MASTERTON DISTRICT COUNCIL

COUNCIL

AGENDA

MEMBERSHIP

Her Worship (Chairperson)

Cr G Caffell Cr B Johnson Cr J Dalziell Cr G McClymont Cr D Davidson Cr F Mailman Cr B Goodwin Cr S O’Donoghue Cr J Hooker Cr C Peterson

Noce is given that an Extraordinary Meeng of the Masterton District Council will be held at REAP House, 340 Queen St, Masterton on Wednesday 15 May 2019 at 2.00pm.

RECOMMENDATIONS IN REPORTS ARE NOT TO BE CONSTRUED AS COUNCIL POLICY UNTIL ADOPTED

10 May 2019 Values

1. Public interest: members will serve the best interests of the people within the Masterton district and discharge their duties conscientiously, to the best of their ability. 2. Public trust: members, in order to foster community confidence and trust in their Council, will work together constructively and uphold the values of honesty, integrity, accountability and transparency. 3. Ethical behaviour: members will not place themselves in situations where their honesty and integrity may be questioned, will not behave improperly and will avoid the appearance of any such behaviour. 4. Objectivity: members will make decisions on merit; including appointments, awarding contracts, and recommending individuals for rewards or benefits. 5. Respect for others: will treat people, including other members, with respect and courtesy, regardless of their ethnicity, age, religion, gender, sexual orientation, or disability. Members will respect the impartiality and integrity of Council staff. 6. Duty to uphold the law: members will comply with all legislative requirements applying to their role, abide by this Code, and act in accordance with the trust placed in them by the public. 7. Equitable contribution: members will take all reasonable steps to ensure they fulfil the duties and responsibilities of office, including attending meetings and workshops, preparing for meetings, attending civic events, and participating in relevant training seminars. 8. Leadership: members will actively promote and support these principles and ensure they are reflected in the way in which MDC operates, including a regular review and assessment of MDC’s collective performance.

These values complement, and work in conjunction with, the principles of section 14 of the LGA 2002; the governance principles of section 39 of the LGA 2002; and our MDC governance principles:

Whakamana Tangata Respecting the mandate of each member, and ensuring the integrity of the committee as a whole by acknowledging the principle of collective responsibility and decision‐making.

Manaakitanga Recognising and embracing the mana of others.

Rangatiratanga Demonstrating effective leadership with integrity, humility, honesty and transparency.

Whanaungatanga Building and sustaining effective and efficient relationships.

Kotahitanga Working collectively. 1 AGENDA:

The Order Paper is as follows:-

1. Conflicts of Interest (Members to declare conflicts, if any)

2. Apologies

3. Public Forum:  Councillor Adrienne Staples, re the Greater Wellington Regional Council Annual Plan  Carys Gibbs, Students for Climate Action and Jeremy Logan, Extinction Rebellion Wairarapa, re the climate and ecological threat we are facing and the urgent local government leadership we require. 4. Late items for inclusion under Section 46A(7) of the Local Government Official Information and Meetings Act 1987

5. Items to be considered under Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987:

 Minutes of the Ordinary Council meeting held with the public excluded 3 April 2019

 Minutes of the Extraordinary Council meeting held with the public excluded 17 April 2019

 Report of the Audit and Risk Committee Meeting held with the public excluded 8 May 2019

 QE Park Grandstand

6. Confirmation of Minutes of the Ordinary Council meeting held on 3 April 2019 (058/19) Pages 101-108

7. Confirmation of Minutes of the Extraordinary Council meeting held on 17 April 2019 (065/19) Pages 101-102

8. Report of the Infrastructural Services Committee Meeting held on 1 May 2019 (079/19) Pages 301-302

9. Report of the Strategic Planning and Policy Committee Meeting held on 1 May 2019 (080/19) Pages 501-504

10. Report of the Community Wellbeing Committee Meeting held on 8 May 2019 (091/19) Pages 201-203 11. Report of the Audit and Risk Committee Meeting held on 8 May 2019 (092/19) Pages 401-406 DECISION 12. PROPOSED AMENDMENT TO THE MASTERTON DISTRICT RESTRICTED PARKING AREA SCHEDULE (093/19) Pages 121-135

13. DOG REGISTRATION AND ASSOCIATED FEES 2019/20 (095/19) Pages 136-142

14. LGNZ RULES REVIEW (094/19) Pages 143-152 2 15. TE ĀWHINA COMMUNITY HUB (098/19) Pages 153-155

16. POSITIVE AGEING STRATEGY To be circulated separately

INFORMATION

17. CHIEF EXECUTIVE’S REPORT (096/19) Pages 195-203

18. MAYOR’S REPORT A verbal report will be provided 3 MATTERS TO BE CONSIDERED WITH THE PUBLIC EXCLUDED COUNCIL MEETING – WEDNESDAY 15 MAY 2019

MOVED BY: SECONDED BY:

That the public be excluded from the following parts of the proceedings of the meeting of the Masterton District Council:-

Confirmation of Minutes 19. Minutes of the Ordinary Council meeting held with the public excluded 3 April 2019 20. Minutes of the Extraordinary Council meeting held with the public excluded 17 April 2019 21. Report of the Audit and Risk Committee meeting held with the public excluded 8 May 2019

General Business 22. QE Park Cricket Grandstand

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:-

General subject of Reason for passing Ground(s) under each matter to be this resolution in section 48(1) for considered relation to each the passing of this matter resolution Confirmation of Minutes of Council meeting held 4 April 2019 Refer to page 109-110 Refer to page 109-110

Confirmation of Minutes of Refer to page 102 Refer to page 102 Extraordinary Council meeting held 17 April 2019

Confirmation of Minutes of Refer to page 405 Refer to page 405 Audit and Risk Meeting held 8 May 2019

QE Park Cricket Grandstand 7(2)(i) The withholding of the s48(1)(a) information is necessary to enable That the public conduct the local authority to carry on, of this item would be without prejudice or disadvantage, likely to result in the negotiations (including disclosure of information commercial and industrial for which good reason negotiations); for withholding would exist under Section 7.

101 058/19 MINUTES OF THE ORDINARY MEETING OF THE MASTERTON DISTRICT COUNCIL HELD AT REAP HOUSE, 340 QUEEN ST, MASTERTON ON WEDNESDAY 3 APRIL 2019 AT 2.00PM

PRESENT

Mayor Lyn Patterson (Chair), Councillors G Caffell, J Dalziell, D Davidson, B Goodwin, J Hooker, B Johnson, G McClymont, F Mailman, C Peterson and iwi representatives Tiraumaera Te Tau (from 2.22pm) and Ra Smith (from 2.50pm).

IN ATTENDANCE

Chief Executive, Manager Assets and Operations, Manager Finance, Manager Community Facilities and Activities, Manager Strategic Planning, Communications and Marketing Manager, Properties and Facilities Manager, Policy Advisor, Governance Advisor and one media representative.

CONFLICTS OF INTEREST

Councillor Goodwin declared a conflict of interest, in relation to the item on the Proposed Wairarapa Class 4 Gambling and Standalone Tab Venues Policy, as a member of the Masterton Community Trust who have gambling and TAB venues.

APOLOGIES

Moved by Councillor B Johnson That the apologies received from Tiraumaera Te Tau for lateness and from Councillor S O’Donoghue for non-attendance be received. Seconded by Councillor G Caffell and CARRIED

PUBLIC FORUM

Cathy Cameron and Tiff North from WeConnect Neighbourhood Support project gave a presentation on the initiative which supports and welcomes migrants to the Wairarapa.

LATE ITEMS FOR INCLUSION UNDER SECTION 46A(7) OF THE LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

The meeting was advised of late items for inclusion in the public excluded agenda:

 Request to Purchase Land  Sale of Land

These items had not been available for inclusion with the agenda and could not be held over until a later meeting.

Moved by Councillor G McClymont That in terms of section 46A(7) of the Local Government Official Information and Meetings Act 1987 the items be dealt with at this meeting. Seconded by Councillor D Davidson and CARRIED. 102

ITEMS TO BE CONSIDERED UNDER SECTION 48(1)(A) OF THE LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

 Minutes of the Ordinary Council meeting held with the public excluded 27 February 2019  Homebush Farm Lease  Solway Crescent Tender Recommendation  Hood Lease Tender Process  Request to Purchase Land  Sale of Land.

Moved by Councillor F Mailman That in terms of section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 the items be dealt with at this meeting. Seconded by Councillor B Johnson and CARRIED

CONFIRMATION OF MINUTES OF THE ORDINARY COUNCIL MEETING HELD ON 27 FEBRUARY 2019 (031/19)

Moved by Councillor J Hooker that the minutes of the meeting of the Masterton District Council held on 27 February 2019 be confirmed. Seconded by Councillor F Mailman and CARRIED

REPORT OF THE INFRASTRUCTURAL SERVICES COMMITTEE MEETING HELD 20 MARCH 2019 (043/19)

The report of the Infrastructural Services Committee meeting held 20 March 2019 was taken as read, noting that the following items had been considered  Water Metering Installation Procedures  Petition of Karen Dow requesting the Introduction of Random Roadside Drug Testing  Infrastructure Update  Community Facilities and Activities Infrastructure Update.

(Tiraumaera Te Tau joined the meeting at 2.22pm)

The Chair tabled a letter from Heritage Wairarapa commending Council on the Cricket Grandstand project [See Minutes Attachment 1].

Moved by Councillor G Caffell That the Report of the Infrastructural Services Committee meeting held 20 March 2019 (043/19) including the following resolutions be confirmed:

WATER METERING INSTALLATION PROCEDURES (034/19)

THAT the Infrastructural Services Committee recommends that Council approves the preparation of Standard Operating Procedures (SOPs) for universal water meter installation in the Masterton district based on the following:

i. The Council will install meters on properties and invoice property owners per usage. If within annual allowance, there will be no additional water charge (the annual allowance will be covered by a water component of the rates bill); 103 ii. The owner of commercial properties/flats will receive the water bill and be responsible for on-charging different users on the property;

iii. The Council will install meters and check meters on cross-lease or common supplies when they are straightforward to separate;

Iv Cross-lease supplies with internal piping that cannot easily be separated will be advised that water charges will be shared between users

PETITION OF KAREN DOW REQUESTING THE INTRODUCTION OF RANDOM ROADSIDE DRUG TESTING (039/19)

That the Infrastructural Services Committee i. receives the letter from Dr Nick Smith in relation to the petition of Karen Dow on random roadside drug testing (attachment 1 to Report 039/19)

INFRASTRUCTURE UPDATE (035/19)

THAT the Infrastructural Services Committee notes the information contained in report 035/19.

COMMUNITY FACILITIES AND ACTIVITIES INFRASTRUCTURE UPDATE (037/19)

That the Infrastructural Services Committee notes the contents of Report 037/19.

Seconded by Councillor J Dalziell and CARRIED

The water meter procedures were discussed and the importance of communication with landlords was raised. It was advised that there was a detailed media plan and the discussion on how charging would work would start towards the end of the year.

An amendment to the report was requested as Councillor Peterson was in attendance. [Note to minutes: amendment made]

In relation to the petition requesting random roadside drug testing it was advised that the Drug Foundation didn’t support the petition as the current technology was not able to differentiate between the presence of a drug and the level of impairment – the test recorded only the presence of a drug. A video would be circulated to elected members.

REPORT OF THE COMMUNITY WELLBEING COMMITTEE MEETING HELD 20 MARCH 2019 (044/19)

The report of the Community Wellbeing Committee meeting held 20 March 2019 was taken as read, noting that the following items had been considered  He Hiringa Tangata, He Hiringa Whenua Implementation Plan  Queen Elizabeth Park – Redwood Trees Assessment Update 104  Civic and Youth Awards 2018/19  Cultural Development Update  Library and Archive Update  Environmental Sustainability Update  Community Development Update.

Moved by Mayor L Patterson That the Report of the Community Wellbeing Committee meeting held 20 March 2019 (044/19) including the following resolutions be confirmed:

HE HIRINGA TANGATA, HE HIRINGA WHENUA IMPLEMENTATION PLAN (040/19) That the Community Wellbeing Committee endorse and recommend Council adopt the My Masterton Our People, Our Land: He Hiringa Tangata, He Hiringa Whenua Strategy Implementation Plan, included as Attachment 1 to Report 040/19.

QUEEN ELIZABETH PARK – REDWOOD TREES ASSESSMENT UPDATE (036/19) That the Community Wellbeing Committee: i. notes the contents of Report 036/19 and receives the assessment report ii. endorses the Queen Elizabeth Park Redwood Trees work programme detailed in Attachment 1 to Report 036/19.

CIVIC AND YOUTH AWARDS 2018/19 (042/19) That the Community Wellbeing Committee i. receives the information in Report 042/19; and ii. endorses the revised process for Youth Award nominations.

CULTURAL DEVELOPMENT UPDATE (032/19) That the Community Wellbeing Committee notes the contents of Report 032/19.

LIBRARY AND ARCHIVE UPDATE (033/19) That the Community Wellbeing Committee receives the update on progress of the Masterton District Library and Wairarapa Archive in Report 033/19.

ENVIRONMENTAL SUSTAINABILITY UPDATE (038/19) That the Community Wellbeing Committee notes the contents of report 038/19

COMMUNITY DEVELOPMENT UPDATE (041/19) That the Community Wellbeing Committee receives the update on progress of community development work in Report 041/19.

Seconded by Councillor F Mailman and CARRIED 105 In relation to the He Hiringa Tangata, He Hiringa Whenua Implementation Plan it was noted that the projects listed in the Committee report weren’t new activities but were already in progress and should be included in the implementation plan.

The climate change workshop for elected members was discussed. Councillor Peterson would circulate information to elected members and staff about what more Council could be doing on the issue and a date for the workshop would be set.

ORDER OF CANDIDATES NAMES ON VOTING PAPERS (045/19) The report seeking a decision from Council regarding the order in which candidate names will be printed on voting documents for the 2019 Local Elections was presented by the Manager Strategic Planning. Members discussed the report. It was noted that past results hadn’t shown a real difference between the two options, and while some members felt that random order might be confusing, others thought that Council should follow the recommendation of the Justice and Electoral Select Committee, which was for random order. Moved by Councillor B Goodwin That Council, in accordance with Clause 31 of the Local Electoral Regulations 2001, agrees to random order for the listing of candidate names on voting documents for the 2019 Local Elections Seconded by Councillor C Peterson and LOST For: Councillor J Dalziell, Councillor B Goodwin, Councillor F Mailman, Councillor G McClymont and Councillor C Peterson. Against: Mayor L Patterson, Councillor G Caffell, Council D Davidson, Councillor B Johnson, Councillor J Hooker. [Note to minutes: as the vote was equal the resolution was not carried and the status quo [alphabetical order] remains.]

PROPOSED APPOINTMENTS TO COUNCIL ORGANISATIONS POLICY (047/19)

The report presenting the proposed Appointments to Council Organisations Policy for Council’s adoption was presented by the Manager Strategic Planning. (Ra Smith joined the meeting at 2.50pm) Moved by Councillor G McClymont That Council: i. notes the content of this report; and ii. adopts the proposed Appointments to Council Organisations Policy (Attachment 1 to report 047/19). Seconded by Councillor J Hooker and CARRIED 106 PROPOSED WAIRARAPA CLASS 4 GAMBLING AND STANDALONE TAB VENUES POLICY (049/19)

The report presenting the Wairarapa Class 4 Gambling and Standalone TAB Venues Policy Statement of Proposal for Council’s adoption for consultation with the community (Attachment 1 to Report 049/19) was presented by the Manager Strategic Planning. Councillor Goodwin declared a conflict of interest as a member of the Masterton Community Trust who have gambling and tab venues.

Staff were commended on the Social Impact Statement which provided a good summary of the impact of gambling on Wairarapa communities.

The funding community organisations gained from gambling and the impact a reduction might have on some of those organisations who were struggling was raised. A request was made for an approach to government, who set the proportion of funding that stayed in the Wairarapa, to see if that might be increased as currently more money left the district than remained.

Moved by Councillor F Mailman That Council: a. receives the Social Impact Assessment of gambling in the Wairarapa; b. adopts the Wairarapa Class 4 Gambling and Standalone TAB Venues Policy Statement of Proposal in Attachment 1 to Report 049/19 (including the proposed policy) for consultation, using the Special Consultative Procedure, as identified in Section 83 of the Local Government Act 2002; c. approves the consultation approach described in this report under Significance and Engagement, noting dates are to be confirmed in consultation with Carterton District Council and South Wairarapa District Council; d. delegates authority to the Wairarapa Policy Working Group to hear and consider submissions and make recommendations back to the three Councils on the final policy; and e. notes that Carterton District Council and South Wairarapa District Council are considering the same Statement of Proposal for adoption on 3 April 2019 and resolutions (b), (c) and (d) require agreement from all three Councils before consultation can proceed. Seconded by Councillor J Hooker and CARRIED

MASTERTON TOWN CENTRE GROUP TERMS OF REFERENCE (051/19)

The report seeking Council approval for a revised Terms of Reference for the Masterton Town Centre Reference Group, as recommended by the Reference Group, was presented by the Chief Executive.

A report on the project would be coming to the May Council meeting. The Reference Group would continue to meet as and when required. 107 Moved by Councillor J Hooker That Council approves the revised Terms of Reference for the Masterton Town Centre Reference Group contained in Attachment 1 to Report 051/19. Seconded by Councillor B Johnson and CARRIED

ALCOHOL CONTROLS AT BEACH RESORTS SURVEY RESULTS (046/19)

The report presenting the results of the survey on alcohol control measures used at Castlepoint and Riversdale Beach over the New Year period was taken as read. The feedback would be taken into consideration when looking at the next round of road closures and alcohol bans. Moved by Councillor McClymont That Council notes the results of the survey regarding alcohol control measures used at Castlepoint and Riversdale Beach over the New Year holiday period. Seconded by Councillor D Davidson and CARRIED

ELECTED MEMBER REMUNERATION 2019/2020 (053/19) The report advising elected members of the Remuneration Authority determination of members’ remuneration for the 12-month period from 1 July 2019 to 30 June 2020 was taken as read. Moved by Councillor B Goodwin That the Council acknowledges receipt of the Remuneration Authority’s notification dated 1 March 2019, which signals the changes to elected members’ remuneration from 1 July 2019 and beyond the 12 October 2019 Local Government elections. Seconded by Councillor G McClymont and CARRIED

WHAT’S OUR WELCOME – MASTERTON ENTRANCES PROJECT (052/19) This paper providing an update on the results of the What’s our Welcome survey run in February 2019 and outlining the next steps for the project was presented by the Communications and Marketing Manager. In response to a question about the age group of those responding online staff advised that that could be provided. Moved by Councillor G McClymont That Council notes the results of the “What’s our Welcome” survey and the “What’s our Welcome” project’s next steps contained in Report 052/19 Seconded by Councillor F Mailman and CARRIED

SISTER CITIES CONFERENCE MARCH 2019 (050/19) The report providing an update to members on the Sister Cities Conference held in Palmerston North 21-23 March 2019 attended by Mayor Lyn Patterson and Councillor Jonathan Hooker was taken as read. Whether Council could develop a sister village relationship with Vanuatu or the Solomon Islands was raised, to recognise that they are working in New Zealand and that our lifestyles are impacting adversely on their way of living. 108

Moved by Councillor J Hooker That Council receives the information in Report 050/19. Seconded by Mayor L Patterson and CARRIED

CHIEF EXECUTIVE’S REPORT (054/19) The Chief Executive presented the report providing Council with an update on the key projects and areas of focus for the Chief Executive and Senior Leadership Team since the last Council meeting. The Economic Development Strategy was discussed. Staff were asked to provide a breakdown of the budget for economic development, as it was made up of many different activities, including funding for Destination Wairarapa. In response to a question about the timing of the Waiata House move, it was advised that design consultants had been engaged for the internal layout but that at this stage it was unknown whether the layout would be able to accommodate a council meeting room. Members expressed concern at that possibility. Once the design was complete staff would report back to elected members. The costs versus the benefits of livestreaming council meetings would be investigated once a council meeting venue has been settled. A request was made for an alteration to the terminology around water use – “no restrictions” was misleading as the community still need to be mindful of water use whether river levels are low or not. Moved by Councillor G McClymont That Council notes the information contained in the Chief Executive’s report 054/19. Seconded by Councillor D Davidson and CARRIED

MAYOR’S REPORT (059/19) The Mayor presented the report providing an update on meetings attended and other issues.

Moved by Mayor L Patterson That Council receives the information in Report 059/19. Seconded by Councillor G Caffell and CARRIED

MATTERS TO BE CONSIDERED WITH THE PUBLIC EXCLUDED AT THE MEETING OF MASTERTON DISTRICT COUNCIL HELD AT REAP HOUSE, 340 QUEEN ST, MASTERTON ON WEDNESDAY 3 APRIL 2019

MOVED BY: Councillor B Goodwin

That the public be excluded from the following parts of the proceedings of the meeting of the Masterton District Council:-

Confirmation of Minutes 19. Minutes of the Ordinary Council meeting held with the public excluded 27 February 2019 109 General Business 20. Homebush Farm Leases 21. Solway Crescent Tender Recommendation 22. Hood Lease Tender Process 23. Request for Land Purchase 24. Land Sale.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:-

General subject of Reason for passing Ground(s) under each matter to be this resolution in section 48(1) for considered relation to each the passing of this matter resolution Confirmation of Minutes of Council meeting held 27 February 2019 Refer to page 109 Refer to page 109

Homebush Farm Leases 7(2)(i) The withholding of the s48(1)(a) information is necessary to That the public enable the local authority to conduct of this item carry on, without prejudice or would be likely to disadvantage, negotiations result in the disclosure (including commercial and of information for industrial negotiations); which good reason for withholding would exist under Section 7.

Solway Crescent Tender 7(2)(i) The withholding of the s48(1)(a) Recommendation information is necessary to That the public enable the local authority to conduct of this item carry on, without prejudice or would be likely to disadvantage, negotiations result in the disclosure (including commercial and of information for industrial negotiations) which good reason for withholding would exist under Section 7 Hood Lease Tender Process 7(2)(i) The withholding of the s48(1)(a) information is necessary to That the public enable the local authority to conduct of this item carry on, without prejudice or would be likely to disadvantage, negotiations result in the disclosure (including commercial and of information for industrial negotiations); which good reason for withholding would exist under Section 7

Request for Land Purchase 7(2)(i) The withholding of the s48(1)(a) information is necessary to That the public enable the local authority to conduct of this item carry on, without prejudice or would be likely to 110 disadvantage, negotiations result in the disclosure (including commercial and of information for industrial negotiations); which good reason for withholding would exist under Section 7.

Land Sale 7(2)(i) The withholding of the s48(1)(a) information is necessary to That the public enable the local authority to conduct of this item carry on, without prejudice or would be likely to disadvantage, negotiations result in the disclosure (including commercial and of information for industrial negotiations); which good reason for withholding would exist under Section 7

Seconded by Councillor G Caffell and CARRIED

The meeting moved into public excluded at 4.09pm The meeting moved out of public excluded at 5.30 pm The meeting closed at 5.30 pm Confirmed at the Meeting of the Council held on Wednesday 15 May 2019

…………………………………………………… MINUTES ATTACHMENT 1

101 065/19 MINUTES OF THE EXTRAORDINARY MEETING OF THE MASTERTON DISTRICT COUNCIL HELD AT REAP HOUSE, 340 QUEEN ST, MASTERTON ON WEDNESDAY 17 APRIL 2019 AT 3.00PM

PRESENT

Mayor Lyn Patterson (Chair), Councillors G Caffell, J Dalziell, B Goodwin, B Johnson, F Mailman, G McClymont, S O’Donoghue and C Peterson.

IN ATTENDANCE

Chief Executive, Manager Finance, Manager Assets and Operations, Roading Services Manager and Governance Advisor.

CONFLICTS OF INTEREST

No conflicts were declared.

APOLOGIES

Moved by Councillor B Johnson That the apologies from Councillor D Davidson, Councillor J Hooker and Iwi Representatives Ra Smith and Tiraumaera Te Tau be received. Seconded by Councillor F Mailman and CARRIED.

LATE ITEMS FOR INCLUSION UNDER SECTION 46A(7) OF THE LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

There were no late items.

ITEMS TO BE CONSIDERED UNDER SECTION 48(1)(A) OF THE LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

 Emergency Works Contract  Road Maintenance Contract  Request to Purchase Land

Moved by Councillor G Caffell That in terms of section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 the items be dealt with at this meeting. Seconded by Councillor G McClymont and CARRIED

MATTERS TO BE CONSIDERED WITH THE PUBLIC EXCLUDED AT THE MEETING OF MASTERTON DISTRICT COUNCIL HELD AT REAP HOUSE, 340 QUEEN ST, MASTERTON ON WEDNESDAY 17 APRIL 2019

MOVED BY: Councillor G McClymont That the public be excluded from the following parts of the proceedings of the meeting of the Masterton District Council :-

General Business 1. Emergency Works Contract 2. Road Maintenance Contract 3. Request for Land Purchase

102

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:-

General subject of Reason for passing Ground(s) under each matter to be this resolution in section 48(1) for considered relation to each the passing of this matter resolution ______

Emergency Works Contract 7(2)(i) The withholding of the s48(1)(a) information is necessary to enable That the public conduct of the local authority to carry on, this item would be likely to without prejudice or disadvantage, result in the disclosure of negotiations (including commercial information for which good and industrial negotiations). reason for withholding would exist under Section 7. Road Maintenance Contract 7(2)(i) The withholding of the s48(1)(a) information is necessary to enable That the public conduct of this the local authority to carry on, item would be likely to result in without prejudice or disadvantage, the disclosure of information for negotiations (including commercial which good reason for and industrial negotiations). withholding would exist under Section 7. Request for Land Purchase 7(2)(i) The withholding of the s48(1)(a) information is necessary to enable That the public conduct of this the local authority to carry on, item would be likely to result in without prejudice or disadvantage, the disclosure of information for negotiations (including commercial which good reason for and industrial negotiations). withholding would exist under Section 7.

Seconded by Councillor F Mailman and CARRIED The meeting went into public excluded at 3.04 pm The meeting moved out of public excluded at 3.46pm The meeting closed at 3.47pm Confirmed at the Meeting of the Council held on Wednesday 15 May 2019

……………………………………………………

301

079/19 REPORT OF THE INFRASTRUCTURAL SERVICES COMMITTEE MEETING HELD AT REAP HOUSE, 340 QUEEN ST, MASTERTON ON WEDNESDAY 1 MAY 2019 AT 1.03 PM

PRESENT

Councillor G Caffell (Chair), Mayor Lyn Patterson, Councillors J Dalziell, B Goodwin, G McClymont, S O Donoghue and Councillors C Peterson and J Hooker.

IN ATTENDANCE

Chief Executive, Manager Assets and Operations, Manager Community Facilities and Activities, Properties and Facilities Manager, Parks and Open Spaces Advisor, Building Maintenance and Development Facilitator, one media representative and Governance Advisor.

CONFLICTS OF INTEREST

No conflicts were declared.

APOLOGIES

There were no apologies.

PUBLIC FORUM

There was no public forum.

LATE ITEMS FOR INCLUSION UNDER SECTION 46A(7) OF THE LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

There were no late items.

COLOMBO ROAD BRIDGE RESILIENCE (066/19)

The report obtaining a decision from Council to undertake resilience improvement work on the Colombo Road bridge was presented by the Manager Assets and Operations.

Members supported option 2. It was noted that the work on design options for the bridge would begin now but would be brought back to Council if the external funding sought wasn’t approved.

Moved by Mayor L Patterson

That the Infrastructural Services Committee recommends that Council; i. Investigate design option to build a replacement south bound bridge over the Waipoua on Colombo Road; and Ii Subject to NZTA funding approval, include a budget for bridge replacement in the Council’s 2020/21 annual plan. Seconded by Councillor G McClymont and CARRIED

302

INFRASTRUCTURE UPDATE (070/19)

The report providing the Committee with an update on key infrastructure projects and areas of focus was taken as read by the Manager Assets and Operations.

Members asked that their congratulations be passed on to staff for the Homebush Annual Compliance Report Grade from GWRC which had improved from ‘Fair’ to ‘Good’.

Moved by Councillor G McClymont That the Infrastructural Services Committee notes the information contained in report 070/19. Seconded by Councillor B Goodwin and CARRIED

COMMUNITY FACILITIES AND ACTIVITIES INFRASTRUCTURE UPDATE (069/19) The report providing the Infrastructural Services Committee with an update on key projects and summary of progress since the last report, including highlights and any new issues, was presented by the Manager Community Facilities and Activities.

The Manager Community Facilities and Activities provided additional information about the issues causing delays with both the Library Learning Centre and the QE Park Grandstand. The investigation undertaken on the cricket grandstand had revealed a number of previously unknown issues that needed to be addressed and a further report would come to Council in May.

Staff also provided an update on the Library earthquake strengthening which would commence soon. The preliminary work could commence without the library being closed.

The Town Centre Revamp was discussed and the state of the current planting in the CBD was raised. A report on the Town Centre Revamp would be coming to the next Council meeting. Moved by Councillor G McClymont That the Infrastructural Services Committee notes the contents of Report 069/19. Seconded by Mayor L Patterson and CARRIED.

The meeting closed at 1.49 pm

501 080/19 REPORT OF THE STRATEGIC PLANNING AND POLICY COMMITTEE MEETING HELD AT REAP HOUSE, 340 QUEEN STREET, MASTERTON ON WEDNESDAY 1 MAY AT 2.00PM

PRESENT

Councillor Jonathan Hooker (Chair), Mayor Lyn Patterson, Councillors B Goodwin, B Johnson, F Mailman, S O’Donoghue and C Peterson and Ra Smith (from 2.06pm)

IN ATTENDANCE

Chief Executive, Manager Strategic Planning, Manager Community Facilities and Activities, Manager Assets and Operations, Planning and Building Manager, Senior Policy Advisor, Environmental Services Manager, Community Development Advisor (until 2.19pm), Strategic Planning Administrator, one media representative and Minute Taker.

CONFLICTS OF INTEREST

No conflicts were declared

APOLOGIES

Moved by Mayor L Patterson That the apology from Tiraumaera Te Tau be received. Seconded by Councillor B Johnson and CARRIED

LATE ITEMS FOR INCLUSION UNDER SECTION 46A(7) OF THE LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

The meeting was advised of late items for inclusion in the public excluded agenda:

 Greater Wellington Regional Council Proposed Remits to LGNZ AGM

These items had not been available for inclusion with the agenda and could not be held over until a later meeting.

Moved by Councillor F Mailman That in terms of section 46A(7) of the Local Government Official Information and Meetings Act 1987 the items be dealt with at this meeting. Seconded by Councillor B Johnson and CARRIED

REVIEW OF WAIRARAPA COMBINED DISTRICT PLAN (068/19)

The report informing Council of the need to undertake a review of the current Wairarapa Combined District Plan, to seek agreement for the review to be undertaken jointly by Masterton, Carterton and South Wairarapa District Councils and to request approval to commence the review was presented by the Manager Strategic Planning.

Members discussed which type of review was preferred, a comprehensive review, or a rolling review. A comprehensive review was the most supported option, to ensure everything

502 is looked at as an interconnected whole, with trade-offs and consequences looked at together.

Moved by Mayor L Patterson That the Strategic Planning and Policy Committee recommend Council: i. Agree that the review of the Wairarapa Combined District Plan is undertaken jointly with Carterton District Council and South Wairarapa District Council. ii. Approve commencement of a review of the Wairarapa Combined District Plan. Seconded by Councillor B Johnson and CARRIED

GREATER WELLINGTON REGIONAL COUNCIL PROPOSED REMITS TO LGNZ AGM (078/19)

The report seeking Council support for the Greater Wellington Regional Council proposed remits to the Local Government New Zealand 2019 AGM was presented by the Mayor.

Council has already agreed to the electric vehicle policy – this is just showing support for GWRC’s remits.

Moved by Mayor L Patterson That the Strategic Planning and Policy Committee supports the remits to the Local Government New Zealand AGM proposed by Greater Wellington Regional Council: i. That LGNZ recommends to Government that they establish an independent expert group to develop a new policy framework for adapting to climate change impacts as recommended by the Climate Change Adaptation Technical Working Group (CCATWG). This new expert group would be supported by a secretariat and stakeholder advisory group. ii. That LGNZ recommends to its members that they consider adopting a vehicle procurement policy that prioritises electric vehicles – namely they will give priority to purchasing electric or plug-in electric vehicles unless their requirements can only be reasonably met using a fuel (petrol, diesel, LPG) vehicle. Seconded by Councillor C Peterson and CARRIED

POSITIVE AGEING STRATEGY (076/19)

The report providing the Committee with an update on the draft Positive Ageing Strategy was presented by the Manager Community Facilities and Activities.

Updating the Positive Ageing Strategy was identified as a key action from the Wellbeing Strategy Implementation Plan.

Members discussed their support for the strategy, noting the need to take into account the expected rise in aged people in planning.

A change was noted to the list of contributors on page 540 of the agenda – Neighbourhood Watch should be Neighbourhood Support.

503 Moved by Councillor F Mailman That the Strategic Planning and Policy Committee (a) receives the draft Positive Ageing Strategy (b) notes that feedback on the draft Positive Ageing Strategy is being sought and that the final Strategy will come to Council for adoption in May. Seconded by Councillor B Johnson and CARRIED

ENVIRONMENTAL SERVICES UPDATE (071/19)

The Manager Strategic Planning presented the report providing an update on the Environmental Services work programme.

The decline in the number of service requests was queried, with officers advising that this was in part due to working in a more proactive way with community engagement, rather than infringing people, and categorisation of data has also changed.

Moved by Councillor B Johnson That the Strategic Planning and Policy Committee notes the contents of Report 071/19. Seconded by Councillor B Goodwin and CARRIED

BUILDING AND PLANNING UPDATE (072/19)

The Manager Strategic Planning presented the report providing the Committee with an update on the Building and Planning work programme.

Members acknowledged the Planning and Building Manager and her team for their work involved in the IANZ review.

The cut-off drain in Chamberlain Road was discussed, with officers advising that the drain is part of the subdivision works, with a 1 in 100 year drainage and retention basin system to be constructed at the end of the subdivision work.

Members queried the process around the Chamberlain Road development, with officers advising that following the Traffic Engineering Report a pre-hearing meeting will be held with submitters, to see whether a set of conditions can be agreed to.

Officers’ work on the Chamberlain Road Development and the extra work involved in the increased subdivision and building consents was recognised.

Moved by Councillor S O’Donoghue That the Strategic Planning and Policy Committee notes the contents of Report 072/19. Seconded by Councillor F Mailman and CARRIED

POLICY UPDATE (073/19)

The Manager Strategic Planning presented the report providing an update on progress in bylaws, strategy and policies.

A Member requested that a detailed report on CEMARS be made to council annually.

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Officers will circulate presentations from the Inclusive Growth Summit to Members. [Note to minutes: presentations circulated to elected members]

Moved by Councillor F Mailman That the Strategic Planning and Policy Committee notes the contents of Report 073/19. Seconded by Mayor L Patterson and CARRIED

The meeting closed at 2.41 pm

201 091/19 REPORT OF THE COMMUNITY WELLBEING COMMITTEE MEETING HELD IN REAP HOUSE, 340 QUEEN ST, MASTERTON ON WEDNESDAY 8 MAY AT 1.04 PM

PRESENT

Mayor L Patterson (Chair), Councillors G Caffell, B Johnson, F Mailman, C Peterson, and Iwi Representative Ra Smith and Councillors Deb Davidson and Brent Goodwin (to 2.25pm)

IN ATTENDANCE

Chief Executive, Manager Strategic Planning, Manager Assets and Operations, Community Development Advisor, Connecting Communities Community Development Advisor, Connecting Communities Youth Development Advisor, Bailey Peterson, Governance Advisor, and one media representative.

CONFLICTS OF INTEREST

Councillor Peterson is a member of the Waiwaste Committee

APOLOGIES

Moved Councillor F Mailman That the apologies received from Tiraumaera Te Tau for non-attendance be accepted. Seconded Councillor B Johnson

PUBLIC FORUM

Elise Sadler from Waiwaste, Lyn Tankersley from Foodbank and Bev Jack from the Wairarapa Community Centre gave a presentation on the work they had been doing.

LATE ITEMS FOR INCLUSION UNDER SECTION 46A(7) OF THE LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

There were no late items.

COMMUNITY DEVELOPMENT UPDATE (074/19)

The Community Development Advisor spoke to the report providing an update on the progress of community development work.

In response to a question as how youth were contributing to the Town Centre Revamp project staff advised that they weren’t part of the reference group but that staff were aware that they did need to be included. Members agreed that youth representation needed to be added to the reference group and an amendment to the recommendation was proposed to that effect.

The final drafts of the town centre design would come to elected members at the end of the month. In response to concerns raised over parking, staff advised that the reference group had committed to looking at where parking was required and there was more work being done in that area.

202 Moved by Ra Smith That the Community Wellbeing Committee (i) receives the update on progress of community development work in Report 074/19. (ii) recommends that Council reconsiders how youth can be involved in the Town Centre Revamp project. Seconded by Councillor Bex Johnson and CARRIED

LIBRARY AND ARCHIVE UPDATE (075/19)

The report providing the committee with an update on progress of the wellbeing planning, initiatives and services of the Masterton District Library and Wairarapa Archive was taken as read.

Moved by Councillor G Caffell That the Community Wellbeing Committee receives the update on progress of the Masterton District Library and Wairarapa Archive in Report 075/19. Seconded by Councillor F Mailman and CARRIED.

ENVIRONMENTAL SUSTAINABILITY UPDATE (088/19)

The report providing the Community Wellbeing Committee with an update on key environmental and sustainability activities was presented by the Manager Strategic Planning.

A request was made for a copy of the CEMARs report. It was advised that the report was online and that a link would be provided.

The Air Quality report was discussed. Members agreed that more targeted education was needed as the general behavioural change messaging didn’t seem to be changing anything. Staff were encouraged to continue discussions with Greater Wellington Regional Council to see what else could be done.

Moved by Councillor Frazer Mailman That the Community Wellbeing Committee notes the contents of report 088/19. Seconded by Councillor D Davidson and CARRIED

(Councillor Goodwin left the meeting at 2.25pm)

SPECIAL PROJECTS – EDUCATION AND COMMUNITY DEVELOPMENT UPDATE 089/19) The report providing an update on Special Projects – Education and Community Development was taken as read.

In response to a question as to whether Council had a Memorandum of Understanding with YETE it was advised that the Chief Executive would check what the arrangements were.

Applications to the Provincial Growth Fund were discussed. It was advised that they could be made by anyone and would more than likely be commercially sensitive. They were linked

203 to the Wairarapa Economic Development Strategy as one of the criteria was whether they had regional impact and were supported regionally. A letter of support had been provided for the Wairarapa Water Limited application and a copy could be provided to elected members.

Council was commended on its support for Te Reo Māori.

Moved by Councillor B Johnson That the Community Wellbeing Committee notes the contents of report 089/19. Seconded by Ra Smith

The meeting closed at 2.41pm

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092/19 REPORT OF THE AUDIT & RISK COMMITTEE MEETING HELD AT REAP HOUSE, 340 QUEEN ST, MASTERTON ON WEDNESDAY 8 MAY 2019 AT 3.00PM

PRESENT

Philip Jones (Chair), Mayor L Patterson (to 3.33 pm), J Dalziell, D Davidson, B Goodwin, C Peterson, Graham McClymont

IN ATTENDANCE

Chief Executive, Manager Finance, Manager Assets and Operations, Manager Strategic Planning, Governance Advisor and one media representative.

CONFLICT OF INTEREST

No conflicts of interest were declared.

LATE ITEMS FOR INCLUSION UNDER SECTION 46A(7) OF THE LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987

There were no late items.

APOLOGIES

There were no apologies.

MINUTES OF PREVIOUS MEETING TO BE RECEIVED (021/19)

Moved by Mayor L Patterson that the minutes of the Audit and Risk Committee meeting held 20 February 2019 be received. Seconded by Councillor J Dalziell and CARRIED.

With the leave of the meeting, Item 8 Third Quarter Reports was taken first as Destination Wairarapa and Aratoi were in attendance.

THIRD QUARTER REPORTS (084/19)

The report providing the Committee with the quarterly reports and financial statements from Aratoi Regional Trust and Destination Wairarapa was taken as read.

The Manager Destination Wairarapa, the Director, Aratoi and the Chair and one Board member of the Aratoi Regional Trust were in attendance to present their reports.

Destination Wairarapa It was noted that if Council wanted to change any levels of service or reporting requirements with Destination Wairarapa, the review of the Memorandum of Understanding which was currently underway was the time to do that. Once complete the Memorandum of Understanding would come to Council, rather than the Audit and Risk Committee.

Aratoi Aratoi’s Annual Plan and Strategic Plan would be provided to elected members.

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Moved by Councillor D Davidson That the Audit and Risk Committee receives: a) the quarterly report and financial information as at 31 March 2019 from Destination Wairarapa; b) the quarterly report and financial information as at 31 March 2019 from Aratoi Regional Trust Seconded by Councillor J Dalziell and CARRIED

RATES WRITE-OFF & REMISSION (081/19)

The report seeking approval from Council for the write-off of rates and further remission of rates relating to land subject to the Deed of Agreement between the Council and two trusts (the Whakataki 3B3-3B4 Ahu Whenua Trust and the Mere Te Huinga Potangaroa Whanau Trust) was presented by the Manager Finance. Moved by Mayor L Patterson That the Audit & Risk Committee recommends to Council, in accordance with the Deed of Agreement ratified by the Maori Land Court on 4 September 2018 relating to road re-alignment land at Whakataki, that Council: a) approves a rates write-off of $22,545.10. b) approves applying a 100% rates remission for the 2018/19, and 2019/20 rating years. Seconded by Councillor G McClymont and CARRIED

(Mayor L Patterson left the meeting at 3.33pm)

INVESTMENT POLICY – RESPONSIBLE INVESTMENT (083/19)

The report providing the Committee with further information and options with respect to how the Council’s Investment Policy might influence financial institutions’ investment policies was presented by the Manager Finance.

The Chair asked what Council’s overall policy on zero carbon was as Council shouldn’t be asking another party to do something Council wasn’t doing itself. The Chief Executive advised that although Council didn’t have an overall zero carbon policy Council have baseline measurements of emissions (CEMARS) and do have an Electric Vehicle First policy.

The risk of investing in fossil fuels was raised and it was noted that the recommendation covered both the ethical and risk aspects of investment. If Council were to write to the major trading banks the rationale for the request would need to be clear – that Council perceives there is a risk for our term deposit and bond investments with them if they continue to invest in and lend to fossil fuel industries.

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The remit to the 2018 LGNZ AGM referred to in the report was also discussed and a request was made for Council to consider resubmitting it for the 2020 LGNZ AGM as there wasn’t time to progress it for 2019. Moved by Councillor C Peterson That the Audit and Risk Committee: a) Endorses Council’s current investment policy with respect to the primary investment objectives b) Notes the responsible investment policies of the main banks the Council uses c) Recommends that Council writes to the major trading banks asking them to transition away from investments in fossil fuel industries by expanding their Responsible Investing policies to include fossil fuel industries on their lists of excluded investments and consider opportunities for long-term investments in low or zero-carbon energy systems. Seconded by Councillor J Dalziell and CARRIED

2018/2019 NINE MONTHS TO DATE FINANCIAL REPORT (082/19)

The report providing the Audit and Risk Committee with the financial report for the nine months to 31 March 2019 was taken as read. It was noted that things were tracking along the same direction as the six months to date report to the previous meeting, with a 2.8% surplus of net rates funding. The capital expenditure programme and the impact of not achieving it was discussed. Bringing other work forward was not necessarily an option as it assumed flexibility in the capital programme Council that didn’t always have. In the roading programme some work had been brought forward using funding carried forward from the previous year. Moved by Philip Jones That the Audit & Risk Committee receives the 9 months to date financial report and commentary, including Operating and Capital Expenditure Statements. Seconded by Councillor D Davidson and CARRIED

NON‐FINANCIAL PERFORMANCE 2018/2019 THIRD QUARTER REPORT (086/19) The report advising the Committee of performance against non-financial measures reported quarterly, for the period from 1 July 2018 to 31 March 2019, was taken as read. The Chief Executive advised that staff were looking at more integrated reporting quarterly for the next financial year so Council was aware of how things were tracking, with financial and non-financial measures reported together. This would identify if changes needed to be made during the year. Moved by Councillor G McClymont That the Audit and Risk Committee receives the Quarter 3 non-financial performance report for the 2018-19 financial year. Seconded by Councillor B Goodwin and CARRIED

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INSURANCE UPDATE (085/19)

The report providing the Audit and Risk Committee with an update on the insurance cover the Council has in place and the cover which will be sought for the 2019/20 year was presented by the Manager Finance. Moved by Philip Jones That the Audit & Risk Committee receives the report and notes the information regarding the Council’s insurance programme for 2019/20. Seconded by Councillor B Goodwin and CARRIED

UPDATE ON RECOMMENDATIONS FROM THE NZ TRANSPORT AGENCY INVESTMENT AUDIT REPORT (087/19)

The report providing the Audit and Risk Committee with an update on recommendations arising from NZTA’s Investment Audit Report contained in report 071/18 presented to the Committee in May 2018 was presented by the Manager Assets and Operations. It was advised that the next procedural audit would take place in 2021 and that a technical audit would be taking place in June. Moved by Councillor J Dalziell That the Audit and Risk Committee receives the update on the recommendations from the 2018 NZ Transport Agency Investment Audit Report. Seconded by Councillor B Goodwin and CARRIED

HEALTH AND SAFETY QUARTERLY REPORT (090/19)

The report providing information to the Audit and Risk Committee and Council to enable Council to meet its obligations as a Person Conducting a Business or Undertaking (PCBU) under the Health & Safety at Work Act was taken as read. Staff advised that health and safety risks would be brought into the Corporate Risk Strategy once the health and safety risk identification had been completed. Moved by Councillor Deb Davidson That the Audit and Risk Committee receives the Health & Safety report for the third quarter (1 Jan to 31 March 2019) Seconded by Philip Jones and CARRIED

MATTERS TO BE TAKEN WITH THE PUBLIC EXCLUDED

Moved by Councillor G McClymont that the public be excluded from the following parts of the proceedings of the meeting of the Masterton District Council:-

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Under section 48 (1) of the Local Government Official Information and Meetings Act 1987 the following matters will be taken with the public excluded :- 14. Receive the Report of the previous meeting held with the public excluded 20 February 2019. General Business 15. SMT Risk Discussion

The general subject of the matters to be considered while the public is excluded, the reason for passing this resolution in relation to the matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution is as follows:-

General subject of each matter Reason for passing this Ground(s) under section 48(1) for to be considered resolution in relation to each the passing of this resolution matter

Minutes of Previous Meeting See page 404-406 s48(1)(d) That the exclusion held 21 November 2018 of the public from the whole or the relevant part of the proceedings of the meeting is necessary to enable the local authority to deliberate in private on its decision or recommendation in any proceeding to which this paragraph applies SLT Risk Discussion 7(2)(c)(i) s48(1)(d) The withholding of the That the exclusion of the public information is necessary to from the whole or the relevant protect information which is part of the proceedings of the subject to an obligation of meeting is necessary to enable confidence or which any the local authority to deliberate in person has been or could be private on its decision or compelled to provide under recommendation in any the authority of any proceeding to which this enactment, where the making paragraph applies available of the information would be likely to prejudice the supply of similar information or information from the same source and it is in the public interest that such information should continue to be supplied. 7(2)(c)(ii) The withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely to damage the public interest.

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Seconded by Councillor B Goodwin and CARRIED.

The public was excluded at 4.31 pm

The meeting returned to open session at 4.36 pm

The meeting concluded at 4.36 pm

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093/19 To: Her Worship the Mayor and Councillors

From: Tania Madden, Manager Strategic Planning

Endorsed by: Kathryn Ross, Chief Executive

Date: 15 May 2019

Proposed Amendment to the Masterton District Restricted Parking Area Subject: Schedule

DECISION

Recommendation:

That Council 1) Adopts the proposed amendments to Schedule 2L (Restricted Parking Areas) of Part 13 (Traffic) of the Consolidated Bylaw 2012, as specified in Attachment 2 and illustrated in the map in Appendix 3, being to: a) Convert a section Queen Street (on the East side between Worksop Road and Harlequin Streets) that has space for approximately 28 cars from P30 parking to P120, maintaining a section of the street with space for approximately eight cars as P30. b) Convert a section of Queen Street (on the West side between retail businesses Fish and The Hive) that has space for approximately four cars from unrestricted parking to P30. c) Convert a section of Renall Street (between Queen Street and Chapel Street) with space for approximately four cars from unrestricted parking to P120; and add two additional marked P120 car parks in this section of Renall Street. 2) Notes that Schedule 2L will carry forward as a Schedule of the proposed Wairarapa Consolidated Bylaw Part 10 (Traffic) when that is adopted by each of the three Wairarapa Councils.

PURPOSE The purpose of this report is to share feedback from the community on proposed changes to restricted parking in the section of Queen Street between Worksop Road and Harlequin Street; and in the section of Renall Street between Chapel Street and Queen Street. The report also seeks Council approval to proceed with the proposed changes outlined in this report.

BACKGROUND Concerns have been expressed by several organisations regarding parking in the area of Queen Street between Worksop Road and Harlequin Streets. In particular, that there is a lack of medium‐term parking for people attending meetings and appointments. A parking assessment was undertaken in 2018 and feedback was sought from businesses in the area. As a result, some changes to parking restrictions in the area were proposed (See Attachment 1 and Appendix 2).

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Council adopted the proposed changes for consultation on 12 December 2018. Council also agreed to seek feedback on whether changes to parking restrictions were needed at the Departmental Building carpark. A community survey to seek feedback on the proposed changes and Departmental Building carpark was undertaken between 20 February 2019 and 11 March 2019.

DISCUSSION AND OPTIONS

Community Feedback

To promote the survey and the opportunity to provide feedback:  Posters were provided to organisations on Queen and Renall Streets; and displayed in the Library and Council’s Queen Street Customer Service Centre. Hard copies of the survey were also available in these locations.  Three ‘flyer drops’ were undertaken. Flyers promoting the survey were attached to the windscreens of cars parked on Queen St and Renall St on one occasion; and in the Departmental carpark on two different dates.  Staff attended the UCOL open day on 20 February 2019.

Thirty‐four responses to the survey were received in total. Not all respondents answered all questions. Twenty‐nine respondents provided feedback on Queen Street area parking; 23 commented on Renall Street; and 22 answered questions relating to the Departmental Building.

The percentages referred to below reflect the percentage of respondents who answered that question, not the percentage of total respondents or respondents for that section of the survey.

Queen Street Area Parking Feedback

 86% felt the recommended changes would have a positive effect on parking in the area.  76% indicated that they parked in the area of Queen Street between Harlequin Street and Worksop Road.  83% indicated that they parked in the area daily, or every weekday. The balance parked in the area monthly or less than monthly.  58% parked their car for between 30mins and 2 hours; and 27% parked in the same spot all day.

Renall Street Area Parking Feedback

Given there were fewer respondents to each of these questions the actual number of respondents has also been included below:

 78% (11 people) felt the recommendations would have a positive effect on parking in the area  While only 22% (5 people) indicated that they did park in this area, nine people responded to the following questions. Of those nine people:  44% (4 people) parked there daily, or every weekday. 22% (2) parked there monthly and 33% (3) less than once a month.  44% (4 people) parked for less than 30 minutes; 33% (3 people) between 30 minutes and two hours; and 22% (2 people) all day.

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Other Feedback

The majority of responses commented that the current 30 minute parking restriction is not long enough for meetings and appointments that usually last 2 – 3 hours. See Appendix 4 for the full survey results. Some concerns were also raised by respondents regarding:

 Unlimited parking on the West side of Queen Street near the Renall Street intersection where retail businesses are located. o This could be managed by including four P30 minute parking spaces which would align with the four spaces remaining at each of the retail business locations on the east side. This would result in a total of twelve P30 minutes spaces in the area.

 Ongoing issues with neighbouring car dealerships parking yard vehicles in the unlimited parking spaces for extended periods. o There were some requests to change the section of Queen Street outside REAP/ UCOL to time limited parking to mitigate this. However, limiting this parking would mean no longer term parking would be available in that section of Queen Street (e.g. for UCOL students).

Departmental Building Parking Feedback

 69% did not support changing the current P120 limit on these public parking spaces  55% indicated that they parked in this carpark, however only 12 people provided feedback on the frequency and duration of their parking in this area. Of those twelve: o 33% (4 people) indicated they parked there at least once a week; 33% (4) at least once a month; and 33% (4) less than once a month. o 8% (1 person) indicated they parked in the carpark for less than 30 minutes; 33% (4) less than 60 minutes; 17% (2) less than 120 minutes and 42% (5) for the full 2 hours allowed.

Feedback that was received regarding the Departmental Building carpark has been forwarded on to the town centre project team for their consideration.

Proposed Revised Changes

Taking into consideration feedback from our community via the parking survey on the sections of Queen and Renall Street, and feedback from organisations in the area, the following revised changes are proposed:

 East Side of Queen Street between Worksop Road and Harlequin Streets: o Convert the East side of Queen Street, between Worksop Road and Harlequin Streets, to P120 (space for approximately 24 cars), with the exception of eight P30 parking spaces (four outside Bin Inn/Taylors Dry‐cleaning and four outside Colour Plus (as shown in blue in Appendix 3) o For consistency, also convert four P30 parking spaces between Smith Street and Worksop Road to P120 (as shown in Yellow in Appendix 3)

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 West (UCOL) Side of Queen Street: o Convert the section of Queen Street between retail businesses Fish and The Hive from unrestricted to P 30 (space for approximately 4 cars) as shown in blue on appendix 3. o no other changes are proposed on the West side of the street. This will maintain longer term parking options in the vicinity of UCOL / Reap House.  Renall Street between Queen Street and Chapel Street: o Convert currently unrestricted in Renall Street, between Queen Street and Chapel Street, from unrestricted to P120 (space for approximately 4 cars); and add two additional P120 car park spaces in this section of Renall Street (as shown in Blue on appendix 3).

It is anticipated that the proposed changes will address the majority of the current parking challenges in the vicinity and provide a fairer allocation of parking for the community.

OPTIONS CONSIDERED Option Advantages Disadvantages 1. Maintain Status quo  No cost to council to  Will not address the implement change. concerns raised about parking availability in the  Parking provision could be area in the immediate reviewed once a broader future. parking review has been completed taking into consideration the ‘bigger picture’. 2. Adopt original proposed  Addresses most of the  Does not take feedback changes immediate parking concerns received via the survey into in the area. consideration.  Staff time and resource to implement.  There would be costs associated with installing new/replacement parking signage. 3. Adopt revised proposed  Takes into consideration  Staff time and resource to changes feedback received via the implement. survey.  There would be costs  Addresses most of the associated with installing immediate parking concerns new/replacement parking in the area. signage.

CONCLUSION

Staff recommend Option 3. Adopting this option will increase the availability of medium‐term parking in this section of Queen Street without compromising the availability of shorter turnover parking required by retail businesses. This option reflects feedback from our community. No change to most

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of the all‐day parking on the west side of Queen Street also maintains capacity for longer term parking.

SUPPORTING INFORMATION

Strategic, Policy and Legislative Implications The Wairarapa Combined District Bylaws include provision to apply time restrictions to carparks by Council resolution publicly notified, in accordance with the Local Government Act (LGA). Under s.156(1)(b) and s.156(2) of the Local Government Act 2002 there is no longer a need to use the Special Consultative Procedure (SCP) for all amendments to bylaws. The obligation to use the SCP is only where a significant matter is concerned (as identified by the significance and engagement policy) or where the Local Authority considers that there is likely to be a significant impact on the public due to the proposed changes (s.156(1)(a).

While the proposed changes have not been classified as significant, there is a requirement to generally comply with the decision‐making obligations of the Act. In particular, to consider the views and preferences of persons likely to be affected by or to have an interest in the matter (s.78). Section 156(1)(b) allows for more informal consultation in a manner that gives effect to the requirements of s.82 (Principles of Consultation). Consistent with this, community consultation and engagement has been undertaken.

The three Wairarapa councils are currently undertaking a review of Bylaws. The review is expected to be completed and the proposed Wairarapa Consolidated Bylaw adopted by the 30 June 2018. Restricted parking areas are defined under the Traffic Bylaw (Part 13 in the current Bylaw and Part 10 in the proposed bylaw). Each Council has a schedule specific to them that details the areas that the Bylaw applies to. Schedules will carry forward to the new Wairarapa Consolidated Bylaw when that is adopted. Significance, Engagement and Consultation The proposed change has been assessed against Council’s Significance and Engagement policy and the assessment concluded that it is not significant given: the provision for longer and shorter term parking would be maintained; organisations in the area have provided feedback supporting the changes; consultation with the wider community was supportive; the proposed changes are expected to address challenges with parking that are being experienced in the area now; associated costs are minor; and the decision is reversible. Financial Considerations There will be a minor financial impact as parking signage will need to be revised to reflect the changes. There is provision in the Roading budget to cover this cost. Some staff time will be required to implement the change. This is also expected to be minimal. Treaty Considerations/Implications for Māori No implications specific to Māori have been identified in this decision. Communications/Engagement Plan The community will be notified of the changes to the parking bylaw by public notice as is required under the Local Government Act 2002, section 157. Organisations in the area will also be advised and new signage will help to promote the change. A transition period will be allowed where reminders will be issued rather than parking tickets before enforcement action commences.

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Environmental/Climate Change Impact and Considerations No environmental/climate change impacts have been identified in relation to this decision.

ATTACHMENT 1: ORIGINAL PROPOSED CHANGES

Based on the parking survey, and feedback received from organisations in the area, the following was proposed (see map in Appendix 1 for original proposed changes) for consultation:

Queen Street:  East Side between Worksop Road and Harlequin Streets o Convert 24 parks between Smith Street and Harlequin Street to P120 (shown in yellow in appendix 3) to provide more medium‐term parking o Maintain eight P30 parking spaces (four outside Bin Inn/Taylors Dry‐cleaning and four outside Colour Plus. o For consistency, also change four P30 parking spaces between Smith Street and Worksop Road to P120.

 West (UCOL) Side – o no changes are proposed which will maintain longer term parking options in the area.

Renall Street:  Between Queen Street and Chapel Street o Convert currently unrestricted parking to P 120 for consistency and to encourage greater turnover.

Parking within the area currently consists of (see map in Attachment 2 for current arrangements):

 32 unrestricted car parking spaces and four P15 minute time restricted spaces on the western side of the street (the side where UCOL/Wairarapa REAP are located). The unrestricted parking spaces are shown in green on the map attached; and the P15 spaces are identified in orange.  32 spaces that are P30 time restricted (vehicles can park for up to 30 minutes) as shown in blue on the attached map.

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ATTACHMENT 2: PROPOSED BYLAW SCHEDULE AMENDMENTS

The proposed amendment will be to Schedule 2L (Restricted Parking Areas) of Part 13 Traffic of the Masterton District Council and South Wairarapa District Council’s Consolidated Bylaw 2012, and are as follows:

Schedule 2L– Restricted Parking Areas Location Primary Secondary Description Commentary Renall Street Queen Street The south western side of Renall P‐120 street, commencing at the point of 12.0 metres northwest of the intersection of Queen street and Renall street, extending in a north‐western direction for a distance of 55.3 metres.

Queen Street Smith Street The south eastern side of Queen P‐120 street, commencing at the point of 10.0 metres southwest of the intersection of Queen street and Smith street extending in a southwestern direction for a distance of 116.7 metres.

Queen Street Smith Street The south eastern side of Queen P‐120 street, commencing at the point of One space 154.6 metres south west of the between bus stop intersection of Queen street and and Binn Inn Smith street extending in a south western direction for a distance of 5.4 meters.

Queen Street Harlequin Street The south eastern side of Queen P‐120 street, commencing at the point Between Binn Inn of 42.7 metres northeast of the and Colour Plus intersection of Queen street and Harlequin street extending in a north eastern direction for a distance of 33 metres.

Queen Street Harlequin Street The South eastern side of Queen P‐30 street , commencing at the point Four spaces of 9.2 metres north east of the outside Colour intersection of Queen street and Plus Harlequin street extending in a north eastern direction for a distance of 33.7 metres.

128

Queens Street Renall Street The south western side of the P‐30 Queen street , commencing at the point of 8.0 metres south east of the intersection of Queen street and Renall street, extending in a south eastern direction for a distance of 39.7 metres.

Queen Street Harlequin Street The south eastern side of Queen P‐30 street, commencing at the point Four spaces of 84.3 metres northeast of the outside Colour intersection of Queen street and Plus Harlequin street extending in a north eastern direction for a distance of 30.7 metres.

129 Appendix 1 ‐ Current Parking Allocation

‐‐‐‐‐‐‐‐‐‐‐‐ Unlimited All Day Parking ‐‐‐‐‐‐‐‐‐‐‐‐ No On‐road Parking

‐‐‐‐‐‐‐‐‐‐‐‐ Limited 120 min parking ‐‐‐‐‐‐‐‐‐‐‐‐ Limited 30min Parking

‐‐‐‐‐‐‐‐‐‐‐‐ Limited 15min Parking ‐‐‐‐‐‐‐‐‐‐‐‐ Bus stop

MDC Free all day carpark

130 Appendix 2 ‐ Original Recommended Parking Allocation

‐‐‐‐‐‐‐‐‐‐‐‐ Unlimited All Day Parking ‐‐‐‐‐‐‐‐‐‐‐‐ No On‐road Parking ‐‐‐‐‐‐‐‐‐‐‐‐ Limited 120 min parking ‐‐‐‐‐‐‐‐‐‐‐‐ Limited 30min Parking

‐‐‐‐‐‐‐‐‐‐‐‐ Limited 15min Parking ‐‐‐‐‐‐‐‐‐‐‐‐ Bus stop

MDC Free all day carpark 131 Appendix 3 – Revised Recommended Parking Allocation

‐‐‐‐‐‐‐‐‐‐‐‐ Unlimited All Day Parking ‐‐‐‐‐‐‐‐‐‐‐‐ No On‐road Parking

‐‐‐‐‐‐‐‐‐‐‐‐ Limited 120 min parking ‐‐‐‐‐‐‐‐‐‐‐‐ Limited 30min Parking ‐‐‐‐‐‐‐‐‐‐‐‐ Limited 15min Parking ‐‐‐‐‐‐‐‐‐‐‐‐ Bus stop

MDC Free all day carpark

132 Appendix 4 – Consultation Results

Parking Community Consultation Results

Answered: 29 Skipped: 5

Answered: 23 Skipped: 11

Answered: 26 Skipped: 8

133 Answered: 28 Skipped: 6

Answered: 23 Skipped: 11

134 Answered: 9 Skipped: 25

Answered: 14 Skipped: 20

Answered: 22 Skipped: 12

135 Answered: 12 Skipped: 22

Answered: 12 Skipped: 22

Answered: 16 Skipped: 18

136

To: Mayor and Councillors

From: Tania Madden, Manager Strategic Planning

Endorsed by: Kathryn Ross, Chief Executive

Date: 15 May 2019

Subject: Dog Registration and Associated Fees 2019/20

DECISION

Recommendation: That Council adopts the proposed Dog Registration Fees, and associated fees, for 2019/20 as specified in Attachment 2 of Report 095/19.

PURPOSE The purpose of this report is to seek Council approval of the fees and charges for Council’s Animal Control activity for the 2019/20 financial year.

BACKGROUND Section 37 of the Dog Control Act 1996 gives local authorities the power to set charges for dog registration and other dog control activities. Section 37(4) requires the territorial authority to have regard to the relative costs of the registration and control of dogs in the various categories. Section 37(8) states any increase in fees can only take effect at the commencement of that year. Fees must be set by no later than 30 May to meet dog registration deadlines.

There are 5892 known dogs within the Masterton District (both registered and unregistered). Approximately 98.3% (or 5797 dogs) are registered. There are 95 unregistered dogs that are known to Council. A number of these dogs may have left the Masterton district without notification from owners. There are 3022 rural dogs compared to 2870 urban dogs in the district.

In 2018 registration fees for most dog categories were increased by $1; with urban entire dogs increased by $2. For the current financial year, to date, fees are projected to meet 85% of costs, as per the Revenue & Financing Policy that was adopted as part of the 2018/28 Long Term Plan. The fees proposed in this report for 2019/20 will enable the policy to be achieved, whilst also allowing for cost increases.

137

DISCUSSION AND OPTIONS

Dog Registration Fees

For 2019/20, it is proposed Council make a small increase to dog registration fees from the current level, noting those with responsible owner status would receive the applicable discount. The proposed dog registration increases are (See Attachment 2 for more detail):

 $1 per dog for urban neutered, breeder permitted, and all rural first, second and subsequent dogs.  $4 per dog for urban entire.  Fee increases for services provided by MDC to dog owners, such as microchipping and impounding, are also proposed (See Attachment 2 for details).

In 2018/19 dog registration revenue was planned at $323,000. The 2019/20 Dog registration revenue, based on the proposed fee increases, will be $344,400. This is an increase of $21,400 per annum. Fee increases are proposed to meet the increased cost of delivering this service to our community, which includes the need for adequate staffing levels to provide safe and responsive animal control services.

The higher increase in fees for entire urban dogs is proposed to encourage dog owners to neuter their dogs. Anecdotally, staff note a higher proportion of call outs, incidents and impounding in entire dogs compared to neutered dogs. There are also benefits in neutering dogs including that neutered dogs live significantly longer than those that are not; many diseases are reduced or eliminated in neutered dogs (e.g. infections and cancers of the reproductive system); and neutering removes the hormonal influences that can contribute to inter‐dog aggression and roaming. Neutering also enables better control of dog populations and contributes to a reduction in the number of unwanted dogs. The cost of neutering a dog ranges from $130 to $400 depending on the weight and sex of the dog.

Overall, the proposed registration fees are comparable with neighbouring councils of a similar size. The proposed registration fees would be slightly more than Carterton and South Wairarapa District Councils for dogs in the urban area, but MDC does offer urban dog owners the option of applying for Responsible Dog Owner (RDO) status (see below). Neither of the neighbouring councils currently offer this. MDCs registration cost for rural dogs, if 2 more are owned, is $14 cheaper than CDC and $22 cheaper compared to SWDC if the dog/s is entire. Comparison fees can be seen in attachment 3.

As per MDC’s Revenue and Financing Policy there is public (rate payer) funding of 15% for services and operations carried out under the Dog Control Act with 85% of costs recovered from dog owners.

Responsible Dog Owners The Responsible Dog Owner (RDO) policy was adopted as part of the review of the Dog Policy in March 2018. Applicants who apply and are assessed as meeting the criteria receive a 25% discount on registration fees for the duration of their dog/s life provided they continue to meet the criteria. There is a one‐off application fee of $20 per property to apply for RDO status. Applications for RDO status for the 2019/20 year have now closed. As at 1 May 2019 there are 73 individual owners with 102 dogs that have RDO status. 138

Options

Option Advantages Disadvantages

1 Increase registration Covers the cost of effectively Potential for negative feedback and dog control fees running the Animal Services from dog owners about as proposed activity; registration fee increases. Consistent with Council’s Revenue and Financing Policy; Maintains the rates contribution at 15% reflecting public good; Enables Animal Services to meet agreed levels of service. 2 Maintain the Status Avoids potential for negative Will not cover the costs required Quo with Fees feedback from dog owners about to effectively run the Dog Control registration fee increases. activity; May require a higher rates contribution to enable services to be delivered; May result in a lower level of service being delivered.

Conclusion

Staff recommend Option 1. This option will ensure that agreed levels of service can be maintained; and is consistent with Councils Revenue and Financing Policy regarding the level of general rates and user pays.

139

SUPPORTING INFORMATION

Strategic, Policy and Legislative Implications

As noted, Section 37 of the Dog Control Act 1996 gives local authorities the power to set charges for dog registration and other dog control activities. Section 37(4) requires the territorial authority to have regard to the relative costs of the registration and control of dogs in the various categories. Section 37(8) states any increase in fees can only take effect at the commencement of that year. Fees must be set by no later than 30 May to meet dog registration deadlines.

Significance, Engagement and Consultation

The proposed fee changes have been assessed against Council’s Significance and Engagement policy and the assessment concluded that the decision is not significant. While there is likely to be interest from dog owners, Council has the power under legislation to review fees annually to cover the cost of service delivery; the proposed fee increases are to maintain the agreed level of service for our community; and the rates contribution for this service is consistent with Council’s Revenue and Financing Policy. Community consultation is not required or recommended in relation to this decision. Dog owners will be informed of fee changes.

Financial Considerations

The proposed fee increases, as discussed in this report, are to cover the cost of delivering Animal Control services to our community and are consistent with Council’s Revenue and Financing Policy in relation to rates funding and user pays.

Treaty Considerations/Implications for Māori

No implications specific to Māori have been identified in this decision.

Communications/Engagement Plan

No consultation is required as a result of this decision. Dog owners will be informed of fee increases and fee schedules will be updated on Council’s website.

Environmental/Climate Change Impact and Considerations

No environmental/climate change impacts have been identified in relation to this decision. 140

Responsible Dog Owner Status ATTACHMENT 1

Urban dog owners can apply for RDO status.

To be eligible they must meet the following criteria:

 Registration fees paid by 31 July for the previous two years (or, if newly registered in Masterton, able to provide evidence that registration was paid on time to the previous territorial authority).  The dog has been de‐sexed. (An exception may be made for certified breeders, at MDC’s discretion).  The dog is kept securely on the owner’s property, with access available to at least one door of the dwelling without encountering the dog.  The dog’s shelter complies with the requirements of the Control of Dogs Bylaw  The dog is microchipped (if the dog was registered for the first time after 1 July 2006).  The dog has not been the subject of a substantiated complaint, been impounded or received infringements in the previous two years.

141

Proposed Dog Fees for 2019/20 ATTACHMENT 2

Dog Control Fees 2018/19 Fees Proposed Fees 2019/20 Responsible owner 25% discount 25% discount Urban Neutered $81.00 $82.00 Urban Entire $132.00 $136.00

Permit Breeder $81.00 $82.00 Rural 1st Dog $81.00 $82.00 Rural 2nd and Subsequent $21.00 $22.00 Dangerous Neutered $126.00 $126.00

Dog Control Charges 2018/19 Fees (incl. GST) Proposed Fees for 2019/20 (incl GST) Sustenance fee (per day) $12.00 $15.00 Pound Fee: First impounding $66.00 $70.00 Second impounding $122.00 $125.00 Third and subsequent $153.00 $160.00 impounding Surrender a dog for euthanasia Actual cost plus 10% Actual cost plus 15% Microchipping of Masterton registered dog $20.00 $20.00 Permit application to keep more than two dogs in $51.00 $55.00 urban area including breeder Re‐homing fee for impounded dog No charge No charge Replacement registration tag $5.00 $5.00 Collars Actual cost plus 15% Actual cost plus 15% Costs and expenses relating to impounding and Actual cost plus 15% Actual cost plus 15% securing impounded dog

142

Fees Comparison ATTACHMENT 3

Fee type Urban Responsible Urban Rural 1st Rural 2nd Subsequent Dangerous Neutered Dog Owner Entire (entire) (entire) rural dogs (Urban Only) (entire) Masterton $82 25% discount $136 $82 $22 $22 $126 DC on urban neutered Carterton DC $60 $85 $60 $60 $32 150% South $75 $105 $64 $64 $210 for up 150% Wairarapa to 10 dogs DC Upper Hutt $105 $69 $117 $69 $69 $69 $157 DC Kapiti DC $97 $68 $186 $68 $68 $41 $278 Tararua DC $87 $50 $87 $36 $36 $36 150% Manawatu $66 $33 $103 $155 DC Horowhenua $69 $56 $114 $64 $64 $64 $155 DC

143

094/19 To: Elected Members

From: Mayor Lyn Patterson

Date: 15 May 2019

Subject: LGNZ Rules Review

DECISION Recommendation: That Council: a) receives Report 094/19 in relation to the proposed changes to LGNZ’s Rules; b) agrees to support the proposed changes to LGNZ’s Rules outlined in Attachments 1 and 2 to Report 094/19; and c) delegates to Mayor Lyn Patterson to vote, on behalf of Masterton District Council, in favour of the proposed changes to LGNZ’s Rules at the LGNZ AGM to be held on Sunday 7 July 2019.

Purpose

To seek Council support for the proposed changes to the LGNZ Rules to be considered at the LGNZ AGM on Sunday 7 July 2019.

Background LGNZ is governed by a National Council, made up of 15 elected members from throughout New Zealand. Their purpose is to deliver the local government sector’s vision: “Local democracy powering community and national success.” LGNZ represents the national interests of councils in New Zealand and lead best practice in the local government sector, providing advocacy and policy services, business support, advice and training to members to assist them to build successful communities throughout New Zealand.

The LGNZ Rules include, among other things, the objects and powers of LGNZ, its membership, the functions and membership of zone and sector groups and the composition and powers of National Council (Masterton District Council is a member of Zone 4 and the Rural and Provincial Sector Group).

LGNZ has consulted with members at Zone and Sector meetings (including at the recent Zone 4 meeting held on 10 April) on options for changing the LGNZ Rules. Based on feedback from members the proposed changes are:

1. Amendments to provide Te Maruata representation on National Council 2. Amendments to give effect to Auckland Council representation on National Council 3. Minor substantive changes (designed to ensure the rules provide for all types of elected members, are consistent with the proposed substantive changes to the rules, and to simplify National Council processes) include: 144

• providing for the inclusion of community board members in the definition of elected member, • the ability for National Council to appoint individuals to the National Council to provide assistance because of their training or experience and to ensure diversity of representation; • changes to the definition of quorum and • the ability for National Council to pass a resolution without a meeting with the agreement of 75% of all National Council members. 4. Minor amendments to modernise and rationalise language.

Further detail on the proposals can be found in Attachment 1 and the text of the amendments proposed in Attachment 2.

As outlined in Attachment 1, the changes have been discussed with and endorsed by LGNZ’s Governance and Strategy Advisory Group and National Council. The rule changes will be discussed and voted on at the LGNZ AGM on Sunday 7 July and each of the four proposed changes need the support of a two-thirds majority of LGNZ’s members in order to pass.

None of the proposed changes impact directly on Masterton District Council however, as a member of LGNZ, Council is entitled to vote at the AGM and it is recommended that Council delegate to the Mayor to vote in support of the changes proposed.

SUPPORTING INFORMATION Strategic, Policy and Legislative Implications No Strategic, Policy or Legislative implications have been identified. Significance, Engagement and Consultation The decision has been assessed against Council’s Significance and Engagement Policy and is considered to be of no significance given it has no impact on rates and will have no impact on the community or the activities Masterton District Council undertakes. Financial Considerations No financial implications have been identified. Treaty Considerations/Implications for Māori The inclusion of a Te Maruata representative with full voting rights on the LGNZ National Council reflects the recognition of the importance of local government engaging with Maori communities. Communications/Engagement Plan No communications or engagement plan is required as a result of this decision. Environmental/Climate Change Impact and Considerations No environmental/climate change impacts or considerations have been identified as a result of this decision. 145 ATTACHMENT 1

LGNZ Rules Review

Proposed amendments to the Rules

Since late 2018, LGNZ has consulted with members on options for changing the LGNZ Rules, at Zone and Sector meetings.

Attached are a number of proposed substantive and technical changes to the Rules, which are based on feedback from members. These proposed changes have been discussed with, and endorsed by, LGNZ’s Governance and Strategy Advisory Group (GSAG) and National Council.

The rationale for each of the proposed changes is set out in further detail below.

These proposed changes to LGNZ’s Rules will be discussed and voted on at LGNZ’s Annual General Meeting (AGM) on Sunday 7 July 2019. Although LGNZ’s Rules provide that LGNZ is only obliged to give members 10 working days’ notice of any proposed changes to the Rules, we are providing the proposed changes to councils early so as to allow proper consideration and discussion of the proposed changes by your council, ahead of the AGM.

Proposal One – Amendments to provide Te Maruata representation on National Council (including consequential amendments)

To reflect the increasing diversity of the local government family/whanau it is proposed that the Rules be amended to provide that the Chair of Te Maruata is a member of National Council, with full voting rights.

Te Maruata Roopu Whakahaere (Te Maruata) is a subcommittee of the National Council comprised of Māori elected members. Te Maruata was established in response to a remit passed at the 2008 LGNZ AGM. Its role is to promote increased representation of Māori as elected members of local government; to enhance Māori participation in local government processes; provide support for councils in building strong relationships with iwi, hapu and Māori groups; provide Māori input on development of future policies or legislation relating to local government; and foster and support a network of Māori elected members and staff of local government for the purpose of sharing information, challenges and aspirations relevant to kaupapa Māori.

Given Te Maruata’s importance, National Council resolved in 2018 that the Chair of Te Maruata would sit on National Council as a non-voting member. Feedback from members is that the time is now right for Te Maruata’s Chair to sit as a full member of National Council.

This proposed amendment to the Rules reflects a drive for greater diversity on National Council, the importance of local government engaging with Māori communities and the obligations that local government has to reflect the obligations of the Treaty of Waitangi.

Proposal 1 (attached) details a number of consequential, technical changes that will need to be made to the Rules if the substantive proposal to provide a seat on National Council for Te Maruata’s Chair is adopted. 146

Proposal Two – Amendments to give effect to Auckland Council representation on National Council (including consequential amendments)

It is proposed that the Rules be amended to provide that Auckland Council has three seats on National Council, to be held by:

• The Mayor of Auckland (or an alternate member of the Auckland Council governing body appointed by the Mayor); • A member of the Auckland Council governing body; and • A member of an Auckland Council local board.

These proposed amendments are designed to reflect the scale of Auckland (one-third of New Zealand’s population). They are also designed to bring the LGNZ Rules into line with Auckland Council’s current unique governance structure (ie a governing body and local boards). The current LGNZ Rules pre-date the establishment of Auckland Council and its current governance structures, which were introduced by legislation in 2010. LGNZ’s view is that its Rules should be consistent with those changes.

Local boards are a unique governance structure, providing governance at a local level within Auckland Council and enabling democratic decision-making by and on behalf of communities within the local board area. There are 21 local boards, comprising 149 elected members in total. Local board responsibilities include adopting local board plans, agreeing annual local board agreements that set annual budgets, and agreeing and overseeing annual work programmes. Currently there is no provision for the representation of local board members on National Council. LGNZ’s view is that it is important that provision is made for the representation of this group of elected members on National Council.

As a result of these proposed changes to Auckland’s representation, Auckland Council would no longer be part of Zone 1; Zone 1 would be comprised of Far North region councils only. Zone 1 would be entitled to one seat on National Council.

To ensure that the representation of metropolitan New Zealand on National Council is not by Auckland Council alone, specific amendments are proposed to make it clear that three seats on National Council will be held by metropolitan councils other than Auckland Council.

Based on feedback from Zone meetings, it is also proposed that the Rules be amended to specifically provide that at least one of the three Metropolitan Sector representatives on National Council be from the South Island. This is designed to ensure that there is appropriate representation of metropolitan South Island on National Council.

Proposal 2 (attached) details a number of consequential, technical changes that will need to be made to the Rules if the substantive proposal to change the representation of Auckland Council on National Council is adopted.

Note that Proposals 1 and 2 will result in the membership of National Council increasing from 15 members to 18. Feedback from current National Council members is that a Council of this size for a membership based body is workable, particularly given that the Rules give National Council the power to create an executive committee, or subcommittee structures, where that is considered appropriate. 147

Proposal Three – Minor (administrative) substantive changes

A number of minor administrative changes to the Rules are proposed, including:

• Inclusion of community board members in the definition of Elected Member; • The ability for National Council to appoint individuals (with full speaking rights, but no voting rights) to the National Council to provide assistance to National Council because of their training, qualifications or experience; and to ensure diversity of representation; • Changes to the definition of a quorum for the purpose of National Council meetings; and • The ability for National Council to pass a resolution without a meeting with the agreement of 75 per cent of all National Council members (as opposed to all National Council members, as currently required).

These proposed amendments are designed to ensure that the Rules provide for all types of elected member, are consistent with the proposed substantive changes to the Rules, and to simplify National Council’s processes.

Proposal Four – Minor amendments to modernise and rationalise language

LGNZ is proposing that a number of changes be made to modernise the Rules (eg to make provision for electronic notices and voting), and rationalise the language of the Rules.

These changes are technical in nature, and do not result in any substantive changes to the Rules.

Next steps

As noted above, these proposed changes to the Rules will be discussed and voted on at LGNZ’s AGM on Sunday 7 July 2019. Members will receive copies of the proposed changes to the Rules as part of the formal AGM papers.

However, LGNZ is providing copies of the proposed changes in advance so that councils have plenty of time to consider the proposed changes. LGNZ encourages members to now discuss and debate the proposed changes to the Rules, ahead of the AGM.

As per Rule K4(b), each of the four proposed sets of changes to the Rules will require the support of a two-thirds majority of LGNZ’s members in order to pass. Therefore your council’s vote does matter and can make a difference.

If you would like LGNZ to visit your council to discuss the proposed changes to the Rules ahead of the AGM, please contact Malcolm Alexander or Grace Hall to arrange that – see below for contact details. 148

For further information on the proposed changes, or if you have any questions, please contact Malcolm Alexander, Chief Executive ([email protected]) or Grace Hall, Senior Policy

Advisor ([email protected]). 149 ATTACHMENT 2

PROPOSED AMENDMENTS TO THE RULES 2019

Proposal 1 - Minor (Administrative) Substantive Changes:

1. Rule A2: - Delete paragraph (b) of the definition of “Elected Member” and substitute:

“(b) A person holding office as a member of a local board within the district of a Member Authority; and

(c) A person holding office as a member of a community board within the district of a Member Authority.”

2. Rule E11A to E11C: Add the following after Rule E11:

“E11A From time to time, the National Council may appoint to the National Council any person whom the National Council believes will assist the National Council in its deliberations because of that person’s training, qualifications or experience. Any such person is not required to be qualified to be a National Council member or an Elected Member. The National Council may discharge any such person from the National Council in like manner.

E11B From time to time, the National Council may appoint to the National Council any person whom the National Council believes will ensure diversity of representation on National Council. Any such person must be an Elected Member. The National Council may discharge any such person from the National Council in like manner.

E11C Any person appointed under Rules E11A or E11B shall have full speaking rights but no voting rights at National Council meetings.”

3. Rule E17: Delete the word “six” in both places it appears and substitute “a quorum”.

4. Rule E26: Delete the current wording and substitute:

“At any meeting of the National Council, a quorum consists of:

(a) half of the membership (President and members provided for in Rule E1) if the number of such members (including vacancies) is even; or

(b) a majority of members (President and members provided for in Rule E1) if the number of such members (including vacancies) is odd.

5. Rule E29A: Delete the current wording and substitute:

“The National Council may pass a resolution without a meeting held in accordance with Rules E20-E29, but only if the resolution is assented to by not less than 75% of the members of the National Council then in office and entitled to vote.” 150

Proposal 2 - Amendments to provide Te Maruata representation on the National Council (including consequential amendments):

Rule A2:

Amend the definition of “NATIONAL COUNCIL MEMBER” by deleting the words “elected or appointed” and substituting “elected, appointed or assuming office”.

Insert after the definition of “SECTOR GROUP” the following:

“TE MARUATA” means the committee named Te Maruata Roopu Whakahaere established in response to the remit passed at the 2008 Annual Conference and any committee in substitution for that committee.”

Rule E1: Delete the opening words and paragraph (a) and substitute the following:

“E1 The National Council of LGNZ consists of the President and:

(a) The person for the time being holding office as the Chair of Te Maruata (or an alternate appointed in writing by that person);”

Rule E10: Delete the current wording and substitute:

“E10 Persons appointed to the National Council or who assume office as a member of National Council under Rules E1 to E9 assume office on the day that is eight weeks after the triennial local government elections are held, except that the person who assumes office as a member of National Council pursuant to Rule E1(a) assumes that office at such time that the Chair of Te Maruata is appointed at a hui organised by LGNZ for the purpose of Te Maruata appointment, and subject to Rules E12 to E16 all such persons serve in office until their successors have assumed office.”

Rule E15: After the reference to “the President” add the words “or the position occupied by the Chair of Te Maruata.”

Rule E15A: Add the following after Rule E15:

“E15A In the event of the position on National Council occupied by the Chair of Te Maruata becoming vacant, that position will be filled by the Deputy Chair of Te Maruata until such time that a replacement Te Maruata Chair is elected.”

Rule E16: Add after the reference to “Rule E15” “, or who assumes office under Rule E15A,”

151

Proposal 3 - Amendments to give effect to Auckland Council representation on the National Council (including consequential amendments):

Rule D1: Delete the second sentence and substitute the words “Each Member Authority (except Auckland Council) shall belong to one Zone, and no Member Authority shall belong to more than one Zone.”

Rule D2: Delete from the definition of “Zone One” in paragraph (a) the words “and the Auckland Council”.

Rule E1: Delete paragraphs (b) to (e) and substitute the following:

“(b) One person elected by each of Zones One, Two, Three, Four, Five and Six;

(c) Three persons elected by the Metropolitan Group –

(i) at least one of whom is an elected member of a South Island Member Authority; and

(ii) none of whom is an elected member of Auckland Council or any of its local boards;

(d) Two persons elected by the Regional Group;

(e) One person elected by each of the Provincial and Rural Groups;

(f) The Mayor of Auckland (or an alternate member of the Auckland Council governing body appointed in writing by the Mayor); and

(g) Two persons to represent Auckland as set out in Rule E1A.”

Add after Rule E1 the following:

“E1A AUCKLAND REPRESENTATION

The appointments referred to in Rule E1(g) must be:

(a) one person appointed by the Auckland Council, from members of the governing body (not being the Mayor, or the Mayor’s alternate under Rule E1(f)); and

(b) one person appointed by Auckland Council local boards, from elected members of the local boards.”

152

Proposal 4 – Minor Amendments to Modernise (e.g. electronic notices and voting) and rationalise language.

Please refer to the attached version of the Rules (Appendix X) with all proposed amendments shown in red. 153

098/19 To: Your Worship and Members

Andrea Jackson, Manager Community Facilities & Activities From: Audrey Dench, Properties and Facilities Manager

Endorsed by: Kathryn Ross, Chief Executive

Te Āwhina Community House Proposal to relocate the Te Āwhina Community Hub to Subject: McJorrow Park

Date: 15 May 2019

FOR DECISION

Recommendation: That Council a) receives the proposal from Te Āwhina Community House to construct a Community Hub within McJorrow Park; and b) agrees to engage resourcing within the Chief Executive’s delegation to undertake a needs analysis and detailed investigation of whether a land reclassification process is appropriate.

Purpose The purpose of this paper is to advise Council of a proposal received from the Te Āwhina Community House to construct a new community centre within McJorrow Park.

Background The Te Āwhina Community House currently operates from a Housing New Zealand‐owned residential house at 2 Stuart Crescent. The hub is a significant community asset and is the location for delivering community services including use of computer and internet resources, education and life‐skills programmes, community‐led arts and crafts and as a local resource centre to recycle goods and obtain advice on issues ranging from housing through to legal and health. Te Āwhina Community House has one paid staff member who operates from the house, and the Eastside Community Group is based here.

The hub is currently oversubscribed, with many activities taking place in a garage adjacent to the house. The house is a typical 1950’s single‐storey social housing stock building and community services providers struggle to deliver group services within the confines of a small residential home.

While Cameron Crescent is conveniently located close to Masterton Central, many community members have limited access to transport, and some suffer from social or physical issues that make it difficult to reach out for support outside of the neighbourhood. The hub offers access to services from a safe and trusted environment, supported by local volunteers and kaumatua.

Te Āwhina Community House have considered options for upgrade, but as the site is leased, there is little appetite to invest in the building. In addition, the site is small, and is not ideally located to cope with large amounts of traffic. An upgraded facility would allow for the inclusion of suitable spaces for education and play, and for health services such as a district nurse, counselling or Plunket. 154

Several options have been explored for an alternative location for the hub, and Te Āwhina Community House recently decided that McJorrow Park best met the desired criteria for the location, primarily through its proximity to the playground, netball facility and Wairua recreation trail, and also the proposed community garden.

Issue Council has two roles in its custodianship of McJorrow Park: that of land‐owners, and that of a regulator. These roles are entirely separate of the processes and requirements of the Reserves Act. Masterton District Council (MDC) must evaluate this proposition from all angles, starting from the basis of whether the proposal is an appropriate, sustainable and legal use of the park.

Under the Reserves Act, Council may not legally grant a lease for a community house within a recreation reserve. MDC can lease to any person, body voluntary organization or society any area set apart under sec 53 (rec reserves) of the Reserves Act for baths, camping ground, a parking or mooring place or other facilities for public recreation or enjoyment. The primary use needs to be for public recreation and enjoyment not social, education or community purposes. New leases for social, education and community purposes can be granted on local purpose reserves. (sec 61 Res Act)

Significance and Engagement Allowing Te Āwhina Community House to build within the Park has been reviewed against MDC’s Significance and Engagement Policy and has been assessed as Significant. Public consultation is a legal requirement of any reclassification process.

Policy and District Plan This site is managed under the goals and policies set out in the Omnibus Management Plan for Recreation and Local Purpose Reserves. In this plan the following goals are identified for new buildings: Any new building that goes onto the reserve kept to a minimum and design will reflect a reserve’s natural character and setting and will be appropriate to its classification, primary use and location. A needs analysis and concept plans would be required as part of any application. Under the District Plan, establishment of a community hub in this location would not be precluded, but assessment under the RMA will be a secondary activity after research and any reclassification is complete. Financial Considerations Legal expertise and resourcing will be required for any investigation into a potential reclassification process.

Strategic Alignment While Council has no current strategic plan for this part of the McJorrow Park reserve, the area has undergone significant rejuvenation through the upgrade of the netball facility, proposed Wairua recreation trail connection and the community‐led improvements to the play and recreation equipment in the park undertaken in 2017. There is significant community interest in developing this area to support further community recreation activities. 155

Recommendation This is a community‐led proposal to invest in services and infrastructure for the local community to supplement Council’s offerings. There is potential for future lease income to offset expenditure on further improvements to McJorrow Park to develop it into a true community centre for Masterton East. Council staff recommend undertaking consultation to establish public appetite for development within this important recreation reserve and to undertake further research on options, partnership opportunities and ways to support community‐led development in one of Masterton’s most dynamic suburbs.

If MDC supports this proposal in principle on McJorrow Park, then the park maybe able to be reclassified as a Local Purpose reserve (community) but the Reserves Act reclassification process (sec 25 Res Act) must be followed first. This will involve a full assessment of the primary purpose and characteristics of the park, public consultation and Ministerial consent. Further investigation will be required to see if part of the park can be reclassified.

Appendix 1: McJorrow Park is outlined in blue, with the proposed community hub area detailed in orange. The existing Te Āwhina Cameron Community House is shaded in red.

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096/19 To: Your Worship and Members

From: Kathryn Ross, Chief Executive

Date: 15 May 2019

Subject: Chief Executive’s Report

FOR INFORMATION

Recommendation: That Council notes the information contained in the Chief Executive’s Report 096/19.

Purpose The purpose of this report is to provide Council with an update (as at 9 May 2019) on the key projects and areas of focus for the Chief Executive and Strategic Leadership Team since the last CEO report to Council (25 March 2019).

Chief Executive’s Overview 1. Local Government (Community Well‐being) Amendment Bill The Local Government (Community Well‐being) Amendment Bill passed its third and final reading in Parliament on 7 May 2019, effectively reinstating the four aspects of community well‐being – social, economic, environmental and cultural – into the Local Government Act. It goes now to the Governor General for royal assent, which usually takes about a week. Provisions in the Act will take effect the day after assent. SOLGM (the Society of Local Government Managers) have developed a wellbeing indicator framework, database and tool for reporting (with the assistance of a reference group that has included our own Nerissa Aramakutu). There will be various levels of service which SOLGM will provide through its Data Warehouse and we are currently exploring the benefits and costs of each for Council. In addition, next week Infometrics will be launching their Regional Wellbeing Framework, which will be made available to all us as existing Regional Economic Profile subscribers at no additional cost. Using this tool we can compare our district to other areas across New Zealand on a range of wellbeing metrics, including the crime rate, suicide rate, drinking water quality, and household crowding rate, among others. There are 30 indicators of wellbeing across nine wellbeing domains.

2. Proposed Climate Change Response (Zero Carbon) Amendment Bill The purpose of the amendment bill is to provide a framework by which New Zealand can develop and implement clear and stable climate change policies that contribute to the global effort under the Paris Agreement to limit the global average temperature increase to 1.5° Celsius above pre‐industrial levels. This replaces the original proposal for a separate piece of legislation called the Zero Carbon Bill keeping most climate legislation within one Act. The amendment bill will do four key things.  Set a new greenhouse gas emissions reduction target to: 196

o reduce all greenhouse gases (except biogenic methane) to net zero by 2050 o reduce emissions of biogenic methane within the range of 24–47 per cent below 2017 levels by 2050 including to 10 per cent below 2017 levels by 2030.  Set a series of emissions budgets to act as stepping stones towards the long‐term target.  Require the Government to develop and implement policies for climate change adaptation and mitigation.  Establish a new independent Climate Change Commission to provide expert advice and monitoring to help keep successive governments on track to meeting long‐term goals. The next step is the first reading of the amendment bill which is scheduled for May 2019. Then the Select Committee will start and there will be a call for public submissions on the amendment bill. A summary of the bill can be found at www.mfe.govt.nz/publications/climate‐change/climate‐ change‐response‐zero‐carbon‐amendment‐bill‐summary

3. Environment Aotearoa Environment Aotearoa 2019 provides an overview of the state of our environment. Using five broad themes the report presents nine priority environmental issues. Each issue includes information about why it matters, what has changed, and the consequences. The online summary is available at www.mfe.govt.nz/Environment‐Aotearoa‐2019‐Summary

4. First set of national planning standards and supporting information Since my last report, the Government has released the first set of national planning standards and supporting information, available at www.mfe.govt.nz/national‐planning‐standards/first‐set They aim to make RMA plans (policy statements, regional plans, district plans) more consistent with each other, easier to use and faster to make. There is an elected member summary fact sheet available at www.mfe.govt.nz/Node/24909. The review of the Wairarapa Combined District Plan will need to give effect to the standards. The timeframes for compliance are affected by any commitment (for example by way of resolution) that councils have to doing a combined district plan – essentially providing more time. Any aspect of the plan that comes from the planning standards cannot be changed through the submissions process – such as some definitions, the range and names of chapters, sections, where provisions are located and how they are displayed.

5. Transport and Roading: The NZTA is planning to meet with local government representatives and officials around the country starting late May and during June. There are 16 regional visits planned.

Prior to these meetings detailed information about NZTA’s current assessment of the programmes and projects included in the current National Land Transport Plan (NLTP) will be circulated. This will include updated information about which projects they expect will be funded through the 2018‐21 NLTP, those that are unlikely to be funded and those that may be funded, depending on how the overall programme proceeds.

As reported previously to Council, NZTA are significantly over‐subscribed in each activity class and there will be a (re)prioritisation of the remaining NLTP funding. 197

Over the same period there will be technical input into the review of the Investment Decision Making Framework used by NZTA.

Meetings have commenced this week with Higgins to ensure a smooth transition to our new Masterton Roading Operations and Maintenance contract.

6. Water: Progress update on the Three Waters Review

There has been no further information released by Government on the three waters review, although the Minister of Local Government Hon Nanaia Mahuta has reiterated that she expects to have policy options on this to Cabinet in June this year and has welcomed the decision by South Wairarapa District Council to have Wellington Water provide its water management services. https://www.beehive.govt.nz/release/government‐gives‐thumbs‐south‐wairarapa‐water‐move

The Wellington Water shareholders are now considering the changes that need to be made to Wellington Water Limited’s governance documentation (Constitution, Shareholders Agreement and Wellington Water Committee Terms of Reference) to enable this to occur.

The Minister has also praised opportunities that are being voluntarily explored elsewhere in the country to improve water management.

7. Civic Centre

The demand and financial analysis for a civic centre has been completed. The Reference Group have engaged consultants to examine the options (and costs) associated with the existing buildings and the Group will report to the June Council its recommendations for the project.

8. Town Centre Rejuvenation Project

Final developed designs on the three key projects (Lower Queen Street, Park and Brice Streets) have been received from Boffa. The additional information on parking e.g. utilisation and alternative options will be delivered this month. A series of briefings and workshops will be held with reference group and elected members prior to the Council meeting on 26 June, where the Council will be asked to decide which projects will then proceed to detailed design. Indicative costs will be provided to assist with decision making.

This is a delay, as reported to the Community Wellbeing Committee in May, of approximately a month to ensure that the Council has the parking information to consider alongside the designs (and costs).

9. Library Earthquake work update Work to date is progressing well. The concrete scanning was completed Monday 6 May.

Test drilling of the concrete columns was underway this week and the issuing of the building consent is on track for 10 May. Fabrication of steel elements is due for completion by 20 May. 198

Installation will take place early in the morning to minimise disruption to library users and staff and the reinstatement of building elements will follow (over the week of 27 May), and then painting.

We anticipate that there will be a one‐day closure of the library mid‐week to allow uninterrupted work and to allow the team to safely decommission and reinstate all data and electrical cabling around the columns. Timing for this closure is still to be confirmed.

Securing of the air conditioning units in the roof is scheduled for early June and is anticipated to take 4 days. This work will not disrupt the public as it will take place in the ceiling space.

10. Library Learning Centre The concrete piles found underneath the foundations have been broken up and the engineer and pile driver are expected to be on site on 9 May to review and sign off. This will then allow the completion of the PS1.

11. Northern Approach ‐ Opaki Road flower beds Later this month our contractors will plant the Opaki Road flower beds with a fresh and modern garden bed design utilising drought‐resistant plants. The design will complement the river environment and use bright plants to create pops of colour in key areas (by the roundabout, pedestrian crossing and leading into the Te Ore Ore road turn‐off).

Specifically, each of the three areas will have strong colour from drought‐resistant plants such as Libertia, Hebe, Verbena in summer, and red flax in winter. The design will make an impact through colour, texture and form. Just like the previous annual bedding display, the planting will start to take on more colour around spring. The arrangement of the plants will simulate eddies, reflecting the Waipoua river.

We appreciate community and elected member patience over the last few months as we worked through our options to develop a design that is fresh and bright, as well as drought resistant, and satisfies community concerns.

While we have the opportunity to change the garden, we will be removing the previous bedding‐ plant specific irrigation system. We will be replacing it with a dripline system that is fit‐for‐purpose for this type of planting and in line with our water conservation focus. Site preparation will commence next week (week beginning 13 May) with completion by 31 May.

While the bare garden beds were not desirable, it did mean we saved at least 100,000 litres of water; 8 years’ worth of showers for one person. We will continue to strive for innovative water conservation measures as we all need to play a role in ensuring our water demand is sustainable.

12. Queen Elizabeth Park Rejuvenation Queen Elizabeth Park rejuvenation project, Stage V, continues to achieve the objectives of: creating better connections, better accessibility and overall enhancement of the Park’s intrinsic design. To date the project is has been delivered on budget and one time, with Stage 1 nearing completion. 199

Stage 2 construction is running in parallel to Stage 1, with excavation underway to reconfigure the south/western corner of the lake, further contributing to a continuous, accessible pathway around the lake edge.

The project will run until December 2019 to complete all 4 stages.

13. Wheelie Bins

Preparation for the recycling wheelie bins service continues with the delivery of the new bins to households in July and the service starting in August. This has changed from a July start date because of delays associated with the supply and delivery of the bins. Confirmation of the dates for the different collection areas and information on the what can be recycled will be provided to all Wairarapa households in June.

14. St John’s building update Staff have taken advice on the status of the land at Memorial park (which has been managed under a Deed of Trust dating from 1926) and whether the Reserves Act should apply to it despite it not being a registered reserve.

The St John Trust has been asked to clarify their asking price and building condition (on 30 March) and dialogue is continuing while they are waiting for a valuation of the building to be completed.

We will report again to Council as soon as we have information that can enable a decision.

15. Gordon Street Land Sale A signed sale agreement has been received by Gawith Burridge. The agreement is as‐is, where‐is, in full understanding of the encroachment from 34A Raglan Street and the condition of fences. Our Solicitor is liaising with affected neighbours to advise of the sale.

16. Communications and Engagement

Media in April:  There were 35 media items covering Masterton District Council in April. A number of the stories were sourced from council reports, with the majority only appearing as “Briefs”.  The main trends in coverage include pay increases for elected members, Town Centre Revamp project, traffic island planting, and the financial woes of MDC tenant Come Sew With Me.  Media releases during April ‐ library earthquake strengthening work and new roading contract ‐ received positive coverage.  There were several Letters to the Editor voicing opposition to the introduction of smart water meters.  Proactive media engagement saw publication of stories on Queen Elizabeth Park, a new mobile disability hoist at the Rec Centre pools and “Dogs in Togs” event. 200

 There were several media inquiries about road maintenance work in town that generated stories – Te Ore Ore Road and Villa Street – and also a “sink hole” on a private property in Hessey Street.  Other topics covered where MDC got a mention in more than one article – flood plain management, gambling review, and Wairarapa commuter trains.

SOCIAL MEDIA MDC Facebook Page  MDC Facebook followers are steadily tracking upwards with growth from 2539 to 2568 likes. There have been 982 unique engagements (shares, comments, likes) on posts in April and 41,537 people reached giving us an engagement rate of 2.3%. An engagement rate of between 1 – 2% percent for brand pages is considered good so we have exceeded this with very little promotional budget being spent.

- Note: Follower counts are not a particularly valuable metric for pages to measure because the value of an online community is in how engaged it is, not in how large it is. Engagement is all about how people are interacting with the content and sharing with Council to become more active participants in Council‐led conversations.

 Popular posts for the months were: - New Pool Hoist, attracted 115 reactions, 9 comments and 8 shares. This had an overwhelmingly positive response. - Children’s Librarian Job, 18 reactions, 13 comments and 7 shares. - Cricket Grandstand Karakia, 37 reactions, 5 comments and 4 shares.

Some comments over the month include:

Dogs in Togs: Thanks MDC! Can we please have a fenced doggie exercise park so that the friends can play regularly?

HR Positions: How many more staff does our council need lol? We responded: Hi David, these aren't new roles, but existing ones which have been restructured and are being advertised as mandated :)

Library Strengthening: Why is it that all these new building are now not up to building standards and are not earthquake safe they should be all of the above if not then the company's who get the jobs should fix the problem for free. Alec Birch responded: The issue isn't with the build quality or the design Janice, as we all know, the code has changed significantly in the 40 years since this building was designed.

Pool Hoist: Keep up the good work Masterton District Council

Labelling Trees in the Park: Yes great idea for labelling trees..add the date it was planted.In 1907 my gt grandparents en route to Gisborne via Masterton, from Dunmow Essex UK, stayed a night and fell in love with the trees in the park as it reminded them of home, and stayed in Masterton their whole lives, living opposite the park, above their Queen st shop "Madame Carle's Milliners".

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My Masterton Facebook Page  The My Masterton Facebook page has 136 engagements in April and reached 9,124 people with an engagement rate of 1.4%. The follower count grew from 7,278 to 7,296, for a town of ~25K people this is an exceptionally high follower count. However, many of our followers live outside the region.

WEBSITES  The MDC website had 7,304 users in April and over 10,000 sessions with a bounce rate of 52.88% (people who left the site after visiting one page).  Most visited pages were the homepage, followed by rates, job vacancies, waste collection and the Wairarapa Combined District Plan. Most site visitors are coming via organic search (75% using Google to find Council information), followed by links on social media (FB) and the remaining through direct links or referrals.  The Town Centre website has had low levels of traffic in the April month to date, largely due to less communication activity around the project.

DIRECT COMMS  The April edition of the Masterton Monthly Wrap was the fourth edition to go out to our community. All have had outstanding results far surpassing industry benchmarks for electronic direct mail campaigns.  With the April edition, the general trend we observe is a steady “open rate” (number of people that open the email) that is tracking with the previous month. The “Click‐through rate” (number of people that clicked a link) was almost double. This edition included information about the Annual Plan, Town Centre Revamp, Wheelie Bins and a projects update.

Recipients Open Rate CTR Unsubscribed

Industry Benchmark 21.17% 8.57%

Jan MMW 2,103 66.24% 37.31% 1.14% (23 people)

Feb MMW 2,009 61.03% 28.99% 0.72% (14 people)

Mar MMW 2,005 56.57% 15.85% 0.6% (12 people

April MMW 1,986 57.43% 29.51% 0.56% (11 people)

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17. Compliments / complaints From 21 March 2019 to 29 April 2019:  One official complaint has been received and completed.  Three compliments have been received; “thanks for”: the prompt repair of noisy manhole; wonderful clean‐up of rubbish at Bennetts Hill; and the installation of pedestrian ramp in Solway that has given mobility scooter the confidence to go out.

18. Service Requests  Over the 21 March to 29 April period, Council has received 679 service requests. 212 of these remain open. Eight of the total number of service requests have come via Elected Members, two were requests to contractors (i.e. to Recreational Services) and six were to internal staff. The remainder came from the public.  In general, the service requests cover the full range of Council activities such as street lighting, toby replacements, footpaths, signs, dogs, trees etc.

19. Staff

New starters:

 Kate Janes – Business Improvement Manager – commenced 15 April 2019  Chris Bargh ‐ Building Development Facilitator – commenced 7 May 2019

Staff leaving:

 Hoani Paku – Kaitakawaenga – retired ‐ last day 18 April 2019  Charlie Bargh ‐ Building Development Facilitator – resigned – last day 10 April 2019  Vanessa Herrick ‐ Payroll & HR Administrator – last day 17 May 2019

Currently recruiting:

 Kaitakawaenga – offer made to preferred candidate Friday 3 May 2019  HR Advisor – shortlisting for interview  Manager People and Capability – interviews underway  Pasture Management Assistant – interviewing underway  Animal and Bylaw Advisor (fixed term) – interviewing completed  Hood Aerodrome (casual) – shortlisting underway  Librarian, Child and Youth – shortlisting underway  Assistant Accountant – this vacancy has not been filled despite two recruitment rounds.

20. Other

Review of Creative Communities Scheme

A review of the Creative Communities Scheme has been completed by Creative New Zealand. The review focused on:

 Reviewing the funding formula

 Understanding how well the scheme is delivering to Māori, Pasifika and other diverse communities 203

 Reviewing the purpose of CCS to ensure it is aligned with the Investment Strategy

 Administrative aspects of the scheme, including reporting requirements.

In completing the review, CNZ took into account information collected from a survey of CCS administrators conducted in late 2018.

As a result of the review, CNZ proposed changes to the funding formula and to the guidelines for assessment committees. The proposed adjustments to the formula for determining the level of funding provided to each authority is outlined in the table below.

Component Current formula Proposed formula

Base grant $6,000 $15,000

Variable component $0.70 $0.60

(per capita amount)

Plus GST component GST component

The proposal increases funding for smaller communities outside of the main centres that have a lower rating base. This advantages communities such as ours.

Feedback was requested by 15 April 2019; our feedback supported the proposed changes. CNZ was expected to make a final decision on the changes proposed to the scheme by the end of April (taking into account the feedback received). Their decision has yet to be communicated to us.

21. Financials

The 9 months year to date was reported to the Audit and Risk Committee this week (8 May). There are no known material variations that need to be highlighted to the Council and public.