial Place is the one street affected by both events.

SIGNIFICANCE AND ENGAGEMENT In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as being of some importance because it does not have a large impact on the public. As noted by the Waitara Pharmacy in their submission, closure of roads in central Waitara on a weekday may impact on the trade experienced by some businesses.

FINANCIAL IMPLICATIONS After consideration by Manager Transportation and Customer and Regulatory Solutions Manager, it was decided not to charge Waitara Alive the $515 road closure application fee. Waitara Alive are a not-for-profit community organisation and Americarna Waitara is a community event with no entry fee charged to the public.

By not charging a road closure application fee, the Council is able to demonstrate their support for independently organised community events. Waitara Alive is required to meet all other costs for implementing the road closure and running Americarna Waitara.

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OPTIONS Option 1 Approval of this road closure application to allow Waitara Alive to use the closed roads as a venue to hold an Americarna event. 6 Option 2 To not approve this road closure application meaning Waitara Alive could not hold an Americarna event in the proposed on-road location.

Recommended Option This report recommends option one for addressing the matter.

APPENDICES 1. Letter from New Plymouth District Council to Waitara Alive outlining conditions of Temporary Road Closure. ECM 7241268.

2. Submission from Waitara Pharmacy opposing to Temporary Road Closure Application from Waitara Alive. ECM 7261904.

3. Response from Waitara Alive regarding road closure submission and affected properties. ECM 7261921.

4. Map of road closure area during Americarna Waitara 2017. ECM 7241393.

Report Details Prepared By: Kate Keegan (Business Administrator) Team: District Services Approved By: Katrina Brunton (Customer and Regulatory Solutions Manager) Ward/Community: North Ward, Waitara Date: 25 October 2016 File Reference: ECM 7260978

------End of Report ------

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Appendix 1

When replying please quote Application Number: RTC16/00216

26 September 2016 6

WAITARA ALIVE PO Box 57 WAITARA 4346

Attention: Vicky Dombroski

Dear Vicky,

ROAD CLOSURE UNDER THE LOCAL GOVERNMENT ACT 1974 – Americarna Waitara 2017

We acknowledge your application requesting the closure of roads in Waitara to enable Waitara Alive to use the closed roads as a venue for the above event.

Date and period of closure: from 10am to 5pm on Thursday 23 February 2017.

Roads to be closed:  McLean Street from Cracroft Street to West Quay  Warre Street from McLean to Parris streets  Queen Street from Wrights Lane to Parris Street  Dowding Place  Bank Street.  Watson Lane.  Domett Street from Ogle to Parris streets  Grey Street from Ogle to Parris streets  Browne Street from McLean to Parris streets  Memorial Place.

Detours will be in place.

Council will consider this application on Thursday 1 December in accordance with Schedule 10 of the Local Government Act 1974.

The Council must give public notice of the proposed closure in accordance with the Act and then consider any objections or submissions received in that respect.

The Council requires your organisation to:

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a) Pay the cost of the public notice.

b) Make personal contact with all residential and commercial property occupiers 6 affected by the proposed closure, to inform them of the event. Where personal contact cannot be made, a letter outlining the proposed closure and the right to make a submission must be given to the affected party instead. This contact should be completed at least seven days before closure of the submissions which is on Friday 21 October (and in any event allowing sufficient time for an affected party to make a submission). When visiting each property please record the physical address, business name/person spoken with and the date visited. A record of this visiting list and a copy of the letter given to affected parties is required by the Council immediately after the date submissions close.

c) Provide a Traffic Management Plan (TMP) compiled by an authorised Site Traffic Management Supervisor (STMS) to the Council before Friday 21 October setting out signage, barrier details, crowd control procedures and access arrangements. We acknowledge this has been provided.

As discussed, the $515 road closure application charged by the Council will be waived for this event, as Waitara Alive is a not-for-profit community organisation.

ROAD CLOSURE CONDITONS

If the Council gives its consent to the closure and the event, you must comply with the following conditions:

1. You must give formal notice of the event to the Police and the New Zealand Fire and Ambulance Services.

2. You must ensure that the approved TMP is strictly adhered to throughout the event.

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closed section. Details must be included in the TMP required under condition 2.

5. Upon completion of the event, and no later than the time specified for the end of the closure, you must remove all signs and barricades restricting 6 access, and clear all litter and debris from the road to the satisfaction of the Council.

6. You are required to advise the Council of any damage to the road surface, shoulders, drainage channels, verges, signs or other Council Property whatsoever resulting from the event. 7. You are responsible to pay all costs incurred in making good any damage to Council Property or any third party property and pay all costs incurred by the Council or any third party in making good any such damage, whether reported or not.

8. You must notify the Police, New Zealand Fire and Ambulance Services and the Council in the event that the road closure is no longer needed.

10. You are responsible for taking out public liability insurance to indemnify the Council against any claims or actions that may arise from the staging of the event to a minimum of $1 million in respect of any one claim or accident. A copy of the policy or a cover note must be provided to the Council by the date submissions close.

12. You are responsible for meeting all costs associated with the temporary closure of the road(s) including the costs to contract a person/company qualified to prepare the TMP and undertake traffic management for the activity and to hire signs or other traffic controls devices. You will also be required to meet the reasonable cost of any Council staff required in relation to the event.

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Taranaki Daily News on 8 October. We will forward the account for the Taranaki Daily News advertisement to you. The public notice will also be uploaded to the Council website and Facebook pages.

We will contact you after the Council meeting on 1 December and advise you of the 6 Council’s decision regarding the road closure application. If you require any further information please do not hesitate to call or email.

Yours faithfully

Katrina Brunton CUSTOMER AND REGULATORY SOLUTIONS MANAGER cc: Emergency Services Road User Groups Transportation, New Plymouth District Council Turn Key Civil Traffic Management Solutions

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Appendix 2

Waitara Pharmacy Submission, received via Enquiries Wednesday 19 October 2016 6 Good afternoon

I would like to make a submission about the proposed road closure on Thurs 23 February 2017 for Americarna.

Whilst I fully support local community projects, such as Americarna coming to Waitara, I do also have to think of the patients in our community who rely on my pharmacy. I would like to request that the road closure be from 10am-2pm rather than 10am- 5pm. I am aware that the closure would probably be lifted earlier than 5pm anyway, but regardless I would appreciate the timeframe being shortened to avoid the possibility of the closure being later.

Many of my patients are elderly and require close access to the pharmacy to get their prescription medicines. The afternoon is our busiest time of day and it would be detrimental to our community if people didn’t have access to the pharmacy during the latter part of the afternoon.

Furthermore, it is interesting to note that the last time the event came to Waitara we had one of our slowest days of trading for the year, even though we supported the event with our window, staff dressed up and items on sale for the participants. It seemed to me that the Americarna participants were mainly just interested in their vehicles and the event, rather than supporting the community they were visiting. Perhaps we could have the opportunity to meet with the organisers to arrange vouchers or promotional material to go into the Americarna registration packs to promote our local businesses.

In summary I would request that the duration of the road closure be shortened, and that you give consideration to facilitating promotion of local business to Americarna.

Thank you for the opportunity to provide feed-back

Kind Regards

Margaret Helms, MPS RegPharmNZ Waitara Pharmacy (06) 7547662

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Appendix 3

Response from Waitara Alive regarding road closure submission and access. 6 Feedback to Americarna Road closure - 21 October 2016 As per the directions from NPDC, Waitara Alive the applicant for Road Closure in Waitara 23 February 2016 to host the Waitara leg of Americarna 2017, delivered letters and maps of the designated closed roads for the event to approximately 170 premises that could be considered affected parties. Many of the affected parties were retailers or service based industries in the CBD, and were able to be talked through the event and closures proposed face to face. One retailer was inclined to submit to the closure as is her right via the Act. The Pharmacy owner was concerned about access for people wanting to pick up prescriptions and was also concerned about the income generated based on previous Americarna events in the town. However, before submitting to the Road Closure the owner rung and had a conversation with me to discuss her concerns. Waitara Alive think these concerns are not insurmountable and will continue to work closely with and keep open clear communication channels to ensure that the clients/patients of the pharmacy are able to access the pharmacy when needed during the closure period. The issue of low turnover for CBD retailers during the event has not gone unnoticed and we will assist businesses in the community to develop a promotional mitigation strategy to encourage event visitors to spend whilst they are visiting the town during the event. We have one other premise that I believe will require some planning and foresight to ensure ease of access –being the Waitara Health Centre, Corner of Mclean and Grey Street. I will work closely with both the centre and the Traffic Management team to ensure there is a pathway free of cars for access to this premise. The Waitara Central School was another party that potentially may have had some issues, as we may have to also use their lower field as parking for the event vehicles, given the larger contingent of vehicles expected during the anniversary event. However, a conversation with the Principal reassured us that they were very happy with the road closure arrangements and parking in their field and were keen to participate in any way that assists the wider community to have a fun day. Other mitigations strategies are the access lane for emergency vehicles and the fact that we will ensure there are St Johns and/or other health professionals on hand during the event. Kind regards Vicky Dombroski For Waitara Alive

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Appendix 4

105 Performance Committee Agenda - Decision - Temporary Road Closure - Americarna Inglewood

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TEMPORARY ROAD CLOSURE – INGLEWOOD FIRST AMERICARNA INGLEWOOD 2017

MATTER The matter for consideration by New Plymouth District Council is to recommend the temporary closure of roads in Inglewood to create a venue for Inglewood First to 7 hold an Americarna event.

RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report the road closures for the following event be approved:

Americarna Inglewood 2017

Date and period of closure: from 2pm to 9pm on Thursday 23 February 2017.

Roads to be closed:  Matai Street (SH 3) from Brookes Street to Rata Street (SH 3)  Rata Street (SH 3) from Rimu Street (SH 3a) to Brown Street  Cutfield Street from Rata to Brookes streets  Kelly Street from Brown to Matai streets

Affected roads:  Brookes Street  Brown Street

The above road closure is subject to the conditions outlined in a letter sent to Inglewood First dated 20 September 2016.

INGLEWOOD COMMUNITY BOARD RECOMMENDATION The Inglewood Community Board endorsed the officer’s recommendation and request that an alternate route for future Americarna events be investigated.

COMPLIANCE

Significance This matter has been assessed as being of some importance.

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COMPLIANCE

This report identifies and assesses the following reasonably practicable options for addressing the matter:

1. Approval of this road closure application to allow Inglewood First to use the closed roads as a venue to 7 Options hold an Americarna event.

2. To not approve this road closure application meaning Inglewood First could not hold an Americarna event in the proposed on-road location.

Recommendation This report recommends option one for addressing the matter.

Long-Term Plan / Annual Plan No. Implications

Significant Policy and Plan No. Inconsistencies

EXECUTIVE SUMMARY This report recommends the temporary closure of roads in Inglewood to create a venue for Inglewood First to hold an Americarna event.

BACKGROUND In accordance with the 10th Schedule of the Local Government Act 1974, the intention to close the roads was advertised in the North Taranaki Midweek and the Taranaki Daily News on 28 September and uploaded to the Council website and Facebook page on the week commencing 19 September. Submissions closed at 4pm on Wednesday 12 October and one submission was received, from Moa Milking and Pumping which is a business located on Cutfield Street within the road closure area.

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Moa Milking and Pumping objected to the road closure believing it would not allow vehicular access in and out of their premise, which would prevent them being able to run their business. A Council Officer contacted the submitter and explained how the road closure area would be set up in such a way to allow them vehicle access at all times. The road closure area for Americarna Inglewood extends one block back from the event area to allow for a safe and manageable detour route for road users. The traffic management coordinator for this event will be briefing all marshals to ensure 7 residents and businesses within the closed area will have vehicle access, excluding the areas where Americarna vehicles are displayed. Access will also be given to any person needing entry to the petrol station.

Moa Milking and Pumping were satisfied with this explanation and have withdrawn their submission. The road closure area, event area and detour route can be viewed in Appendix 2.

Since Americarna was held in Inglewood in February 2016, the Council has approved two road closures in the same area, for Anzac Day and the Christmas Parade. A further road closure application for the same area in central Inglewood is also due for consideration by the Council on 1 December, to allow the Inglewood Lions to hold a parade.

Inglewood First has advised all businesses and residents in the affected area of the proposed closures and the submission process. Inglewood First promotes Americarna Inglewood to local businesses as a chance to extend their trading hours.

FINANCIAL IMPLICATIONS After consideration by Manager Transportation and Customer and Regulatory Solutions Manager, it was decided not to charge Inglewood First the $515 road closure application fee. Inglewood First are a not-for-profit community organisation and Americarna Inglewood is a community event with no entry fee charged to the public.

By not charging a road closure application fee, the Council is able to demonstrate their support for independently organised community events. Inglewood First is required to meet all other costs for implementing the road closure and running Americarna Inglewood.

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OPTIONS Option 1 Approval of this road closure application to allow Inglewood First to use the closed roads as a venue to hold an Americarna event.

Option 2 To not approve this road closure application meaning Inglewood First could not hold an Americarna event in the proposed on-road location. 7

Recommended Option This report recommends option one for addressing the matter.

APPENDICES 1. Letter from New Plymouth District Council to Inglewood First outlining conditions of Temporary Road Closure. ECM 7236212.

2. Map of the affected area during road closure for Americarna Inglewood 2017. ECM 7236187.

Report Details Prepared By: Kate Keegan (Business Administrator) Team: District Services Approved By: Katrina Brunton (Customer and Regulatory Solutions Manager) Ward/Community: South-West Ward, Inglewood Date: 21 October 2016 File Reference: ECM 7240246

------End of Report ------

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Appendix 1

When replying please quote Application Number - RTC16/00215

20 September 2016

INGLEWOOD FIRST 7 PO Box 214 INGLEWOOD 4347

Attention: Vida Harkness

Dear Vida,

ROAD CLOSURE UNDER THE LOCAL GOVERNMENT ACT 1974 – Americarna Inglewood 2017

We acknowledge your application requesting the closure of roads in Inglewood to enable Inglewood First to stage the above event.

Date and period of closure: from 2pm to 9pm on Thursday 23 February 2017.

Roads to be closed:  Matai Street (SH 3) from Brookes Street to Rata Street (SH 3).  Rata Street (SH 3) from Rimu Street (SH 3a) to Brown Street.  Cutfield Street from Rata to Brookes streets.  Kelly Street from Brown to Matai streets.

Affected roads:  Brookes Street  Brown Street

Council will consider this application on 1 December in accordance with Schedule 10 of the Local Government Act 1974.

The Council must give public notice of the proposed closure in accordance with the Act and then consider any objections or submissions received in that respect.

The Council requires your organisation to:

a) Pay the cost of the public notice.

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This contact should be completed at least seven days before closure of the submissions which is on Wednesday 12 October (and in any event allowing sufficient time for an affected party to make a submission). When visiting each property please record the physical address, business name/person spoken with and the date visited. A record of this visiting list and a copy of the letter given to affected parties is required by the Council immediately after the date submissions close. 7

c) Provide a Traffic Management Plan (TMP) compiled by an authorised Site Traffic Management Supervisor (STMS) to the Council before 12 October setting out signage, barrier details, crowd control procedures and access arrangements. We acknowledge this has already been received.

ROAD CLOSURE CONDITONS

If the Council gives its consent to the closure and the event, you must comply with the following conditions:

1. You must give formal notice of the event to the Police and the New Zealand Fire and Ambulance Services.

2. You must ensure that the approved TMP is strictly adhered to throughout the event.

6. You are required to advise the Council of any damage to the road surface, shoulders, drainage channels, verges, signs or other Council Property whatsoever resulting from the event.

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8. You must notify the Police, New Zealand Fire and Ambulance Services and the Council in the event that the road closure is no longer needed. 7

The Local Government Act 1974 requires the Council to give public notice of any intended road closure. We will endeavour to place an appropriate public notice for the event in the Council’s 7 Days newsletter in the North Taranaki Midweek newspaper (depending on available space) free of charge and in the Taranaki Daily News both on 28 September. We will request that the account for the Taranaki Daily News advertisement be forwarded to you. The public notice will also be uploaded to the Council website and Facebook pages.

We will contact you after the Council meeting on 1 December and advise you of the Council’s decision. If you require any further information please do not hesitate to call.

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Katrina Brunton CUSTOMER AND REGULATORY SOLUTIONS MANAGER cc: Emergency Services Road User Groups Transportation, New Plymouth District Council Traffic Management Solutions

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Appendix 2

114 Performance Committee Agenda - Decision - Temporary Road Closure - Inglewood Lions Centennial Parade

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TEMPORARY ROAD CLOSURE – INGLEWOOD LIONS CLUB INTERNATIONAL LIONS CENTENNIAL PARADE

MATTER The matter for consideration by New Plymouth District Council is to recommend the temporary closure of roads in Inglewood to enable Inglewood Lions Club to use the roads as a venue to hold a parade commemorating the International Lions Centenary. 8

RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report the road closures for the following event be approved:

Inglewood Lions Club International Lions Centennial Parade

Affected roads:  Brookes Street.  Brown Street.

Date and period of closure: from 1.30pm to 3.30pm on Saturday 4 March 2017.

The above road closure is subject to the conditions outlined in a letter sent to Inglewood Lions Club dated 17 October 2016.

COMPLIANCE

Significance This matter has been assessed as being of some importance.

This report identifies and assesses the following reasonably practicable options for addressing the matter:

1. Approval of this road closure application to allow the Inglewood Lions Club to hold a parade commemorating Options the International Lions Centenary.

2. To not approve this road closure application meaning the Inglewood Lions Club would not be able to hold a parade commemorating the International Lions Centenary in the proposed on-road location.

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COMPLIANCE

The persons who are affected by or interested in this matter are residents and businesses located on the closed and affected Affected persons roads, participants and spectators at the parade, Lions in Inglewood for the Centennial celebrations, and all other road users in the area. Recommendation This report recommends option one for addressing the matter. 8 Long-Term Plan / Annual Plan No. Implications

Significant Policy and Plan No. Inconsistencies

EXECUTIVE SUMMARY This report recommends the temporary road closure of roads in Inglewood to enable Inglewood Lions Club to use the roads as a venue to hold a parade commemorating the International Lions Centenary.

BACKGROUND In accordance with the 10th Schedule of the Local Government Act 1974, the intention to close the roads was advertised in the North Taranaki Midweek on 26 October, the Taranaki Daily News on 22 October and uploaded to the Council website and Facebook page during the week commencing 17 October. On 3 November the Inglewood Lions Club advised Council Officers they had been unable to visit any of the properties affected by the road closure as a condition of the Temporary Road Closure. As a result the road closure was advertised on 4 November and the submission date was extended to close at 4pm on Friday 18 November. The Inglewood Lions Club have now contacted all properties affected by the road closure to provide details of the event and closure, and advise of the submission period.

At the time of writing this report no submissions had been received. If submissions are received after this date they will be detailed in a supplementary report.

In March 2017 the Inglewood Lions Club are hosting an annual convention for all Lions Clubs within their district, which encompasses 43 Clubs from Urenui to Ruapehu and south to Foxton. As 2017 also marks 100 years of the Lions Organisations worldwide, the Inglewood Lions are planning a parade to celebrate. Each Lions Club attending the annual convention have been invited to enter a float in the parade. The Lions will be promoting the parade as a free community event.

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Since December 2015 the Council has approved two road closures for the route outlined on the map attached as Appendix 2. These road closures were for the Inglewood Anzac Parade held in April and for the upcoming Inglewood Lions Christmas Parade, scheduled for 10 December. In addition to the road closure requested in this report, a further road closure application for the same route is to be considered by the Council on 1 December for Inglewood First to hold Americarna Inglewood in February 2017. If road closures to hold the Lions Parade and Americarna Inglewood are approved, the route outlined in Appendix 2 will be closed for events on four occasions in a 12 month period. 8

SIGNIFICANCE AND ENGAGEMENT In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as being of some importance because it does not have a large impact on the public. It does have an increased impact on residents and businesses in the closed area who will have restricted or no access during the time the roads are closed.

FINANCIAL IMPLICATIONS The Council’s Manager of Transportation has approved the Inglewood Lions Club request for financial assistance to cover the costs of implementing the road closure. The $515 application fee was not charged and the Council is covering the traffic management and public advertising costs for the Taranaki Daily News notice. By supporting the Inglewood Lions Club to close the road, the Council is able to support a not-for-profit organisation to safely hold a community event.

OPTIONS Option 1 Approval of this road closure application to allow the Inglewood Lions Club to hold a parade commemorating the International Lions Centenary.

Option 2 To not approve this road closure application meaning the Inglewood Lions Club would not be able to hold a parade commemorating the International Lions Centenary in the proposed on-road location.

Recommended Option This report recommends option one for addressing the matter.

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APPENDICES 1. Letter sent to the Inglewood Lions Club outlining conditions of temporary road closure. ECM 7257820.

2. Map of the affected area. ECM 7158438.

Report details 8 Prepared by: Kate Keegan (Business Administrator) Team: District Services Approved by: Katrina Brunton (Customer and Regulatory Solutions Manager) Ward/community: South West, Inglewood Date: 14 November 2016 File reference: 7270844

------End of Report ------

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Appendix 1

When replying please quote Application Number: RTC16/00206

17 October 2016

INGLEWOOD LIONS CLUB PO Box 95 INGLEWOOD 4347 8

Attention: David Powell

Dear David,

ROAD CLOSURE UNDER THE LOCAL GOVERNMENT ACT 1974 – International Lions Centennial Parade

We acknowledge your application requesting the closure of roads in Inglewood to enable the Inglewood Lions Club to stage the above event.

Date and period of closure: from 1.30pm to 3.30pm on Saturday 4 March 2017.

Affected roads:  Brookes Street.  Brown Street.

Council will consider this application on 1 December 2016 in accordance with Schedule 10 of the Local Government Act 1974.

The Council must give public notice of the proposed closure in accordance with the Act and then consider any objections or submissions received in that respect.

In response to your letter dated 8 May 2016 where you requested financial assistance with this road closure, Council has agreed to; pay the costs of creating and implementing the traffic management plan based on the quote from Traffic Safe NZ for $700; cover the costs of the two required public notices and waive the $515 road closure application fee.

The Council requires your organisation to:

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a) Make personal contact with all residential and commercial property occupiers affected by the proposed closure, to inform them of the event. Where personal contact cannot be made, a letter outlining the proposed closure and the right to make a submission must be given to the affected party instead. This contact should be completed at least seven days before closure of the submissions on 4 November 2016 (and in any event allowing sufficient time for an affected party to make a submission). When visiting each property please record the physical address, business name/person spoken with and the date visited. A record of this visiting list and a copy of the letter 8 given to affected parties is required by the Council immediately after the date submissions close.

b) Provide a Traffic Management Plan (TMP) compiled by an authorised Site Traffic Management Supervisor (STMS) to the Council before 4 November setting out signage, barrier details, crowd control procedures and access arrangements. As arranged between the Inglewood Lions Club and the Council, Traffic Safe NZ has been contracted to arrange the TMP and Council will cover the cost of this.

ROAD CLOSURE CONDITONS

If the Council gives its consent to the closure and the event, you must comply with the following conditions:

1. You must give formal notice of the event to the Police and the New Zealand Fire and Ambulance Services.

2. You must ensure that the approved TMP is strictly adhered to throughout the event.

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6. You are required to advise the Council of any damage to the road surface, shoulders, drainage channels, verges, signs or other Council Property whatsoever resulting from the event.

7. You are responsible to pay all costs incurred in making good any damage to Council Property or any third party property and pay all costs incurred by the Council or any third party in making good any such damage, whether reported or not. 8 8. You must notify the Police, New Zealand Fire and Ambulance Services and the Council in the event that the road closure is no longer needed.

12. You are responsible for meeting all costs associated with the temporary closure of the road(s), excluding the traffic management plan, road closure application fee and two required public notices which will be covered by the Council. You will be required to meet the reasonable cost of any Council staff required in relation to the event.

The Local Government Act 1974 requires the Council to give public notice of any intended road closure. We will endeavour to place an appropriate public notice for the event in the Council’s 7 Days newsletter in the North Taranaki Midweek newspaper (depending on available space) on Wednesday 26 October and in the Taranaki Daily News on Saturday 22 October. The public notice will also be uploaded to the Council website and Facebook pages.

We will contact you after the Council meeting on 1 December 2016 and advise you of the Council’s decision. If you require any further information please do not hesitate to call.

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http://www.newplymouthnz.com/CouncilDocuments/Policies/TemporaryRoadClosure andDisruptiontoTrafficPolicyandGuidelines.htm

Yours faithfully 8

Katrina Brunton CUSTOMER AND REGULATORY SOLUTIONS MANAGER

cc: Emergency Services Road User Groups Transportation, New Plymouth District Council Traffic Safe NZ, Karl Hitchcock

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Appendix 2

123 Performance Committee Agenda - Decision - Temporary Road Closure - Velo Deus 20 Bicycle Race

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TEMPORARY ROAD CLOSURE – NEW PLYMOUTH DISTRICT COUNCIL INTEGRATED TRANSPORTION TEAM VELO DEUS 20 BICYCLE RACE

MATTER The matter for consideration by New Plymouth District Council is to recommend the temporary closure of roads in central New Plymouth to enable New Plymouth District Council Integrated Transportation Team to hold the Velo Deus 20 Bicycle Race.

9 RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report the road closures for the following event be approved:

Velo Deus 20 Bicycle Race

Date and period of closure: from 5pm to 8pm on Friday 3 February 2017.

Roads to be closed:  King Street from Queen to Brougham streets.  Egmont Street from Devon Street West to Ariki Street.

Affected road with no vehicular access: Brougham Street from Ariki Street to Devon Street West.

The above road closure is subject to the conditions outlined in a letter sent to New Plymouth District Council Integrated Transportation Team dated 20 October 2016. Appendix 1.

COMPLIANCE

Significance This matter has been assessed as being of some importance.

This report identifies and assesses the following reasonably practicable options for addressing the matter:

1. Approval of this road closure application to allow New Plymouth District Council Integrated Transportation Team to use the closed roads as a venue for the Velo Options Deus 20 Bicycle Race.

2. To not approve this road closure application meaning the New Plymouth District Council Transportation Team would not be able to hold the Velo Deus 20 Bicycle Race in the proposed location.

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COMPLIANCE

The persons who are affected by or interested in this matter are residents and businesses in the closed areas, bus Affected persons companies and patrons, and people attending the events. One mobility car park is also affected.

Recommendation This report recommends option one for addressing the matter.

Long-Term Plan / Annual Plan No. Implications 9

Significant Policy and Plan No. Inconsistencies

EXECUTIVE SUMMARY This report recommends the temporary road closure of roads in central New Plymouth to enable the New Plymouth District Council Integrated Transportation Team to hold the Velo Deus 20 Bicycle Race.

BACKGROUND In accordance with the 10th Schedule of the Local Government Act 1974, the intention to close the roads was advertised in the North Taranaki Midweek and Taranaki Daily News on 26 October, and uploaded to the Council website and Facebook page during the week commencing 24 October. Submissions closed at 4pm on Friday 4 November and no submissions were received.

The Velo Deus 20 Bicycle Race is being promoted by the Integrated Transportation Team as a community focused bicycle street race open to riders on retro bikes from the 1980’s or earlier, with the requirement that at least one wheel of the bicycle be 20 inches in diameter. Participants must dress in the era of the bicycle while competing in a team race. The road closure area will become the race track as riders complete 20 laps of the 300m course.

In the last 12 months the Council has approved two road closures for central New Plymouth, that include streets also requested for closure to hold the Velo Deus 20 event. These road closures are for the New Plymouth Christmas Parade scheduled for 26 November 2016 and Americarna which will be take place on 24 and 25 February 2017.

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SIGNIFICANCE AND ENGAGEMENT In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as having some importance because it does not have a large impact on the public.

All properties within the road closure area have been contacted by the organisers and provided with details about the event, the road closure process and their right to make a submission.

The road closure will have an impact on some bus routes departing from Ariki Street after 5pm. Tranzit and Taranaki Regional Council have been notified of this 9 disruption and have advised the event can be accommodated. During this event, the mobility car park space located at the Bus Depot Car Park will be temporarily relocated to the Egmont Car Park. This will be signed posted and CCS will also be notified so they can inform mobility car park patrons.

FINANCIAL IMPLICATIONS After consideration by the Council’s Network Management Lead, it was decided that the $515 road closure application fee would not be charged for this event. By removing this cost, Council is able to demonstrate support for alternative leisure activities in the community that utilise public spaces.

Traffic management and advertising costs associated to the road closure are the responsibility of the Council’s Integrated Transportation Team who are organising the Velo Deus 20 event.

OPTIONS Option 1 Approval of this road closure application to allow New Plymouth District Council Integrated Transportation Team to use the closed roads as a venue for the Velo Deus 20 Bicycle Race.

Option 2 To not approve this road closure application meaning the New Plymouth District Council Transportation Team would not be able to hold the Velo Deus 20 Bicycle Race in the proposed location.

Recommended Option This report recommends option one for addressing the matter.

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APPENDICES

1. Letter sent to the New Plymouth District Council Integrated Transportation Team outlining conditions of temporary road closure. ECM 7259958.

2. Map of the affected area. ECM 7260493.

Report details Prepared by: Kate Keegan (Business Administrator) Team: District Services 9 Approved by: Katrina Brunton (Customer and Regulatory Solutions Manager) Ward/community: City Ward Date: 14 November 2016 File reference: 7260609

------End of Report ------

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Appendix 1

When replying please quote Application Number: RTC16/00217

20 October 2016

NEW PLYMOUTH DISTRICT COUNCIL Private Bag 2025 New Plymouth Central NEW PLYMOUTH 4342

Attention: Nathaniel Benefield, Integrated Transportation Team 9

Dear Nathaniel,

ROAD CLOSURE UNDER THE LOCAL GOVERNMENT ACT 1974 – Velo Deus 20 Community Retro Bicycle Race

We acknowledge your application requesting the closure of roads in New Plymouth to enable the New Plymouth District Council to stage the above event.

Date and period of closure: from 5pm to 8pm on Friday 3 February 2017.

Roads to be closed:  King Street from Queen to Brougham streets.  Egmont Street from Devon Street West to Ariki Street.

Affected road with no vehicular access: Brougham Street from Ariki Street to Devon Street West.

Council will consider this application on 1 December 2016 in accordance with Schedule 10 of the Local Government Act 1974.

The Council must give public notice of the proposed closure in accordance with the Act and then consider any objections or submissions received in that respect.

The Council requires your organisation to:

a) Pay the cost of the public notice.

b) Make personal contact with all residential and commercial property occupiers affected by the proposed closure, to inform them of the event. Where personal contact cannot be made, a letter outlining the proposed closure and the right to make a submission must be given to the affected party instead. This contact should be completed at least seven days before closure of the submissions on 4 November 2016 (and in any event allowing sufficient time for an affected party to make a submission). When visiting each property please record the physical address, business name/person spoken with and

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the date visited. A record of this visiting list and a copy of the letter given to affected parties is required by the Council immediately after the date submissions close.

c) Provide a Traffic Management Plan (TMP) compiled by an authorised Site Traffic Management Supervisor (STMS) to the Council before 4 November setting out signage, barrier details, crowd control procedures and access arrangements. We recognise this has already been received.

ROAD CLOSURE CONDITONS 9 If the Council gives its consent to the closure and the event, you must comply with the following conditions:

1. You must give formal notice of the event to the Police and the New Zealand Fire and Ambulance Services.

2. You must ensure that the approved TMP is strictly adhered to throughout the event.

6. You are required to advise the Council of any damage to the road surface, shoulders, drainage channels, verges, signs or other Council Property whatsoever resulting from the event.

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8. You must notify the Police, New Zealand Fire and Ambulance Services and the Council in the event that the road closure is no longer needed.

9. Where a late cancellation of the event takes place (i.e. after road closure signs, barriers etc. have been placed at the venue), you will ensure that the full TMP shall remain in place for the approved road closure time period; or until such time as the Site Traffic Management Supervisor can liaise with the Police to ensure that there would be no risk to vehicular or pedestrian traffic if the event was cancelled and the TMP conditions removed. 10. You are responsible for taking out public liability insurance to indemnify the Council against any claims or actions that may arise from the staging of the 9 event to a minimum of $1 million in respect of any one claim or accident. A copy of the policy or a cover note must be provided to the Council by the date submissions close.

The Local Government Act 1974 requires the Council to give public notice of any intended road closure. We will endeavour to place an appropriate public notice for the event in the Council’s 7 Days newsletter in the North Taranaki Midweek newspaper on 26 October, free of charge and in the Taranaki Daily News on 22 October. We will request that the account for the Taranaki Daily News advertisement be forwarded to you. The public notice will also be uploaded to the Council website and Facebook pages.

We will contact you after the Council meeting on 1 December and advise you of the Council’s decision. If you require any further information please do not hesitate to call.

Yours faithfully

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Katrina Brunton CUSTOMER AND REGULATORY SOLUTIONS MANAGER

Cc: Emergency Services Road User Groups Transportation, New Plymouth District Council 9 Traffic Management Solutions

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Appendix 2

132 Performance Committee Agenda - Decision - Temporary Road Closure - WOMAD 2017

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TEMPORARY ROAD CLOSURE – WOMAD NZ CHARITABLE TRUST WOMAD 2017

MATTER The matter for consideration by New Plymouth District Council is to recommend the temporary closure of roads in New Plymouth to enable WOMAD NZ Charitable Trust to safely manage traffic and pedestrians while WOMAD 2017 takes place at the Bowl of Brooklands.

RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report the road closures 10 for the following event be approved:

WOMAD 2017

Dates and period of closure: from 6am on Friday 17 March to 11.45pm on Sunday 19 March 2017.

Roads to be closed:  Kaimata Street from Brooklands Road to Somerset Street.  Somerset Street from Kaimata Street to Cornwall Street.

The above road closure is subject to the conditions outlined in a letter sent to WOMAD NZ Charitable Trust dated 27 October 2016.

COMPLIANCE

Significance This matter has been assessed as being of some importance.

This report identifies and assesses the following reasonably practicable options for addressing the matter:

1. Approval of this road closure application to enable WOMAD NZ Charitable Trust to create a safe Options environment for road users while WOMAD 2017 takes place at the Bowl of Brooklands.

2. To not approve this road closure application meaning it would be difficult for the WOMAD NZ Charitable Trust to create a safe environment for road users while WOMAD 2017 takes place at the Bowl of Brooklands.

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COMPLIANCE

The persons who are affected by or interested in this matter Affected persons are residents and property owners on the closed roads, and people attending WOMAD 2017.

Recommendation This report recommends option one for addressing the matter.

Long-Term Plan / Annual Plan No. Implications

Significant Policy and Plan No. Inconsistencies 10

EXECUTIVE SUMMARY This report recommends the temporary closure of roads in New Plymouth to enable WOMAD NZ Charitable Trust to safely mange traffic and pedestrians while WOMAD 2017 takes place at the Bowl of Brooklands.

BACKGROUND In accordance with the 10th Schedule of the Local Government Act 1974, the intention to close the roads was advertised in the North Taranaki Midweek on 2 November, the Taranaki Daily News on 29 October and uploaded to the Council website and Facebook page during the week commencing 24 October. Submissions closed at 4pm on Friday 11 November and no submissions were received.

Every year that WOMAD has been held at the Bowl of Brooklands the event organiser Taranaki Arts Festival Trust, has applied for a road closure on Kaimata Street and a section of Somerset Street. The road closure enables traffic management to be put in place that creates a safe environment for all road users during increased activity in the area.

The WOMAD NZ Charitable Trust has communicated with all property owners on the closed roads. Resident access will be available at all times during the road closure and passes will be provided to all residents and nominated guests to ensure access is granted by marshalls operating the road closure

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FINANCIAL IMPLICATIONS The applicant is required to meet all costs associated to the road closure and running of the event.

OPTIONS

Option 1 Approval of this road closure application to enable WOMAD NZ Charitable Trust to create a safe environment for road users while WOMAD 2017 takes place at the Bowl of Brooklands.

Option 2 To not approve this road closure application meaning it would be difficult for the WOMAD NZ Charitable Trust to create a safe environment for road users while WOMAD 2017 takes place at the 10 Bowl of Brooklands.

Recommended Option This report recommends option one for addressing the matter.

APPENDICES

1. Letter to WOMAD NZ Charitable Trust outlining conditions of temporary road closure. ECM 7263878.

2. Map of the affected area. ECM 7263914.

Report details Prepared by: Kate Keegan (Business Administrator) Team: District Services Approved by: Katrina Brunton (Customer and Regulatory Solutions Manager) Ward/community: City Ward Date: 14 November 2016 File reference: 7265057

------End of Report ------

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Appendix 1

When replying please quote Application Number: RTC16/00218

27 October 2016

WOMAD NZ CHARITABLE TRUST PO Box 4251 Taranaki Mail Centre NEW PLYMOUTH 4340

Attention: Chris Herlihy

Dear Chris, 10

ROAD CLOSURE UNDER THE LOCAL GOVERNMENT ACT 1974 – WOMAD 2017

We acknowledge your application requesting the closure of roads in New Plymouth to enable the WOMAD NZ Charitable Trust to safely manage traffic and pedestrians during the above event.

Dates and period of closure: from 6am on Friday 17 March to 11.45pm on Sunday 19 March 2017.

Roads to be closed:  Kaimata Street from Brooklands Road to Somerset Street.  Somerset Street from Kaimata Street to Cornwall Street.

Council will consider this application on 1 December 2016 in accordance with Schedule 10 of the Local Government Act 1974.

The Council must give public notice of the proposed closure in accordance with the Act and then consider any objections or submissions received in that respect.

The Council requires your organisation to:

a) Pay the cost of the public notice.

b) Make personal contact with all residential and commercial property occupiers affected by the proposed closure, to inform them of the event. Where personal contact cannot be made, a letter outlining the proposed closure and the right to make a submission must be given to the affected party instead. This contact should be completed at least seven days before closure of the submissions on 11 November 2016 (and in any event allowing sufficient time for an affected party to make a submission). When visiting each property please record the physical address, business name/person spoken with and the date visited. A record of this visiting list and a copy of the letter

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given to affected parties is required by the Council immediately after the date submissions close.

c) Provide a Traffic Management Plan (TMP) compiled by an authorised Site Traffic Management Supervisor (STMS) to the Council before 11 November 2016 setting out signage, barrier details, crowd control procedures and access arrangements.

ROAD CLOSURE CONDITONS

If the Council gives its consent to the closure and the event, you must comply with the following conditions:

1. You must give formal notice of the event to the Police and the New Zealand 10 Fire and Ambulance Services.

2. You must ensure that the approved TMP is strictly adhered to throughout the event.

6. You are required to advise the Council of any damage to the road surface, shoulders, drainage channels, verges, signs or other Council Property whatsoever resulting from the event.

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8. You must notify the Police, New Zealand Fire and Ambulance Services and the Council in the event that the road closure is no longer needed.

9. Where a late cancellation of the event takes place (i.e. after road closure signs, barriers etc. have been placed at the venue), you will ensure that the full TMP shall remain in place for the approved road closure time period; or until such time as the Site Traffic Management Supervisor can liaise with the Police to ensure that there would be no risk to vehicular or pedestrian traffic if the event was cancelled and the TMP conditions removed. 10. You are responsible for taking out public liability insurance to indemnify the Council against any claims or actions that may arise from the staging of the event to a minimum of $1 million in respect of any one claim or accident. A copy of the policy or a cover note must be provided to the Council by the date submissions close. 10

The Local Government Act 1974 requires the Council to give public notice of any intended road closure. We will endeavour to place an appropriate public notice for the event in the Council’s 7 Days newsletter in the North Taranaki Midweek newspaper (depending on available space) on Wednesday 2 November, free of charge and in the Taranaki Daily News on Saturday 29 October. We will request that the account for the Taranaki Daily News advertisement be forwarded to you. The public notice will also be uploaded to the Council website and Facebook pages. A copy of this notice is attached.

We will contact you after the Council meeting on 1 December and advise you of the Council’s decision. If you require any further information please do not hesitate to call.

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Yours faithfully

Katrina Brunton CUSTOMER AND REGULATORY SOLUTIONS MANAGER cc: Emergency Services Road User Groups Transportation and Parks, New Plymouth District Council Asplundh 10

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Appendix 2

140 Performance Committee Agenda - Decision - Temporary Road Closure - Yarrow Stadium Events

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TEMPORARY ROAD CLOSURE – YARROW STADIUM EVENTS FEBRUARY 2017

MATTER The matter for consideration by New Plymouth District Council is to recommend the temporary closure of Maratahu Street and temporary traffic controls to enable Yarrow Stadium Operations staff to safely manage crowds during events at Yarrow Stadium during February 2017.

RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report the road closures for the following events be approved: a) A-League Football Wellington Phoenix v Western Sydney Wanderers 11

Road to be closed: Maratahu Street from Tukapa Street to 3m west of Yarrow Stadium’s main vehicle entrance (adjacent to the Maara Tahu Centre).

Date and period of closure: from 3pm to 10pm on Saturday 4 February 2017.

Temporary traffic controls to be in place during the above road closure:  P2 drop-off parking zone on the south side of Tukapa Street from 31 Tukapa Street east to Maratahu Street.  Bus parking only around the perimeter of Sanders Park on Wallace Place and Cutfield and Gladstone roads.

b) Nitro Circus Live

Road to be closed: Maratahu Street from Tukapa Street to 3m west of Yarrow Stadium’s main vehicle entrance (adjacent to the Maara Tahu Centre).

Date and period of closure: from 2pm to 9.30pm on Sunday 12 February 2017.

If the road closure does not take place on Sunday 12 February due to weather conditions the following postponement date is also requested:

Date and period of closure: from 2pm to 9.30pm on Monday 13 February 2017.

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The above road closures are subject to the conditions outlined in letters sent to Yarrow Stadium Operations staff dated 29 October. A copy of the letter for the Phoenix Football road closure application is attached as Appendix 1. The same conditions and requirements apply to the Nitro Circus event.

COMPLIANCE 11 Significance This matter has been assessed as being of some importance.

This report identifies and assesses the following reasonably practicable options for addressing the matter:

1. Approval of this road closure application and temporary traffic controls to enable Yarrow Stadium Operations staff to safely manage crowds during events at Yarrow Options Stadium during February 2017.

2. To not approve this road closure application, meaning a safe environment for all road users could not be created, making it difficult for Yarrow Stadium Operations staff to safely manage crowds during events at Yarrow Stadium during February 2017.

The persons who are affected by or interested in this matter are residents and businesses in the road closure area, those Affected persons attending the events and road users in the vicinity of Yarrow Stadium during the closure times.

Recommendation This report recommends option one for addressing the matter.

Long-Term Plan / Annual Plan No. Implications

Significant Policy and Plan No. Inconsistencies

142 Performance Committee Agenda - Decision - Temporary Road Closure - Yarrow Stadium Events

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EXECUTIVE SUMMARY This report recommends the temporary road closure of Maratahu Street and temporary traffic controls to enable Yarrow Stadium operations staff to safely manage crowds during events at Yarrow Stadium during February 2017.

BACKGROUND In accordance with the 10th Schedule of the Local Government Act 1974, the intention to close the roads for both occasion was advertised in the Taranaki Daily News, and uploaded to the Council website and Facebook page on 28 October. Submissions closed at 4pm on Friday 11 November and no submissions were received.

Nitro Circus is a live action show where motorcross, BMX, scooter, skateboard and inline riders use ramps to complete stunts in front of the crowds. The Phoenix Football Team are a Wellington based club who compete in the Australian Football 11 A-League. Road closures are a necessary part of safely holding both of these events, as they allow Yarrow Stadium Operations staff to plan effectively to manage anticipated crowd numbers.

SIGNIFICANCE AND ENGAGEMENT In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as being of some importance because it does not have a large impact on the public, however it will ensure the safety of traffic and pedestrians in the area.

Yarrow Stadium has consulted all of the affected residents and businesses in the road closure area and passes have been provided to residents allowing them access through the closed area to their properties.

FINANCIAL IMPLICATIONS New Plymouth District Council Venues who manage Yarrow Stadium, are required to meet all costs associated to the temporary road closures requested during the Nitro Circus Entertainment and Wellington Phoenix v Western Sydney Wanderers events.

143 Performance Committee Agenda - Decision - Temporary Road Closure - Yarrow Stadium Events

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OPTIONS Option 1 Approval of this road closure application and temporary traffic controls to enable Yarrow Stadium Operations staff to safely manage crowds during events at Yarrow Stadium during February 2017.

Option 2 To not approve this road closure application, meaning a safe environment for all road users could not be created, making it difficult for Yarrow Stadium Operations staff to safely manage crowds during events at Yarrow Stadium during February 2017.

Recommended Option This report recommends option one for addressing the matter.

11 APPENDICES

1. Letter sent to New Plymouth District Council Venues Attention Yarrow Stadium Operations outlining conditions of temporary road closure. ECM 7265128.

2. Map of affected area during events at Yarrow Stadium. ECM 7278730.

Report details: Prepared By: Kate Keegan (Business Administrator) Team: District Services Approved By: Katrina Brunton (Customer and Regulatory Solutions Manager) Ward/Community: City Date: 14 November 2016 File Reference: 7273895

------End of Report ------

144 Performance Committee Agenda - Decision - Temporary Road Closure - Yarrow Stadium Events

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Appendix 1

When replying please quote Application Number: RTC16/00220

28 October 2016

NEW PLYMOUTH DISTRICT COUNCIL VENUES Private Bag 2025 New Plymouth Central NEW PLYMOUTH 4342

Attention: Jock Sutherland

11 Dear Jock,

ROAD CLOSURE UNDER THE LOCAL GOVERNMENT ACT 1974 – Yarrow Stadium Wellington Phoenix Football

We acknowledge your application requesting the closure of Maratahu Street and to implement temporary traffic controls during the above event.

Road to be closed: Maratahu Street from Tukapa Street to 3m west of Yarrow Stadium’s main vehicle entrance (adjacent to the Maara Tahu Centre).

Date and period of closure: from 3pm to 10pm on Saturday 4 February 2017.

Council will consider this application on 1 December 2016 in accordance with Schedule 10 of the Local Government Act 1974.

The Council must give public notice of the proposed closure in accordance with the Act and then consider any objections or submissions received in that respect.

The Council requires your organisation to:

a) Pay the cost of the public notice.

145 Performance Committee Agenda - Decision - Temporary Road Closure - Yarrow Stadium Events

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b) Make personal contact with all residential and commercial property occupiers affected by the proposed closure, to inform them of the event. Where personal contact cannot be made, a letter outlining the proposed closure and the right to make a submission must be given to the affected party instead. This contact should be completed at least seven days before closure of the submissions on 11 November (and in any event allowing sufficient time for an affected party to make a submission). When visiting each property please record the physical address, business name/person spoken with and the date visited. A record of this visiting list and a copy of the letter given to affected parties is required by the Council immediately after the date submissions close.

c) Provide a Traffic Management Plan (TMP) compiled by an authorised Site Traffic Management Supervisor (STMS) to the Council before 11 November setting out signage, barrier details, crowd control procedures and access arrangements. 11

ROAD CLOSURE CONDITONS

If the Council gives its consent to the closure and the event, you must comply with the following conditions:

1. You must give formal notice of the event to the Police and the New Zealand Fire and Ambulance Services.

2. You must ensure that the approved TMP is strictly adhered to throughout the event.

146 Performance Committee Agenda - Decision - Temporary Road Closure - Yarrow Stadium Events

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6. You are required to advise the Council of any damage to the road surface, shoulders, drainage channels, verges, signs or other Council Property whatsoever resulting from the event.

8. You must notify the Police, New Zealand Fire and Ambulance Services and the Council in the event that the road closure is no longer needed.

The Local Government Act 1974 requires the Council to give public notice of any intended road closure. We will place an appropriate public notice for the event in the Taranaki Daily News on Saturday 29 October. We will request that the account for the Taranaki Daily News advertisement be forwarded to you. The public notice will also be uploaded to the Council website and Facebook pages.

We will contact you after the Council meeting on 1 December and advise you of the Council’s decision. If you require any further information please do not hesitate to call.

147 Performance Committee Agenda - Decision - Temporary Road Closure - Yarrow Stadium Events

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Yours faithfully

Katrina Brunton CUSTOMER AND REGULATORY SOLUTIONS MANAGER

Cc: Emergency Services 11 Road User Groups Transportation and Parking, New Plymouth District Council Traffic Management Solutions

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Appendix 2

149 Performance Committee Agenda - Decision - Amendments to Parking Controls (Prohibitions)

Item for Decision

AMENDMENTS TO PARKING CONTROLS

MATTER The matter for consideration by the Council is amendments to parking controls at various locations across the New Plymouth District.

RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report and pursuant to the New Plymouth District Council Consolidated Bylaws 2008 Part 13: Traffic, the following parking controls in the New Plymouth District be imposed:

NEW PLYMOUTH

Cook Street 1. Revoke a bus stop on the east side of Cook Street from 16.2m – 27.6m (11.6m) measured in a northerly direction from the prolongation of the 12 of the north kerb of Omata Road. 2. Revoke parking prohibitions on the east side of Cook Street from 0.0m – 16.0m (16.0m) measured in a northerly direction from the prolongation of the north kerb of Omata Road. 3. Revoke parking prohibitions on the west side of Cook Street from 0.0m – 16.0m (16.0m) measured in a northerly direction from the prolongation of the of the north kerb of Omata Road. 4. Prohibit parking on the east side of Cook Street from 0.0m – 20.0m (20.0m) measured in a northerly direction from the prolongation of the north kerb of Omata Road. 5. Prohibit parking on the west side of Cook Street from 0.0m – 20.0m (20.0m) measured in a northerly direction from the prolongation of the north kerb of Omata Road. 6. Prohibit parking on the east side of Cook Street from 0.00m – 21.0m (21.0m) measured in a southerly direction from the prolongation of the south kerb of Adventure Street. 7. Prohibit parking on the east side of Cook Street from 0.00m – 8.0m (8.0m) measured in a northerly direction from the prolongation of the north kerb of Adventure Street. 8. Prohibit parking on the west side of Cook Street from 0.00m – 13.0m (13.0m) measured in a northerly direction from the prolongation of the north kerb of Adventure Street. 9. Prohibit parking on the west side of Cook Street from 0.00m – 38.0m (38.0m) measured in a southerly direction from the prolongation of the north kerb of Adventure Street.

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Omata Road 10. Revoke parking prohibitions on the north side of Omata Road from 0.0m – 10.0m (10.0m) measured in an easterly direction from the prolongation of the east kerb of Cook Street. 11. Revoke parking prohibitions on the north side of Omata Road from 0.0m – 20.0m (20.0m) measured in a westerly direction from the prolongation of the west kerb of Cook Street. 12. Prohibit parking on the north side of Omata Road from 0.00m – 15.0m (15.0m) measured in an easterly direction from the prolongation of the east kerb of Cook Street. 13. Prohibit parking on the north side of Omata Road from 0.00m – 15.0m (15.0m) measured in a westerly direction from the prolongation of the west kerb of Cook Street.

Adventure Street 14. Prohibit parking on the south side of Adventure Street from 0.0m – 12 18.0m (18.0m) measured in an easterly direction from the prolongation of the east kerb of Cook Street. 15. Prohibit parking on the north side of Adventure Street from 0.0m – 18.0m (18.0m) measured in an easterly direction from the prolongation of the east kerb of Cook Street.

Fernbrook Drive 16. Prohibit parking on the east side of Fernbrook Drive from 15.0m – 21.0m (6.0m) measured in a southerly direction from the prolongation of the south kerb of Aderman Place.

Devon Street West 17. Revoke a metered parking space on the north side of the Devon Street West from 104.4m – 110.7m (6.3m) measured in an easterly direction from the prolongation of the east kerb of Dawson Street. 18. Prohibit parking on the north side of Devon Street West from 104.4m – 110.7m (6.3m) measured in an easterly direction from the prolongation of the east kerb of Dawson Street. Paynters Avenue 19. Prohibit parking on the east side of Paynters Avenue from 35.6m – 42.0m (6.4m) measured in a southerly direction from the prolongation of the south kerb of Ngaio Street. 20. Prohibit parking on the east side of Paynters Avenue from 52.3m – 56.8m (4.5m) measured in a southerly direction from the prolongation of the south kerb of Ngaio Street.

151 Performance Committee Agenda - Decision - Amendments to Parking Controls (Prohibitions)

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21. Prohibit parking on the west side of Paynters Avenue from 37.8m – 41.6m (3.8m) measured in a southerly direction from the prolongation of the south kerb of Ngaio Street. 22. Prohibit parking on the west side of Paynters Avenue from 51.8m – 56.0m (4.2m) measured in a southerly direction from the prolongation of the south kerb of Ngaio Street.

INGLEWOOD Rata Street 23. Prohibit parking on the south side of Rata Street from 214.4m – 219.4m (5.0m) measured in an easterly direction from the prolongation of the east kerb of James Street.

COMPLIANCE Significance This matter is assessed as being of some importance. 12 This report identifies and assesses the following reasonably practicable options for addressing the matter: Options 1. Endorse the proposed amendments to parking controls. 2. Do nothing and retain the existing parking controls.

The persons who are affected by or interested in this matter are the residents/property owners in the relevant Affected persons locations. The views of these persons are discussed in this report.

This report recommends Option 1 for addressing the Recommendation matter.

Long-Term / Annual No. Plan Implications

Significant Policy and No. Plan Inconsistencies

152 Performance Committee Agenda - Decision - Amendments to Parking Controls (Prohibitions)

Item for Decision

BACKGROUND

NEW PLYMOUTH

Cook Street and Omata Road: A number of concerns relating to traffic safety were raised by the Marfell community in the area of the Marfell Kindergarten and along Cook Street. These issues included inadequate on-street car parking, speeding traffic and a need to improve pedestrian safety - namely for children crossing the street. The items recommended below are part of the current works identified to address the issues and complement other initiatives in the area eg. the new playground.

Items 1-5 & 10-13 Cook Street / Omata Road

These items recommend the removal of a bus stop that is currently located on Cook Street and the installation of parking prohibitions at the intersection of Cook Street and Omata Road in conjunction with the upcoming installation of a raised threshold at this intersection. An assessment of traffic speed through the site showed that 12 speeds were not considered excessive for a street of this type. Recent crash data indicated that the majority of crashes in the area were closer to the intersection of Cook Street and Omata Road. It is for these reasons that the Council’s Transportation Team has proposed a threshold treatment at the intersection which is to include a raised pedestrian crossing point. This will encourage slower speeds at this end of Cook Street (and through the intersection) and provide a safer place for pedestrians to cross. It is proposed that the bus stop on Cook Street be removed and this available space freed up for on-street parking. There is a bus stop on Omata Road that is approximately 120m from this bus stop that will be upgraded to cater for the slight increase in demand. The parking prohibitions are needed to ensure that vehicles do not park too close to the intersection which has the potential to reduce visibility.

Items 6-9 & 14-15 Cook Street / Adventure Street These items recommend the installation of parking prohibitions at the intersection of Cook and Adventure streets in conjunction with the upcoming installation of a raised threshold at the intersection. The installation of a threshold at this location was instigated by Council’s Transportation Team as a way of providing a safer place for pedestrians to cross Cook Street between the shops and Marfell Park due to the planned upgrade of Marfell Park and further reinforced by the issues raised by the Marfell community. The parking prohibitions are needed to ensure that vehicles do not park too close to the intersection which has the potential to reduce visibility.

Item 16 Fernbrook Drive This item recommends the introduction of a parking prohibition across the frontage of 35 Fernbrook Drive. Concern was raised by the Summerset Mountain View Retirement Village on Fernbrook Drive that when a vehicle parks at this location, vehicles exiting the retirement village have visibility obstructed by the parked vehicle. By introducing a parking prohibition at this location visibility is improved.

153 Performance Committee Agenda - Decision - Amendments to Parking Controls (Prohibitions)

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Items 17-18 Devon Street West This item recommends the introduction of a parking prohibition across the frontage of 150 Devon Street West. Concern was raised by WR Phillips Limited on Devon Street West that when a vehicle parks at this location, vehicles exiting the car yard have visibility obstructed by the parked vehicle. By introducing a parking prohibition at this location visibility is improved.

Items 19-22 Paynters Avenue This item recommends the introduction of parking prohibitions across the frontages of 26, 27, 28, 29 and 30 Paynters Avenue. Concern was raised by St John Bosco School as a large number of students cross Paynters Avenue at this location at the beginning and end of the school day. The installation of a Kea Crossing (which is a temporary pedestrian crossing operated by the school) at this location is being planned and is a safer way to control the way that pedestrians and traffic move through this section of road. The parking prohibitions are needed to ensure that vehicles do not park too close to the Kea Crossing at any time which has the potential to reduce visibility. INGLEWOOD 12 Item 23 Rata Street This item recommends the introduction of a parking prohibition across the frontage of 3 Rata Street. Concern was raised by the Inglewood Community Childcare Centre on Rata Street that when a vehicle parks at this location, vehicles exiting the childcare centre have visibility obstructed by the parked vehicle. By introducing a parking prohibition at this location visibility is improved.

SIGNIFICANCE AND ENGAGEMENT In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as being of some importance because the changes herein can be funded from current transportation budgets.

There are interested and affected parties regarding the matters raised in this report. Consultation has already been undertaken with these parties to obtain their views and preferences on the matters proposed in this report. Their views are covered in the options assessment section of this report.

154 Performance Committee Agenda - Decision - Amendments to Parking Controls (Prohibitions)

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OPTIONS Community Views and Preferences: The following information provides a summary of the consultation undertaken for each matter proposed in this report.

NEW PLYMOUTH

Items 1-15 Cook Street / Omata Road and Cook Street / Adventure Street These items were raised by the Marfell community who support the proposal (with the exception of Mr S Wilson as discussed below). The Marfell Community School, Marfell Kindergarten, Taranaki Regional Council, Tranzit NZ and the NZ Police also support the proposal.

Mr S. Wilson provided feedback (attached as Appendix A) on the initial draft that was sent out to the Marfell community. He was concerned that the proposal showed that the existing bus stop on Cook Street was to remain at the intersection of Cook Street 12 and Omata Road.

In response: After consulting with Taranaki Regional Council and Tranzit, the proposal was amended to show that the bus stop is to be removed and the shelter relocated to a bus stop around the corner on Omata Road. The Omata Road bus stop is approximately 120m from the Cook Street bus stop.

Mr S. Wilson also commented that the raised threshold would contribute to an increased crash risk at the intersection of Cook Street and Omata Road.

In response: Mr S. Wilson was advised that having narrower lanes reduces traffic speeds significantly and the likelihood of an accident. The raised crossing along with the narrower entrance into Cook Street, will significantly reduce traffic speed so the likelihood of an accident is reduced.

Ms R. Pfister and Ms S. Frank also provided some feedback in support of the proposal (attached as Appendix A). This feedback was based on the most recent proposal where the bus stop is to be relocated.

Item 16 Fernbrook Drive This item was raised by the management of the Summerset Mountain View Retirement Village on Fernbrook Drive who support the proposal. No other parties were considered affected by the proposal therefore no one else was consulted.

Items 17-18 Devon Street West This item was raised by the management of WR Phillips Limited on Devon Street West who support the proposal. No other parties were considered affected by the proposal therefore no one else was consulted.

155 Performance Committee Agenda - Decision - Amendments to Parking Controls (Prohibitions)

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Items 19-22 Paynters Avenue These items were raised by St John Bosco School who support the proposal. The residents and owners of 26, 27, 28, 29 and 30 Paynters Avenue were considered affected and were consulted. The residents of 30 Paynters Avenue and the NZ Police support the proposal. The residents of 26 and 27 Paynters Avenue have not expressed an opinion on the proposal.

Mr J. Cao (of 29 Paynters Avenue) provided feedback (attached as Appendix A) and agrees that the Kea Crossing is a good idea but does not agree to the reduction of on-street parking in front of his property.

Mr M. & Ms J. Oxley (of 28 Paynters Avenue) provided feedback (attached as Appendix A) and do not agree to the reduction of on-street parking in front of their property.

In response: The proposed change will only result in the loss of one parking space in front of 29 Paynters Avenue. Initially the Council’s Transportation Team were proposing to remove two spaces in front of Mr Cao’s property; this would allow for greater visibility and improved safety at this location. However, in response to Mr 12 Cao’s concerns this was reduced to the minimum parking prohibition for a crossing of this type. Any further reduction would not comply with the minimum requirements of a Kea Crossing and potentially make it unsafe for the children to use. This reduction in scope is shown in Appendix B. Also, there is additional unrestricted on-street parking within 20m of 29 Paynters Avenue that is not affected by this proposal.

Mr J. Cao and Mr M. & Ms J. Oxley have also proposed the use of a “Clearway Zone” type arrangement that would allow motorists to park in the area when the Kea Crossing is not in use and prohibit parking when the school is in use.

In response: Kea Crossings are typically used at specified times of the school day but are also able to be used outside of those times as needed. Installing a “Clearway Zone” would include signage with specific times that would limit its use and therefore not allow for the periodic use of the Kea Crossing as needed. Also, in accordance with NZTA guidelines for Kea Crossings, it is a legal requirement that a valid Kea Crossing must have no-stopping lines installed as initially proposed (6.0m from each side of the crossing as shown in Appendix B).

INGLEWOOD

Item 23 Rata Street This item was raised by the management of the Inglewood Community Childcare Centre on Rata Street who support the proposal. No other parties were considered affected by the proposal therefore no one else was consulted.

156 Performance Committee Agenda - Decision - Amendments to Parking Controls (Prohibitions)

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Option 1 Endorse the proposed parking prohibitions. a) Financial and Resourcing Implications The costs for implementing this option are for roadmarking and signage and these costs are covered within approved operational budgets. b) Risk Analysis These parking prohibitions and restrictions have come through as a request from our community, for either better amenity or safety concerns. There are no risks that we have identified by endorsing these prohibitions. c) Promotion or Achievement of Community Outcomes This option promotes the ‘Our Community’ outcome by improving safety and amenity for the community. d) Statutory Responsibilities The measures must comply with Council bylaws, relevant standards, regulation and statutes, particularly the Traffic Control Devices Manual and NPDC Bylaws 12 Part 13: Traffic. e) Consistency with Policies and Plans This option is consistent with the Long Term Plan and one of the key performance indicators for Roads and Footpaths which is reducing the number of fatal and serious crashes in the District. f) Participation by Māori There are considered to be no specific issues relating to Maori with this option. g) Advantages and Disadvantages This option is recommended for addressing the matter as it is cost effective and contributes to meeting the expectations of the community in regards to the matters raised by them.

Option 2 Do nothing and retain the existing arrangement. a) Financial and Resourcing Implications This option comes with no immediate cost but it may leave the Council exposed to cost at a later date to address consequences of not addressing some safety or amenity issues at this time. b) Risk Analysis Some of the matters proposed are to address a current issue of non-compliance with standards, good practice or bylaws. Not addressing these matters may expose the Council to risk for failure to act on a known issue. c) Promotion or Achievement of Community Outcomes This option will not promote any community outcomes.

157 Performance Committee Agenda - Decision - Amendments to Parking Controls (Prohibitions)

Item for Decision d) Statutory Responsibilities This option may prevent the Council performing some statutory responsibilities. e) Consistency with Policies and Plans This option would be inconsistent with the Long Term Plan with regards to meeting community expectations and improving safety on the transportation network. f) Participation by Māori There are considered to be no specific issues relating to Maori with this option. g) Advantages and Disadvantages This option is not recommended due to the risk involved with not addressing the matters and that community consultation generally supports all the measures promoted.

Recommended Option 12 This report recommends Option 1 which endorses the amendments to parking controls as proposed for addressing these matters.

APPENDICES Appendix A: Community Views and Preferences. E-mails from: Shane Wilson. Ruth Pfister. Sam Frank. Jeffery Cao. Mal & Jeanie Oxley.

Appendix B: Diagrams of proposed changes. Items 1-5 & 10-13 Cook Street / Omata Road Items 6-9 & 14-15 Cook Street / Adventure Street Item 16 Fernbrook Drive Items 17-18 Devon Street West Item 21-22 Paynters Avenue Item 24 Rata Street

Report Details Prepared By: Carl Whittleston (Manager Transportation) Team: Transportation Approved By: David Langford (Infrastructure Manager) Ward/Community: District Wide Date: 1 November 2016 File Reference: ECM 7267670 ------End of Report ------

158 Performance Committee Agenda - Decision - Amendments to Parking Controls (Prohibitions)

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APPENDIX A: Correspondence from the community.

E-mail from Shane Wilson: Regarding items 1-5 & 10-13 - Cook Street / Omata Road ------From: Shane Wilson Sent: Monday, 5 September 2016 4:40 PM To: Liz Beck Subject: Bus Stop Cook Street

Hi Liz

Just some feedback back on your plan by Kindy. Why is there a bus stop on that busy corner when there is another one around the corner on Omata Road. Why not remove the bus stop and move the shelter to the other bus stop on Omata Road.

The raised crossing is only going to make more near misses or a major accident on that 12 intersection which might result in a death.

I have come up that way when kids are getting dropped off and picked up and the road is down to one lane let alone chucking a bus parked on the corner.

There was a lot of people asking the same question at Saturdays Marfell Walkabout with candidates for NPDC.

Just my thoughts but I'm not alone.

Regards Shane ------

159 Performance Committee Agenda - Decision - Amendments to Parking Controls (Prohibitions)

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E-mail from Ruth Pfister: Regarding items 1-15 - Cook Street / Omata Road / Adventure Street ------From: Ruth Pfister Sent: Thursday, 13 October 2016 11:11 PM To: Liz Beck Subject: Re: FW: Emailing: Marfell Minor Traffic Safety Improvements amended Sept 16

Hi Liz,

Monthly, a group of people who are involved in different activities in Marfell meet in a forum called Marfell Pathways. It arose out of a memorandum of understanding between the Together Grow Better Community Trust, Tu Tama Wahine o Taranaki and the Marfell Community Trust but has expended to include anyone who has a particular project or interest in the Marfell Community. Our agreed goal is "To create a mana-enhancing environment for the children of Marfell."

Our last monthly meeting came out just after we received your amended traffic calming recommendations particularly relating to the removal of the bus stop outside the Kindergarten. 12 Everyone present was in favour of the change as it clears the road of a major hindrance and gives the kindergarten one more valuable parking space. Sam Franks, head teacher of the Kindergarten, was not present, so I cannot speak for her.

In the many conversations I have had with members of the community, everyone welcomes the proposed traffic calming measures, particularly now that the community space is about to go ahead which will increase pedestrian traffic and numbers crossing Cook Street.

In the past the people have seen reports recommending improvements only to be disappointed when they haven't come to fruition. This is precisely why the local body election candidates were invited to the walk about meeting to view the proposals and maps and see where the proposed changes are to be made, so that when the recommendations are tabled at Council, counsellors will be up to speed.

It is very much hoped that Council will accept all the recommendations that your team has proposed regarding this matter.

Thanks for all your efforts, Liz. Regards Ruth Pfister.

Community Action Worker Marfell ------

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E-mail from Sam Frank: Regarding items 1-5 & 10-13 - Cook Street / Omata Road ------From: Sam Frank Sent: Monday, 10 October 2016 10:52 AM To: Liz Beck Subject: RE: Emailing: Marfell Minor Traffic Safety Improvements amended Sept 16-01

Kia Ora Liz,

Sorry for the delay in replying to you, but we went on term break on the 23rd September and today is the first day back. I have spoken to the team and we think it's a far safer option to move the bus stop around the corner. Overall the improvements are good and should make it a bit safer for our tamariki, and indeed ourselves, at the entrance to Cook Street. Many thanks for your efforts, Sam and the team at Marfell Kindergarten.

Sam ------12

161 Performance Committee Agenda - Decision - Amendments to Parking Controls (Prohibitions)

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E-mail from Jeffery Cao: Regarding items 21-22 - Paynters Avenue ------From: Jeffery Cao Sent: Thursday, 3 November 2016 7.20 PM To: David Brown Subject: Re: Paynters Avenue, New Plymouth

Dear David,

PAYNTERS AVENUE – KEA CROSSING

Thank you for your letter regarding an upgrade of the crossing point in front of my property at 29 Paynters Ave.

I like the idea of a temporary pedestrian crossing operated by the school before and after the school day. However, you do not like the idea of removing those parking spaces in front my property. 12 May I suggest you put a signs there say “NO PARKING BETWEEN 8 TO 9AM AND 3 TO 4PM”. By doing this way, you solved the problems and also allow public to use the limited resource in a whole day rather than waste it in a whole day.

Kind Regards, Jeffrey Cao ------

162 Performance Committee Agenda - Decision - Amendments to Parking Controls (Prohibitions)

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E-mail from Mal & Jeannie Oxley: Regarding items 21-22 - Paynters Avenue ------From: Mal & Jeannie Oxley Sent: Wednesday, 9 November 2016 5.42 PM To: David Brown Subject: Paynters Avenue Kea Crossing

Hi David

My apologies for missing this deadline of 4 November and I hope that you can take my point into consideration.

We are at No. 28 Paynters Avenue, where already outside our property we have the “crossing” and therefore nowhere to park for visitors. As your proposal is only for school hours, instead of yellow broken lines we would prefer that No Parking Zones between school hours would be preferable as it is only during school hours that this crossing would be used as your intended purpose. Yellow broken lines means that no parking is available at any time and I feel that this is extremely unfair to us as residents. 12

We do not agree with yellow broken lines as mentioned above - as this is ostensibly during school hours only.

We look forward to hearing from you as to the outcome and hope that you look upon this suggestion seriously.

Kind regards Malcolm and Jeanie Oxley ------

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APPENDIX B: Diagrams of proposed changes. Items 1-5 & 10-13 - Cook Street / Omata Road Aerial view:

Remove existing Bus Stop

Remove existing parking prohibition and install new parking prohibition. 12

Remove existing parking prohibition and install new parking prohibition.

164 Performance Committee Agenda - Decision - Amendments to Parking Controls (Prohibitions)

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Items 6-9 & 14-15 - Cook Street / Adventure Street Aerial view:

Install new parking prohibition.

165 Performance Committee Agenda - Decision - Amendments to Parking Controls (Prohibitions)

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Item 16 - Fernbrook Drive Aerial view:

Install parking prohibition 6.0m back from entrance. 12

Summerset Mountain View Retirement Village

Apologies for the poor image quality, this section of the network was developed after NPDC’s most recent aerial imagery survey and this satellite image from Google is the only one available that shows the recent developments in the area.

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Items 17-18 - Devon Street West Aerial view:

WR Phillips Limited

Remove existing metered 12 parking space and install parking prohibition.

167 Performance Committee Agenda - Decision - Amendments to Parking Controls (Prohibitions)

Item for Decision

Item 21-22 - Paynters Avenue Aerial view:

#27

Parking prohibition

#29 #28

Existing parking space to be removed #30

168 Performance Committee Agenda - Decision - Amendments to Parking Controls (Prohibitions)

Item for Decision

Item 24 - Rata Street Aerial view:

Jubilee Park

Remove unrestricted Install parking prohibition. parking space.

Inglewood Community Childcare Centre

169 Performance Committee Agenda - Decision - Oil & Gas Update

Item for Decision

DISTRICT PETROLEUM ACTIVITY UPDATE

PURPOSE An update on petroleum activity matters within or affecting this district and its communities.

RECOMMENDATION That having considered all matters raised in the report, the report be noted.

COMMUNITY BOARDS RECOMMENDATION Kaitake, Inglewood, Waitara and Clifton Community Boards endorsed the officer’s recommendation.

SIGNIFICANCE AND ENGAGEMENT This report is provided for information purposes only and has been assessed as being of some importance. 13

DISCUSSION 2017 Block Offer NZ Petroleum and Minerals (NZ PAM) have invited Territorial Local Authorities to submit on their proposed 2017 Block Offer. The invitation was dated 17 October 2016 and submissions close on 18 November 2016.

The finalised Block Offer will initiate a tender process where operators bid for specific areas for onshore and offshore petroleum exploration rights called permits.

Where an operator successfully bids for a block, NZ PAM require commitment to the specific work programme in their tender. This may include gathering and evaluating data such as from seismic surveys and or exploratory drilling and testing. Where finds are commercially viable then a mining licence is needed to enable development and extraction. This can take place over several years.

Resource consents under the Resource Management Act are usually required from both regional and district councils for exploration and production. There are many other regulatory requirements administered by central government agencies such as those relating to health and safety and hazardous substances.

Direct engagement with potentially affected Iwi by NZ PAM is mandatory under the Crown Minerals Act and is being or has been undertaken.

170 Performance Committee Agenda - Decision - Oil & Gas Update

Item for Decision

There are three Taranaki offerings proposed by the 2017 Block Offer: 1. Onshore Taranaki Basin (17TAR-R2) 2. Onshore/nearshore Northern Taranaki Basin 3. Offshore Taranaki Basin

Proposed offering 1 is delineated in Appendix 1 and is identified as 17TAR-R2 and comprises of the light green coloured areas (not the dark green). These areas are those not taken up in the 2016 Block Offer. The areas within this District comprise:  Bell Block Coastal – This is a built-up urban area which includes Waiwhakaiho and Bell Block. Given the effect it is unlikely to be environmentally practical to accommodate exploration activity in these built up areas due to District Plan controls in respect of noise, traffic and hazardous substances. The coastal land in this area is known to contain signs of historic Maori coastal settlement and is therefore of some cultural and archaeological sensitivity. NZ PAM has statutory obligations to separately consult with Maori which should identify these sensitivities.  Small pockets south of Inglewood where there is already oil and gas activity.  The remaining areas are predominantly in the eastern hill country where road suitability is likely to be the major challenge. 13 The potentially sensitive Kaitake area extending from the Herekawe Stream to the Stoney River is excluded from this Block Offer process. However NZ PAM can extend existing permits outside the Block Offer process. A minor extension was granted to AWE some 18 months ago that encroaches slightly into this area. Given the potential sensitivity and environmental values of the Kaitake area, the District Plan Review will specifically consider how new industrial activities including oil and gas should be managed.

Offering 2 is approximately from Mohakatino northwards, so is outside this District.

Offering 3 is offshore and exploration is unlikely to have direct onshore effects.

No Block specific issues have been identified that warrant a submission.

Previously this Council has used the Block Offer submission process to promote a willingness to work more closely with NZ PAM especially around the Block Offer process. NZ PAM are being more inclusive and repetition of these messages is not needed at this time.

171 Performance Committee Agenda - Decision - Oil & Gas Update

Item for Decision

Managing land farms Both District and Regional Councils administer landfarms where drilling waste is remediated using natural processes triggered by mixing with soil. District Councils administer the National Environmental Standard for Assessing and Managing Contaminants in Soil to Protect Human Health (NES CS) which is triggered when the landfarm activity ceases. Regional Council’s have a similar release process that uses the same clearance standards which results in regulatory duplication.

The three Taranaki District Councils and the Taranaki Regional Council (TRC) are seeking a transfer of powers to the TRC so that both regulatory clearance processes can be addressed at the same time by a single regulator. This is the subject of a separate report to the Council.

Consent related activity New exploratory and production activity continues to be minimal due to the low oil price. Current activity comprises:

 Todd Energy - Maintenance work to remediate subsurface well damage is continuing at the Mangahewa C site (Inland North Road Tikorangi). This work is within 13 consent parameters. - Mangahewa G wellsite (Otaraoa Road, Tikorangi) site-works and planting completed. - A large scale seismic survey is proposed for the Mangahewa field (Tikorangi). A consent has been lodged for temporary explosives storage in isolated locations. If the survey results identify new resources this may trigger further drilling and production requiring consent. - A consent application is expected to be lodged shortly for a new control room at the McKee Production Station.  AWE - Work has yet to commence on the consented Kohatukai exploratory wellsite on Waiwakaiho Road, north of Egmont Village.  TAG Oil - Production is continuing at Sidewinder A. - The consented Sidewinder B site has yet to be established.  Greymouth Petroleum - The consent application for the Ohanga B wellsite at Waiau Road, Onaero is still on hold. - Consent has been granted for the Kowhai D wellsite at Maunganui Road. - The eight well Ngatoro South wellsite (Johns Road, Tariki) has been consented. - It has been advised that the Waimanu wellsite at New Plymouth Airport is being abandoned.

Complaints and compliance There are no current complaint or compliance issues relating to petroleum matters.

172 Performance Committee Agenda - Decision - Oil & Gas Update

Item for Decision

District Plan Review The Draft District Plan has been released for community feedback until the 16th December 2016. All three Taranaki district councils have been working to align their future District Plan Petroleum provisions as part of their respective District Plan reviews.

South Taranaki District Council (STDC) have completed hearing the Proposed South Taranaki District Plan. Several of their submissions related to petroleum matters. The release of decisions are pending which will be taken into account, alongside other feedback received in the draft District Plan. Following feedback engagement with key stakeholders including industry will occur to test the appropriateness of plan provisions before the release of the Proposed District Plan later in 2017.

FINANCIAL AND RESOURCING IMPLICATIONS This work is within existing budgets and resourcing.

IMPLICATIONS ASSESSMENT This report confirms that the matter concerned has no particular implications and has 13 been dealt with in accordance with the Local Government Act 2002. Specifically:  Council staff have delegated authority for any decisions made.  Council staff have identified and assessed all reasonably practicable options for addressing the matter and considered the views and preferences of any interested or affected persons (including Maori), in proportion to the significance of the matter.  Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses.  Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan.  Any decisions made are consistent with the Council's plans and policies.  No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of the Council, or would transfer the ownership or control of a strategic asset to or from the Council.

173 Performance Committee Agenda - Decision - Oil & Gas Update

Item for Decision

APPENDICES Appendix 1: Proposed Block Offer 2017 – 17 TAR-R2 Block (Onshore Taranaki Basin)

Report Details Prepared By: Ralph Broad (Senior Planning Adviser) Team: District Planning Approved By: Liam Hodgetts (Group Manager Strategy) Ward/Community: District Wide Date: 3 November 2016 File Reference: ECM 7267756

------End of Report ------

174 Performance Committee Agenda - Decision - Oil & Gas Update

Item for Decision

APPENDIX 1: Proposed Block Offer 2017 – 17 TAR-R2 Block (Onshore Taranaki Basin)

175 Performance Committee Agenda - Decision - Delegated Authority Contracts

Item for Decision

DELEGATED AUTHORITY CONTRACTS

PURPOSE To inform the Council of contracts with a value in excess of $250,000 awarded in the period 6 July to 1 November 2016.

RECOMMENDATION That, having considered all matters raised in the report, the report be noted.

SIGNIFICANCE AND ENGAGEMENT This report is provided for information purposes only, and has been assessed as being of some importance.

DISCUSSION These tenders have been evaluated and let in accordance with Council policy.

FINANCIAL AND RESOURCING IMPLICATIONS 14 The following contracts were entered into under authority delegated to the Chief Operating Officer and the Chief Executive. These contracts have a GST exclusive value in excess of $250,000 and have not been separately reported.

176 Performance Committee Agenda - Decision - Delegated Authority Contracts

Item for Decision

No. of Successful Estimated LTP Contract Tender Evaluation Range of Contract Tender Tenderer Price Budget Price Method Method Prices s 16/BC04 Earthquake Lowest $1,633,546 strengthening and concurrent ICL Construction $1,741,000 N/A $1,633,546 Open Price 3 To open spaces works Conforming $1,787,180 $306,220 16/PM01 Term Electrical $330,000 $700,000 $306,220 per Weighted JLE Electrical Open 8 To Maintenance 2016 - 2019 per year per year year Attributes $507,090

Table 1 – Summary of Contracts Awarded

177 Performance Committee Agenda - Decision - Delegated Authority Contracts

Item for Decision

IMPLICATIONS ASSESSMENT This report confirms that the matter concerned has no particular implications and has been dealt with in accordance with the Local Government Act 2002. Specifically:

 Council staff have delegated authority for any decisions made;

 Any decisions made will help meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses;

 Unless stated above, any decisions made can be addressed through current funding under the Long-Term Plan and Annual Plan;

 Any decisions made are consistent with the Council's plans and policies; and

 No decisions have been made that would alter significantly the intended level of service provision for any significant activity undertaken by or on behalf of 14 the Council, or would transfer the ownership or control of a strategic asset to or from the Council.

Report Details Prepared By: David Langford (Infrastructure Manager) Team: Infrastructure Approved By: Sue Davidson (Chief Operating Officer) Ward/Community: District Wide Date: 03 November 2016 File Reference: ECM 7254724

------End of Report ------

178 Performance Committee Agenda - Recommendation - Central Landfill Memorandum of Understanding

Item for Recommendation

CENTRAL LANDFILL MEMORANDUM OF UNDERSTANDING

MATTER The matter for consideration by the Council is the delegation of authority to sign the memorandum of understanding (MoU) for the shared development, management and operation of the proposed Central Landfill between New Plymouth, Stratford and South Taranaki District Councils.

RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report, Authority is delegated to the CEO to Sign the Memorandum of Understanding and the subsequently developed Joint Committee Agreement provided that it is in line with the Memorandum of Understanding.

COMPLIANCE

Significance This matter has been assessed as being of some importance This report identifies and assesses the following reasonably practicable options for addressing the matter:

1. Delegate authority to the Chief Executive Officer to sign the Memorandum of Understanding and the 15 Options subsequently developed Joint Committee Agreement.

2. Provide direction so that council staff can engage in further negotiations with the other District Councils and revise the Memorandum of Understanding accordingly.

The persons who are affected by or interested in this matter Affected persons are the general public.

Recommendation This report recommends option 1 for addressing the matter.

Long-Term Plan / Annual Plan None Implications

Significant Policy and Plan None Inconsistencies

179 Performance Committee Agenda - Recommendation - Central Landfill Memorandum of Understanding

Item for Recommendation

BACKGROUND New Plymouth District Council (NPDC), Stratford District Council (SDC) and South Taranaki District Council (STDC) are currently bound by the Regional Waste Services Management Agreement 2008 (RWSMA). This agreement outlines the respective councils’ responsibilities for current and future solid waste disposal. Under this agreement STDC are obliged to construct and operate the Central Landfill ready for the current Colson Road Landfill being decommissioned. Under this agreement NPDC and SDC would become paying customers of STDC, reciprocating the current arrangements at the Colson Road Landfill.

Since the RWSMA came into effect there have been a number of changes that have impacted upon both the capital investment required for the construction of the Central Landfill as well as its long term financial viability. These include increasing legislative requirements, such as waste levy and emissions trading scheme and national environmental standards, as well as advancements in landfill design and construction best practice.

In 2013 STDC undertook a review of the financial viability of the Central Landfill. Based on this review, STDC have concerns regarding their sole develop and operation of a new regional landfill and the associated risks. STDC subsequently approached NPDC & SDC with a proposal for shared ownership of the Central Landfill. This proposal was aimed at improving its long term financial viability whilst also mitigating the associated risks.

In June 2014 NPDC Council resolved to allow Council officers to enter into negotiations 15 with STDC to explore shared service options and develop an associated Memorandum of Understanding (MoU) that would ultimately form the basis of a new agreement to supersede the RWSMA.

The central landfill was consulted with and approved as part of the 2015-2025 LTP where it was stated the capital costs to develop Stage 1 would come out of the Solid Waste Development fund.

Our share of the cost of stage 1 of the landfill is estimated at $11m. The additional costs of the new central landfill were also consulted on and approved by Council.

Colson Road Current State The Colson Road Landfill site is surveyed every six months. The survey data is used to forecast the closure date of the site. The last survey, undertaken in July 2016 forecast this date to be June 2019.

180 Performance Committee Agenda - Recommendation - Central Landfill Memorandum of Understanding

Item for Recommendation

Shared Service Models There are potentially three viable shared service models available for consideration. These are summarised below.

Shared Service Model Benefits Negatives Limited Partnership Limited Partners can More complex legal receive “look through” tax agreements required. treatment for Limited Partners are profits/losses of the prohibited from Limited Partnership. This involvement in the is not relevant to a Local management of the Authority. limited partnership. This creates a high degree of separation between the Local Authorities as Limited Partners and the General Partner as the CCO managing the landfill. Council Controlled Liability can be limited Higher costs associated Organisation (CCO), either with the creation of a with both the cost of joint venture or limited separate legal entity. governance of the CCO company. (Directors Fees) and corporate tax liabilities.

Moderate degree of 15 separation between local Authorities as shareholders and the CCO managing the landfill. Joint Committee Minimal cost of With no separate legal governance. entity, such as a CCO, to separate the shared Prevents the creation of a service landfill from the corporate tax liability three territorial authorities, the continued No separate legal entity so success of a Joint no separation of control Committee will rely on the from the three territorial mutual trust, cooperation authorities. and collaboration of the three parties.

181 Performance Committee Agenda - Recommendation - Central Landfill Memorandum of Understanding

Item for Recommendation

Preferred Option The preferred option is to form a Joint Committee with representatives from each of the three District Councils. Key decisions, such as setting the gate charges and requesting additional capital if necessary will need to be referred back to the three District Councils as they will have impacts on each Council’s Fees and Charges.

The MoU is not legally binding but gives a commitment to work together to finalise an agreement to formalise the relationship of the Councils and for the management of the Central Landfill.

The MoU establishes the following key principals:

1. Joint Committee Composition The Central Landfill Joint Committee will comprise one elected member from New Plymouth DC, South Taranaki DC and Stratford DC. The functions of the Joint Committee will be to oversee the management of the Central Landfill, including:

 Proposing the gate charges for the landfill  Determining the types of waste to be accepted at the Central Landfill  Setting the annual budget for the Central Landfill  Forecasting the municipal waste volumes for each financial year  Determining the permanent closure date of the Central Landfill

Each member of the Joint Committee will have one vote on all resolutions of 15 the Joint Committee. The Chairperson of the Joint Committee will not have a second or casting vote.

2. Initial Capital Investment & Percentage Interest In July 2015, the consultant MWH provided a capital cost estimate for the development of the Central Landfill, based on the preliminary designs. This estimate includes the sunk costs incurred by South Taranaki District Council in purchasing the land and acquiring the required resource consents. The total cost estimate is $42.9m.

It is proposed that the three District Councils provide only enough capital to allow the Central Landfill to become operational, i.e. Stage 1 development.

The cost estimate for Stage 1 is approximately $16.1m. This initial capital will be provided by each of the three District Councils and will be shared in proportion to the current waste disposal volumes disposed of by each Council to the Colson Road Landfill as follows:

 New Plymouth – 66.4%  South Taranaki – 27.1%  Stratford – 6.5%

182 Performance Committee Agenda - Recommendation - Central Landfill Memorandum of Understanding

Item for Recommendation

This effectively links the cost of development, risk taken and the initial capital investment of each Council to their expected use of the new landfill.

3. Administering Authority New Plymouth District Council will be appointed as the Administering Authority to manage the day-to-day operation and future development of the Central Landfill on behalf of the Joint Committee. This will include:

 Operation and maintenance of the landfill, including entering into contracts with Contractors and other third parties  Holding on trust a separate operating account, Future Development Fund and Aftercare Fund  Receive the transfer of the relevant Resource Management Act consents  Lease the subdivided Central Landfill site from South Taranaki District Council.

4. Gate Charge Pricing Model The proposed pricing model for the gate charge is intended to minimise the solid waste disposal costs to the three district councils. Gate charges for commercial waste will be set to recover the full costs of running the landfill including:

 Future Development Fund  Aftercare 15 Based on the financial modelling, undertaken by PWC, it is expected that the gate charges required to keep the operating account in surplus will be of a similar order of magnitude to those currently charged at the Colson Road Landfill.

5. Future Development & Aftercare Funds The initial capital investment required by the three District Councils will provide for the stage 1 development of the Central Landfill site only. Subsequent development of waste disposal cells will be funded from the gate charges. New Plymouth District Council, as the Administering Authority will allocate a proportion of the operating revenue, sufficient funds in order to meet the anticipated costs of the future development of the Central Landfill. These funds will be held in trust in a Future Development Fund.

Likewise, the Administering Authority will allocate a proportion of the operating revenue to an Aftercare Fund. This fund will provide for the anticipated costs of managing the site and any potential liabilities for the 30 year period after the closure of the Central Landfill.

183 Performance Committee Agenda - Recommendation - Central Landfill Memorandum of Understanding

Item for Recommendation

The Next Steps Appendix 1 of this report contains a timeline showing the key packages of work required to ensure that the Central Landfill is operational before the closure of the Colson Road Landfill. This is a tight timeframe.

Work is starting now on the new entrance to the landfill which will be constructed early in the New Year; and on base monitoring of the site which is necessary to conform with Taranaki Regional Council’s resource consent conditions.

SIGNIFICANCE AND ENGAGEMENT In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as being of some importance.

OPTIONS Statutory Responsibilities

Under the Waste Minimisation Act 2008, territorial authorities have a statutory responsibility to promote effective and efficient waste management and minimisation within its district.

Option 1 Delegate the authority to the Chief Executive to sign the Central Landfill Memorandum of Understanding and the subsequently developed Joint Committee Agreement, provided it is in line 15 with the Memorandum of Understanding. a) Financial and Resourcing Implications New Plymouth District Council will be required to provide a proportion (66.4%) of the initial capital required to develop stage 1 of the Central Landfill site. This is currently estimated at $10.7m and will be funded from the Solid Waste Development Fund (SWDF). The SWDF has a current balance, minus any confirmed commitments of $8.57m. It is anticipated that this fund will continue to increase over the next 2 financial years as costs are recovered through the gate charges at Colson Road and there will be sufficient funds to cover the initial capital investment for the Central Landfill. b) Risk Analysis Colson Road Landfill is due to close in mid-2019. There is a substantial amount of work to be undertaken prior to this date to ensure the new Central Landfill site is operational. It is now critical that this work proceeds at the earliest opportunity as any delay could prevent the Central Landfill from being operational before this deadline. c) Promotion or Achievement of Community Outcomes This option contributes to the “Our Environment” outcome by supporting the responsible disposal of non-recyclable solid waste.

184 Performance Committee Agenda - Recommendation - Central Landfill Memorandum of Understanding

Item for Recommendation d) Consistency with Policies and Plans This option is consistent with the Long Term Plan, which identified the need for a new regional landfill to be built in South Taranaki and the New Plymouth District Council’s capital contribution being funded from the Solid Waste Development Fund. e) Advantages and Disadvantages This option will secure a new waste disposal route for the District before the closure of the Colson Road Landfill.

The development of a new landfill effectively commits New Plymouth District to dispose of its municipal waste to landfill for the next 30 years. However, with the proposed staged development of the landfill site, it may be possible to avoid some of the future capital development costs if more environmentally sustainable disposal routes are subsequently identified.

The shared service approach set out in this MoU provides an effective mechanism for equitably apportioning cost and risk between the three District Councils.

Option 2 Provide direction to Council staff so that they can further negotiate the Central Landfill Memorandum of Understanding so that it can be revised accordingly. a) Financial and Resourcing Implications 15 Delays in agreeing the MoU could result in the Closure of the Colson Road Landfill before a new disposal route is operational. If this were to occur, waste would need to be transported out of the region to another landfill. As such, there would be a substantial increase in the operational cost of the district’s solid waste disposal. b) Risk Analysis The main risk with this option is regarding the forecast closure date of the Colson Road Landfill. There is a high degree of urgency required in order to ensure a replacement solid waste disposal facility is provided before this date. c) Promotion or Achievement of Community Outcomes None. d) Consistency with Policies and Plans This option does not conflict with any policies or plans; however, it also does not actively contribute towards any either. e) Advantages and Disadvantages There are no advantages associated with this option. The disadvantage is that the amount of time used to further negotiate the MoU will reduce the amount of time available for constructing the Central Landfill.

185 Performance Committee Agenda - Recommendation - Central Landfill Memorandum of Understanding

Item for Recommendation

Recommended Option This report recommends option 1 for addressing the matter.

APPENDICES Appendix A: Central Landfill Project Timeline

Report Details Prepared By: DAVID LANGFORD (INFRASTRUCTURE MANAGER) Team: Infrastructure Approved By: SUE DAVIDSON (GROUP MANAGER DISTRICT SERVICES) Ward/Community: DISTRICT WIDE Date: 03/11/2016 File Reference: ECM: 7271199

------End of Report ------

186 Performance Committee Agenda - Recommendation - Central Landfill Memorandum of Understanding

Central Landfill Project Plan.mpp

ID Task Name Duration Start Finish Deadline Task Float 2017 Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep 1 Central Landfill Project Plan 630 days Thu 3/11/16 Wed 3/04/19 NA 0 days 2 Legal Documentation (MoU) 24 days Fri 11/11/16 Wed 14/12/16 NA 4 days 0% 3 Meeting to finalise MoU 1 day Fri 11/11/16 Fri 11/11/16 NA 13 days 0% 4 NPDC Report to Council 1 day Thu 1/12/16 Thu 1/12/16 NA 9 days 0% 5 SDC Report to Council 1 day Mon 5/12/16 Mon 5/12/16 NA 7 days 0% 6 STDC Report to Council 1 day Wed 14/12/16 Wed 14/12/16 NA 0 days 0% 7 Sign MoU 0 days Wed 14/12/16 Wed 14/12/16 Tue 20/12/16 0 days 14/120% 8 Legal Documentation (Detailed Agreements) 121 days Thu 3/11/16 Thu 20/04/17 NA 67 days 0% 9 Draft Joint Committee Agreement 40 days Thu 15/12/16 Wed 8/02/17 Fri 31/03/17 0 days 0% 10 Sign Joint Committee Agreements 1 day Thu 9/02/17 Thu 9/02/17 NA 0 days 0% 11 Land Valuation 15 days Thu 3/11/16 Wed 23/11/16 NA 0 days 0% 12 Lease Agreement 40 days Thu 3/11/16 Wed 28/12/16 NA 32 days 0% 13 Landfill Service Deeds 50 days Fri 10/02/17 Thu 20/04/17 NA 341 days 0% 14 Governance Structure 559 days Thu 9/02/17 Wed 3/04/19 NA 0 days 15 Form the joint committee 0 days Thu 9/02/17 Thu 9/02/17 NA 0 days 0% 16 Formally appoint Administering Authoity 1 day Fri 10/02/17 Fri 10/02/17 NA 558 days 0% 17 Delegate Authority to Administering Authority 1 day Fri 10/02/17 Fri 10/02/17 NA 0 days 0% 18 Transfer of Consents to Administering Authority 1 day Mon 13/02/17 Mon 13/02/17 NA 557 days 0% 19 Joint Committee Meetings 523 days Mon 3/04/17 Wed 3/04/19 NA 0 days 0% 0% 0% 20 Joint Committee Meeting 1 1 day Mon 3/04/17 Mon 3/04/17 NA 522 days 0% 21 Joint Committee Meeting 2 1 day Mon 3/07/17 Mon 3/07/17 NA 457 days 0% 22 Joint Committee Meeting 3 1 day Tue 3/10/17 Tue 3/10/17 NA 391 days 0% 23 Joint Committee Meeting 4 1 day Wed 3/01/18 Wed 3/01/18 NA 325 days 24 Joint Committee Meeting 5 1 day Tue 3/04/18 Tue 3/04/18 NA 261 days 25 Joint Committee Meeting 6 1 day Tue 3/07/18 Tue 3/07/18 NA 196 days 26 Joint Committee Meeting 7 1 day Wed 3/10/18 Wed 3/10/18 NA 130 days 27 Joint Committee Meeting 8 1 day Thu 3/01/19 Thu 3/01/19 NA 64 days 28 Joint Committee Meeting 9 1 day Wed 3/04/19 Wed 3/04/19 NA 0 days 29 Design & Construction 590 days Thu 3/11/16 Wed 6/02/19 NA 0 days 30 Road Improvement Project 120 days Thu 3/11/16 Wed 19/04/17 NA 26 days 0% 31 Write Construction Phase Contract 20 days Thu 3/11/16 Wed 30/11/16 NA 0 days 0% 32 Advertise Tender 20 days Thu 1/12/16 Wed 28/12/16 NA 0 days 0% 33 Tender Close 0 days Wed 28/12/16 Wed 28/12/16 NA 0 days 0% 34 Tender Evaluation 10 days Thu 29/12/16 Wed 11/01/17 NA 0 days 0% 35 Tender Award 0 days Wed 11/01/17 Wed 11/01/17 NA 0 days 0% 36 Contractor Mobilisation 10 days Thu 12/01/17 Wed 25/01/17 NA 0 days 0% 37 Construction 60 days Thu 26/01/17 Wed 19/04/17 Thu 25/05/17 26 days 0% 38 Baseline Monitoring 75 days Thu 3/11/16 Wed 15/02/17 NA 165 days 0% 39 Confirm scope of monitoring 15 days Thu 3/11/16 Wed 23/11/16 NA 0 days 0% 40 procure monitoring equipment & services 40 days Thu 24/11/16 Wed 18/01/17 NA 0 days 0% 41 Install Monitoring Equipment 20 days Thu 19/01/17 Wed 15/02/17 NA 0 days 0% 42 Monitoring & Reporting Starts 0 days Wed 15/02/17 Wed 15/02/17 Thu 5/10/17 165 days 0% 43 Landfill Construction 590 days Thu 3/11/16 Wed 6/02/19 NA 0 days 44 Tender detailed design work 40 days Thu 3/11/16 Wed 28/12/16 NA 0 days 0% 45 Detailed Design 120 days Thu 29/12/16 Wed 14/06/17 NA 0 days 0% 46 Write construction contract 40 days Thu 20/04/17 Wed 14/06/17 NA 0 days 0% 47 Tender Construction 40 days Thu 15/06/17 Wed 9/08/17 Fri 29/09/17 20 days 0% 0% 48 Contractor Mobilisation 20 days Thu 7/09/17 Wed 4/10/17 NA 0 days 0% 49 Construct Landfill - Season 1 30 wks Thu 5/10/17 Wed 2/05/18 Wed 2/05/18 0 wks 50 Construct Landfill - Season 2 25 wks Thu 16/08/18 Wed 6/02/19 Thu 2/05/19 0 wks 51 Commercial & Financial 558 days Fri 10/02/17 Wed 3/04/19 NA 0 days 52 Establish Operating Account 0 days Fri 10/02/17 Fri 10/02/17 NA 0 days 0% 53 Transfer of Initial Capital 0 days Fri 10/02/17 Fri 10/02/17 NA 558 days 0% 54 Establish Future Development Account 0 days Fri 10/02/17 Fri 10/02/17 NA 558 days 0% 55 Establish Aftercare Account 0 days Fri 10/02/17 Fri 10/02/17 NA 558 days 0% 56 Negotiate & transfer of existing Colson Road customers 40 days Mon 13/08/18 Fri 5/10/18 NA 25 days 57 Forecast of tonnage 15 days Mon 12/11/18 Fri 30/11/18 NA 0 days 15 58 Financial modeling 20 days Mon 3/12/18 Fri 28/12/18 NA 0 days 59 Prepare Yr 1 Budget 20 days Mon 31/12/18 Fri 25/01/19 NA 20 days 60 Gate Charges Adopted by respective Councils 0 days Mon 25/02/19 Mon 25/02/19 NA 28 days 61 Budget Adopted 0 days Wed 3/04/19 Wed 3/04/19 NA 0 days 62 Operations 115 days Thu 25/10/18 Wed 3/04/19 NA 0 days 63 Write Landfill Operation Contract 40 days Thu 25/10/18 Wed 19/12/18 Fri 4/01/19 0 days 64 Advertise Tender 20 days Thu 20/12/18 Wed 16/01/19 NA 0 days 65 Tenders Close 0 days Wed 16/01/19 Wed 16/01/19 NA 0 days 66 Tender Evaluation 10 days Thu 17/01/19 Wed 30/01/19 NA 0 days 67 Recommended Tender Signed Off 5 days Thu 31/01/19 Wed 6/02/19 NA 0 days 68 Award Tender 0 days Wed 6/02/19 Wed 6/02/19 NA 0 days 69 Contractor Mobilisation 40 days Thu 7/02/19 Wed 3/04/19 NA 0 days 70 Colson Road Closure 0 days Wed 3/04/19 Wed 3/04/19 NA 0 days 71 Colson Road Lanfill Closure 0 days Wed 3/04/19 Wed 3/04/19 Mon 3/06/19 0 days

Critical Progress Task Task Progress Critical Milestone Summary Deadline

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187 Performance Committee Agenda - Recommendation - Central Landfill Memorandum of Understanding

Central Landfill Project Plan.mpp

2018 2019 Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May 0%

0% 0% 0% 0% 0% 0% 0%

0% 0% 0% 0% 0% 0% 0% 0%

0% 0% 0% 0% 0% 0%

0% 15 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 0% 3/04

Critical Progress Task Task Progress Critical Milestone Summary Deadline

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188 Performance Committee Agenda - Recommendation - Stopping and Legalisation of Road, Hine Street

Item for Recommendation

ROAD LEGALISATION EXCHANGE – STOPPING AND DISPOSAL AND VESTING OF LAND AS ROAD – 98 & 100 HINE STREET, NEW PLYMOUTH

MATTER The matter for consideration by the Council is to seek approval to:

1. Stop a section of unformed legal road reserve, comprising 37m2 secure freehold title and vest the land with the title of adjoining property Frankel Building Limited, by way of an amalgamation condition; and

2. Acquire in exchange an equivalent area of 37m2 of the freehold land owned by the company to be declared road and vested in Council.

3. Effect the exchange of the equivalent areas between the parties, on the condition that the land swap is full and final as to compensation consideration as to “equality of exchange”, but subject all costs associated with giving effect to the land rationalisation being meet by the company.

RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report the Council: a) Notes that Frankel Building Limited wish to effect a mutual exchange of 37m2 of its freehold land for an equivalent area of 37m2 of road subject to stopping to provide a uniform straight lined parallel road 16 boundary for better private development and additional road width utility. The proposed land rationalisation is supported by the Transportation Team. b) Approves the stopping of that area of road adjoining Allotment 12 Deeds Plan 43 described in the Schedule of Land below as Section 2 SO 490196 (37m2) and the vesting of the estate in fee simple by way of amalgamation into the adjoining owners land title, Computer Freehold Register TN123/228 pursuant to Sections 116(1) and 117(1) and (3) (a) and Section 120(3) of the Public Works Act 1981. c) Approves as full and final equality of exchange for compensation purposes, the declaration and vesting of the owners land held in Computer Freehold Register TN123/228 being Section 1 SO 490196 (37m2) as legal road described in the Schedule below pursuant to Section 114(1) of the Public Works Act 1981. d) Approves that the statutory or other costs associated with the legalisation be met by the applicant land owner.

189 Performance Committee Agenda - Recommendation - Stopping and Legalisation of Road, Hine Street

Item for Recommendation e) Approves that the consent of the Minister for Land Information’s delegate be sought to the stopping of the area of road, subsequent vesting of the estate in fee simple by way of amalgamated title and to the vesting of land as road and publication of a gazettal declaration notice under the Public Works Act 1981.

Schedule of land (see Appendix A – SO Plan 490196)

Road to be Stopped and Vested

Shown Legal Description CFR Area Marked (m²) Section 2 Road Reserve (Adjoining Lot 12 Deeds Plan N/A 37m² 43)

Land to be acquired for Road

Shown Legal Description CFR Area Marked (m²) Section 1 Part of Allotment 11 Deeds Plan 43 TN123/23 37m² 3 Limited as to parcels

COMPLIANCE

Significance This matter has been assessed as being of some importance. 16 This report identifies and assesses the following reasonably practicable options for addressing the matter:

1. Agree to the mutual beneficial exchange of land by stopping that part of unformed legal road reserve, amalgamating of the subsequent freehold with adjoining Options Allotment 12 Deeds Plan 43 and equivalent acquisition of part of Allotment 11 Deeds Plan 43 to be declared and vested as road in Council.

2. Decline the exchange to effect a mutual beneficial land rationalisation. The only people directly affected by this issue is the owner(s) of the land to be acquired. Legal access will be maintained to the adjoining lots with no impact on the general public. Public Affected persons notification of the exchange is not required under the Public Works Act 1981, and no need for any consultation process under the Local Government Act 2002 in terms of Council’s Significant and Engagement Policy.

190 Performance Committee Agenda - Recommendation - Stopping and Legalisation of Road, Hine Street

Item for Recommendation

COMPLIANCE

Recommendation This report recommends option 1 for addressing the matter.

Long-Term Plan / Annual Plan Nil. Implications

Significant There are no policy or plan inconsistencies involved with the Policy and Plan acquisition of land for road legalisation and disposal of road Inconsistencies reserve designated surplus to Council requirements.

EXECUTIVE SUMMARY In May 2015 Council officers were contacted by McKinlay Surveyors on behalf of the owners of 98 and 100 Hine Street.

The owners (who own both adjoining titles) requested that a section of unformed legal road reserve be stopped and amalgamated with the adjoining land held in Computer Freehold Register TN123/228.

To facilitate this, the owners(s) offered to provide an equal area of land to be acquired by the Council and to vest as legal road. The overall transaction would benefit both the Council and the owner by facilitating a uniform parallel road boundary between the two lots. The additional land acquired for road will provide for future road widening of Hine Street if required. 16 The exchange of land has been agreed as full compensation and a memorandum of agreement signed conditional upon final Council approval. The applicant will meet all costs associated with effecting the transacting as to statutory process, under the Public Works Act 1981.

BACKGROUND 1. Details of the Two Company Properties Involved Allotment 11 Deeds Plan 43 comprising 663m² of land held in Computer Freehold Register TN123/233 and owned by Frankel Building Limited of which 37m² of land is to be acquired for road.

Allotment 12 Deeds Plan 43 comprising 568m² of land held in Computer Freehold Register TN123/228 Part-Cancelled and owned by Frankel Building Limited of which 37m² of adjoining road is to be stopped and amalgamated into this title.

2. District Plan Residential “B” Environmental zoning, part governed by the Cameron Street and Cutfield Road Urban Viewshafts (Sections 2 & 3). 3. Background of Acquisition

191 Performance Committee Agenda - Recommendation - Stopping and Legalisation of Road, Hine Street

Item for Recommendation

Council officers were approached by the owner(s) Frankel Building Limited, of allotments 11 and 12 Deeds Plan 43 to complete a land exchange. To facilitate this exchange 37m² of unformed road reserve is to be stopped adjoining Allotment 12 and the freehold of the land amalgamated with the land in Computer Freehold Register TN123/228 owned by the company.

In return 37m² of private land owned by the company currently contained in Allotment 11 will be declared and vested as legal road in the Council. Facilitation of the exchange will achieve uniformity of the road boundary width between the two land parcels by straight lining. The land rationalisation is recommended by the Transportation Team.

4. Compensation under the Public Works Act 1981 The proposal involves a swap of equivalent land areas as full and final compensation. An “equality of exchange” as compensation for the land parcels is consistent with the Public Works Act 1981.

5. Cadastral Survey The land areas involved have been surveyed through SO Plan 490196 (as shown in Appendix A), the full cost of survey having been meet by the applicant company.

SIGNIFICANCE AND ENGAGEMENT In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as being of some importance. This proposal only affects the Council and land owner, and consultation has not been taken any wider to ascertain the views 16 of the wider community or adjacent property owners. The proposal will benefit the wider community.

OPTIONS Option 1 Recommended: Agree to the mutual beneficial exchange of land by stopping that part of unformed legal road reserve, amalgamating of the subsequent freehold with adjoining Allotment 12 Deeds Plan 43 and equivalent acquisition of part of Allotment 11 Deeds Plan 43 to be declared and vested as road in Council. a) Financial and Resourcing Implications The stopping and acquisition of this land is to be completed via a land exchange with the applicant as a condition of the land rationalisation meeting all the costs associated with effecting the process. b) Risk Analysis There are no known risks.

192 Performance Committee Agenda - Recommendation - Stopping and Legalisation of Road, Hine Street

Item for Recommendation c) Promotion or Achievement of Community Outcomes This option promotes Our Community through the acquisition of land for road. d) Statutory Responsibilities Meets the requirements of the Public Works Act 1981.

The stopping of road adjoining Lot 12 is to be completed pursuant to Sections 116(1) and 117(1) (3) and Section 120(3) amalgamated with the land in Computer Freehold Register TN123/228.

The acquisition of the section of land for legal road will be so declared and vested and held as road by the Council pursuant to Section 315(1) of the Local Government Act 1974, being acquired by agreement with the land owner for a “local public work” pursuant to Section 114(1) of the Public Works Act 1981. e) Consistency with Policies and Plans This is consistent with Blueprint key directions of Growth – Direct a cohesive growth strategy that strengthens the city and township. f) Participation by Māori The Council is acquiring private land and disposing of road that is not subject to any waahi tapu site notation in the District Plan. Ngäti Te Whiti Hapu and Ngäti Tairi Hapu have been briefed on the planned road stopping and legalisation. g) Community Views and Preferences Not sought, but the land rationalisation proposal benefits the community. 16 h) Advantages and Disadvantages This option enables Council to acquire a section of land to achieve boundary uniformity between neighbouring private land abutting road.

Option 2 Not Recommended: Decline the exchange of land. a) Financial and Resourcing Implications None. The stopping and acquisition of this land is to be completed via a land exchange with the applicant to bare all costs associated with this process. b) Risk Analysis There are no known risks, but the opportunity to acquire the additional width of land for road and dispose of land not required for road may not present itself again with a change in owner of the private land in the future. c) Promotion or Achievement of Community Outcomes If the land swap does not proceed there will be no benefit to the community.

193 Performance Committee Agenda - Recommendation - Stopping and Legalisation of Road, Hine Street

Item for Recommendation d) Advantages and Disadvantages As indicated the Council may lose the ability to acquire that section of land for future road reserve on the open market with a change of owner or dispose of surplus road reserve.

Recommended Option This report recommends Option 1: Agree to the exchange of land as set out above.

APPENDICES Appendix A: Survey Office Plan 490196 Appendix B: Aerial Overlay Plan

Report Details Prepared By: Richard Buttimore (Property Services Officer) Team: Property Approved By: Peter Handcock (Property Manager) Ward/Community: New Plymouth Date: 25 October 2016 File Reference: ID 15846, 15847 & ECM 7234765

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194 Performance Committee Agenda - Recommendation - Stopping and Legalisation of Road, Hine Street

Item for Recommendation

APPENDIX A

195 Performance Committee Agenda - Recommendation - Stopping and Legalisation of Road, Hine Street

Item for Recommendation

APPENDIX B

Road to be Stopped

Road to be Vested

196 Performance Committee Agenda - Recommendation - Road Naming report November 2016

Item for Recommendation

NAMING OF ROADS AND RIGHTS-OF-WAY

MATTER The matter for consideration by the Council is the naming of roads and rights-of way as a result of subdivision development.

RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report:

The following names be approved and the Group Manager Business Performance allocate street numbers where appropriate to the properties fronting these roads and rights-of ways: a) Roads i) Mahuru Lane b) Right-of-way i) Okoare Lane c) Private Roads i) Freemason Avenue ii) Ashlar Court iii) Tyler Place iv) Warden Place d) Road renaming i) Garrett Drive 17

COMPLIANCE

Significance This matter has been assessed as being of some importance. This report identifies and assesses the following reasonably practicable options for addressing the matter:

Options 1. Approve the recommended names.

2. Do not approve some or all recommended names and report back with alternatives. The persons who are affected by or have an interest in road naming generally are identified in the Road Naming Policy and Affected persons include the developer, iwi and hapu and any property owners or occupiers whose property address will require to be changed as a consequence of the naming of the road.

197 Performance Committee Agenda - Recommendation - Road Naming report November 2016

Item for Recommendation

COMPLIANCE

Recommendation This report recommends Option 1 for addressing the matter.

Long-Term Plan / Annual Plan No Implications

Significant Policy and Plan No Inconsistencies

EXECUTIVE SUMMARY The report proposes names for roads and rights-of-way (ROW), including private roads, created as a result of recent subdivisions. The renaming of a road is also recommended. The proposed names have been identified having regard to the criteria and process outlined in Policy 11-002 Policy on Naming and Renaming of Roads, Private Roads and Rights-of Way and relevant legislation and NZ standards.

BACKGROUND

1. Legislation 1.1 Council’s general powers in relation to roads, including road naming, are set out in Section 319 of the Local Government Act 1974. Section 319(j) provides the power “to name and to alter the name of any road and to place on any building or erection on or abutting on any road a plate bearing the name of the road.” The Act does not specify any process to be followed in identifying and allocating 17 road names and no consultation with, or input from, any party is required.

1.2 Section 319A provides that where the Council names a road for the first time, or alters the name of a road, the Council must as soon as practicable send a copy of the resolution to Land Information New Zealand (LINZ).

1.3 Section 319B relates to the allocation of property numbers and provides that “for electoral, postal and other purposes” the Council may allocate street numbers and requires the Council to advise LINZ of the numbers it has allocated. Where a property number is unacceptable such as where it does not comply with the ‘Addressing Standard’, LINZ may require the Council to change the number.

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Item for Recommendation

1.4 LINZ then validates the road name and property numbers and updates the official national record. LINZ makes the official address information that it holds available in several forms. Data resellers, in particular, take this data and tailor it for end-users such as the emergency services, businesses, local government and central government agencies.

2. Council Policy While the legislation does not specify a process for road naming, the Council has adopted its own policy in this regard (Policy 11-002, Policy on Naming and Renaming of Roads, Private Roads and Rights-of-Way).

A copy of this policy is appended to this report (Appendix A).

It is noted that: (a) The policy distinguishes between the naming of public roads (to be vested in Council) and the naming of private roads and rights-of-way (private ways). Public roads are required to be named under the Local Government Act and the policy is principally directed towards the process of naming such public roads. In contrast, the Council has no legal obligation to name or rename a private road or right-of-way and the policy sets out a much more simplified process for the naming of these. In particular the policy provides that private roads and rights-of-way (ROW’s) with more than 5 addresses may be named or renamed at the request of the owners of the private road or ROW and that the Council will only receive proposals for names from the owner of the private road or ROW. The policy also notes that LINZ may require a private road or ROW to be named or renamed to meet the addressing requirements of the relevant NZ standard (AS/NZS 4819:2011).Given the difference in the naming process provided for in the policy for public roads as opposed to private ROW’s and 17 roads, the road naming recommendations in relation to this report clearly set out which proposed names relate to roads and which relate to ROW’s and private roads.

(b) The policy does not require a formal consultation process to be undertaken on proposed road naming. Under the policy affected parties (generally limited to the developer and iwi and hapu) are informed of the requirement to name or rename a road (but not ROWs and private roads) and provided an opportunity to propose a name for the road. The policy does not envisage that proposed names, once submitted, are further consulted on prior to reporting to the Council for decision making.

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Item for Recommendation

(c) While the policy sets out procedures for decision-making on road naming, these are guidelines only and do not have any statutory effect or status. The decision- making provisions of the Local Government Act merely provide that if a decision of a local authority is significantly inconsistent with, or is anticipated to have consequences that will be significantly inconsistent with, any policy adopted by the local authority, the local authority must, when making the decision, clearly identify: - the inconsistency: and - the reasons for the inconsistency: and - any intention to amend the policy to accommodate the decision.

RECOMMENDED ROAD NAMES Mahuru Lane or Riley James Lane This is a proposed new cul-de-sac coming off SH45 in Okato, part of a 12 lot residential subdivision of a block of residentially zoned land at the northern end of the settlement (location shown in Appendix B). The developer, Wayne Looker, initially proposed the name “Riley James Lane” in a memorial to his son who was killed in a motorbike accident two years ago.

An alternative name has been proposed by Karen Wall (of Nga Mahanga hapu) recommending the name “Mahuru”, and has been further endorsed by Nga Mahanga a Tairi, being a name of the whanau which originally occupied these lands.

It is noted that Wayne Looker has acknowledged that iwi may have a preference for an alternative name and he was prepared to take direction from that view. The Council received the following explanation from Mrs Wall:

“The Mahuru whanau had Papakainga on Section 6 Okato Townbelt and they are an 17 integral part of Nga Mahanga history and tribal significance. The historical indifferences compelled by land confiscation and social discord have alienated the relationship between the original local Okato inhabitants and those who came later. The relevance of having the Mahuru name recognised in this way is a step towards acknowledging the connections of local Maori (Nga Mahanga) and their existence.”

As the Mahuru whanau have links to this land the name ‘Mahuru’ is appropriate. The Council’s Road Naming Policy informs that Māori names associated with the whenua (land), tribal rohe, geographical place or site, historical event, object, or spiritual or cultural connections are preferred, and given that Mr Looker acknowledges that iwi having a preferred alternative name, it is recommended that the new road be called “Mahuru Lane”.

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Item for Recommendation

RECOMMENDED ROW NAME Okoare Lane This is a proposed ROW coming off Pike Place which is within the Waimea Development subdivision, Frankley Road (location shown on Appendix D).

The developer proposes to name the ROW after a nearby pa site (Okoare Pa).

While ROW namings do not normally involve iwi/hapu input, the Council’s policy requires consultation where a Maori name is proposed to ensure the name is appropriate and acceptable.

Consultation with Ngati Te Whiti was undertaken and written confirmation has been received from the hapu approving the name.

RECOMMENDED PRIVATE ROAD NAMES Freemason Avenue, Ashlar Court, Tyler Place and Warden Place These are internal roads within the Manadon Retirement Village which has been developed by the Masonic Villages Trust on Manadon Street, Spotswood (location shown Appendix E).

Internal roads and accessways within retirement village complexes have not traditionally been named but issues with addressing and locating dwellings and facilities (in particular for emergency services) within these complexes has led Land Information New Zealand (LINZ) to issue a guide to assist local authorities in addressing and road naming in retirement villages. The guideline document (LINZ G80700) became operative on 7 July 2016 and sets out naming and addressing requirements. 17 The proposed road namings for the Manadon Retirement Village are consistent with the LINZ guideline provisions and with the Private Road provisions in the Council’s road naming policy.

The proposed road namings are all related to the masonic nature of the complex and elements associated with freemasonry and Masonic Lodges as follows;

Freemason Avenue – the tree lined main road Ashlar Court- refers to finely dressed (cut, worked) masonry Tyler Place- Tyler is the name of the office of outer guard of a Masonic Lodge Warden Place - A warden is a guardian of the West gate.

201 Performance Committee Agenda - Recommendation - Road Naming report November 2016

Item for Recommendation

ROAD RENAMING Garrett Drive The name ‘Garrett Street’ was approved by the Monitoring Committee at its meeting on 25 November 2014. The road was part of a 23 lot subdivision at Karamea Street, New Plymouth.

The naming was in recognition of the Garrett family who have a long association with the subdivision, development and enhancement of the area.

While the developer is happy with the name of the road, he wishes to change the road descriptor from ‘Street’ to ‘Drive’ as originally intended so as to better reflect the nature and status of the road as a mayor link between Karamea Street and Cyrus Street (location shown Appendix F).

While the Council’s road naming policy does not specifically provide for requested changes to road descriptors (as opposed to the actual road name), there appears to be no reason why the road naming should not be amended as requested.

SIGNIFICANCE AND ENGAGEMENT In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as being of some importance because road naming is an administrative function with no significant impact on current and future cultural, economic or environmental well-being of the District and undertaken in accordance with approved policy and procedures.

OPTIONS Option 1 Approve the recommended names 17

This option allows road names and house numbers to be allocated within required timeframes and meet legislative requirements.

Option 2 Do not approve some or all recommended names and report back with alternatives

The benefit of this option is that consideration can be given to other, possibly more suitable names. However the delays associated with this option could cause practical problems in terms of timely registration of new names, house numbering (where dwellings are in the process of being erected/ occupied) and associated connection to services.

Recommended Option This report recommends Option 1 for addressing the matter.

202 Performance Committee Agenda - Recommendation - Road Naming report November 2016

Item for Recommendation

APPENDICES Appendix A: Road naming policy Appendix B: Plan showing location of Mahuru Lane or Riley James Lane Appendix C: Plan showing location of Okoare Lane Appendix D: Plan showing locations of Freemason Avenue, Ashlar Court, Tyler Place, Warden Place Appendix E: Plan showing the location of Garrett Street

Report Details Prepared By: Rowan Williams (Planning Lead) Team: Resource Consents Approved By: Katrina Brunton (Customer and Regulatory Solutions Manager) Ward/Community: District Wide Date: 2nd November 2016 File Reference: ECM7270820

------End of Report ------

203 Performance Committee Agenda - Recommendation - Road Naming report November 2016

Item for Recommendation

Appendix A: Road naming policy Naming and Renaming of Roads Private Roads and Rights-of-Way Reference: P11-002 Status: Approved 24 May 2011, amended 10 September 2013.

POLICY PURPOSE This policy clarifies how roads are named and renamed in New Plymouth District to enable transparent decision-making and management of this process. The policy also explains how private roads and rights-of-way (private ways) may be named or renamed in the district.

POLICY STATEMENTS The following statements provide information and guide decision-making on the naming and renaming of roads in New Plymouth District. Legislative authority and obligations 1. Section 319 (j) of the Local Government Act 1974 provides the Council the authority in respect of roads to ‘name and to alter the name of any road and to place on any building or erection on or abutting on any road a plate bearing the name of the road’.

The Council’s position on road naming 2. Road names can promote a sense of place connection for residents of a road, mana whenua 17 and the local community. The Council acknowledges this connection and understands the importance of choosing the appropriate road name in maintaining and enhancing this relationship. Through this policy, the Council aims to ensure that road naming and renaming is an inclusive process where all affected parties have the opportunity to participate in the naming process.

Reasons for naming and renaming 3. Roads are usually required to be named at the time they are created which is usually following the granting of a subdivision consent with roads being formed as part of the subdivision.

4. Roads may be required to be renamed for various reasons including the following:

 Change to road layout/road system (e.g. realignment of road).  Misspelling of existing name.  Inappropriate allocation of existing name.

Principles for naming and renaming of roads 5. The following principles apply to the naming and renaming of roads:

204 Performance Committee Agenda - Recommendation - Road Naming report November 2016

Item for Recommendation

 Road names should reflect either the historical, social, cultural, economic or environmental identity of the local area and its community.  Interested and affected parties will be notified of the road naming or renaming.  Affected parties will have an opportunity to propose a name for consideration.

Process for naming and renaming of roads Statements 6 to 11 detail the process for naming and renaming of roads. 6. Identifying and notifying interested and affected parties Once a road requires naming or renaming the Council will identify and notify affected and interested parties.

 Interested parties will be informed of the requirement to name or rename the road and may include; local residents societies, social groups, clubs and organisations, property owners of neighbouring areas, or any other person(s) who are not directly affected by the naming or renaming of the road as determined by the Council. This may be done through public notification in a local community newspaper.  Affected parties will be informed of the requirement to name or rename the road and will be provided with an opportunity to propose a name for the road. Affected parties include the following:

- Naming of a new road; the developer, iwi and hapū, any property owners or occupiers whose property address will require to be changed as a consequence of the naming of the road. - Renaming of a road; any property owners or occupiers whose property address will require to be changed as a consequence of the renaming of the road, iwi and hapū.

7. Proposing names As part of the consultation process, affected parties will receive a road name form to complete if they wish to propose a name for the road. The Council will only accept a proposed road name on a completed road name form. Any proposed name will be required to be accompanied by information supporting the name and explaining how it meets the assessment criteria. 17 A proposed name may or may not be accompanied by a road type but every finalised road name is required to include a road type. Road types should convey the function and characteristics of the road and are required to be selected from the list of road types as detailed in AS/NZS 4819:2011. If the proposed name is not accompanied by a road type or the Council determines that a proposed road type is not appropriate for the road then the Council may determine an appropriate road type in accordance with the requirements of AS/NZS 4819:2011. The Council may reject any road name form that is not completed in full, or if the information in the form is not of sufficient detail to enable accurate assessment of the name. The Council encourages affected parties to consult with each other and work together to propose a road name. The popularity of a proposed road name is a significant factor in determining whether a name is reported to the delegated authority for final selection of the road name. 8. Guidance when choosing Māori names When individuals, as opposed to iwi/hapū, are proposing a name care should be taken with tūpuna or ancestral names as these do not belong to any one person and may cause offence to other descendants of that tūpuna. Endorsement by the hapū or iwi of the area should accompany any proposed tūpuna name.

205 Performance Committee Agenda - Recommendation - Road Naming report November 2016

Item for Recommendation

Māori names associated with the whenua (land), tribal rohe, geographical place or site, historical event, object, or spiritual or cultural connections are preferred. Endorsement by associated hapū or iwi of the area should accompany any proposed name. 9. Assessing proposed road names The Council will assess proposed names from affected parties against the following criteria. Names are required to:

 Reflect either the historical, social, cultural, economic or environmental identity of the local area and/or its community.  Meet the guidance for choosing Māori names, if applicable.  Be supported with sufficient and correct information including explanation and context of the name.  Be proposed on a completed road name form.  Not be likely to give offence or be inappropriate to use.  Not be named after a living person.  Not duplicate or be similar in spelling or sound to an existing road name in the district.  Not be named after the places or localities found along or at the ends of the road.  Be shorter in length, rather than longer, especially where the road itself is short. A maximum of 15 letters (excluding the road type) is a suitable guideline.  Be spelt correctly.  Not contain abbreviations, initials or acronyms except for ‘St’ that can be used for ‘Saint’.  Not use the word ‘The’ as the sole name element (e.g. The Avenue).  Not include a preposition (e.g. Avenue of the Allies).  Not contain possessive apostrophes (e.g. St Georges Terrace, not St George’s Terrace). Apostrophes forming part of an eponymous name may be included (e.g. O’Connor Road).  Not contain a full stop.  Contain only characters from the standard alphabet and macrons.  Not contain hyphens.  Not contain Arabic or Roman numerals. Numbers should be written in full.  Not contain qualifying terminology, a cardinal indicator, or a similar prefix (e.g. Upper, New, North, South) unless the road name is derived from a name which includes it.  Not contain a directional or similar device as a suffix to uniquely define road extremities 17 (e.g. White Road East and White Road West).

Any name that does not favourably meet these criteria will not normally be accepted. 10. Reporting proposed road names Irrespective of the number of proposed names that meet the assessment criteria there is a maximum of four proposed names that will be made available for final selection by the delegated authority. The four proposed names will be determined by the following process:

 Iwi/hapū proposed names- The Council recognises tangata whenua relationship with the land as well as the collaborative approach taken by iwi and hapū when proposing a road name. Consequently, if a name or names are proposed by iwi or hapū then at least one of these names will be reported to the delegated authority for final selection of the road name. This will not be subject to the process detailed in the following bullet points.  Four or less names are proposed- if there are four or less proposed names then all these names will be reported to the delegated authority for final selection of the road name. This will include at least one proposed name from iwi or hapū if available.  Five or more names are proposed- if there are five or more proposed names then the four most popular names will be reported to the delegated authority for final selection of the road name. Name popularity is determined by the number of individual proposals received for a name. If the four most popular names cannot be determined

206 Performance Committee Agenda - Recommendation - Road Naming report November 2016

Item for Recommendation

then the Council will randomly select four names to be reported to the delegated authority for final determination of the road name. At least one proposed name from iwi or hapū will be selected (if available) irrespective of popularity or random selection.

11. Final decision The delegated authority will receive a report with a maximum of four names per road including a recommended name for the road. The delegated authority will choose the name of the road. All affected and interested parties will be informed of the new road name. Naming and renaming of private roads and rights-of-way (private ways) 12. The Council has no legal obligation to name or rename a private road or right-of-way.

13. Private roads and rights-of-way with more than five address sites may be named or renamed at the request of the owner(s) of the private road or right-of-way.

14. The Council will only receive proposals for names from the owner of the private road or right-of-way. A maximum of two names per private road or right-of-way may be proposed.

15. For a name to be considered the owner(s) is required to obtain written consent from the following affected parties:

 Private road; any property owners or occupiers whose property address will require to be changed as a consequence of the naming or renaming of the road.  Right-of-way; any property owners or occupiers whose property address will require to be changed as a consequence of the naming or renaming of the right-of-way, any persons who own or have a right of use over the right-of-way.

Names have to meet the assessment criteria as detailed in Statement 9 of this policy. 16. The delegated authority will receive a report with all the proposed names that meet the assessment criteria including a recommended name for the road. The delegated authority will choose the name of the road. 17

17. Land Information New Zealand may require a private road or right-of-way to be named or renamed to meet the addressing requirements of AS/NZS 4819:2011. In such situations, the process detailed above will be followed as much as reasonably practical to determine the road name.

Implementation of a new name Statements 18to 22 detail the implementation requirements and responsibilities once a new name is chosen. 18. Statutory notifications To meet the requirements of Section 319A of the Local Government Act 1974, Council staff will as soon as is practicable send a copy of the resolution to name or rename a road to the Registrar-General of Land and the Surveyor-General.

19. Assistance to affected parties The Council may provide non-financial assistance to affected parties of a road, a private road or right-of-way that has been named or renamed. The assistance may include informing other statutory bodies of the change of address e.g. electoral role, New Zealand Post, Land Information New Zealand.

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Item for Recommendation

20. Costs Any costs incurred by an affected party as a result of the naming and renaming of a road, a private road or right-of-way will be the responsibility of the affected party. Costs may include the physical renumbering of properties and replacement of business and commercial stationery.

21. Allocation of numbers Council staff, in accordance with Section 319B of the Local Government Act 1974, will allocate numbers to affected properties of a road, a private road or right-of-way that has been named or renamed. 22. Physical works - road name signs Section 319 (j) of the Local Government Act 1974 provides the Council with the authority to install road name signs showing the new name of the road. To be in line with the New Plymouth District Plan Financial Contributions Policy, for roads formed as part of a subdivision any road name sign will be installed at the cost of the developer. The maintenance of the road signs will transfer to the Council if/when the road is vested with the Council.

For the renaming of Council owned and maintained roads, the Council will cover the costs to install and maintain the new signs. For private roads and rights-of-ways, the installation and maintenance of the road name sign is at the cost and responsibility of the owner. The Council will determine the physical location of all road name signs on roads, private roads and rights-of-way. All signs have to be installed by a Council approved contractor.

POLICY CONTACT The policy holder is the Corporate Strategy and Policy Team within the Planning and Policy 17 Group.

POLICY REVIEW This policy shall be reviewed three yearly from the date the policy is adopted.

NOTES: 06-006 Naming and Renaming of Roads and Rights-Of-Way revoked 24 May 2011

208 Performance Committee Agenda - Recommendation - Road Naming report November 2016

Item for Recommendation

Appendix B: Plan showing location of Mahuru Lane or Riley James Lane

209 Performance Committee Agenda - Recommendation - Road Naming report November 2016

Item for Recommendation

Appendix C: Plan showing location of Okoare Lane

210 Performance Committee Agenda - Recommendation - Road Naming report November 2016

Item for Recommendation

Appendix D: Plan showing locations of Freemason Avenue, Ashlar Court, Tyler Place, Warden Way

211 Performance Committee Agenda - Recommendation - Road Naming report November 2016

Item for Recommendation

Appendix E: Plan showing the location of Garrett Street

212 Performance Committee Agenda - Recommendation - Road Legalisation – Acquisition of Land for Service Lane, Cutfield Street, Inglewood

Item for Recommendation

SUPPLEMENTARY REPORT – ROAD LEGALISATION: SERVICE LANE CUTFIELD STREET, INGLEWOOD

PURPOSE This supplementary report sets out further relevant information on the recommended acquisition of land for service lane following the Inglewood Community Board meeting (Tuesday 15 November 2016).

RECOMMENDATION That having considered all matters raised in the reports (ECM7288554 and 7262786) the Council:

a) Notes that the opportunity has arisen to acquire private land from three separate land owners that is designated as L122 in the District Plan for a service lane, off Cutfield Street, Inglewood as is more particularly recorded on Planning Map B51 (Appendix B).

b) Notes that the acquisition of the land for service lane is recommended by the Transportation Team, and can be funded from existing budgets.

c) Notes that the right of way easements over parts created by Transfer 40727 (affects part Section 256 and 258) and appurtenant rights of way created by transfer 40727 (affects part of Section 257 Town of Inglewood) together with the right of way over part created by Transfer 8529 (affects part Sections 256 and 258 Town of Inglewood) will be extinguished by operation of law upon vesting of this land as a service lane and owners holding “legal interests”, consents obtained. 18

d) Approves the six land parcels described as sections 1 to 6 SO 500970 totalling 601m2 acquired (as shown in Appendix A) as detailed in the schedule below for the purpose of declaration and vesting service lane pursuant to Section 114(1) of the Public Works Act 1981 and to the payment of independently assessed total compensation of $53,000 (plus GST if any).

e) Approves that the consent of the Minister for Land Information be sought to the gazettal declaration and vesting of the land for service lane pursuant to Section 114(1) of the Public Works Act 1981.

213 Performance Committee Agenda - Recommendation - Road Legalisation – Acquisition of Land for Service Lane, Cutfield Street, Inglewood

Item for Recommendation

SCHEDULE LAND TO BE ACQUIRED FOR A SERVICE LANE Land to be Description CFR CFR Area to be acquired Total Acquired Shown on Area (m²) SO Plan (m²) 500970 Section 1 Pt Sec 256 Town of TNA3/1397 1,012 147 Inglewood, and defined on DP 545 Section 2 Pt Sec 256-259 Town of TN98/189 1,047 276 Inglewood and defined on DP 3979 Section 3 Part DP 905 TNE1/318 277 30 Section 4 Pt Sec 257 Town of TNE1/319 261 28 Inglewood and defined on DP 929 Section 5 Lot 2 DP 14170 TNG1/307 583 63 Section 6 Lot 1 DP 14170 TNG1/306 529 57

Total 3,709 601

INGLEWOOD COMMUNITY BOARD RECOMMENDATION That having considered all matters raised in the report, the Council decline the purchase of the land.

DISCUSSION During debate at the Inglewood Community Board meeting, members indicated that the original report did not provide sufficient detail on the history of service lane 18 designations. This supplementary report provides additional detail for the Council.

1. Purpose of Service Lanes The purpose of a service lanes is to provide rear access to local businesses and industries to enable safe loading and unloading of goods away from busy main arterial roads and the general public. Service lanes form part of the strategic road network and enable efficient movement of traffic.

Proposed service lanes are identified as designations in the District Plan. Designations signal the Council’s intention to acquire the land for public works. A designation restricts use and development of the land contrary to the designation.

214 Performance Committee Agenda - Recommendation - Road Legalisation – Acquisition of Land for Service Lane, Cutfield Street, Inglewood

Item for Recommendation

2. The Proposed Service Lane The proposed service lane is currently designated in the operative district plan. Not all landowners fronting 4-18 Matai Street have legal access to the rear of their properties. Current access is through formal and informal agreements between landowners. The District Plan designation identifies an opportunity to provide guaranteed access to all properties if a service lane is developed.

Following an approach from one affected landowner, subsequently supported by all other adjacent landowners, Council officers recommend that the designation be implemented by the Council acquiring the land and forming a service lane (legal road).

3. Previous example In 1996 a similar process occurred to acquire Knox Lane in Inglewood. Knox Lane (running between Cutfield and Richmond streets) services local businesses fronting the northern side of Rata Street.

The land was acquired from four individual landowners in 1996 following a written request from one of those owners.

4. Implications should Acquisition be Declined Should the service lane land purchase be declined the current conditional agreements with landowners will lapse. The Council could then consider removal of the designation through the District Plan review.

Removal of private access agreements could result in the inability to load and unload goods through the rear of the properties. This would have safety implications for the public as traffic flow and pedestrian access could be restricted on Matai Street.

Report Details Prepared By: Richard Buttimore (Property Services Officer) Team: Property Approved By: Peter Handcock (Property Manager) Ward/Community: Inglewood Date: 23 November 2016 File Reference: ECM 7288554

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215 Performance Committee Agenda - Recommendation - Road Legalisation – Acquisition of Land for Service Lane, Cutfield Street, Inglewood

Item for Recommendation

ROAD LEGALISATION: ACQUISITION OF LAND FOR VESTING AS A SERVICE LANE - CUTFIELD STREET, INGLEWOOD

MATTER The matter for consideration by the Council is to seek approval to:

1. The acquisition under the Public Works Act 1981 of six surveyed land parcels totalling 601m² from three separate land owners, currently designated on the District Plan for the purpose of declaring and vesting the land in Council as service lane under the Public Works Act 1981, to formalise access to the rear of the commercial premises located at 4 – 18 Matai Street, Inglewood.

2. The payment of total compensation of $53,000 (plus GST if any) to the three land owners independently assessed for the purposes of the Public Works Act 1981 based on available existing budget funding.

RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report the Council:

b) Notes that the acquisition of the land for service lane is recommended by the Transportation Team, and can be funded from existing budgets.

c) Notes that the right of way easements over parts created by Transfer 18 40727 (affects part Section 256 and 258) and appurtenant rights of way created by transfer 40727 (affects part of Section 257 Town of Inglewood) together with the right of way over part created by Transfer 8529 (affects part Sections 256 and 258 Town of Inglewood) will be extinguished by operation of law upon vesting of this land as a service lane and owners holding “legal interests”, consents obtained.

216 Performance Committee Agenda - Recommendation - Road Legalisation – Acquisition of Land for Service Lane, Cutfield Street, Inglewood

Item for Recommendation

SCHEDULE LAND TO BE ACQUIRED FOR A SERVICE LANE Land to be Description CFR CFR Area to be acquired Total Acquired Shown on SO Area (m²) Plan 500970 (m²) Section 1 Pt Sec 256 Town of Inglewood, TNA3/1397 1,012 147 and defined on DP 545 Section 2 Pt Sec 256-259 Town of TN98/189 1,047 276 Inglewood and defined on DP 3979 Section 3 Part DP 905 TNE1/318 277 30 Section 4 Pt Sec 257 Town of Inglewood TNE1/319 261 28 and defined on DP 929 Section 5 Lot 2 DP 14170 TNG1/307 583 63 Section 6 Lot 1 DP 14170 TNG1/306 529 57

Total 3,709 601

INGLEWOOD COMMUNITY BOARD RECOMMENDATION That having considered all matters raised in the report, the Council decline the purchase of the land.

COMPLIANCE 18 Significance This matter has been assessed as being of some importance This report identifies and assesses the following reasonably practicable options for addressing the matter:

1. Agree to acquire and legalise the land as service lane Options and compensate the affected owners;

2. Decline the purchase of the land.

The persons who are affected by or interested in this matter are the land owners at 33 Cutfield and 4 – 18 Matai Streets, Affected persons Inglewood, along with local businesses and the community. The area of land for acquisition has no recorded Waahi Tapu sites on the New Plymouth District Plan.

Recommendation This report recommends option 1 for addressing the matter.

217 Performance Committee Agenda - Recommendation - Road Legalisation – Acquisition of Land for Service Lane, Cutfield Street, Inglewood

Item for Recommendation

COMPLIANCE

Long-Term Plan / Funding has been set aside for the specific purpose of Annual Plan acquiring land for legal road. Implications

Significant The acquisition of this land for a service lane is consistent with Policy and Plan the Council’s Long Term Community Plan. Inconsistencies

EXECUTIVE SUMMARY A service lane (L122) has been designated in the District Plan (as the requiring Authority under the Resource Management Act 1991) for those businesses that front the corner of Matai and Rata Streets, Inglewood (Appendix B). One of the affected property owners has approached the Council to trigger the designation and seek the Council to acquire the land necessary to facilitate this section of service lane. The total land required from the three separate adjoining owners to complete that part of the service lane for the businesses fronting 4 – 18 Matai Street is 601m².

The individual owners have been approached and have agreed to the acquisition of the land for the compensation sum of $53,000 (plus GST if any) as assessed by two independent market valuations, subject to Council final approval and resolution.

This report seeks approval to the acquisition and legalisation of private land required to create that part of the service lane off Cutfield Street, Inglewood on the basis that:

a) the Council has placed a designation on the land specifying a priority public work obligation requirement on land owners; and b) the opportunity is now available to acquire the land at the current value and willingness of owners to sell the land; and c) Transportation Team support the acquisition consistent with the designation; 18 and d) the land owners can at any time they choose, seek an order from the Environment Court obliging the Council to acquire the designated interest in the land under the Public works Act 1981.

BACKGROUND 1. Details of the Properties The six land parcels detailed above in the Schedule of Land to be acquired for a service lane, totalling 601m2 is part of the three privately owned properties with a combined title area totalling 3,709m² (just over 20%).

The respective private land owners being Noel Drake Limited, G & J Martin Limited and David Andrew Wilson, Glenys Marion Wilson and Geoffrey Kennan Shearer.

218 Performance Committee Agenda - Recommendation - Road Legalisation – Acquisition of Land for Service Lane, Cutfield Street, Inglewood

Item for Recommendation

That land described as Part Section 256-259 Town of Inglewood and defined on Deposited Plan 3979 is held subject to an access right of way. This easement will be extinguished upon acquisition and vesting on the land as a service lane, opening up public access over the lane, the respective dominant and servient tenement interest holders having so consented to comply with the requirements of the Public Works Act 1981.

2. Operative District Plan Part Section 256 Town of Inglewood and Defined on Deposited Plan 545 is recorded as Business “B” with the balance of the lots zoned Business “A”.

Subject to L122 Appendix B designation for service lane by the Council as the acquiring authority.

3. Background Acquisition of Land for a Service Lane An opportunity has risen to acquire part sections of 6 lots located at 33 Cutfield and 4–18 Matai Streets, Inglewood from the individual owners by agreement. The Council has previously identified this area for a proposed service lane (L122) designated in Appendix 4 of the District Plan. The Council by having ownership of these part sections of land, would have complete control of this area to provide a service lane off Cutfield Street to service the local business’s fronting Matai Street. The service lane will be maintained to the current standard until development is required. Currently there is no budget allowance for development of this service lane under the existing Long Term Plan.

The opportunity may arise in the future to acquire sections of the adjoining land parcels that front Rata Street to complete the depicted service lane (L122) shown in Appendix B.

4. Effect of a Designation Section 176 of the Resource Management Act 1991, provides that without the prior consent of the requiring authority that no person may do anything in 18 relation to the land subject to the designation that would prevent or hinder a public work including undertaking any use of the land, subdivision or changing the character, intensity or scale of use of the land.

5. Definition of Service Lane under the Local Government Act 1974 Section 315(1) of the Act defines “road” to include any “service lane” so declared under subparagraph (f) of that section and so defines a service lane to mean “any lane laid out ……for the purpose of providing the public with a side or rear access for vehicular traffic to any land”.

6. Valuation process for Payment of Compensation The combined compensation of $53,000 (plus GST of any) has been independently assessed based on two registered valuations to arrive at sums payable to owners.

219 Performance Committee Agenda - Recommendation - Road Legalisation – Acquisition of Land for Service Lane, Cutfield Street, Inglewood

Item for Recommendation

All owners have accepted the compensation offered as full and final compensation and have entered into conditional Memorandum of Agreement for acquisition on that basis that it is subject to final Council approval. The compensation payable has been assessed in accord with the requirements of the Public Works Act 1981.

New titles will be raised for the balance of the land owners land as defined on SO Plan 500970.

SIGNIFICANCE AND ENGAGEMENT In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as being of some importance and will directly benefit adjacent owners who will use the access along with local businesses and the wider community. No consultation is considered necessary to gauge the views and preferences of the wider community in terms of the Council’s Significance and Engagement Policy.

OPTIONS Option 1 Recommended: Approve the Acquisition of the Land for Service Lane and compensate the affected owners.

a) Financial and Resourcing Implications The purchase of these six lots been agreed at $53,000 (plus GST if any) subject to Council final approval and resolution. Funding has been set aside in the Council budget for the specific purpose of acquiring land for legal road through its Transportation budget. Council will be responsible for the ongoing upkeep of the service lane, which will be maintained to the current standard until development is required. Currently there is no budget allowance for development of this service lane under the existing Long Term Plan.

b) Risk Analysis 18 The acquisition of the land is considered low risk and has no known adverse effects to the community or an individual party.

c) Promotion or Achievement of Community Outcomes This option promotes Our Economy and Our Community by providing improved access to local businesses through forward planning of network infrastructure.

d) Statutory Responsibilities The acquisition will meet the statutory requirements of the Public Works Act 1981.

The land parcels to be acquired will vest in Council to be held subject to Section 315(1) of the Local Government Act 1974, with acquisition by agreement for a “local public work” being facilitated pursuant to Section 114(1) of the Public Works Act 1981.

220 Performance Committee Agenda - Recommendation - Road Legalisation – Acquisition of Land for Service Lane, Cutfield Street, Inglewood

Item for Recommendation

e) Consistency with Policies and Plans Communities – Strengthen and connect local communities. By providing improved access to local businesses. Citizens – Enable engaged and resilient citizens, through promoting and building strong strategic partnerships and encouraging public and community sector collaboration and Growth – Direct a cohesive growth strategy that strengthens the city and townships, through planning of network infrastructure. Acquisition is consistent with the Council designation requirement under the District Plan.

f) Participation by Māori The Council is acquiring private land that is not identified as a waahi tapu site in the District Plan. Pukerangiora Hapu and Puketapu Hapu have been briefed on this proposal.

g) Community Views and Preferences The community will benefit from the acquisition that has been signalled in the District Plan which has been through a public consultation process.

h) Advantages and Disadvantages This option enables the Council to acquire a strategic land parcel for the enhancement of local business and the community that has been designated for a local public work by the Council with an underlying obligation to acquire the land consistent with the designation.

Option 2 Not Recommended: Decline the Acquisition of the land for Service Lane.

a) Financial and Resourcing Implications The Council has already committed to the cost of survey which has been undertaken.

b) Risk Analysis 18 The Council will lose the opportunity to acquire the land from the current willing owners should properties change hands.

c) Promotion or Achievement of Community Outcomes The Council will pass over the opportunity to acquire the land, allow the designation to lapse unless revised and will not achieve any community outcome to secure the land in Council ownership.

d) Statutory Responsibilities The Council would not be implementing its designation to acquire the land in accord with the designation placed over the land under the provisions of the Resource Management Act 1991.

221 Performance Committee Agenda - Recommendation - Road Legalisation – Acquisition of Land for Service Lane, Cutfield Street, Inglewood

Item for Recommendation

e) Consistency with Policies and Plans The Council would be acting in a manner inconsistent with the designation under the Operative District Plan.

f) Participation by Māori Pukerangiora Hapu and Puketapu Hapu have been briefed on the proposal to acquire the land.

g) Community Views and Preferences The community will note benefit from the acquisition that has been signalled in the District Plan which has been through a public consultation process.

h) Advantages and Disadvantages This option would result in this land remaining in private hands and the Council losing the ability to purchase this land now with willing owners and having entered into a conditional Agreement with owners to acquire the land.

Recommended Option This report recommends Option 1: Agree to the acquisition of the land for a service lane and to compensate the affected owners for addressing the matter.

APPENDICES

Appendix A – SO Plan 500970

Appendix B – Planning map B51 depicting service lane L122 18 Appendix C – Aerial Plan Overlay

Appendix D – Existing entrance off Cutfield Street

Report Details Prepared By: Richard Buttimore (Property Services Officer) Team: Property Assets Approved By: Peter Handcock (Property Manager) Carl Whittleston (Manager Transportation) Ward/Community: New Plymouth Date: 25 October 2016 File Reference: ID 28705, 28714, 28715, 28716, ECM 7262786

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222 Performance Committee Agenda - Recommendation - Road Legalisation – Acquisition of Land for Service Lane, Cutfield Street, Inglewood

Item for Recommendation

APPENDIX A

223 Performance Committee Agenda - Recommendation - Road Legalisation – Acquisition of Land for Service Lane, Cutfield Street, Inglewood

Item for Recommendation

APPENDIX B

224 Performance Committee Agenda - Recommendation - Road Legalisation – Acquisition of Land for Service Lane, Cutfield Street, Inglewood

Item for Recommendation

APPENDIX C

225 Performance Committee Agenda - Recommendation - Road Legalisation – Acquisition of Land for Service Lane, Cutfield Street, Inglewood

Item for Recommendation

APPENDIX D

226 Performance Committee Agenda - Decision - Exclusion of the public for the remainder of the meeting

Item for Decision

EXCLUSION OF THE PUBLIC FOR THE REMAINDER OF THE MEETING

MATTER This report details items that are recommended should be considered with the public excluded, and the reason for excluding the public.

RECOMMENDATION FOR CONSIDERATION That having considered all matters raised in the report, the Council hereby resolves that, pursuant to the Local Government Official Information and Meetings Act 1987, the public be excluded from the following parts of the proceedings of this meeting: a) Queen Street Streetscape The information is subject to an obligation of confidence, this particular interest being protected by Section 7(2)(c) of the Act.

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987.

COMPLIANCE

Significance This matter has been assessed as being of some importance. This report identifies and assesses the following reasonably practicable options for addressing the matter:

Options 1. Exclude the public.

2. Not exclude the public.

This report recommends option one (1) for addressing the Recommendation 19 matter.

Long-Term Plan / Annual Plan There are no budget considerations. Implications

Significant Policy and Plan This report is consistent with Council’s Policy and Plans. Inconsistencies

227 Performance Committee Agenda - Decision - Exclusion of the public for the remainder of the meeting

Item for Decision

BACKGROUND This report details items that are recommended should be considered with the public excluded, and the reason for excluding the public.

SIGNIFICANCE AND ENGAGEMENT In accordance with the Council's Significance and Engagement Policy, this matter has been assessed as being of some importance because the exclusion of the public is a statutory procedure that will have a little or no impact on the Council’s strategic issues.

OPTIONS Option 1 Pursuant to the Local Government Official Information and Meetings Act 1987, good reason exists to exclude the public for consideration of the items listed.

Option 2 The Council can choose to consider these matters in an open meeting.

Risk Analysis Release of information which meets the statutory tests for withholding (under the Local Government Official Information and Meetings Act 1987) may expose the Council to legal, financial or reputational repercussions.

Recommended Option This report recommends option one (1) exclusion of the public for addressing the matter.

Report Details Prepared By: Jan Holdt (Committee Adviser) 19 Team: Democratic Services Approved By: Julie Straka (Governance Lead) Ward/Community: District Wide Date: 3 November 2016 File Reference: ECM ##

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