Cambridge Community Board 3 February 2020 - Agenda
Cambridge Community Board 3 February 2020 Kaipaki Room, Waipa District Council, 23 Wilson Street, Cambridge
S Milner (Chairperson), J Davies-Colley, Councillor E Andree-Wiltens, E Badger, J Goddin, A MacKay, M Montgomerie, Councillor G Webber
03 February 2021 06:00 PM
Agenda Topic Page
1. Apologies 3
2. Disclosure of Members' Interests 4
3. Late Items 5
4. Confirmation of Order of Meeting 6
5. Public Forum 7
6. Confirmation of the Minutes of the Previous Meeting 8
6.1 Minutes of the Previous Meeting 9
7. Proposed Kerbside Food Scrap Collection 14
8. Quarterly Reports 18
8.1 Community Services Quarterly Report 19
8.2 Water Services Quarterly Report 33
9. Community Advisors 50
10. Treasury Report 52
11. Notice of Motion 57
12. 2021 ANZAC Day Services Budget 59
13. 2021 Sister Cities Conference 61
14. 2021 Community Boards Conference 64
15. Board Members' Reports from Meetings Attended on Behalf of the Cambridge Community 68 Board
1 Cambridge Community Board 3 February 2020 - Agenda
16. Date of Next Meeting 69
2 Cambridge Community Board 3 February 2020 - Apologies
To: The Chairperson and Members of the Cambridge Community Board From: Governance Subject: Apologies
A member who does not have leave of absence may tender an apology should they be absent from all or part of a meeting. The Chairperson (or acting chair) must invite apologies at the beginning of each meeting, including apologies for lateness and early departure. The meeting may accept or decline any apologies. Members may be recorded as absent on community board business where their absence is a result of a commitment made on behalf of the community board.
For clarification, the acceptance of a member’s apology constitutes a grant of ‘leave of absence’ for that specific meeting(s).
3 Cambridge Community Board 3 February 2020 - Disclosure of Members' Interests
To: The Chairperson and Members of the Cambridge Community Board From: Governance Subject: Disclosure of Members’ Interests
Members are reminded to stand aside from decision making when a conflict arises between their role as an elected member and any private or external interest they may have.
4 Cambridge Community Board 3 February 2020 - Late Items
To: The Chairperson and Members of the Cambridge Community Board From: Governance Subject: Late Items
Items not on the agenda for the meeting require a resolution under section 46A of the Local Government Official Information and Meetings Act 1987 stating reasons why the item was not on the agenda and why it cannot be dealt with at a subsequent meeting as an agenda item. It is important to note that late items can only be dealt with when special circumstances exist and not as a means of avoiding or frustrating the requirements in the Act relating to notice, agendas and content.
5 Cambridge Community Board 3 February 2020 - Confirmation of Order of Meeting
To: The Chairperson and Members of the Cambridge Community Board From: Governance Subject: Confirmation of Order of Meeting
1 RECOMMENDATION
That the order of the meeting be confirmed.
6 Cambridge Community Board 3 February 2020 - Public Forum
To: The Chairperson and Members of the Cambridge Community Board From: Governance Subject: Public Forum
Public forums are designed to enable members of the public to bring matters, not necessarily on the meeting’s agenda, to the attention of the local authority. In the case of a community board any issue, idea or matter raised in a public forum must fall within the terms of reference of that body.
Requests to attend the public forum must be to the Governance Team ([email protected]) at least one clear day before the meeting. Requests should outline the matters that will be addressed by the speaker.
A period of up to 30 minutes will be available for the public forum at each scheduled community board meeting. Speakers can speak for up to five (5) minutes. No more than two speakers can speak on behalf of an organisation during a public forum. At the conclusion of the presentation elected members may ask questions of speakers. Questions are to be confined to obtaining information or clarification on matters raised by a speaker. Following the public forum no debate or decisions will be made at the meeting on issues raised during the forum unless related to items already on the agenda.
7 Cambridge Community Board 3 February 2020 - Confirmation of the Minutes of the Previous Meeting
To: The Chairperson and Members of the Cambridge Community Board From: Governance Subject: Minutes of the Previous Meeting
1 SUMMARY
To confirm the minutes of the ordinary meeting held 2 December 2020.
2 RECOMMENDATION
That the minutes of the meeting held 2 December 2020, as circulated with the agenda, be confirmed as a true and correct record of proceedings.
8 Cambridge Community Board 3 February 2020 - Confirmation of the Minutes of the Previous Meeting
Minutes for Cambridge Community Board 2 December 2020 02/12/2020 | 06:00 PM - 12:00 AM - NZST
Present S Milner (Chairperson); J Davies-Colley; Councillor E Andree-Wiltens; E Badger; J Goddin; Alana MacKay; M Montgomerie; Councillor G Webber Attendees Gary Knighton, Manager Strategic Partnerships Bryan Hudson, Manager Transportation Dawn Inglis, Group Manager Service Delivery Regan Schoultz, Communication Advisor Amber Diprose, Event & Marketing Advisor Richard Hill, Cambridge Racquets Club Tennis Committee Sarah Ulmer Public
Apologies There were no apologies
Disclosure of Members' Interests No were no disclosures of interest
Late Item Streets for People Under 9.12 of the Standing Orders the Cambridge Community Board can discuss items of business not the agenda, which cannot be delayed as long as there is good reason the item was not included in the agenda and cannot be delayed to the next meeting.
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9 Cambridge Community Board 3 February 2020 - Confirmation of the Minutes of the Previous Meeting
The Streets for People project could not be delayed to the February 2021 meeting as the project is getting underway. An update for the Cambridge Community Board is to be provided to let the board know where the project is at before it goes out to the wider community. There was no decision to be made on this item.
Confirmation of Order of Meeting RESOLVED 5/20/118 That the order of the meeting be confirmed with the late item included after the Inwards Correspondence due to availability of presenters. Andree-Wiltens/Goddin
Public Forum Richard Hill of the Cambridge Racquets Club Tennis Committee, asked for support from the Cambridge Community Board to upgrade the public tennis court on the corner of Thornton Road and Albert Street, which is owned by Council.
Confirmation of the Minutes of the Previous Meeting The minutes of the previous meeting held 4 November 2020 were included in the agenda. RESOLVED 5/20/119 That the minutes of the meeting held 4 November 2020, as circulated with the agenda, be confirmed as a true and correct record of proceedings. MacKay/Badger
Covid-19 Recovery An update on Covid-19 Recovery was included in the agenda. Gary Knighton, Manager Strategic Partnerships answered questions from the board members. RESOLVED 5/20/120 That the report titled ‘Update on COVID-19 Recovery’ (document number 10521403) of Gary Knighton, Manager Strategic Partnerships, be received. Badger/Andree-Wiltens
Quarterly Report The Transportation Quarterly Report was included in the agenda. Bryan Hudson, Manager Transportation answered questions from the board members.
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10 Cambridge Community Board 3 February 2020 - Confirmation of the Minutes of the Previous Meeting
RESOLVED 5/20/121 That the Transportation Report (document number 10500910) of Bryan Hudson, Manager, Transportation be received Goddin/Webber
Inwards Correspondence A letter regarding the Hamilton Road cycleway was included in the agenda. Dawn Inglis, Group Manager Service Delivery, explained that she had met with Sarah previously and had discussions with Councillors on the funding of the wider cycleway network. Bryan Hudson, Manager Transportation, also answered questions for clarity on the project and provided some results of the survey regarding the possibility of turning some roads into cul de sacs for the cycleway. Delegate Sarah Ulmer also answered questions from the community board on the letter. RESOLVED 5/20/122 That the Cambridge Community Board receive the correspondence from Sarah Ulmer, Aidan Boswell and Kellie Ellis (Document 10520302) and the Council Workshop – Urban Mobility Business Case and Hamilton Road Cycleway presentation of Erik Van Der Wel, Programme Engineer Transportation (Document 10472266). Milner/Andree-Wiltens
Late Item Regan Schoultz, Communications Advisor, and Sarah Ulmer updated the Community Board on the Streets for People project that has been designed to provide safer passageways for students of Cambridge Primary School, Cambridge Middle School, Cambridge East School and Cambridge High School to travel to and from school. Pathways have been designed and will be implemented as a trial when school starts in the new year.
Welcome to Town Signage Amber Diprose, Events & Marketing Advisor, presented the town entrance design concepts, included in the agenda, and answered questions from members of the Community Board.
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11 Cambridge Community Board 3 February 2020 - Confirmation of the Minutes of the Previous Meeting
RESOLVED 5/20/123 That the Cambridge Community Board a) Receive the information contained in the report ‘Welcome to Town Signage Replacement’ (Document 10518987) of Amber Diprose, Event and Marketing Advisor; b) Approve Option 1 as outlined in Options and Assessment section of the report; c) Allocate $5,693.04 plus GST from the discretionary fund, with any unused money being returned to uncommitted funds; d) Approve Council’s Communication and Engagement department to complete this project on the community board’s behalf. Webber/Goddin
Treasury Report The Treasury Report was included in the agenda. RESOLVED 5/20/124 That: a) The ‘Treasury Report – Cambridge Community Board’ of Sarah Davies, Manager Finance for the period ended 31 October 2020 be received. b) The Cambridge Community Board receive the grant of $1,000.00 from Jumble Around to assist with the costs of painting for the Cambridge Book Exchange Project. c) The Cambridge Community Board return the funding of $200.00 plus GST allocated to the Global Walk celebrating the value of older people (Resolution 5/20/105) to uncommitted funds. Davies-Colley/MacKay
Board Members' Reports from Meetings Attended on Behalf of the Cambridge Community Board Member Davies-Colley reported that the Social Services Committee had Christmas packs for 200 families and had received a lot of donations from the Cambridge community to support the Christmas Cheer project.
Schedule of Meetings 2021 Group Manager Ken Morris noted that in the report that was included in the agenda that would be no governance meetings, including Council and its committees as well as community boards in July 2020. RESOLVED 5/20/125 That the Cambridge Community Board adopts the following schedule of meetings for 2021 commencing at 6.00pm – 3 February 3 March 7 April
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12 Cambridge Community Board 3 February 2020 - Confirmation of the Minutes of the Previous Meeting
5 May 2 June 4 August 1 September 6 October 3 November 1 December Davies-Colley/Andree-Wiltens
That being all the business the meeting closed at 7.27pm
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13 Cambridge Community Board 3 February 2020 - Proposed Kerbside Food Scrap Collection
To: The Chairperson and Members of the Cambridge Community Board From: Sally Fraser, Waste Minimisation Officer Subject: Kerbside Food Scrap Collection Meeting Date: 3 February 2021 File Reference: 10547180
1 SUMMARY
The purpose of the report and subsequent presentation is to inform Community Board members on a process to consider a kerbside food scrap collection for urban residential dwellings that was workshopped at the 1 December 2020 Strategic Planning & Policy Committee.
2 RECOMMENDATION
Recommendation That the Cambridge Community Board receive the information on the consideration of a possible Kerbside Food Scrap Collection (Document 10547180) of Sally Fraser, Waste Minimisation Officer.
3 PROPOSED PROJECT
Food waste is an issue locally, as evidenced by the second solid waste audit of household rubbish in Waipa in 2020. The audit found that food is the largest single segment of waste (by weight) in any rubbish service type. Food made up: 40.3% of pre-paid rubbish bags ( 3.4kg of food per household) 30.5% of 120L rubbish wheelie bins (3.74kg of food per household) 26.9% of 240L rubbish wheelie bins (5.78kg of food per household)
Considering the market share of the rubbish services (77% of Waipā households use pre-paid rubbish bags), the combined results of our domestic rubbish show that 36.6% of the average waste set out per household was food waste by weight. That’s on average 3.59kg of food waste per household. If we look at urban households in Waipā
10547180
14 Cambridge Community Board 3 February 2020 - Proposed Kerbside Food Scrap Collection
(approximately 15,332 dwellings) that is an estimated 2,862 tonnes of food scraps annually that could be diverted from landfill and made into compost in a way to reduce methane generation.
Love Food Hate Waste (national food waste education programme) has done more in- depth audits on food waste. Their results from 1,402 homes across New Zealand show that: 33.7% of food in the rubbish is “unavoidable” meaning parts of food that are commonly not eaten (e.g. bones, fat, avocado skins, pips, husks, citrus peel, egg shells, coffee grinds, tea bags etc) 13.5% was “potentially avoidable” meaning some people eat this part of food and some don’t (e.g. vegetable peels, apple cores). [These first two categories are prime contenders for a food scraps collection service] 52.8% of food waste was “avoidable” meaning it was perfectly good to eat at one time.
This “avoidable” food waste is what the Waste Minimisation Team has been working hard on reducing for the past three years, hosting or funding over 13 events on food use, menu planning or home composting. Food ends up wasted at home for a variety of reasons and no council in New Zealand has been able to achieve much impact on the volume of food that ends up in the rubbish despite large effort.
Internationally kerbside food waste collection is becoming the norm and leading councils in New Zealand have started providing, or are working towards providing this service including Waikato District Council leading the way with a specific food scraps collection service in Raglan township which started in 2017. Auckland Council started a separate food scraps bin to 20,000 households in Papakura in March 2018 and plans to extend it to all households across urban Auckland by 2021. New Plymouth City Council started weekly food scrap collection in Oct 2019. Our close neighbours Hamilton City Council started separating and composting food in July 2020. Ruapehu District Council also started a food scrap collection for urban households in 2020. Tauranga City Council and Western Bay of Plenty have both committed to this new service (after community consultation) and are working towards launches.
The aim of the project is to provide a weekly kerbside food scrap collection for urban residential dwellings in the Waipā district. This would involve a specialised collection truck and a new 23L bin to allow residents to separate their food scraps from the usual rubbish, allowing the scraps to be sent for composting rather than to landfill.
The benefits of providing a food scrap collection service to residents include: Reduces landfill use from the district Rubbish cost saving to residents Greenhouse gas impact. Composting food waste reduces the environmental footprint of organic matter. In traditional landfills organic matter creates leachate and methane both need to be managed
Report to Cambridge Community Board – 3 February 2020 Kerbside Food Scrap Collection Page 2 of 4 10547180
15 Cambridge Community Board 3 February 2020 - Proposed Kerbside Food Scrap Collection
Less food wastage (often when people start separating their food waste they become more aware of how much they waste and start adopting other waste reduction strategies).
If approved to proceed, there would be a staged approach to the project including community consultation on whether residents want or need a food waste collection service. Please note that this proposal was workshopped at the 1 December 2020 Strategic Planning & Policy Committee, however has not yet received Council approval to go ahead. At that time support was given to start the education and research phase of the project if funding is available from an anticipated cash surplus at the end of the 2020/2021 year.
4 WASTE MINIMISATION STRATEGY AND LEGISLATION
It is part of the Waipā Waste Strategy 2017-2035 vision to build zero waste and sustainable communities. Goals of the Waste Minimisation and Management Plan 2017-2023 is to target a 25% reduction of waste to landfill by 2023 and to promote composting and other ways to reduce food waste.
The purpose of the Waste Minimisation Act 2008 (WMA) is to encourage waste minimisation and a decrease in waste disposal in order to – a) Protect the environment from harms; and b) Provide environmental, social, economic and cultural benefits.
The WMA placed an obligation on all Councils to “…encourage effective and efficient waste management and minimisation”.
Sally Fraser Waste Minimisation Officer
Reviewed by Bryan Hudson TRANSPORTATION MANAGER
Report to Cambridge Community Board – 3 February 2020 Kerbside Food Scrap Collection Page 3 of 4 10547180
16 Cambridge Community Board 3 February 2020 - Proposed Kerbside Food Scrap Collection
Approved by Dawn Inglis GROUP MANAGER SERVICE DELIVERY
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17 Cambridge Community Board 3 February 2020 - Quarterly Reports
To: The Chairperson and Members of the Cambridge Community Board From: Governance Subject: Quarterly Reports
1 SUMMARY
The Community Services and Water Services Quarterly Reports are included in the agenda.
2 RECOMMENDATION
That the Community Services Quarterly Report (document 10504015) of Sally Sheedy, Manager Community Services and the Water Services Quarterly Report (document 10512639) of Martin Mould, Manager Water Services be received.
18 Cambridge Community Board 3 February 2020 - Quarterly Reports
To: The Chairperson and Members of the Strategic Planning and Policy Committee From: Manager Community Services Subject: COMMUNITY SERVICES QUARTERLY REPORT TO 30 SEPTEMBER 2020 Meeting Date: 1 December 2020
1 EXECUTIVE SUMMARY
The purpose of this report is to provide information on the activities pertaining to the Community Services Unit to 30 September 2020 (YTD). This report contains matters that are of a purely administrative nature or information that does not require a decision from Council. As such, this report does not address any matters that are significant in terms of Council’s obligations as set out in the Local Government Act 2002.
The following appendices provide further detailed information in support of the activities outlined in the report:
• Appendix 1 – Library supporting information • Appendix 2 – Museum and Heritage supporting information • Appendix 3 – Cemeteries supporting information
2 RECOMMENDATION
That;
a) The Community Services Quarterly Report to 30 September 2020 (document number 10504015) of Sally Sheedy, Manager Community Services, be RECEIVED.
3 COMMUNITY SERVICES TEAM UPDATES
3.1 Community Facilities Public Conveniences
10504015
19 Cambridge Community Board 3 February 2020 - Quarterly Reports
Two new toilet facilities have been installed. A two pan unit was installed at Centennial Park in July. Staff ran a ‘design a dunny’ competition, inviting local artists and photographers to enter their masterpiece. Kihikihi artist Teresa Siemonek (Treezart) was the winner of the competition with their acrylic painting showing Tui and Kotare resting in native fauna. The artwork will add a splash of colour to the park!
The second facility was the renewal of the public toilets on Franklin St, Pirongia. The facility provides five unisex pans and a room of six urinals. The exterior has been designed to align with the neighbouring historic buildings. These toilets were built with the support of the Tourism Infrastructure Fund to assist with high volumes of domestic and international (once COVID-19 border restrictions lift) tourists stopping in town.
Staff will continue to monitor water demand at the lakeside reserves where the water supply is at risk due to its unreliable nature. A business case has been developed for consideration during the 2021-2031 Long Term Plan, to review and upgrade water supply to public conveniences.
Waikato Regional Sport Season Transition Plan for Community and School Sport Sport Waikato is leading a Collective Agreement across Councils and Regional Sports Organisations within their catchment to create defined winter and summer season windows. The seasonal windows and transition periods align to national directives (Balance is Better) and Moving Waikato 2025, to focus on growing participation and enhance the quality of sporting opportunities for people and communities across the
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region. In October, Waipa District Council (WDC) staff signed an MOU with Sport Waikato to provide our support to the Collective Agreement.
Central Waikato Sub-region Sports Field Capacity and Demand Study Working with neighbouring Hamilton City and Waikato District Council’s, the sports field capacity and demand study has been completed, and will soon be shared with the wider community. The preliminary findings of the study helped to inform projects put forward for consideration in the 2021-2031 Long Term Plan.
Centennial Park Concept Plan Refresh Staff are currently working to refresh the Centennial Park concept plan which was originally developed with the Te Awamutu Community Board. Staff are working with Te Awamutu local Regan McFall who is engaging the community to fund a bike skills track (similar to the Cambridge Pump Track) and a new skate facility. The refresh will update what has been completed on site and include spaces for these community aspirations to provide staff with direction for future development at the park.
Yardstick update Recently staff participated in Yardstick 2020. Yardstick provides insights into the parks industry in New Zealand and how Waipa District Council fits. The 2020 benchmark included 35 Council’s from across Aotearoa with WDC comparing positively in regards to sport field provision (which aligns with the data from the recently completed Central Waikato Sub-region Sports Field Capacity Study), street tree provision and garden/horticultural planted beds. The benchmark tool showed further provision work is required in Actively Maintained Parkland, Trails/Paths and Playgrounds. WDC also scored favourably in Management Best Practice, scoring 5% better than the median score.
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Feedback from the Yardstick team was very positive, with one of the consultants asking if they can share what WDC has done in parks asset management with other Council’s.
Contract Management An update on individual contracts is as follows:
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Contract Update Tree Maintenance There has been six new variations to contract to maximise Contract the contract rates. There were 19 trees removed, 468 trees pruned and no storm related call outs. The contractor has continued to maintain their work schedule through the last quarter with no issues arising. The contract has a new Engineer to Contract – Koos Lelieveld. COVID-19 Alert Level 2 through August had no impact on the contract. Rural Open Space New areas of open space to be added to the contract – Contract mainly from the Waters and Transportation areas. Minor contract administrative issues are being worked through. The contractor has had some minor performance penalties deducted from their contract payments. The contract has a new Engineer to Contract – Koos Lelieveld. COVID-19 Alert Level 2 through August had no impact on the contract. Public Convenience There was a minor issue with the Cambridge Superloo not Cleaning Contract having the quarterly clean completed and leaf litter removed, which has been resolved. Staff audits have identified minor improvements only, with most toilets being cleaned as per the agreed LOS. The contract has a new Engineer to Contract – Koos Lelieveld. COVID-19 Alert Level 2 through August had no impact on the contract.
3.2 Libraries 1 July – 30 September 2020 Library Statistics • 484 new patrons registered across both libraries • 36,240 total library membership • 123,673 items issued • 1,468 eBooks and 316 eAudiobooks were issued.
Further details of the Library statistics can be found in Appendix 1.
From 1 July the libraries team stopped sending out paper notices and have moved fully to SMS and email notices. This was advertised in the library for the year prior to implementation.
Online Catalogue We have been notified the current online catalogue is being discontinued as at 30 December 2020. As a result, the Libraries team are working on a new catalogue platform, which with added features will be introduced later this year.
New Zealand National Library Partnership Fund The New Zealand National Library received central government funding to support communities through Covid-19. WDC Libraries have been successful in gaining funding for two fixed term positions until 20 June 2022 to support our communities during this
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time of uncertainty. These positions will help the community through digital literacy, reading, and general COVID-19 recovery programmes.
COVID-19 Impact on Waipa District Libraries during quarter 1 COVID-19 Alert Level 2 was in place from 11 August to 22 September 2020. This limited library opening hours, required quarantining of all returned library books for 72 hours and the ability to hold events and run programmes. In the first 2 days of Alert Level 2, issue numbers were 6,572 at both libraries, while our patrons prepared for further restrictions.
COVID-19 has also affected delivery times of new stock to the libraries, with delays ranging from 4 - 6 weeks for the majority of stock arriving. We expect this to continue until sometime in 2021.
During this time the libraries held two holiday programmes. Due to COVID-19 restrictions, these activities were very different to normal. Patrons (numbers limited) could pick up activity packs from each library and complete the crafts at home with online instructions provided. Despite these changes, the holiday programmes were very popular. 3.3 Museum and Heritage 1 July – 30 September 2020 Museum and Heritage Statistics • 1,094 visitors at Te Awamutu Museum • Undertook programmes for over 561 students, in the Museum and at significant sites. During July and August the whole of Te Awamutu Intermediate visited the Museum across 16 sessions to undertake a Wearable Art Programme. • Exhibitions: th o Celebrating 100 years of Secondary Education in Te Awamutu – 5 Sept – 3rd October in the Front Porch Gallery o Te Kopuni Kura Exhibition created in conjunction with Te Wananga o Aotearoa - celebrating the rich collection of their students and teachers artworks. Gavin Gifford Gallery 1 July – 19th Sept. • Matariki workshops with Oriwa were held during the July School Holidays. Programmes included; making coloured Matariki Stars, learning to weave stars with harakeke/flax, designing your own Matariki star.
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• In celebration of Te Wiki o Te Reo, 2 sessions of Ti Rakau Stick Game were held at the Museum Saturday 19th September • Processed 5 new collection acquisitions • Assisted with over 56 research enquiries.
Further detail regarding Museum Statistics can be found in Appendix 2.
Te Ara Wai Journeys • 1,759 new users totalling 7,388 users.
COVID-19 Impact on Te Awamutu Museum during quarter 1 During the COVID-19 Alert Level 2 between 12 August – 22 September 2020, no school programmes were able to be run at the Museum. This resulted in several cancellations and rescheduling, as unfortunately not all programmes were able to be run at a later date. Several Zoom sessions with classes were developed and held during this time as an alternative to visiting the Museum
3.4 Parks, Reserves and Cemeteries Operations Cambridge Parks • The winter annual bedding received a lot of comments, in particular harvesting of the vegetables. Due to the location of the plants within the road corridor harvesting was not advised. All of the plants were recycled into the garden mix, so did not go to waste. • Key changes to the Cambridge clock timing (i.e. daylight savings) and regular maintenance is now being managed by a professional clock company. The Cambridge Parks team continue to wind the clock twice a week. • The team has provide assistance to Elise Badger, Cambridge Community Board with her community garden project to grow an edible garden for public use. A pilot garden is currently underway next to Thompson Street playground.
Te Awamutu Parks • The team have been working with the ‘Friends of Memorial Park’ volunteer group to support the work they are want to complete through managing health and safety requirement and provide guidance on safe work areas within the Park. The garden team continue to remove large amounts of Chinese fan palms from Memorial Park, which have been self-seeded throughout the park becoming a weed. • The Garden team have replanted the bank at the Sculpture Park carpark, as this was overgrown with a large amount of weeds and now is planted with native shrubberies. • Alexandra Street has had infill planting throughout the perennial gardens to refresh these gardens. The turf on Alexandra Street has been improved with
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compost to increase the moisture and nutrient holding ability of the soil for better grass health. • Winter Rose pruning and composting on the beds has been completed. This is the main pruning for the roses and takes a full team effort to complete.
In both Cambridge and Te Awamutu we completed a broadleaf spray programme on sports fields and amenity parks with Onehunga weed (prickles) and Cape Daisy areas.
Cemeteries The Cemetery Team have received two utility vehicles with cranes to manage the grave shoring liners required for burials. This equipment improves work processes for grave preparation, removing the current process of manually lifting the grave shoring liners into and out of burial plots. Historically this required four staff to safely lift, with the new equipment removing manual lifting and requiring only two staff. This will provide a time saving of approximately two labour hours per burial.
Unfortunately, there was a break in at Te Awamutu Cemetery on the 18 - 19 of September. The offenders burnt through two locks to get into the shed, from which they stole over $7,000 of small plant (including hand mowers, blowers, line trimmers, water blaster and an air compressor). We are currently in discussions with Te Awamutu Police to improve safety at the cemetery.
Overall, burial numbers are down for the first quarter compared with 2019/20 by 12. Head stone permits are tracking above and ash interments are the same. Please refer to Appendix 3 for further graphs representing cemeteries statistics.
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3.5 Pools Visitor numbers for Te Awamutu Events Centre (TAEC) were tracking well in July with school holidays. Unfortunately visitor numbers were significantly impacted due to COVID-19 Alert Level 2 from 12 August to 22 September 2020. This alert level limited the numbers of people allowed within TAEC, increased cleaning requirements and impacted programmes. There was no stadium use during this time.
With respect to projects, GoWaipa have been concentrating on the Cambridge Pool development, developing an establishment plan and organising fixtures, furniture and equipment to align with the construction project. This will be a priority for the GoWaipa team this year.
3.6 Reserves Planning Key accomplishments during quarter 1 • Parks plans: - Amendments to draft concept plan for Lake Te Koo Utu endorsed by community board and council - Analysis of feedback on draft concept plan for Memorial Park reported to community board and council - Draft Maungatautari Reserve Management Plan adopted by council and sent off to Minister of Conservation for ministerial approval - Cemeteries provision plan progressed • Subdivision and land use consents - Progressed reserve acquisition, development discussions and business cases for the following growth cells: T1, T2, C2, C4, Cambridge North and Ngahinapouri - Progressed reserve acquisition discussions for peat lake reserve margins and Te Awa cycleway - Provided Community Services comments on 8 subdivision and land use consents. • Legislation and strategy reviews - Waikato Pekapeka (Bat) Plan initiated together with mana whenua representatives, WRC, DOC, HCC and Waikato DC; and follow up huis scheduled • Reserve activation - Provided input and/or led discussions on requests for numerous new leases and licences on reserves - Processed 2 MEIT concessions • Spring weed and pest plant control; and plant releasing of this year’s and previous years’ restoration plantings in conservation reserves
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• Management of Council’s partnership with Waikato Regional Council for the Enviroschools Programme has been taken over from Strategy Team • Spatial mapping of trap lines for predator control and restoration plantings on Council owned land completed • Peat Lake and Wetland Accord hui was held in September led by Community Service staff and attended by representatives from NITOW, WRC, DOC, Fish & Game, NZ Landcare Trust and National Wetland Trust • Attendance of regular partnership meetings: MEIT Scientific and Technical Advisory Panel, Rotopiko Operational Committee, Maungatautari to Pirongia Ecological Corridor Project (former Lower Mangapiko Streamcare Group)
Sally Sheedy MANAGER COMMUNITY SERVICES
Approved by Debbie Lascelles GROUP MANAGER STRATEGY & COMMUNITY SERVICES
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APPENDIX 1 - LIBRARY SUPPORTING INFORMATION 1 JULY – 30 SEPTEMBER 2020
Membership numbers • During the quarter 1 the libraries registered 275 new patrons at Cambridge Library and 209 at Te Awamutu Library. • At the end of this period the number of registered patrons were recorded as: o Cambridge – 20,106 o Te Awamutu – 15,088 o Family count – 1,046 (number of patrons who are recorded as not having their own card and are using a family member’s card)
Total number of issues Issues by type 1 July - 30 Sept 2020 (physical)
50000
40000
30000
20000
10000
0 Adult Children/Teen Non-Book Other
Cambridge Te Awamutu
Material type Cambridge Te Awamutu Adult 28775 13878 Children/Teen 47266 29346 Non-Book 2434 1942 Other 24 8 Total 78499 45174
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eResource issues quarter 1 • eBooks = 1468 • eAudiobooks = 316
Programmes – quarter 1 Over 3,509 patrons attended sessions during this time. It is noted, not all activities count attendees due to the nature of the activity. For this year the activities / events and programmes were:
• Wriggle and Rhyme (once a week in both • Father’s day cards (virtual) libraries during term time) • Lyceum • Toddler Time (once a week in both • MGL x 2 libraries during term time) • Manuka honey standards demystified • Makerspace (twice a week in Cambridge • Zumba and once a week in Te Awamutu during • Altrusa term time) • Te Awamutu Gardening club • Holiday craft programmes (July and • Book sale September/October) • Tumeke • Book club – quarterly in both libraries • Mini Whinny • Blaze in both libraries (book launch) • Knitting group – Make give love • Teddy bear’s picnic in both libraries • Get active • Ko Matariki mai Te Ko Utu Kohanga Reo • Hell reading challenge • Film Night (2 sessions held, rest cancelled • Get lit! due to Covid-19)
Report to Strategic Planning & Policy Committee – 1 December 2020 COMMUNITY SERVICES REPORT TO 30 SEPTEMBER 2020 Page 12 of 14 10504015
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APPENDIX 2 – MUSEUM AND HERITAGE SUPPORTING INFORMATION Exhibitions held Quarter 1 • Gavin Gifford Gallery • Te Kopuni Kura – Celebrating the collection of Te Wananga o Aotearoa • Front Porch Gallery • Queen Victoria Lithograph – fascinating object from the Museum Collection • Celebrating 100 Years of Secondary Education in Te Awamutu Public Programmes provided Quarter 1 • Matariki Workshops with Oriwa • Te Wiki o Te Reo – Ti Rakau Stick Game
General Visitor Numbers 2018 2019 2020 January 1,073 512 650 February 532 423 447 March 506 623 231* April 704 764 0** May 500 656 40*** June 580 426 188 July 359 613 585 August 441 308 179**** September 478 507 330**** October 684 933 679 November 330 463 December 281 397 Total 6,468 6,625 3,329 to date COVID-19 impact - *closed 23/3, ** closed, *** reopened 25/5 **** Level 2 – 12/08 to 22/09/20
LEOTC Students 2018 2019 2020 January 0 0 0 February 674 440 516 March 384 988 154* April 59 306 0** May 739 755 0*** June 201 206 100 July 16 0 340 August 419 136 184 **** September 596 408 37 **** October 224 50 November 101 57 December 87 0 Total 3,500 3,346 1331 to date COVID-19 impact - *closed to public 23/3, ** closed, *** reopened 25/5 **** Level 2 – 12/08 to 22/09/20
Report to Strategic Planning & Policy Committee – 1 December 2020 COMMUNITY SERVICES REPORT TO 30 SEPTEMBER 2020 Page 13 of 14 10504015
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APPENDIX 3 - CEMETERIES SUPPORTING INFORMATION
Report to Strategic Planning & Policy Committee – 1 December 2020 COMMUNITY SERVICES REPORT TO 30 SEPTEMBER 2020 Page 14 of 14 10504015
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Sensitivity: General
INFORMATION ONLY
To: The Chairperson and Members of the Service Delivery Committee From: Manager Water Services Subject: Water Services Quarterly Report Meeting Date 8 December 2020 File Reference: 004.06
1 Executive Summary
The purpose of this report is to provide information on the activities pertaining to the Water Services Team’s activities for the period from July 2020 to September 2020. This report contains matters that are of a purely administrative nature, or information that does not require a decision from Council. As such, this report does not address any matters that are significant in terms of Council’s obligations as set out in the Local Government Act 2002 or Council’s Significance and Engagement Policy.
Of particular note:
. The Resource Consent Hearing for the Cambridge Wastewater Treatment Plant’s short term consent was held on 19 October. The commissioners’ report has been sent to the Waikato Regional Council, and the appeal period expired on 30 November 2020. We expect to have the consent confirmed by 1 December 2020. This is a great outcome and the result of many years’ work to reach this milestone. We now have a compliant Cambridge Wastewater Treatment Plant (WWTP) for the first time in 20 years.
. At the Service Delivery Committee Meeting in November, the Committee was updated on the progress being made on the Detailed Business Case for the Hamilton-Waikato Metro Area which is tightly linked to the long term approach for the Cambridge WWTP. Unfortunately that project has not met some internal project deadlines since the report, and we will now not be in a position to have well informed recommendations for the Governance Meeting on 16 December. At that meeting the Governance Group members were going to be receiving and endorsing a preferred technical solution, however, this
Report to Service Delivery Committee – 15 September 2020 Water Services Quarterly Report Page 1 of 18 10512639
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work is still progressing at pace and an outcome will be confirmed in the New Year, once Council has resumed.
. The Request For Information project (for the Department of Internal Affairs), as part of the Water Reform Programme of works is progressing well. The workload to complete the spreadsheet and the comprehensive nature of the request has meant that several staff have been removed from business as usual duties to ensure completion of the work. Staff are working towards having a first draft complete before the end of the year to ensure comfortable delivery by the 1 February 2021 deadline.
. For this reporting period (and financial year to date), all water treatment plants are compliant for both bacteria and protozoa. Te Tahi Water Treatment Plant has experienced a number of incidents of data loss that may result in non- compliance if not remedied to the satisfaction of Public Health.
All zones are compliant for this period. However, E. coli was detected in the Te Awamutu zone in October 2020, and therefore this zone will be reported as non-compliant to date.
2 Recommendation
That
a) The report titled Water Services Quarterly Report, (document number 10512639) of Martin Mould, Manager Water Services, be received.
3 Financials
Reported to Council separately through the Finance and Corporate Committee.
4 Water Demand
4.1 Current Demand – Water Production
Demand patterns across the district are normal for this period of the year. The only difference is the demand pattern for Frontier Road. There has been a higher draw on the Frontier Road Bore due to the number of repairs being carried out on the main from Te Tahi.
Report to Service Delivery Committee – 15 September 2020 Water Services Quarterly Report Page 2 of 18 10512639
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5 Demand Management Activities
5.1 Rainwater Harvesting Workshops . Smart Water has organised some workshops to engage the public on how to harvest rainwater at home for outdoor use using small rain tanks. . Workshops were run in partnership with GoEco in November, one in Te Awamutu and one in Cambridge, which were sold out. . Promotions of the workshops was done through a ‘scavenger hunt’ in each town/village within the district where clues were given via Council’s Facebook page for people to identify and be the first to come to site and win a rainwater tank (310 litre). o The promotion was incredibly well received and tanks snapped up within seconds in some instances. o Some tanks won were being gifted to elderly family members who were unable to participate on the day. . Council has partnered with a local tank supplier for the workshops, and will be providing attendees with a voucher that can be used to purchase their own
Report to Service Delivery Committee – 15 September 2020 Water Services Quarterly Report Page 3 of 18 10512639
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rainwater tank post workshop. . Although rainwater harvesting at this scale does not generate significant water savings, research has found that these types of initiatives help generate broader conservation awareness and behaviour change. . This is a pilot project and participants will be contacted post workshop with a survey to gather information regarding the effectiveness of the workshops, any behaviour change made as a result. This will help determine future projects of a similar nature (or not). . Below are the winners of the tanks from the social media promotion campaign:
Report to Service Delivery Committee – 15 September 2020 Water Services Quarterly Report Page 4 of 18 10512639
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Sensitivity: General
Report to Service Delivery Committee – 15 September 2020 Water Services Quarterly Report Page 5 of 18 10512639
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5.2 Smart Water Education . The 2020/21 annual plan for the Smart Water campaign has the following areas of focus: o Shorter Showers: Campaign targeting non-residential businesses like hotels, motels and gyms with residential type consumption (showering) to encourage users to be conservative with their use outside of the home or when visiting our district. o Swimming Pools: Campaign targeting behaviour change and education around swimming pools leading up to higher demand summer periods. This campaign encourages pool covers, pool water treatment, and avoidance of regular emptying and filling of temporary pools. o Schools Outreach: School programme celebrating United Nations World Water Day (UNWWD) and encouraging schools to sign up and participate in engaging activities and pledges with a water conservation theme. This will be a focus in the new school year. o Water Restrictions Review: Longer term project focused on a higher level review of the restrictions campaign. Ensuring all restrictions are still fit for purpose and aligned to best practice.
5.3 Summer Campaign . Summer campaign planning is underway and a communications plan has been developed which features standard newspaper advertising, public notices, and road signage. Social media postings will also be scheduled. . Hamilton City Council and Waipa District Council remain in the sub-regional partnership and plan to meet fortnightly to discuss the alert level situation. Waikato District Council is no longer part of the sub-region partnership after transferring their water services to Watercare. . Weekly water monitoring and reporting has commenced, together with fortnightly operational status meetings internally to discuss current water situations and whether restrictions are implemented or not. . Initial status indicates: • Lake Taupo has not recovered significantly this winter and like the Mangauika Catchment, is still feeling the effects of the drought last season. • Mercury (which manages the Waikato River levels) has already started operating at minimum flows to help improve river levels and conditions at Lake Karapiro, expressing concerns for the lower than regular levels at Lake Taupo. • Seasonal climate outlooks show La Nina climate is present which will likely bring a marine heatwave, high temperatures and reduced rainfall to our part of the region. • Last time this climate pattern was experienced was in 2017/18 when Alert Level 4 was almost reached. • Catchments were also saturated prior to the summer of 2017/18 and were not recovering from a drought like at present. . A district-wide approach to restrictions is preferred this year (as opposed to split levels across the district) which will aid in providing consistent messaging around water conservation.
Report to Service Delivery Committee – 15 September 2020 Water Services Quarterly Report Page 6 of 18 10512639
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6 Levels of Service & Performance Measures
The Customer Request based measures shown below are part of the Department of Internal Affairs (DIA) Non-Financial Performance Measures.
6.1 Water
Report to Service Delivery Committee – 8 December 2020 Water Services Quarterly Report Page 7 of 19 10512639
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The increase in complaints was largely due to the type of contracts that were underway, involving alterations/upgrades to the reticulation network. A 1080 drop occurred in the Te Tahi water catchment in the month of September, triggering some complaints from those opposing the use of 1080.
6.2 Wastewater - Dry Weather Sewerage Overflows and Response to Call Outs During this period there were no overflows or calls to respond to issues. There was a complaint regarding odour in Herbert Street, Kihikihi. The Network Team is investigating lid sealing issues.
Report to Service Delivery Committee – 8 December 2020 Water Services Quarterly Report Page 8 of 19 10512639
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6.3 Stormwater
6.4 Compliance – Drinking Water Standards July is the start of the Compliance year
Water Supply Drinking Water Standards (KPI Measures) – Treatment Plants Bacterial Compliance Treatment Plants July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun YTD
Alpha St N/A N/A N/A N/A ------Cambridge Karapiro Yes Yes Yes Yes ------Te Awamutu Te Tahi Yes Yes Yes Yes ------& Pirongia Frontier Yes Yes Yes Yes ------Rd Kihikihi Rolleston Yes Yes Yes Yes ------St Ohaupo & Parallel Yes Yes Yes Yes ------Pukerimu Rd Commentary All requirements of the Drinking Water Standards, bacterial compliance were met for the water treatment plants(outstanding data loss issues to confirmed) N/A = plant offline/ not in use
Protozoa
Treatment Plants Compliance Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun YTD
Alpha St N/A N/A N/A N/A ------Cambridge Karapiro Yes Yes Yes Yes ------Te Awamutu Te Tahi Yes Yes Yes Yes ------& Pirongia Frontier Yes Yes Yes Yes ------Rd Kihikihi Rolleston Yes Yes Yes Yes ------St Ohaupo & Parallel Yes Yes Yes Yes ------Pukerimu Rd Commentary All requirements were tested and met compliance N/A = plant offline/ not in use
Report to Service Delivery Committee – 8 December 2020 Water Services Quarterly Report Page 9 of 19 10512639
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Water Supply Drinking Water Standards (KPI Measures) – Reticulation Zones
Bacterial Compliance Reticulation Zones July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun YTD Cambridge Yes Yes Yes Yes ------Karapiro Village Yes Yes Yes Yes ------Kihikihi Yes Yes Yes Yes ------Maungatautari Yes Yes Yes Yes ------Ohaupo Yes Yes Yes Yes ------Pirongia Yes Yes Yes Yes ------Pukerimu Yes Yes Yes Yes ------
Te Awamutu Township Yes Yes Yes No* ------
Commentary: *E. coli was detected in routine sample. No evidence was found to support a failure in the water treatment system nor an actual contamination event. It is suspected that there may have been an issue with the sampling methodology so improvements have been identified in the Shared Services sampling practices; these matters are being worked on.
Wastewater Consent Compliance (KPI Measures) Target YTD Abatement Notices 0 2 Infringement Notices 0 0 Enforcement Orders 0 0 Convictions 0 0 Commentary: Two Abatement Notices received for Cambridge Wastewater Treatment Plant. The short term consent hearing was held in mid-October where the short term consent was granted. Consent is yet to be received, and as soon as this happens, Waikato Regional Council will be contacted to remove the abatement notices in place.
Te Awamutu Wastewater Treatment Plant – PLC Failure Event At approximately 9pm on Saturday, 22 August 2020, a fault occurred at the Te Awamutu Wastewater Treatment Plant (the plant) with the Programmable Logic Controller (PLC). The PLC monitors and controls the plant operations, and partially failed by going into an unpowered state, shutting down the majority of the plant. The partial failure stopped the reactor feed pumps, but continued to operate one of the clarifier feed pumps, resulting in the contents of the reactor basin being drained into the clarifier. The emptying of the clarifier was exacerbated as one of the clarifier feed pumps was not linked to the PLC and instead set to manual at the variable speed drive (VSD). The fault caused a series of failures within the plant which created a non-compliant status of the final discharge.
A series of investigations and remedial works were undertaken in the days that followed in order to bring the plant back to normal operational levels. These included biomass health assessments, daily sampling of final effluent, twice-weekly upstream and downstream sampling, remedial works of the aerators and mixers, PLC investigations and alarm creation and testing. Waikato Regional Council was notified of the event and provided with regular communications regarding updates, approximately every three days. Notifications were provided to Council’s kaitiaki partners and key stakeholders as well, including Fish and Game, the Medical Officer of Health, and the Mangapiko Streamcare Group each week. Council’s Executive Team and Elected Members were also provided with daily briefings of the situation.
Report to Service Delivery Committee – 8 December 2020 Water Services Quarterly Report Page 10 of 19 10512639
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Waikato Regional Council’s Enforcement Decision Group is currently investigating the incident. No further updates have been received to date regarding the outcome of this incident.
Stormwater Consent Compliance (KPI Measures) Target YTD Abatement Notices 0 0 Infringement Notices 0 0 Enforcement Orders 0 0 Convictions 0 0 Commentary: No notices, orders or convictions related to stormwater consent compliance.
7 Risk Management
7.1 Health & Safety Assessments and Events . A new structure for Waters Services is providing increased support for Health and Safety. . Top 5 risks identified for the business unit – a process to address and monitor is underway. . Separation of hazards now completed to align to the new structure, full reviews to commence. . Continuation of monthly area Health and Safety meetings, outcome increased awareness and ownership for Health and Safety. . Previous reported events closed out. . Overall safety score for major projects underway is very pleasing, with zero lost time or medical treatment events reported.
7.2 Health & Safety – Initiatives . A project to develop generic Job Safety Analyses for field teams where common hazards and tasks has been identified. . New structure of Team Leaders and Senior Operators to support risk register reviews. . Review of safe work procedures for the Wastewater plants to ensure current best practice standards are in place. . Process in place to achieve increased focus on contractor auditing agreed.
8 Activity Management
8.1 Asset Planning
Three Waters Master Planning The Master Plan is now complete and has been used to inform business cases, the Three Waters AMPs, and Infrastructure Strategy. A Three Waters Master Plan GIS layer is near completion and provides insight for future projects across the district, along with the project triggers (growth/level of service/other), costs, and timelines. A communications plan for this work is also being developed to share this information with all stakeholders and inform the Waipa District Council spatial plan.
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Three Waters AMPs & Infrastructure Strategy The Infrastructure Strategy is currently being drafted. With the Master Plan completed, the discussion/description of the activities is being revised within the Infrastructure Strategy, with updated projects and costs.
The Three Water AMPs have been through an external review process and are now awaiting confirmation of funding details prior to Group Manager review.
Storm Water Model Update The Assets Team has kicked off the final stage of the stormwater model verification with the identification of the properties at risk, which is a desktop exercise. Once those properties at risk are identified, a field survey will be undertaken on those properties to confirm property finished floor levels (FFLs). Once those FFLs are confirmed we will be confident in informing those property owners; the Communications and Engagement team is currently working on a plan for this, and a set of Frequently Asked Questions. The Assets Team is also working with the GIS team to develop a flood hazard viewer for public and internal use, along with a flood viewer disclaimer.
An in-depth update was provided to Council on 17 November 2020.
8.2 Maintenance & Service Contracts
Water Meter Reading Contract (27-19-06) Since November 2019, Wells Instrument and Electrical Services Ltd has been appointed to read water meters for Waipa District Council. Meters currently read include all commercial/industrial and residential customers across the Waipa district. Current performance of the contractor is satisfactory.
Stormwater Maintenance Contract (27-19-01) Since August 2019, Waipa’s stormwater maintenance contract has been undertaken by Camex Ltd. All works are continuing as normal, with all the programmed cyclical works.
The contract includes a cyclical inspection and reactive maintenance of our stormwater network, treatment devices and structures, outlets, ponds and swales, CCTV stormwater network inspections, and the Council maintained rural drainage network. The contract also includes reactive works that include emergency works, network repairs and replacement works.
Waipa District Water Network Asset Inspections Contract (27-19-35) Since November 2019, Waipa Civil Ltd has been engaged to inspect assets for Waipa District Council. The 12 months initial stage of this contract, with a contract completion date of 31 October 2020, aimed for the assessment and general maintenance requirements of 20% of the assets within a 5km radius of Cambridge CBD. At present contractor performance on this contract is adequate.
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8.3 Projects – Water Renewals 2019-2020
27-18-15 District Wide Ridermain Installation 18/21 Three-year contract to carry out installation of rider mains across the district until 30 June 2021. The contract was awarded to Waipa Civil. Contract scope for Separable Portion B (Financial Year 19/20) has now been completed and Separable Portion C (Financial Year 20/21) will commence in November 2020. There are six work portions; namely Shakespeare Street, Richmond Street, Florida Place, Williams Street, Bockett Ave, and Picquet Hill Road.
27-19-03 District Wide Watermain Renewals 19/21 A two-year contract to carry out watermain replacement across the district. The contract was awarded to Cambridge Excavator Ltd (Camex). The works under Separable Portion A have been completed and the works under Separable Portion B will commence in November 2020, with all works to be completed by 30 June 2021. There are five work portions; namely Gorst Avenue - Ohaupo Road, Te Awamutu; Wallace Terrace, Te Awamutu; Cambridge Road, Te Awamutu; Queen Street, Cambridge; and McClure Street, Pirongia.
8.4 Projects – Wastewater Renewals 2020/2021
27-18-37 District Wide Wastewater CCTV 18/21 A three-year contract to carry out CCTV pipe inspections across the district until 30 June 2021. This contract was awarded to Hydrotech Ltd with Separable Portion B (2019/2020) completed during August 2020. Separable Portion C (2020/2021) is ongoing. Current performance of the contractor is satisfactory.
27-19-04 District Wide Sewer Pipe Renewals 2019/20 A contract for relining 6.4km of wastewater pipes across the district. The contract was awarded to Reline NZ Ltd and commenced in November 2019. The construction work is now completed, with Practical Completion to be issued imminently.
27-19-26 District Wide Sewer Pump Station Renewals 19/20 Contract for the renewal of district wide sewer pumps. Work for 2019/ 2020 includes eight sewer pump replacements and one pump station electrical cabinet replacement. The works programme was dependent on pump procurement timeframes, but this project has now been completed including submission of all required operational documentation.
8.5 Projects – Stormwater Renewals 2019-2020
27-19-05 District Wide Stormwater Network Renewals 19/20/21 Contract for the rehabilitation of stormwater pipes across the district. The contract is split into two Separable Portions. The contract was awarded to Cambridge Excavator Ltd (Camex). The works under Separable Portion 1 are completed.
There are three work sites that have currently been awarded under Separable Portion 2, namely SH3 / Kihikihi Road, Fraser/Elizabeth Avenue and Churchill/Mahoe Road.
Report to Service Delivery Committee – 8 December 2020 Water Services Quarterly Report Page 13 of 19 10512639
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Work to a site in Palmer Street is under review pending further modelling and on-site investigation.
8.6 Major Capital Project Delivery
Update Cambridge Wastewater Treatment Plant As mentioned, the consent hearing was held and went very well, and the consent has now been granted. The upgrade works have now been completed and early results are showing compliance with the new consent conditions. A further project to install a replacement aeration lagoon is in the design stage.
Te Awamutu Wastewater Treatment Plant Upgrade New UV is in service, new screens installed and this is in the final stages of pre- commissioning. New clarifier 2 has been constructed and is in a commissioning stage. The leak on the newly installed clarifier 2 mechanical equipment caused a delay and resulted in reprogramming of the works. However, at this stage practical completion will not be affected and is expected to be issued prior to the Christmas break. Refurbishment of clarifier 1 and some other minor works will be completed in January 2021, during plant optimisation period.
Parallel Road Water Supply Upgrades The raw watermain has now been completed, and the contractor works are now in the maintenance period. Monitoring of the roading reinstatement continues and remedial works to repair uneven surfaces are programmed to be undertaken prior to Christmas.
The treatment plant upgrade is progressing well with site works now well underway. The main building is substantially complete, with the treatment process equipment starting to be installed. The external tanks are nearing completion. With the good progress being made it is expected that, although there is a contractual completion date of October, commissioning is currently programmed to commence in April with completion in June.
Waikeria Wastewater Project Great progress has been made with the four parts of the Waikeria project:
Waikeria Wastewater Pump Station The wetwell and inlet works structures have now been completed. Work is progressing on the installation of the mechanical equipment, above ground storage tank erection, site facilities, landscaping and commissioning planning.
Waikeria to Kihikihi Rising Main The entire pipeline from the prison to Kihikihi has now been installed. Final stages of reinstatement in Kihikihi are currently being undertaken.
Albert Park Wastewater Pump Station The Albert Park Pump Station is currently undergoing dry commissioning and is scheduled to be complete and commissioned in early December. Work will then commence on decommissioning and demolishing the existing pump station. Report to Service Delivery Committee – 8 December 2020 Water Services Quarterly Report Page 14 of 19 10512639
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Albert Park to Paterangi Road Rising Main The entire pipeline has now been installed and is currently being commissioned. Work is being undertaken to complete roading reinstatement.
The entire contract remains on track for the completion of the contract works in March 2021.
Christie Avenue Wastewater Pump Station Improvements Work has commenced on the upgrade to the Christie Avenue Wastewater Pump Station. The new storage tank has been dug out and the construction of the concrete floor and walls is well underway. Work has also commenced on the rising main from the pump station to the Mutu/Mangapiko Street intersection with about half the pipe installed.
9 Shared Services
Waipa District Council has been working with Hamilton City Council and Waikato District Council for a number of years, developing and enhancing the shared service provisions between the partner Councils. There are currently 17 people employed within the Shared Services Team, undertaking activities of Tradewaste, Sampling and Analysis and the Smart Water programme.
Waikato District Council, which has transferred delivery of its Three Waters to Watercare, left the Shared Services Partnership on 30 September 2020. In early September 2020 the board of the Waikato Local Authority Shared Services (WLASS) approved a business case associated with a project to expand Shared Services to other Councils within the WLASS. The Shared Services Manager has been seconded across to WLASS and Service Level Agreements for all interested Councils are in the process of being developed.
9.1 Smart water Smart Water education projects are discussed earlier in this report under Section 5: Demand Management.
9.2 Trade Waste There were 11 non-compliances detected over the reporting period July – September 2020 (quarter 1 2020/21). 96% were resolved within the timeframe the Trade Waste Team set for the consent holders. The team has started reporting on a new measure relating to resolution of non-compliances. In the same reporting period all non- compliances were resolved or a non-compliance response plan was received and approved within reasonable timeframes.
Trade Waste summary: . 388 active customers in Waipa, including 209 Controlled, 20 Conditional, 149 Permitted and 10 tankered customers. . 230 audits undertaken during the period July – September 2020 (quarter 1 2020/21) across the sub- region.
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9.3 Sampling and Analysis Sampling and Analysis was back to pre-COVID-19 levels during quarter 1. Sampling and Analysis summary: . The Sampling and Analysis Team collected 2,248 samples and completed 19,510 tests for those samples across the sub-region during the period July – September 2020. . Laboratory technical audit from IANZ was completed in June and all corrective actions were completed by the due dates specified, meaning full accreditation remains. . The Sampling and Analysis team is currently undergoing training and working towards gaining accreditation for analysis using two new automated analysers. . A review of systems and processes is being undertaken in light of the high E.coli result in October, which is possibly a result of a sampling error.
10 General
10.1 Water Regulator Update Since the Cabinet Papers on the Water Reform/Regulation were released in July 2019, development of the formation of a drinking water regulator has been undertaken.
Taumata Arowai – The Water Services Regulator Bill The bill establishes the new water regulator, and provides for its objectives, functions, operating principles and governance arrangements.
A Taumata Arowai Establishment Unit has been formed. The Taumata Arowai – Water Services Regulator Bill will detail the new drinking water regulatory system, provisions for source water protection, and Taumata Arowai’s wastewater and stormwater functions. This was anticipated to occur by the end of July 2020. However, Taumata Arowai will not become fully operational until enactment of the Water Services Bill, projected to be towards the middle of 2021.
11 Current/Upcoming
11.1 Network Maintenance All the new flow meters have successfully been installed on the reservoirs as per the project. All critical valve testing has been completed. Most of the critical backflow testing has been completed with the final 101 under way, and should be finished soon.
Maintenance on the two Kihikihi bores was completed, but further work is underway to achieve on-going compliance.
Numerous repairs have been undertaken on the 375 mm trunk main from Te Tahi to the old Papesh Road booster station to improve its integrity. A new high lift pump has been installed at Parallel Road.
Report to Service Delivery Committee – 8 December 2020 Water Services Quarterly Report Page 16 of 19 10512639
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Martin Mould Approved by: Dawn Inglis Manager Water Services GROUP MANAGER SERVICE DELIVERY
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To: The Chairperson and Members of the Cambridge Community Board From: Manager Strategic Partnerships Subject: Community Advisors Meeting Date: 3 February 2021 File Reference: 10546087
1 SUMMARY
At the December 2020 meeting of the Board, a report was received on the COVID-19 recovery measures being undertaken by Council. The report discussed the appointment of Community Advisors Gina Scott and Corren Ngerengere on 18 month contracts to assist with recovery. Unfortunately, it was not possible to introduce them to the Board at the December meeting and they will be introduced at the February meeting.
2 RECOMMENDATION
That the report titled Community Advisors (document number 10546087) of Gary Knighton, Strategic Partnerships Manager be RECEIVED.
3 BACKGROUND
The appointment of two Community Advisors for an 18 month period was a key component of the COVID -19 recovery measures agreed by Council in 2020.
The Community Advisors will facilitate strong community connections through the Waipā District, and provide advice and support. They will work in partnership with Iwi organisations, communities, government agencies, tangata whenua, funders, businesses and local organisations to assist the community to achieve locally led initiatives that build resilience in the community and support recovery from COVID-19.
Key elements of the role will be to: . Act as a conduit between the community and Council. . Identify and monitor community issues and opportunities that relate to recovery. . Assist with the development of and action plans that enable the district to recover from COVID-19 and develop resilience.
10546087
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. Assist to develop and empower diverse local leadership and build on existing community strengths. . Drive collaboration across sectors to better enable resilience and recovery. . Assist in the allocation of the Waipā recovery fund
Gary Knighton MANAGER STRATEGIC PARTNERSHIPS
Report to Cambridge Community Board – 3 February 2021 Community Advisors Page 2 of 2 10546087
51 Cambridge Community Board 3 February 2020 - Treasury Report
To: The Chairperson and Members of the Cambridge Community Board From: Manager Finance Subject: TREASURY REPORT – CAMBRIDGE COMMUNITY BOARD Meeting Date: 03 February 2021
1 BACKGROUND
The report details the funds available to the Cambridge Community Board for the allocation of discretionary grants.
2 RECOMMENDATION
That the ‘Treasury Report – Cambridge Community Board’ of Nada Milne, Financial Accountant for the period ended 31 December 2020 be received.
3 COMMENT
3.1 Discretionary Grants – funds of $4,725.00 have been committed from the prior year, with $4,500.00 having been paid to date. Funds of $42,377.24 have been committed from the current year, with $21,932.85 having been paid to date. There is a balance of $13,790.22 in uncommitted funds.
3.2 The balances in accounts set up from the Discretionary Grants allocation total $20,669.39.
Sister Cities The Sister City Reserve Balance Report for the period ended 31 December 2020, there has been $3,448.04 committed from the current year, with $1,116.96 having been paid to date.
Nada Milne Financial Accountant
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Sarah Davies MANAGER FINANCE
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CAMBRIDGE COMMUNITY BOARD DISCRETIONARY GRANTS
Balance as at 1 July 2020 9,292.46 2020/21 Allocation from Council 49,600.00
58,892.46
Revenue Grant from Lions Club 1,000.00 Grant from Jumble Around Incorporated 1,000.00 2,000.00
Less Committed Projects 47,102.24 47,102.24
Uncommitted funds 13,790.22
Summary of Uncommitted Funds Annual Grants 13,790.22 13,790.22
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CAMBRIDGE COMMUNITY BOARD
Summary of Committed Funds Current Year Commitments Committed Expenditure Balance Commitments 2020/21 42,377.24 21,932.85 20,444.39 Current Year Commitments Total 42,377.24 21,932.85 20,444.39
Prior Year Commitments Committed Expenditure Balance Prior Year Commitments 4,725.00 4,500.00 225.00 Prior Year Commitments Total 4,725.00 4,500.00 225.00
Total Commitments 47,102.24 26,432.85 20,669.39
Commitments 2020/21 Resolution No Committed Expenditure Balance Discretionary Grants 5/20/92 26,737.53 17,887.53 8,850.00 Destination Cambridge 5/20/58 - Jul 20 2,000.00 2,000.00 - Cambridge Book Exchange 5/20/8/5 - Sep 20 6,146.67 - 6,146.67 Pop Up Community Edible Garden Project 5/20/101 - Oct 20 100.00 38.83 61.17 Armistice Remembrance Sunday Service 5/20/102 - Oct 20 1,500.00 1,106.49 393.51 Steen & Morrow 2008 Ltd 5/20/104 - Oct 20 200.00 - 200.00 Welcome to Town Signage 5/20/123 - Dec 20 5,693.04 900.00 4,793.04 Total 42,377.24 21,932.85 20,444.39
Prior Year Commitments Resolution No Committed Expenditure Balance Home of Cyling Charitable Trust 5/19/130 - Aug 19 4,000.00 4,000.00 - New Lives Animal Rescue 5/19/130 - Aug 19 500.00 500.00 - NZ Memorial Museum Trust 5/19/137 - Sep 19 225.00 - 225.00 4,725.00 4,500.00 225.00
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55 Cambridge Community Board 3 February 2020 - Treasury Report
Sister Cities Reserve Balance Report For the Period ended 31 December 2020
Balance Carried Forward 11,371.25 Funding Budget for 2020/2021 11,460.00 22,831.25
Less Expenses Paid Discretionary Expenses Le Quesnoy Sculpture Plaque - Res 5/20/76 986.96 Advertising Le Quesnoy Website 180.00 1,166.96
Less Expenditure Committed Conferences Sister City - Accommodation 800.00 Conferences Sister City - Registration 2,000.00 Subscriptions Sister City - Membership 600.00 Advertising Sister City - Annual Website Domain & Fees 35.00 Discretionary Expenses Community Engagement 13.04 3,448.04
Funds still available 18,216.25
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56 Cambridge Community Board 3 February 2020 - Notice of Motion
To: The Chairperson and Members of the Cambridge Community Board From: Governance Subject: Notice of Motion Meeting Date: 3 February 2020 File Reference: 10547043
1 SUMMARY
A Notice of Motion has been submitted by Board Member MacKay.
2 NOTICE OF MOTION
That the Cambridge Community Board spend up to $400.00 plus GST from the Sister Cities budget to collate and send a photograph collection for an exchange and reciprocate Christmas gifts with sister city Bihoro, Japan.
3 BACKGROUND
Cambridge has a sister city relationship with Bihoro in Japan. A delegation from Bihoro had intended to visit Cambridge and the National Fieldays, during June 2020, however was unable to do so due to the Covid-19 pandemic.
In December, Cambridge Community Board members and Cambridge Councillors received individual Christmas packages from the Bihoro Town Office containing two handmade facemasks and information about the Council of Bihoro.
4 PHOTO EXCHANGE
Hitoshi Sasaki, Bihoro’s Manager of Sister City Section suggested, as we are unable to travel to visit each other, that instead we exchange a collection of photographs of our town/city for display in a public place e.g. photos that Bihoro send to us could be displayed at the Cambridge Library.
10547043
57 Cambridge Community Board 3 February 2020 - Notice of Motion
I have worked with local photographers Michael Jeans, Derek Teague, and Ken Hookway to put together a selection of 20 beautiful photos of iconic places in Cambridge (Town Hall, Te Koo Utu, St Andrews Church, CBD etc) and scenes of people and life here. The photographers are allowing us to use their images for this purpose free of charge. Approximate costs are: Printing of photos $160.00 Postage $60.00 Total $220.00
4 RECIPROCAL GIFTS
We also need to reciprocate for Christmas gifts sent to Cambridge Community Board, preferably something small/light. There are some “Cambridge” branded tote bags at the i-site that might be suitable. Ideas are welcome. We would require seven gifts for the seven representatives on the Bihoro Town Office. I would also like to do an introductory photo sheet of the Cambridge Community Board members for them. Approximate Costs are: Costs of gifts @ $20.00 each $140.00 Postage TBC Total $140.00
5 FUNDING
I am hoping the costs for printing the images for the photo exchange, purchase of gifts and postage could be funded from the Sister Cities budget, as the budget was not used to host the Bihoro delegation. The combined total cost is approximately $360.00, but I would like to round it up to $400.00 to be safe as I am not 100% certain of the postage costs.
Alana MacKay
Report to Cambridge Community Board – 3 February 2020 Notice of Motion Page 2 of 2 10547043
58 Cambridge Community Board 3 February 2020 - 2021 ANZAC Day Services Budget
To: The Chairperson and Members of the Cambridge Community Board From: Keryn Phillips, Governance Officer Subject: ANZAC Day 2021 Meeting Date: 3 February 2021 File Reference: 10547315
1 SUMMARY
Planning for ANZAC Day 2021 by the ANZAC Day Working Group of the Cambridge Community Board will be commencing soon. In order to obtain the approval for expenditure in a timely manner before bookings are confirmed by the working group, a confirmed resolution on the budget is required from the Community Board.
2 RECOMMENDATION
That the Cambridge Community Board a) Receive the report ANZAC Day 2021 (Document 10547315) by Keryn Phillips, Governance Officer, and b) Approve the payment of up to $7,000.00 plus GST from its discretionary fund for the following expenses in relation to Anzac Day 2021 related costs: i. Hire of the Cambridge Town Hall ii. Audio and visual iii. Flower arrangements for the hall iv. Printing and artwork costs v. Catering vi. Other associated costs
3 BACKGROUND
The Cambridge Community Board holds the delegation from Waipa District Council to organise the annual ANZAC civic service in Cambridge. The community board has
10547315
59 Cambridge Community Board 3 February 2020 - 2021 ANZAC Day Services Budget
delegated the organisation of the event to the ANZAC Day Working Group, which includes members of the community board and representatives of organisations involved in the event.
The working group will start planning prior to the March 2021 Cambridge Community Board and it would be preferable that the it is aware of budget constraints prior to accepting quotes and organising the event.
Planning was well underway for the 2020 service when it was halted by the Covid-19 pandemic. At the time of planning, there were some suggestions by the working group about how to reduce costs in terms of catering, printing and audio. The recommended expenditure of up to $7,000.00 plus GST is therefore an upper-end estimation only.
The costs below are either actual quotes received or estimations based on the 2020 quotes. Other associated costs include $100.00 to pay the Cambridge Brass Band to help pack up after the event and a contingency.
Estimated Costs to date are (GST exclusive): Cambridge Town Hall Hire $173.91 Floral arrangements Estimation $350.00 Audio & Visual $3,455.00 Printing Estimation $500.00 Catering Estimation $1,500.00 Other associated costs 1,000.00
Keryn Phillips Governance Officer
Jo Gread MANAGER GOVERNANCE
Report to Cambridge Community Board – 3 February 2021 ANZAC Day 2021 Page 2 of 2 10547315
60 Cambridge Community Board 3 February 2020 - 2021 Sister Cities Conference
To: The Chairperson and Members of the Cambridge Community Board From: Keryn Phillips, Governance Officer Subject: Sister Cities New Zealand Annual Conference 2021 Meeting Date: 3 February 2021 File Reference: 10546708
1 SUMMARY
Cambridge has a sister city relationship with Le Quesnoy, France and Bihoro, Japan. The Cambridge Community Board has been delegated by Waipa District Council to maintain and develop relationships with each respective town.
The Sister Cities New Zealand (SCNZ) 2021 Annual Conference is scheduled to happen 15 and 16 April 2021 in Wellington. The theme of the conference is Celebrating 40 years of Global Connection and Diversity.
The Cambridge Community Board has pre-approved the expenditure of $2,800.00 for the accommodation and attendance of the conference in the 2020/21 Sister Cities budget. Air flights have been credited from Air New Zealand due to the cancellation of last year’s conference because of Covid-19.
2 RECOMMENDATION
That the Cambridge Community Board a) Receive the report Sister Cities New Zealand 2021 Annual Conference (Document 10546708) of Keryn Phillips, Governance Officer, and b) Approve that Councillor Webber, Board Member MacKay and Councillor Andree- Wiltens attend the Sister Cities New Zealand 2021 Annual Conference, to be held 15-16 April 2021 in Wellington, and c) Approve an increase of $1,700.00 plus GST from the Cambridge Community Boards Sister Cities budget to the current approved budget of $2,800.00 for the 2021 Sister Cities New Zealand Annual Conference, bringing the total approved budget for the conference to $4,500.00 plus GST.
10546708
61 Cambridge Community Board 3 February 2020 - 2021 Sister Cities Conference
3 PROGRAMME
The theme of the 40th Anniversary Sister Cities New Zealand 2021 Annual Conference is Celebrating 40 years of Global Connection and Diversity and it being held at the Icon Room, Te Papa Tongarewa, Wellington.
Thursday 15 April 2021 8.30am Registration 10.00am Mihi – Māori Welcome 10.30am Opening Remarks, Chris Gallivan 11.00am Session 1: Fostering diverse, globally- engage communities, Anusha Guler, Office of Ethnic Communities 12.00pm Lunch 1.00pm Group discussion on the value of international connections and the benefits of culturally-engaged communities 2.30pm Presentation: Significant anniversary, Auckland-Los Angeles (50 years) 4.00pm Welcome Reception at Government House, hosted by Her Excellency The Right Honourable Dame Patsy Reddy Governor General of New Zealand
Friday 16 April 2021 8.30am Opening remarks 8.45am Keynote speaker 9.15am Session 2: What does it mean to have a strategic approach to Sister Cities, Facilitator: Simon Draper, Asia NZ foundation 10.30am Morning Tea 10.50am Session 3: Investing Relationships and Economic Development, Facilitator: John Christie, Enterprise Dunedin 12.10pm Lunch 1.00pm Session 4: Youth Engagement, Facilitator: Jan Fitz-Gerald, SCNZ Board Member 2.15pm Group discussion (choose a topic from Session 2-4) 3.00pm Afternoon Tea 3.50pm Presentation on 2022 Annual Conference, Marlborough Mayor John Leggett 4.00pm Annual General Meeting 7.00pm SCNZ Awards Dinner at Te Marae
4 CONFERENCE EXPENSES
At the 1 July 2020 meeting, the Cambridge Community Board adopted the 2020/21 Sister Cities budget (resolution 5/20/64), within which $2,000.00 plus GST was set aside for conference registration and $800.00 plus GST was set aside for accommodation. These were both estimations and remain so.
Report to Cambridge Community Board – 3 February 2021 SCNZ 2021 Annual Conference Page 2 of 3 10546708
62 Cambridge Community Board 3 February 2020 - 2021 Sister Cities Conference
Air flights up to the value of $1,500.00 have been credited from Air New Zealand due to the cancellation of last year’s conference because of Covid-19.
The costs below are per person and the accommodation are an estimation that will be confirmed at the time of booking. All costs comply with the Waipa District Council Policy on Elected Members’ Allowances and Recovery of Expenses.
Registration $800.00 Estimated Accommodation & breakfast $400.00 Two nights Hamilton Airport parking $60.00 If cars are left at Hamilton Airport Total $1,260.00 Per person
Staff recommend in order to send three people to the conference that the Cambridge Community Board increase the budget of $2,800.00 to $4,500.00 plus GST to cover all additional and any unanticipated costs for the conference.
Keryn Phillips Governance Officer
Reviewed by Jo Gread MANAGER GOVERNANCE
Report to Cambridge Community Board – 3 February 2021 SCNZ 2021 Annual Conference Page 3 of 3 10546708
63 Cambridge Community Board 3 February 2020 - 2021 Community Boards Conference
To: The Chairperson and Members of the Cambridge Community Board From: Keryn Phillips, Governance Officer Subject: LGNZ 2021 Community Boards Conference Meeting Date: 3 February 2020 File Reference: 10546499
1 SUMMARY
The New Zealand Community Boards Conference takes place every two years. The biennial conference was introduced in 1997 to bring together the community boards of New Zealand to share practice and to help improve the understanding and work of community boards.
This year the 2021 Community Boards Conference will take place 22 to 24 April in Gore. The theme of the conference is Interconnected Communities and a range of keynote speakers as well as informative workshops are planned, delivered by Community Board members with stories and experiences to share.
There is funding available in the Community Board training and travel budgets to attend the conference, however, this would only cover the costs of one attendee. If the community board wishes to send two Board Members, funds from its discretionary fund will be required to assist with the costs.
2 RECOMMENDATION
That the Cambridge Community Board a) Receive the report “LGNZ 2021 Community Boards Conference” (Document 10546499) of Keryn Phillips, Governance Officer, and b) Approve ______attend the New Zealand Community Boards Conference to held in Gore, 22-24 April 2021, and c) Approve attendance of a second board member, being Board Member ______, and approve payment of up to $1,500.00 plus GST from the Community Board’s Discretionary Fund to cover the costs of the attendance of the
10546499
64 Cambridge Community Board 3 February 2020 - 2021 Community Boards Conference
second board member not met by the community board’s training and travel budget.
3 PROGRAMME
The theme of the New Zealand Community Boards Conference, organised by Local Government New Zealand (LGNZ), is Interconnected Communities. The programme for the conference is (as at 22 January 2021):
Thursday 22 April 2021 3.00pm Registration 6.00pm Welcome function
Friday 23 April 2021 8.00am Māori caucus breakfast 9.00am Conference Opening 9.30am School Strike 4 Climate NZ, Councillor Sophie Handford 10.15am From ‘inconvenient truths’ to disastrous misconceptions – whistle blowing on the meaning of ‘sustainability,’ Ken Ross 11.30am Hokonui Huanui, Lisa McKenzie, Hokonui Huanui 12.15pm Waka Kotahi update, Jim Harland, Waka Kotahi NZ Transport Agency 1.45pm Snap Shot Presentations 3.00pm Engaging Iwi, Matu-Taera Coleman-Clarke 4.15pm Concurrent session Safer Communities, Mike Mills Engaging Iwi, Matu-Taera Coleman-Clarke Connecting Communities, Jo Seddon, Nathan Beaumont, Steve Pettigrew 7.00pm Conference Dinner
Saturday 24 April 2021 9.00am NZCBC Update, Alexandra Davids, Chair of NZ Community Boards 9.15am LGNZ Update, Stuart Crosby, President of LGNZ 9.45am Bead and Proceed, Bridget Williams, Bead and Proceed 11.15am Localism, Malcolm Alexander 12.00pm Concurrent session To be confirmed To be confirmed Connecting Communities, Jo Seddon, Nathan Beaumont, Steve Pettigrew 1.30pm Sarah Colcord 2.15pm Taste of Gore, Jim Geddes, Eastern Southland Gallery 3.00pm Conference wrap up
Report to Cambridge Community Board – 3 February 2021 LGNZ 2021 Community Boards Conference Page 2 of 4 10546499
65 Cambridge Community Board 3 February 2020 - 2021 Community Boards Conference
4 CONFERENCE EXPENSES
The costs listed below are per person and for the flights and accommodation are an estimation, which will be confirmed at the time of booking. As members of the Te Awamutu Community Board will also be attending this conference, rental car costs will be shared between all the attendees at an estimated cost of $830.00 to travel to and from the airports.
Registration $755.00 Early bird before 1 March, $855.00 from 2 March Estimated flights $588.00 22/4 Depart Hamilton to Invercargill 24/4 Depart Dunedin to Hamilton (latest flight departing 3.20pm) Estimated Accommodation $660.00 Two nights Hamilton Airport parking $60.00 If cars are left at Hamilton Airport Total $2,063.00 Per person
The total estimated cost per person to attend the conference is $2,063.00 plus the cost of a rental vehicle.
The 2020/21 operational training and travel budget for the community board is $3,540.00 and will cover the expense of one attendance at the conference, including half the cost of a rental car.
If the Cambridge Community Board would like to send a second attendee to the conference, there is $1,062.00 available in the training and travel budget and the community board would have to top up the remaining costs of approximately $1,000.00 from its discretionary fund. Current estimated costs require a $1,000.00 contribution from the Board’s discretionary fund, however, it is recommended that a resolution is passed to commit up to $1,500.00 plus GST from the discretionary fund if the community board wishes to send two board members. The current budget for the conference includes estimates and the March community board meeting would be too late to secure any additional funds required. Any funds not spent can be returned to the discretionary fund.
5 SNAPSHOTS
The Community Board Executive Committee (CBEC) is inviting all Community Boards to take a digital snapshot of a community project to share with participants at the New Zealand Community Boards Conference.
Community Board snapshots are short videos, which give a profile of a project undertaken or supported by a Community Board. Projects could be: Undertaken by the board; Supported by the board; or Show the board engaging with its communities
Report to Cambridge Community Board – 3 February 2021 LGNZ 2021 Community Boards Conference Page 3 of 4 10546499
66 Cambridge Community Board 3 February 2020 - 2021 Community Boards Conference
The snapshots are an opportunity for community boards to provide a summary of an innovative project undertaken by a board that contributes to community well-being. Snapshots may be a video or PowerPoint, and may be recorded by digital camera or smart phone. They should be no longer than seven minutes. All snapshots received will be played at the conference where delegates will be invited to choose their favourite.
The Community Board Snapshots replace the awards competition held at previous conferences, there will be no call for applications for Community Board Best Practice Awards. Entries close 26 March 2021.
Keryn Phillips Governance Officer
Jo Gread MANAGER GOVERNANCE
Report to Cambridge Community Board – 3 February 2021 LGNZ 2021 Community Boards Conference Page 4 of 4 10546499
67 Cambridge Community Board 3 February 2020 - Board Members' Reports from Meetings Attended on Behalf of the Cambridge Community Board
To: The Chairperson and Members of the Cambridge Community Board From: Governance Subject: Board Members Report from Meetings Attended on Behalf of the Cambridge Community Board
Board members who have attended meetings on behalf of the Cambridge Community Board may give feedback to the Board. (Discussion item only, resolutions not appropriate.)
Cambridge Autumn Festival (MacKay) Cambridge Chamber of Commerce (Goddin) Cambridge Community Arts Council (Andree-Wiltens) Cambridge Information Centre (Goddin) Cambridge Safer Community Charitable Trust (Montgomerie) Cambridge Social Services Committee (Davies-Colley) Cambridge Tree Trust (Milner) Cambridge Wastewater Treatment Plant – Project Advisory Group (Webber) Cambridge Historical Society (Milner) Council (Webber, Andree-Wiltens)
68 Cambridge Community Board 3 February 2020 - Date of Next Meeting
To: The Chairperson and Members of the Cambridge Community Board From: Governance Subject: Next Meeting
The next Cambridge Community Board meeting is to be held at 6.00pm on Wednesday, 3 March 2021
69