Minutes of a Meeting of the Whanganui District Council Property and Community Services Committee held at 1.00pm on Tuesday, 20 June 2017 in the Council Chambers, 101 Guyton Street, Whanganui.
Present: Cr Helen Craig (Chair), Mayor Hamish McDouall, Crs Jenny Duncan, Josh Chandulal-Mackay, Charlie Anderson, Philippa Baker-Hogan, Hadleigh Reid, Alan Taylor, Rob Vinsen and Graeme Young, and Ms Sandra Falkner (Wanganui Rural Community Board).
Apologies: Cr Jenny Duncan (lateness), Cr David Bennett, Cr Murray Cleveland, Cr Kate Joblin.
In attendance: Kym Fell (Chief Executive), Bryan Nicholson (Chief Operating Officer), Tasha Parker (Manager, Whanganui Venues and Events), Stuart Hylton (Waste Management and Minimisation Advisor), Joe Salmon (Online Communications Officer). Secretary: Therese Zimmerman (Governance Services Officer).
Guests: Jodie Brunger (Community Sport Manager, Sport Whanganui) and Danny Jonas (Chief Executive, Sport Whanganui).
1. Apologies
Committee’s Resolution Proposed by Cr Craig, seconded by Cr Taylor:
1.1 THAT the apologies of Councillors Jenny Duncan (lateness), David Bennett, Murray Cleveland and Kate Joblin are accepted. CARRIED
2. Declarations of Interest Mayor McDouall declared conflicts of interest in relation to Item 6: Property Group Activity Report – any discussion related to the Riverfront Public Toilet and Item 8: Waste Minimisation Working Party Report – any discussion related to Plastic Bag Free Whanganui.
3. Minutes of Previous Meeting The minutes of the Property and Community Services Committee meeting held on 28 March 2017 were tabled at Whanganui District Council’s meeting on 2 May 2017. The minutes were received, and the reports and recommendations were adopted by the Council.
References – Agenda Attachments Minutes 28 March 2017 (provided separately)
Committee’s Resolution Proposed by Cr Craig, seconded by Cr Chandulal-Mackay:
3.1 THAT the minutes of the Property and Community Services Committee Meeting held on 28 March 2017 are confirmed. CARRIED
4. Actions Arising from Previous Minutes
No Item Resolution Action % Completed 1 Property and THAT it is recommended to Council Stuart Hylton 50 Community Services that all events receiving Council Discussions started with Committee meeting funding or requiring a licence to Customer Services to include 14 February 2017 use a public place, be required to this provision in Licence to 6. Waste submit and operate an approved Occupy applications. Waste Management and waste minimisation plan for the Plan application form devised. Minimisation Working event. Party Report. 2 7. Animal Welfare THAT a further report is awaited on Rosemary Fletcher 50 Centre Update. the suitability of Airport Road. Update report to be completed September 2017.
3 8. Report on Dog THAT the Dog Control Policy and Jo Meiklejohn 100 Control Policy and Practices report 2015/16 is Complete. Practices under adopted and sent to the Secretary Section 10A Dog of Local Government. Control Act 1996, for 2015/16 year.
4 Late Item: Future of THAT the District Library Business Pete Gray 100 District Library Board is disestablished and the Library Business Board Business Board Library Business Unit activity disestablished. Library brought in-house. operation will be fully in- house from 1 July 2017.
Officer assessment of significance of decision – In terms of the Significance and Engagement Policy 2014, the decision is not significant.
Committee’s Resolution Proposed by Cr Craig, seconded by Cr Vinsen:
4.1 THAT the information is noted. CARRIED
Mayor McDouall and Cr Baker-Hogan joined the meeting at 1.05pm.
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5. Operations Group Activity Report
Bryan Nicholson, Chief Operating Officer, reports:
Executive Summary The purpose of this report is to provide the Committee with an update on the District Library, Whanganui Regional Museum, Sarjeant Gallery, NZ Glassworks, Whanganui Venues & Events, Arts Facilitation, Emergency Management, Safer Whanganui and Health & Safety, which form the Operations Group, for the period 1 January 2017 to 30 April 2017.
Progress Update District Library This was a (relatively) quiet quarter for the Library, with staff bedding into their new roles following a major restructure in December 2016. Frontline Services Manager, Nicholas Keene arrived from Auckland with his family in February. Nick was previously Community Library Manager at Ranui Library.
Preparatory work for the introduction of Radio Frequency ID (RFID) tagging and the move to a new Integrated Library Management System (ILMS) has been underway through the period to the end of May. RFID will enable customer self-checkout and return and speedier transactions by staff; and the new ILMS will deliver improved functionality at a significantly reduced cost. A full report will follow once the systems are in place. The new system will go live on 22 June 2017, with RFID going live in September.
A Children’s Day event was held in Queens Park on Sunday 5 March 2017. The Library stepped in after SKIP lost funding to help community partners, including Nga Tai O Te Awa, organise the family fun day. The event was attended by more than 1,000 people.
The move of the heritage collection into the climate-controlled storage is complete. The mobile shelving (enabling more items to be stored in a smaller area) and the climate control system were entirely funded by a grant from the Lottery Grants Board Environment & Heritage Committee.
Heritage Librarian Lynley Fowler celebrated fifty years’ service with Whanganui District Library on 6 February 2017.
The District Library activity dashboard for January to April 2017 is attached. (Ref A1)
Whanganui Regional Museum The main Museum buildings closed to the public from September 2016, but the Museum continues to provide a high level of access and has made major advances in its collection management and conservation while working on the overhaul of its storage, work and exhibition facilities.
The seismic project is on schedule and being carried out with a high degree of co- operation among staff of the Council, the Museum and the contractors, W&W Construction. At the same time, the Museum secured funding for additional work from the Lottery Grants Board, the Minister for the Arts, Culture and Heritage, Te Puni Kōkiri
Property and Community Services Committee 20 June 2017 and bequests totalling more than $900,000. Work on the Museum’s upgrade project is already underway and will continue into 2018. The Museum has yet to set a reopening date, but it is expected to be in the third quarter of 2018.
The Museum’s temporary site at 62 Ridgway Street has kept the Museum active and accessible to the community while enabling the continuation of a range of key activities, most importantly, the Ministry of Education’s Learning Experiences Outside the Classroom programme. Overall, over 32,000 people used the Museum across a variety of sites in the first nine months of the year, exceeding the annual visitation target.
All other Performance Indicators have been met or are on track for fulfilment by 30 June 2017.
The Whanganui Regional Museum activity dashboard for January to April 2017 (Ref A2) and Service Level Agreement 2016 – 2017 (Ref A3) are attached.
Sarjeant Gallery Te Whare o Rehua Whanganui The period 1 January 2017 to 30 April 2017 saw visitorship of 19,883. This comprised: International visitors: 1180 National visitors: 4179 Local visitors: 4619 i-Site Gallery visitors: 4884 Website: 5021
Brief highlights for this period include: The Gallery produced eight exhibitions: Frances Stachl: Fiction in the space between Jeweller Frances Stachl made jewellery in response to personal objects that were borrowed, lost and pirated and offered by over fifty participants; Richard Wotton: Marking Time – Portraits of the inked featuring 45 black & white photographic portraits of tattooed people many from Whanganui; Vignettes: 30 Years at Tylee Cottage 1986-2016 an exhibition to mark the 30th anniversary of the Sarjeant’s artist-in-residence programme at Tylee Cottage which has seen over fifty artists participate; Opera costumes coinciding with Wanganui Opera Week 2017 the Gallery displayed four costumes from NZ Opera’s 2016 musical thriller Sweeney Todd: The Demon Barber of Fleet Street; Motorcycle display coinciding with the 2017 Cemetery Circuit the gallery displayed four motorcycles from the collections of Whanganui motorcycle enthusiasts; Susan Frykberg: It shows really, a rather beautiful spirit Susan Frykberg was artist-in-residence at Tylee Cottage over Summer 2016-17, for her exhibition she has responded to the life and works of artist Edith Collier in the context of a sound and film installation; 2017 Belton Smith & Associates Ltd Whanganui Arts Review annual selected exhibition featuring the work of artists living in the region; Function & Fancy – decorative arts from the Sarjeant Gallery collection and beyond includes household and decorative items from two local historic homesteads alongside the Gallery’s collection of decorative arts. In addition to the exhibitions the Gallery hosted 37 tours, public, private and outreach events, at 38 Taupo Quay, the iSite Gallery and beyond.
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The Curator of Collections has successfully dealt with 17 collection related queries during this period; and the number of items in the collection catalogued to best practice international standard now stands at 2,157 Flight into Egypt was removed from the Sarjeant for the first time since 1922 and taken to Auckland Art Gallery for conservation treatment. Once the treatment is complete, it will be stored with Auckland Museum until it is ready to return to the redeveloped Sarjeant Gallery Collection items have been loaned to: Christchurch Art Gallery; Te Papa; Wallace Arts Trust (Auckland); Dunedin Public Art Gallery; Hastings City Art Gallery; NZ Portrait Gallery (Wellington) On 15 March staff completed an application to the 2017 round of the Significant Projects Fund – an outcome is awaited; and fundraising towards the Sarjeant Gallery Redevelopment now stands at approximately $26.1m
The Sarjeant Gallery activity dashboard for January to April 2017 is attached. (Ref A2)
New Zealand Glassworks New Zealand Glassworks (NZG) completed the facility fit out and became compliant with the Health and Safety Act 2015 (HSWA) at the end of January 2017. Hiring of the facility commenced in February 2017 with the facility at 50% capacity for hire within the first two weeks. Hire of the hot shop has been steadily increasing with both local and national artists. March saw the facility increase its use by another 15%. NZG has implemented its workshops for 2017, a paperweight workshop and a beginner’s glassblowing workshop commenced in February, both have seen steady bookings with attendance over 70% for the paperweight workshop and 100% attendance for the beginner’s glassblowing workshop; which is currently booked out until October 2017.
Due to the industrial classification of the facility and with the presence of silica in the glass batch (raw material) it was recommended by WDC’s Health and Safety Advisor that New Zealand Glassworks carry out atmospheric testing with exposure monitoring and implement health monitoring for all staff. Atmospheric testing and health checks were carried out at the start of March 2017. Results concluded that the exposure levels of silica were less than 3.3% to employees and do not provide a substantive risk. Recommendations were to keep the existing controls in place and to retest in 2019.
New Zealand Glassworks’ Gallery saw the addition of four artists to the gallery. NZG now represents 14 leading New Zealand glass artists with over 70% of work made by Whanganui based glass artists. NZG held its first exhibition since opening the gallery with internationally recognised New Zealand based glass artist Christine Cathie. Overall the response from the public has been very positive, people commented on how impressive the works on display were. NZG will continue to exhibit throughout the year with both solo and group exhibitions currently being planned.
NZG participated in this year’s Artists Open Studio which saw over 2,400 people visit the facility over the 10-day event, visitors enjoyed the interactive facility.
New Zealand Glassworks will be the main facility used for the first Australasian Glass Conference to be held in Whanganui in February 2019. The conference is being held by
Property and Community Services Committee 20 June 2017 the New Zealand Society of Glass Artists (NZSAG) and Australian Glass Society (Ausglass). This is the first time both societies have held a joint conference, planning for the conference is underway with an emphasis placed on showcasing Whanganui to an international audience.
The NZ Glassworks activity dashboard for January to April 2017 is attached. (Ref A4)
Whanganui Venues & Events In the first period of 2017, the focus has been consolidation and alignment of operations across the venues.
A key element of consolidation was the development of the Whanganui Venues & Events brand. Working closely with Greg Ratana, the logo and supporting strapline “Making Great Events Happen” has been translated into Maori for use in the team’s brochure showcased within the industry at April’s Convene Exhibition. A family of Venue logos has been created in the style of the overarching Venues & Events Logo.
A strategic plan for the next 18 months was developed to incorporate the operations of the i-SITE (effective 1 May 2017), and Cooks Gardens Event Centre (effective 15 May 2017). The four key objectives and supporting tactics will be presented to the wider team through a series of workshops mid-June 2017.
A revised set of internal key performance indicators have been developed to support the four strategic objectives. Where resources allow, these are currently being recorded, with a view to setting internal benchmarks and associated targets. Refinements to the Customer Feedback process have been undertaken to enable reporting on additional measures, including capability perception and Net Promoter Scores. It will be rolled out 8 May 2017 and reported on in the next Activity Report. This period’s Activity Dashboard reflects those measures currently being recorded.
Key Focus Looking Forward Venue pricing reviews are on-going; a first draft based on current Market Value has been scoped for review and consultation within the team. A secondary draft will look at Cost Recovery Options versus Market Rate, and include detailed information and pricing on Added Value Premium Packages (e.g. Ticketing packages; Marketing & Promotions packages).
An Memorandum of Understanding between the Venues and Council/Council Controlled Organisation is being developed to remove ambiguity on service levels and associated costs.
In conjunction with the pricing review, elements of current operations that might be more effective and efficiently achieved through outsourcing are being compiled for review and consultation with Council internal departments (e.g. facility cleaning with property).
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General Hire Terms & Conditions have been drafted to align with industry standards. Specific Terms, especially those relating to Professional Tours are currently being reviewed before being submitted for consultation within the wider team.
The current ticketing system used at the Opera House is planned to be rolled out to the other Venues including the i-SITE in June, thereby improving the level of guest service offered.
Solutions for the sale and supply of alcohol across all venues continues to be investigated, with the option of least risk being sought.
Royal Wanganui Opera House An audit of Opera House operations is in primordial stage, focussing on the current roles and responsibilities of the existing stakeholders. The expected outcome is a set of recommendations to simplify the responsibilities and pave the way for a more efficient operation. A project has also commenced on scoping an Opera House Constitution to set out the principles to which all stakeholders must adhere.
In terms of operations, this period the venue started tracking venue hire estimates and associated conversions. This is a new measurement, and so far is tracking at 69% success rate, however, the rate of generation is low – implying improvements in venue promotion and marketing are required to elevate the venue’s profile.
The Opera House hosted 16 events this period, an improvement on the previous two quarters; Year-to-Date (YTD) 28 events.
Hired days to event ratio was 1.38 days per event; bringing the YTD to 1.57, much lower than the War Memorial Centre. During February, the Opera House hosted Whanganui Opera Week’s final performance, which boosted the hired days to event ratio, however, the Opera House is viewed as a one-night stop on the regional tour. Strategic plans to attract non-performance and multi-day events will be a key driver to improve venue utilisation. Links with Hamilton, Tauranga, Rotorua, New Plymouth and Palmerston North are being broached to potentially develop a North Island Consortia bringing touring work to our smaller centres more frequently and for longer periods of time.
Venue efficiency for the quarter was 22% (days hired/days available) compared to 17% YTD. Venue efficiency has been steadily increasing over the year. As Venue Pricing and Added Value Packages in conjunction with i-SITE are offered, and end-to-end event coordination support is improved, venue efficiency is anticipated to increase.
Venue attendance was 4,717, comprising 4,315 patrons (show attendance) and 402 visitors.
War Memorial Centre War Memorial Centre usage is measured across the three facilities – Pioneer Room, Main Hall and Concert Chamber.
This period the venue started tracking venue hire estimates and associated conversions. This is a new measurement, and so far is tracking at 39% success rate. Although
Property and Community Services Committee 20 June 2017 processing a lower number of estimates, the Opera House is converting at 69%, implying there is room for improvement. As refinements are made to the Customer Feedback process, learnings will be monitored and fed into the pricing process to enable continuous improvement.
This period saw 23 events hosted, comprising six new event organisers, and 18 returning. This was the quietest period for the YTD in terms of the volume of events being hosted, however, the key influential factor on this period’s data was the hosting of the Whanganui Masters Games village for the first two weeks of February. Throughout the event, the entire complex was hired, contributing 51 (55%) of the total 93 days hired. In the same period 2015/16, the Venue was hired for 63 days; unfortunately we were unable to capture the level of business lost due to the Masters Games hireage of the venue.
Hired days to event ratio was 4.04 days per event; bringing the YTD to 2.60. A longer hire period per event positively impacts on staffing efficiency (wages to revenue) with reduced pack-in and pack-outs.
Further staffing efficiencies are being trialled through flexible working hours and cross venue utilisation of staff.
Attributable visitor footfall during the Masters was 8,453, comprising 98% of February’s traffic, and 61% of the facilities total for the period.
Venue efficiency for the period was 30% (days hired/days available) compared to 25% YTD. Venue efficiency has been steadily increasing over the year. As Venue Pricing and Added Value Packages in conjunction with i-SITE are offered, and end-to-end Event Coordination support is improved, venue efficiency is anticipated to increase.
The Whanganui Venues & Events Activity Dashboard for January to April 2017 is attached. (Ref A5)
Arts Facilitation Arts Forums Forums have been created to facilitate communication between all stakeholders in Whanganui Arts. The first forum was held on 12 April 2017. There will be two more meetings this year: 12 July 2017 and 11 October 2017, 5:30pm at the Concert Chamber, War Memorial Centre.
Wanganui Opera Week (WOW) The WOW annual iconic event was held successfully at the beginning of 2017. Planning is underway for 2018, and also 2019 when WOW will celebrate the 25th year of the New Zealand Opera School in Whanganui.
Artist Open Studios (AOS) The AOS annual iconic event was held between 24 March and 2 April 2017.
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Creative New Zealand, Creative Communities Local Funding Creative Communities Local Funding 2016/17 Round 2 closed on 21 April, with the following successful applicants receiving funding for their projects:
Robert Fugah $2,000.00 (West African Drumming | Dance Workshops) Wanganui Potter’s Society $1,090.00 (Fiona Tunnicliffe Workshop) NZ Potters Inc $ 749.80 (NZ Potters National Exhibition, Quartz Museum) Simon Ormerod $1,970.00 (Mural – Rangiora Street Toilets Castlecliff) Whanganui Community Arts Council Trust $2,500.00 (Literary Festival Exhibition) Whanganui Exploratory Music School $6,800.00 (Music extended weekend course) Whanganui Maori Teachers Cluster $2,717.45 (Whanganui/Taranaki Manukorero & Paerangatahi Regional Competition)
Health and Safety People Safe PeopleSafe is the reporting system used by Council for Health & Safety. We have now been with PeopleSafe for one year. Managers can run reports to review trends within departments. PeopleSafe does have limitations, and is proving to be challenging to extract some of the reports we require. From 21 December 2016 to 19 April 2017, 29 Health & Safety incidents were reported. A Hazard Substance & New Organism (HSNO) assessor will be visiting Council to undertake workplace assessments (WPA) as requested by WorkSafe. In April 2018 all Workplaces must have an approved Asbestos Management Plan, a working group to put together a framework for Whanganui District Council compliance regarding these new regulations has been approved by Executive Leadership Team (ELT).
Health & Safety Committee (HSC) Kritzo Venter, Senior Stormwater Engineer, is the new HSC Chairperson. Committee processes have been streamlined as follows: minutes from each sub-HSC meeting will be emailed to the HSC, with meeting times now extended to two hours, six- weekly. Health & Safety Advisor (HSA) reports will now be attached as an agenda item and sent to the main HS Committee prior to each scheduled meeting. Any matters arising will be captured on a summary page and presented to ELT along with the draft HSC minutes by the Chairperson (Kritzo Venter, and Health and Safety Advisor, Nikki Wink).
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Emergency Management Civil Defence and Emergency Management (CDEM) Recent Council restructuring has reduced the number of CDEM staff, as well as the number of available trained and experienced staff that can respond during an emergency event. To improve this area of concern, ongoing monthly formal training courses have been conducted along with more informal activities and training in order to increase the pool of trained personnel. This has included partner agency volunteers and non-council personnel. Trained staff volunteer numbers are expected to have doubled from January levels by July 2017 but there are still a number of deficiencies and the ability of CDEM to fully staff the Emergency Operations Centre over multiple shifts or for prolonged periods continues to be problematic. CDEM activities in the extended reporting period included the weather event and associated Declaration of Emergency of early April 2017. While the warnings were profound in nature and would have caused a significant and long term damage to the District, the predicted rainfall was bumped further north and impacted elsewhere. A pro- active early notice/early action approach was enacted along with multiple other measures based on plans updated from 2015’s event. These were largely successful and well received. A further alert on the Thursday afternoon before Easter saw a skeleton crew of staff remain on duty until the threat receded. CDEM staff have also continued work in the following areas: Brian FM and emergency broadcasting capability enhancement. Equipping of urban Civil Defence Centre with emergency equipment. Red Cross Psychological First Aid training. Flood mapping and evacuation updates. Integrated Training Framework and Taketu Learning Management System development. Public Information Management and CDEM Capability Development Advisory Group (National level) representation on behalf of the wider region. Foundation CDEM Courses. Development of a District reserve fuel capacity.
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Rural Rural Address Property Identification (RAPID) project. Welfare team training and expansion. Airport response and after hours back up. Support to critical building and Rapid Assessment planning. Recovery planning (new Act changes and requirements). Iwi specific CDEM response and resilience capability development. Alternate EOC arrangements and planning. Ongoing public education and engagement.
Rural Fire Fire and Emergency New Zealand (FENZ) transition activities continue, including personnel, administration and response asset information requests and process development. The FENZ Act has been passed and comes into law with effect 1 July 2017.
The focus of our transition has been that there is no loss of response capability or service to the community, and that our current community assets remain within our community. A transition agreement transferring all response and support assets to the new organisation has been drafted for final sign off in accordance with this. Gavin Pryce, the current Deputy Principal Rural Fire Officer (DPRFO) will transfer as DPRFO, as will the active Rural Fire team members, who will become paid volunteers within FENZ. Report lines will change as the fire district moves under Taranaki region.
Safer Whanganui January/February the focus was on completing the Safe Communities Foundation NZ annual report. The reporting process has undergone a review and annual reporting will now be in line with financial year reporting. A short six monthly report from January to June 2016 was presented in February 2017. The next annual report is due in July 2017 for the year July 2016 – June 2017. Positive feedback has been received on our interim report and a copy of the combined annual report for all Safe Communities is attached. (Ref A6)
The other key focus has been on the development of the needs assessment – ACC funded researchers to work with Safer Whanganui to complete a needs assessment that provides a complete picture of the injury prevention needs in the community. The researchers completed the quantitative data sets in December 2016 and the focus for February and March 2017 was to gather the qualitative information to complete the picture. The researchers met with 23 individuals (or small groups of two or three people) and two focus groups. The draft needs assessment has been received and is currently being reviewed, with the final report to be launched in July 2017, this will form the basis of the strategic plan going forward.
Safer Whanganui met in February 2017 with a presentation and discussion on bullying in schools and a robust discussion on homelessness and the rental housing issues currently in Whanganui. The project leader will take a paper back to Safer Whanganui May 2017 meeting.
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Reference groups have continued to meet with: Safety & Wellbeing focusing on the development of a project to provide a free family fun day in May. Alcohol and Other Drug reference group focusing on the Local Alcohol Policy. A first meeting was held to re-establish the Justice Reference group, there were approximately 20 people in attendance. A terms of reference will now be developed and sent out to everyone who indicated an interest in attending further meetings.
Other work sitting under Safer Whanganui: Tobacco Control – working as part of the Whanganui District Health Board Tobacco Advisory Group with a focus on the WDC smokefree bylaw and policy. Restorative practices - as the WDC champion working with Whanganui Restorative Practices Trust on issues both inside and outside of the Council. Supported the one day training of Councillors in February 2017. Healthy Families – working as part of the strategic working group with fortnightly meetings.
Civil Defence Welfare Manager: Lauren Tamehana, Civil Defence Welfare Manager, attended one regional meeting and participated in Exercise Rauora in Palmerston North in March. The April 2017 weather event in Whanganui ran smoothly from a welfare perspective with two Civil Defence Centres open. New staff have been identified for welfare roles and training has commenced. A Welfare debrief was held at the end of April with some great feedback received which will improve the process for all involved. The debrief identified three projects. Working on updating the welfare plan in line with the regional welfare plan.”
References – Agenda Attachments A1 District Library Activity Dashboard January 2017 – April 2017. A2 Whanganui Regional Museum and Sarjeant Gallery Activity Dashboard January 2017 – April 2017. A3 Whanganui Regional Museum Service Level Agreement 2016 - 2017. A4 NZ Glassworks Activity Dashboard January 2017 – April 2017. A5 Whanganui Venues and Events Activity Dashboard January 2017 – April 2017. A6 Safe Communities combined annual report.
Discussion Bryan Nicholson (Chief Operating Officer) presented the Operations Group Activity Report, and advised the following: The Sarjeant Gallery Redevelopment Project has been successful in attracting a $6M grant from the Lottery Significant Projects Fund. Although the initial fit-out of the NZ Glassworks (NZG) building had taken longer and cost more than anticipated, the facility was now up and running successfully. Revenue is currently tracking above budget and financial reports will be provided
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six-monthly to the Strategy and Finance Committee. In response to a question, Mr Nicholson advised that the facility had closed on Queens Birthday due to low visitor numbers on previous public holidays. Until more Whanganui businesses opened on public holidays and brought visitors into the town centre, it would remain a marginal decision whether or not to open.
Cr Duncan joined the meeting at 1.09pm.
The Mayor observed that a number of facilities or operations under the Council umbrella had developed new logos. While these were individually very good, some cohesiveness under a unifying Whanganui District Council brand was missing. Cr Taylor noted the proposed transfer of rural fire assets to Fire and Emergency New Zealand (FENZ). A final decision from the Council has yet to be made, and he had some concerns to bring to the debate. The retirement of librarian Lynley Fowler after 50 years of service was noted with appreciation.
Whanganui Venues and Events Presentation Mr Nicholson introduced Tasha Parker, Manager, Whanganui Venues & Events (WVE). Ms Parker presented an overview of WVE’s structure, strategy and operational goals. The team manages three Council-owned venues – Royal Wanganui Opera House, Cooks Gardens and War Memorial Centre – and its vision is to be the leading destination for events in the Lower North Island.
Ms Parker was congratulated on her presentation and the quality of the work achieved under her management to-date. The goal of the WVE team was seen as bold and aspirational, backed up by a cost-effective, best-practice business model.
It was noted that both Whanganui & Partners and Whanganui Venues & Events undertake work in similar areas. Ms Parker clarified that while Whanganui & Partners concentrates on the destination aspect (marketing the Whanganui District as a whole), WVE is focused on its own particular venues. It was noted that it will be important to maintain on-going, quality communication between the two groups.
The Committee thanked Ms Parker for her presentation to the meeting.
Officer assessment of significance of decision – In terms of the Significance and Engagement Policy 2014, the decision is not significant.
Committee’s Resolution Proposed by Cr Craig, seconded by Mayor McDouall:
5.1 THAT the information is noted. CARRIED
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6. Property Group Activity Report
Leighton Toy, General Manager – Property, reports:
Executive Summary The purpose of this report is to provide an update on various projects that are being managed within the Property Group.
Progress Update This report provides an update on the following matters:
Property Divestment Strategy Property General Pensioner Housing Parks and Reserves General Energy Management Sport and Recreation Ports Group
Key Issues
Property Divestment Programme Whanganui District Council Property Investment Portfolio Strategy Progress with the completion of the Property Investment Portfolio Strategy remains ongoing. A workshop with Councillors and Iwi is to be scheduled to review a draft “Property Divestments Iwi Engagement Decision Tree Matrix”.
1 Kirk (Morrison) Street – Cool Store Negotiations are proceeding with Tasman Tanning which will result in them taking a head lease over the Cool Store. This arrangement will supersede the existing lease in place with Ice Pak. The casual leases of the dry storage areas are in the process of being formalised to longer terms.
Property General Sarjeant Gallery Redevelopment – Procurement Plan As reported earlier this year Council has commissioned a Sarjeant Gallery Redevelopment Procurement Plan, and this report and the recommendations are scheduled to be tabled with this Committee in October 2017.
Animal Welfare Centre The concept design is currently being completed by BSM Group Architects and is going through a staged final consultation with the stakeholders to ensure all regulatory, welfare and operational basics have been incorporated. At the completion of this consultation period the concept will be forwarded to a Quantity Surveyor to establish Rough Order of Cost (ROC). The ROC will determine overall build cost and will isolate all site specific costs so that the numbers are transportable if required to an alternate site. This process is expected to be completed by August 2017 with a report presented to this
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Committee thereafter. The report will also cover an overview of the site selection process.
179 St Hill Street Energy Direct have vacated their ground floor premises. This space is in the process of being used by both Whanganui District Council Archives (rear) and Whanganui & Partners (frontage to St Hill Street).
A project has begun to investigate seismic strengthening and the make good of both fire design and water tightness deficiencies in the building.
Mainstreet Mainstreet have recently identified the need to undertake a strategic review of their organisation to ensure they remain current and are continuing to meet the needs of both the general public and their members. A consultant has been engaged to undertake this review and Council will be included as a member of the review group.
Seismic Upgrade Opera House A Code of Compliance Certificate for the Opera House has been obtained. The Final Completion Certificate has been issued and retention funds were released in March 2017. The final account for the contract works was $1.11M.
Alexander Library The Final Completion Certificate has been issued, and release of outstanding retention monies is due to be paid by 18 June 2017. The final account for the contract works was $672,000.
Museum W&W Construction Ltd was awarded the contract for the seismic strengthening to the Museum in the sum of $1.69M. Works commenced on site in January 2017, and are scheduled for completion in late October 2017. The estimated value of the works completed to date is $1.0M, and the project is considered to be on programme.
War Memorial Centre A preliminary design for the seismic strengthening of the War Memorial Centre has been completed. Detailing of the associated architectural requirements have been sufficiently developed to enable rough order costing to commence. Preliminary proposals for the Heating Ventilation and Air Conditioning (HVAC) and electrical upgrade requirements are ongoing, due by mid-June 2017. The initial estimate for the whole of seismic project and associated upgrade works is due by end June 2017. Tender documentation is targeted to be completed by November 2017. May 2018 has been set as the date to commence the physical works contract.
Whanganui Airport Control Tower – Weather Tightness Project DML has been awarded “Preferred Contractor” status for these works. The Airport Control Tower Restoration Group have insufficient funds to complete the whole of the proposed works. DML has been asked to re-price various options in regards to both construction details and sequencing. Analysis of DML’s latest pricing is currently being
Property and Community Services Committee 20 June 2017 reviewed. It is anticipated that a contract will be entered into by late August 2017. This will then enable the Stage 1 physical works that are constrained within available funding, to be completed by February 2018.
Community Organisation Leases 70A Alma Road – Wanganui Model Railway and Engineering Society Inc. Rental Review, 62% subsidy. Rental $262.50 per annum.
88 Duncan Street – NZ Scouts NZ Scouts have sold the building situated on 88 Duncan Street to the Koha Shed Aotearoa. New Lease to be set up. 90% subsidy. Awaiting change to rating plates to fix the rental.
68 Matipo Street/364 Heads Road – Matipo Community Development Charitable Trust New Licence to Occupy for community gardens. Three year term with two rights of renewal. Rental $200 per annum.
26 Trafalgar Place – Wanganui Cycling Club Rent Review, 90% subsidy. Rental $200 per annum.
Pensioner Housing Operational A relocatable dwelling (Granny Flat) has been sold to the land owner for $10,000. Council now own six Granny Flats including one used as the office/reception at the pound. The proceeds of the sale were put to the replacement of 17 Pensioner Housing ovens.
There are now 11 vacant units (including two used as common rooms) which are actively being refurbished to allow them to be fit for purpose for renting. There is an active waiting list of 27 applications.
Strategic In accordance with the 2017/18 Annual Plan deliberations Council proposed the following:
In order to improve the financial sustainability of our pensioner housing portfolio, while still supporting those on lower fixed incomes, we will be increasing the pensioner housing rental for a single person which is currently set at 27% net of the superannuation by 1% per year for five years, commencing in July 2018; and increasing the pensioner housing rental for couples which is currently set at 22% net of combined superannuation by 1% per year for five years, commencing in July 2018.
Council will also engage with social service providers to consider how Council may, in partnership with other community groups and community housing providers, better meet Whanganui’s social housing needs.
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Parks and Reserves Riverfront Public Toilet Earlier this year we reported that consideration had been given to redeveloping the ex- dangerous goods store at 33 Taupo Quay into a 24/7 public toilet facility. This proposal received mixed reviews around the Council table. Council subsequently included questions on public toilets within a recently completed Community Views survey. The Property Group continue to review the need for additional public toilets, and will likely recommend that the current available funds for a riverfront toilet be carried over to the 2017/18 financial year.
Visitor numbers Bason Botanic Gardens Total visitor numbers for the first four months of 2017 were 42,442, compared to the total number of visitors for the same period in 2016 which was 42,119.
Winter Gardens Visitor numbers spiked in January this year. Compared to 2016, there has been an overall increase in visitor numbers for the first four months of 2017 of 8743.
Graffiti Statistics On the weekend of 6 and 7 May 2017, there were 34 reported incidences of graffiti. The sites were both private and public and included vehicles, diggers, light boxes etc. This
Property and Community Services Committee 20 June 2017 vandalism was mostly concentrated along Somme Parade out towards Aramoho. The Community Projects team (CPT) spent two full days dealing with the tags and at least eight hours administration time was required taking photographs, making reports to the police etc. Te Mana Park was one site that was extensively hit. The CPT team painted it out in one day only to find that it had been done again the next day. The rest of the month of May has been quieter.
Projects: Toilet Upgrades Work on the Rangiora Street toilets has been delayed. When the contractor commenced work on the ceiling it was discovered that the roof was in a poor state. A detailed report on the building has been requested in order to determine the best way forward. The Duncan Pavilion toilets are being used as an alternative.
Riverfront lighting The riverfront lighting project has been completed since last reporting.
Park Check Survey The Park Check survey was undertaken in January and February 2017, with 205 surveys submitted. As with previous years, overall the level of satisfaction was high:
Overall Satisfaction across all park categories 97.6% Overall satisfaction for Destination Parks 98.3% Overall satisfaction for Neighbourhood Parks 93.3% Overall Satisfaction for Sports Grounds 100% Overall Satisfaction for Cemeteries 100%
The survey is an intercept survey and is worded as importance vs satisfaction.
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An optional question that was included in the survey this year asked participants to rate the importance of having Smoke free parks. The results are shown in the graph below:
Upokongaro Jetty The last flood event has caused damage to one of the recently repaired piles, with the jetty and lower pathway continue to sustain silt damage. Work will be undertaken to assess the cost of replacing the pile and to have an alternative route from the jetty up to the road that may lessen the impact of silting in the future.
Horizons Regional Council has agreed to remove the pile of silt that was left on site from the 2015 flood event, but that will cease any further maintenance on this area. Parks has taken on the mowing maintenance.
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Doggy Poo Bins The regular emptying and maintenance of doggy poo bins is to be included into a Parks contract as a variation. The two contractors who have existing contracts in and around the areas where the doggy poo bins are located will be invited to price the work. It is envisaged that this variation will be in place by August 2017.
Community Projects Team and Litter Team Two new teams started on 8 May 2017. Their efforts to date have mainly been graffiti removal and work at Kai Iwi Domain. Among other projects, the steps from the carpark to the lookout have been rebuilt, a knee breaker fence has been erected by the playground, and some new bins have been painted and installed on the domain.
Logs on Mowhanau Beach There have been ongoing discussions with some residents regarding the build-up of logs beside the stream. There are varying views on whether or not the logs should be removed. It has been suggested by some that the logs present a health and safety issue.
The build-up has taken place over many years as this is the natural area for the sea to wash logs onto the beach. At times the logs block the stream and tractor access to the playground. Contractors have been engaged over the years to shift logs as they block the stream.
Initially there was a request from some residents to burn the logs, but this was not considered a feasible option. The Parks team have subsequently agreed that the log pile on the seaward side of the playground area can be lowered and spread out. At the same time some logs that were lifted from the stream and placed into the playground will be removed. Given the size of machinery required to do this work there will be damage to the turf in the playground.
Because the stream is part of an estuary, under the Horizons One Plan any work on the logs will need to comply with conditions, and work can only occur during June and July.
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Cornmarket Reserve signage i-Site has organised some place holder signage for the new signage frame on Cornmarket Reserve. It is intended to have two more frames installed on Cornmarket Reserve and eventually all event advertising signage will be on the permanent hoardings. NB: this will not apply to election signage.
Energy Management Current time of use contract expires on 30 April 2018. Closer to expiry we will be looking for a four month extension so that all of our energy requirements can be tendered together. Current non-time of use contract has been extended from 30 April 2017 to 31 August 2018. As part of this extension negotiation there as an increase in our prompt payment discount from 11% to 13%. This increase in discount should save approx. $16,000 per annum. The two year gas supply contract expires on 31 August 2018.
With the Waste Water Treatment Plant being progressively commissioned from the end of 2017 there will be significant increases in both power and gas consumption.
The ‘Use versus Budget’ for the year to date indicates that actual use for the first seven months of the year was slightly above the Smart Power budget
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The following summarises both consumption and cost since Smart Power took over the management of our energy.
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Sport and Recreation Upokongaro Cycleway The tender evaluation process for this project has concluded and a contractor has been awarded “Preferred Contractor” status. There are a number of actions that Council Officers need to complete before a contract can be entered into and a detailed report presented to this Committee. These actions include but are not limited to re-confirming the level of financial contribution from Central Government.
Sport & Recreation Strategy Sport Whanganui are in the final stages of engagement with clubs/codes who use Council facilities. This is scheduled to be completed by 31 July 2017. Once completed, the draft strategy document will be compiled. It is intended that once received, the document will be the subject of a Councillors’ workshop prior to being tabled at a full Council meeting.
Whanganui East Pool Watershed, a specialist aquatic consultancy firm from Auckland, has been engaged to project manage the proposed refurbishment work of the pools. It is intended to carry this work out in two stages, primarily driven by the timing of available budgets.
In accordance with a Council resolution Council has agreed to budget $75,000 of capital expenditure per year for five years, as from the 2015/16 year to undertake a stage refurbishment. The stage 1 works will commence during the 2017 winter utilising the budgeted allowances from the 2015/16, 2016/17 and 2017/18 years. The final two years of capital allowance ($150,000) will be incurred at a later date as part of stage 2.
Broadly speaking stage 1 of this project is making good the structural concerns of both pools, and stage 2 involves the installation of a fibreglass membrane to both pools.
The Wanganui East Pool Trust is also involved with providing user enhancements, such as outdoor furniture, shade sails, a new diving board etc. The contracting out of the
Property and Community Services Committee 20 June 2017 operational aspects of the pool to the Splash Centre Management Team during the past season was extremely successful.
Regional Velodrome Project Following the 2017/18 Annual Plan deliberations Council has agreed to include a budget allowance of $1M towards the Velodrome Roofing Project. Some recent key milestones include:
Council has entered into a Memorandum of Understanding with the Regional Velodrome Development Trust (RVDT) which documents how the parties will work together and how the project will proceed. The RVDT is a key partner for this project and has been instrumental in both securing funding and regional/national support for this project. With funds the RVDT secured from Four Regions Trust, Council and the RVDT are progressing the original “concept design” to a “developed design” stage. Upon completion of the developed design, which will provide greater clarity on the estimated “total project costs”, WDC will undertake a peer review process. Council has completed a Regional Velodrome Project Indicative Business Plan. On 7 June 2017 Council and the RVDT presented to the Palmerston North City Council Sport and Recreation Committee. At this meeting the Committee provided unanimous support for this project, specifically noting the benefits this facility will provide to our entire Central North Island region.
A critical part of the funding methodology is securing a contribution from Central Government. Based on indications received from government officials, Council is confident of securing financial support from Central Government
Community Bike Park The Community Bike Park at Springvale Park is being heralded as a significant community based success story. Council approved the use of the land beside the Splash Centre for this project. A large number of contractors, institutions, clubs and individuals are contributing to the development of this facility:
Wanganui Hot Rod Club Wanganui Mountain Bike Club Andrew Horrocks Loaders Glen Bullock and Bullocks Jurgens Demolition Tristan Teki Shane Stone Builders Council Harrisons Hire Master Fire Brigade Drainworld Richard Te Ngahue -Tree Truck Whanganui Intermediate Mitre 10 Track working bees Morrie Gibbons CMC Haulage / Matt Porter Hire Paul Langlands Shade NZ Adrian Pettit Whanganui Concrete Kingsgate Clark Plumbing Maxwell Quarries Hoskins Carriers Camtract Contractors
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Mt View Screen Printing Bullocks Emmetts Springvale Garden Centre Parnells Julia Murray Urban Effects Project Splash City College St Annes School Corrections Flooring Xtra Jamie O’Leary Display Associates Tom Francis Four Regions Trust Velo Ronnies For Our Kids
The park is already proving extremely popular with young people (and their parents) due to there being two different tracks targeting different age groups. The third phase of this park is the bike skills area (replica streets, intersections, traffic lights etc.) which is in the process of having funding sought to enable the construction.
This project is being driven by Sport Whanganui in partnership with the Wanganui Mountain Bike Club.
Ports Group Airport & Seaport The Manager – Ports and Ports Operations Officer continue to review the Ports Group portfolio looking at efficiencies/best practice for the business units and aligning them to the Council’s strategic goals and objectives. The Manager – Ports will complete this review by the end of August 2017.
Key Issues Not applicable.
Risks All relevant risks have been identified within this report.
A spreadsheet was tabled by Sport Whanganui listing contributors to the Community Bike Park.
Discussion Community Bike Park Presentation The Chair welcomed Jodie Brunger (Community Sport Manager, Sport Whanganui) and Danny Jonas (Chief Executive, Sport Whanganui) to the meeting. Ms Brunger described to the Committee how the Community Bike Park project had started and played a video showing how far the project had progressed. The development of the facility was acknowledged as a real success story for Whanganui, demonstrating what can be achieved through positive relationships and partnership in the community. The voluntary contributions from individuals and local businesses to the Bike Park, in terms of both time and money, had been substantial, and a spreadsheet was tabled listing all of the many contributors to the project. Ms Brunger gave special mention to Doug Rennie and Glen Bullock for their significant input and support.
Stage three of the project will include a bike skills area, sealing of the main track and finishing off the BBQ areas. It is also hoped to install recycling units for waste. A Grand Opening is planned for March 2018.
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The Committee recognised the development of the Community Bike Park facility as a wonderful achievement and thanked Ms Brunger and Mr Jonas for Sport Whanganui’s efforts and leadership on the project. The essential support and expertise received from community volunteers and businesses was also acknowledged.
Officer assessment of significance of decision – In terms of the Significance and Engagement Policy 2014, the decision is not significant.
Committee’s Resolution Proposed by Cr Craig, seconded by Cr Chandulal-Mackay:
6.1 THAT the Committee extends a vote of thanks to Jodie Brunger, Sport Whanganui and all of the local businesses and community organisations that have contributed to the Community Bike Park project. CARRIED
Discussion continued Property Group Activity Report Wendy Bainbridge, Team Leader Parks, introduced the Property Group Activity Report and the Committee briefly discussed a number of issues: A report on the site investigation for the relocation of the Animal Welfare Centre is expected to come to the next meeting of the Property and Community Services Committee. ACTION: Leighton Toy/Rosemary Fletcher The pile of logs on Mowhanau Beach has now been lowered by half. Ms Bainbridge noted that log build-up in this location is a natural phenomenon and will reoccur. Cr Young questioned what form “unanimous support” had taken for the Velodrome Roofing project from the Palmerston North City Council Sport and Recreation Committee. Further information on this will be provided. ACTION: Leighton Toy Cr Vinsen asked for additional progress information on the Upokongaro Cycleway project. He was assured that information will be provided as soon as it is able to be released. ACTION: Leighton Toy
Officer assessment of significance of decision – In terms of the Significance and Engagement Policy 2014, the decision is not significant.
Committee’s Resolution Proposed by Cr Craig, seconded by Cr Vinsen:
6.1 THAT the information is noted. CARRIED
The meeting adjourned at 2.32pm. The meeting reconvened at 2.45pm.
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7. St Johns Hill Walkways
Wendy Bainbridge, Team Leader Parks, reports:
Introduction The purpose of this report is to seek Council direction on the future of seven public walkways within the greenbelt area of St Johns Hill.
Background St Johns Hill is well serviced by walkways. There are currently seven walkways within close proximity which are administered by Council (Ref B1). In addition, there is a New Zealand Transport Agency (NZTA) pathway, a footpath giving access directly up St Johns Hill from Victoria Avenue, and the Hillside Terrace Walkway (which is available for public use but not on Council owned land).
The Council-administered walkways under consideration are all within the greenbelt area. The greenbelt area has value as a buffer zone between residential and the city precinct, and also contains the walkways that provide linkages and connectivity between various parts of St Johns Hill. Upgrading of walkways within this area was identified as a priority in the Green Belt Reserves Management Plan 1997 and a Task Force Green team made up of long-term unemployed was engaged to do the work required to upgrade the walkways. Much of the maintenance on these walkways since then has been reactive due to slips.
Of the seven Council walkways, the Victoria Park zig zag has recently been upgraded, and is now in good condition. Ghost Track A is sealed, but Ghost Track B is not, but is relatively low maintenance.
The geotechnical nature of the hillside area upon which these walkways have been formed is known to be somewhat unstable due to the poor soil conditions, steep embankments and a high water table.
This walkways review was initially prompted by a letter received from the Wanganui Ratepayers Association in December 2015 expressing concerns regarding the cost of maintaining the Alexa Place walkway, and suggesting this walkway should be closed as usage did not warrant the costs. Over a period of time there have also been a number of slips on the Alexa Place, Burnett Terrace and Smart Terrace walkways causing health and safety concerns, and an increase in the maintenance cost.
Council Officers have completed a St Johns Hill walkways survey process with members of the public.
Strategic context This item aligns with the Leading Edge Strategy by looking after our infrastructural network and assets with a view to the future.
Factors to consider Financial considerations Estimated expenditure on walkways within St Johns Hill area in the next 10 years:
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Burnett Terrace $41,700 Alexa Place $21,700 Ghost Tracks A and B $27,500 Smart Terrace $4,480 Christies Hill / Hillside Terrace $18,200
TOTAL $113,640 * this is for planned maintenance sealing work, and does not account for reactive slip maintenance ** the Victoria Park zig zag walkway had $35,000 of sealing work completed in 2016.
Alexa Place In 2013, $62,500 of expenditure was incurred on repairs to slips on the Alexa Place walkway. The repairs were able to withstand the 2015 weather event, however another area of the walkway suffered damage at that time. The walkway has officially been closed since June 2015. (Ref B2)
A geotechnical report was completed by OPUS in September 2015 for the Alexa Place walkway and a subsequent cost estimate for repair options was prepared in April 2016. A cost estimate of $68,000 was included in the flood repair budgets for this work.
Two options for the repair work have been considered. One is to re-route the walkway into the hillside and the other option is to build a retaining wall on the lower side of the pathway. Given the slippage from the hillside that has recently occurred, that the stability of the hillside is unknown and that re-routing would also involve shifting a lighting pole, the retaining option is recommended by Council Officers. Even if the embankment above the pathway continues to fall, the pathway once retained should be more stable and can be cleared.
Smart Terrace The walkway has had several large slips with the most significant being in 2015 leaving a section of the walkway with a steep drop off directly beside the pathway. A barrier fence has been erected on the side of the drop off. If further slippage was to occur on the lower side of the walkway, the width of the path would become compromised. A retaining wall on the lower side of the pathway is required similar to what has been proposed for Alexa Place. The cost estimate for this work is between $58,000 and $118,000 depending on the height of the wall. (Ref B2)
Council Officers recommend that before any significant repair work is undertaken further community feedback be sought, with Council Officers recommending that this walkway is permanently closed.
Burnett Terrace This walkway provides a link from Alexa Place walkway to the Smart Terrace walkway. There have been a number of slips onto this walkway over the last 10 years. Other than clearing slips, there has been no major work undertaken during this period. There is constant seepage and frittering of soil from the hillside causing
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significant slumping and cracking of the seal. The estimated cost to repair and reseal this walkway is $42,000 (Ref B2).
Council Officers recommend that before any significant repair work is undertaken, further community feedback be sought, with Council Officers recommending that this walkway is permanently closed.
Legal compliance Under Subpart 4 section 38 of the Walkways Access Act 2008, a controlling authority may close a walkway if it is satisfied on reasonable grounds that the walkway should be closed—(a) for safety reasons
Walkways are also administered within the Reserves Act 1977.
Policy implications Walkways are included in the following Council policies: Green Belt Reserve Management Plan 1997. Parks and Open Spaces Strategy.
Risks The Alexa Place, Smart Terrace and Burnett Terrace walkways have health and safety concerns and ongoing maintenance costs that will need to be managed.
Significance In terms of Council’s Significance and Engagement Policy, the St Johns Hill walkways decision is not deemed significant.
Engagement A user survey was undertaken in June 2016 to measure the public use of Council administered walkways within the locality of St Johns Hill (Ref B3). The survey was administered in several ways – mail drop, online panel and intercept surveys.
The survey showed that the frequency of use was fairly consistent for all walkways. On average, nearly 12% of respondents utilised a surveyed walkway on a daily basis, 26% on a weekly basis and 23% used one of the walkways monthly. Respondents were more likely to walk or jog when navigating the walkways. Overall 78% of the respondents were satisfied with the current level of service, bar some improvements that were requested.
Based on the feedback from the community survey and the Council Officer report on pending future expenditure, Council Officers recommend that further community engagement be undertaken to consider the permanent closure of the Smart Terrace and Burnett Terrace walkways.
Assessment of options 1. Continue to maintain all walkways The walkways are within the greenbelt area for St Johns Hill and allow various options and circuits for people who use them for recreational purposes. It can be expected that there will be further slips on all of these walkways at some time in the future requiring significant budget to repair.
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2. Close Smart Terrace, Burnett Terrace and Alexa Place walkways There are a number of alternatives for people to get up to St Johns Hill from the Peat Street area including the Ghost tracks, Christies Hill and the New Zealand Transport Authority shared pathway. Budget could be focused to ensure the remaining walkways are kept to a higher standard. Anecdotal evidence would suggest that some people enjoy the challenge presented by these walkways for cycling training, so it is also an option that until the walkways deteriorate to such an extent that the risk is too great, they could be identified as cycle tracks only and signposted as such. However, from a walking perspective they can become quite treacherous and are difficult to maintain. Access for equipment to do repair work, bringing in materials or taking away slippage is difficult.
3. Close the Smart Terrace and Burnett Terrace walkways and repair the Alexa Place walkway There has already been some significant investment in maintenance of the Alexa Place walkway after the viability of keeping it open was agreed to and the repair work was approved by Council in May 2013. Alexa Place is not as steep as Smart Terrace, and therefore is more user friendly from a walkers’ perspective. It is also closer to Christies Hill to provide a loop option for walkers exercising in the area. Despite signage saying the track is closed and barriers in place, there is evidence that some people continue to use it. There have been very few enquiries to the Parks team as to when the walkway will be opening again. Even if the immediate repairs are done, there will be ongoing work to improve sub soil drainage.
4. Ghost Track A and B The survey showed that these tracks were popular but in terms of doubling up these would be the most obvious to close. Ghost track A is sealed, and while a reseal will likely be required within the current 10-Year Plan, the overall upkeep has been minimal. Ghost track B is unsealed, and the cost of keeping this open is minimal. Both of these walkways provide for a cool respite from summer heat and to provide access to Powerco cable and a major stormwater pipe. There is no obvious reason to close these tracks.
5. Victoria Park zig zag This had significant work done on it in 2015/16 and appears to be well used. There is no obvious reason to close this.
Conclusion All of the tracks identified in this report have the potential to be affected by slips, and it is likely that there will be ongoing reactive work required.
From the survey undertaken, it would appear that all walkways in the area are used to varying degrees, and closure of any of them may cause comment from the public. However, whilst the number of walkways enables options for the public, there is a need to consider the cost of keeping all walkways open to a safe and usable standard and to give consideration to limiting the number of walkways.
The Council can limit ongoing capital repairs and maintenance costs by closing the Burnett Terrace and Smart Terrace walkways, whilst at the same time maintaining
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connectivity by repairing the Alexa Place walkway. Closure need not take effect immediately, but can take effect at the time major works are required.
If work is to be undertaken on the Alexa Place walkway, then it should be completed over the summer 2017. A carry over of $65,000 was allowed for as part of flood repairs work, and is in the 2016/17 budget. These funds would need to be carried over into the 2017/18 budget.
Council Officers recommend that subject to further community engagement on the proposal to permanently close Smart Terrace and Burnett Terrace walkways, that options 3, 4 and 5 be adopted.
References – Agenda Attachments B1 Map of walkways B2 Photos of Smart Terrace, Burnett Terrace and Alexa Place. B3 Walkway Survey
Discussion Wendy Bainbridge, Team Leader Parks, presented her report and recommendations to the meeting. There was general support from the Committee for Burnett Terrace’s closure, and it was agreed that community input on the closure of either the Smart Terrace or Alexa Place walkways should be sought.
It was noted that if repair work is undertaken on the Alexa Place walkway before the public is asked for feedback, this could, in practice, make the decision a ‘fait accompli’. Ms Bainbridge advised that work on any of the walkways is unlikely to start before summer, so the consultation could be conducted prior to this.
Officer assessment of significance of decision – In terms of the Significance and Engagement Policy 2014, the decision is not significant.
Committee’s Resolution Proposed by Cr Craig, seconded by Cr Vinsen:
7.1 THAT repair work is undertaken on the Alexa Place walkway.
7.2AND THAT Council seeks further community feedback on the proposed closure of the Smart Terrace and Burnett Terrace walkways. CARRIED ACTION: Wendy Bainbridge
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8. Waste Minimisation Working Party Report
Stuart Hylton, Council’s Waste Advisor, reports:
Introduction The purpose of this report is to update the Committee on the activities of the Waste Minimisation Working Party (WMWP) and to receive unconfirmed minutes from the WMWP meeting held on 24 May 2017.
Background The WMWP is set up to oversee Council’s Waste Management and Minimisation activity and generally give effect to Council’s Waste Management Plan.
The WMWP is chaired by Cr Rob Vinsen and has a membership of Cr Josh Chandulal- Mackay, Cr Alan Taylor, Cr Hadleigh Reid, Cr Philippa Baker-Hogan, Cr Charlie Anderson and Community Board Member Michael Dick.
Working Party Minutes
Minutes from the WMWP meeting held on 24 May 2017 are attached. (Ref C)
Key matters discussed at the meeting included: Ranana Recycling Proposal The Working Party heard about a possible recycling service on the River Road based at Ranana. A presentation will be made at the next WMWP meeting. WRCB item on Rural Recycling The item that was considered at the last Wanganui Rural Community Board (RCB) meeting was tabled and discussed. It was agreed that a paper needs to be developed through this working party and then on to Council, looking at Council’s options to introduce a rate funded kerbside waste and recycling collection service for Whanganui. Pare Kore Pare Kore Marae Incorporated (Waste Free Marae) have informally approached Council to partner in extending a ‘Pare Kore’ Marae programme through various marae in this region. A formal presentation from the Trust is likely at the WMWP’s next meeting. Activity Overview The working party received information about key happenings within the waste management and minimisation activity of Council including: Baby Car Seat Recycling: Soon to be introduced at the Resource Recovery Centre. Composting: Discussing local composting issues and opportunities. Hazardous Waste Drop Off Facilities: About to be introduced at the Resource Recovery Centre. Whanganui Resource Recovery Centre Trust (WRRCT) Performance and Planning: The Trust has produced a strategic plan as well as accumulating three years’ worth of performance statistics.
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Website Redevelopment: Work continues on a project to update WRRCT, Sustainable Whanganui Trust and Council’s (waste activity) websites so that they are up to date, relevant, linked and user friendly. Waste Management and Minimisation Plan 2015 – monitoring of plans’ goals The Working Party received and discussed a table detailing current progress against the WMMP’s actions and targets. Paper 4 Trees – request for extra funding The Committee received and approved a request from Environmental Education and Resource Sustainability Trust for an extra $2,640 from the Waste Levy Fund to prop up the ‘Paper 4 Trees’ programme in Whanganui. Waste Levy Fund Applications – x 2 The WMWP received, heard from and determined the following two waste levy fund applications: Application A: Sustainable Whanganui Trust (SWT) Plastic Bag Free Whanganui under the umbrella of Sustainable Whanganui Trust, sought $6,920 to fund a feasibility study to produce 300 reusable cloth bags to distribute to the community to use for supermarket shopping purposes instead of plastic bags. The application was declined. Application B: Whanganui Resource Recovery Centre Trust (WRRCT) The WRRCT made application to Council’s Waste Fund for $50,000 to make upgrades to the greenwaste drop off area at the Centre. Currently the area is poorly drained, muddy and increasingly dangerous and impractical to use. The application was approved.
Strategic context The guiding principles for this activity are driven by Council’s Waste Management and Minimisation Plan 2015. These are reflected in the Working Party’s Terms of Reference.
Factors to consider Financial considerations Nil
Legal compliance Council’s statutory compliance for this activity is governed by the Waste Minimisation Act 2008 which specifies that territorial authorities must promote effective and efficient waste management and minimisation within its district in accordance with its developed Waste Management and Minimisation Plan 2015.
Policy implications The issues and services covered in this report are in compliance with Council’s Waste Management and Minimisation Plan 2015.
Risks There are no obvious potential strategic or operational risks associated with the recommendations contained within this item.
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Significance In terms of the Significance and Engagement Policy, the recommended decision is not significant.
Engagement Nil
Assessment of options No options to be discussed with this report.
Conclusion The Waste Minimisation Working Party (WMWP) met on 24 May 2017 and its unconfirmed minutes are attached for the Committee’s/Council’s information. There are no matters from that meeting that requires Council’s further consideration or resolution.”
References – Agenda Attachments C Unconfirmed minutes of the Waste Minimisation Working Party meeting held on 24 May 2017.
Discussion Stuart Hylton, Council’s Waste Advisor, and Cr Rob Vinsen, Chair, Waste Minimisation Working Party, presented the Waste Minimisation Working Party’s (WMWP) report. Cr Vinsen highlighted that there was currently no composting operation in Whanganui and extended an invitation to Councillors to join the Working Party on a field trip to Palmerston North to visit a wind row composting site. The trip will also include stops at Bonny Glenn’s state-of-the-art landfill and the Palmerston North City Council Resource Recovery Centre. The visit will be hosted by Palmerston North City Council on 30 June 2017.
Mayor McDouall withdrew from the following part of the discussion.
In response to a question, Cr Vinsen advised that Plastic Bag Free Whanganui’s application to the WMWP was for a different proposal than that presented to the Council’s Annual Plan submissions. This application was for the sewing/production of non-plastic shopping bags and had been initially declined on the basis of a poor cost- benefit analysis.
Significance of decision – In terms of the Significance and Engagement Policy 2014, the decision is not significant.
Committee’s Resolution Proposed by Cr Craig, seconded by Cr Duncan:
8.1 THAT the information is noted.
8.2 THAT the unconfirmed minutes from the Waste Minimisation Working Party meeting held on 24 May 2017 are received. CARRIED
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9. Waste Management and Minimisation Plan 2015 – Monitoring of Plans, Goals and Actions.
Stuart Hylton, Council’s Waste Advisor, reports:
Introduction The purpose of this report is to update Council on its progress against the goals and actions identified within its Waste Management and Minimisation Plan 2015.
Background The Wanganui District Council Waste Management and Minimisation Plan 2015 (WMMP) documents the objectives and actions intended by Council to achieve effective management and minimisation of solid waste in our district. The WMMP also details funding rationale for Council waste services and where Council’s waste levy funding will be spent.
At the heart of this Plan is a continued approach to partnering with like-minded groups and organisations to deliver sustainable waste minimisation services. The flagship for a number of these services is the Whanganui Resource Recovery Centre (WRRC), a critical capital venture which emanated from the 2009 WMMP.
The Waste Management & Minimisation Plan 2015 (the plan) envisions:
“A district that strives to be leading edge through innovative partnerships to value resources and eliminate waste”
It sets six (6) key objectives to drive our Council and community towards our waste minimisation vision.
To educate the community and organisations to reduce waste and improve efficiency of resources.
To find better ways to recover, re-use and recycle resources.
To deliver waste and waste minimisation services more efficiently where required.
To support waste minimisation initiatives in the community.
To improve reliability and completeness of waste data collected to enable the setting of future targets, plans and services.
To be in a position to take best advantage of mandatory and voluntary producer responsibility schemes.
The Plan has an action plan which details the objectives, actions and supporting targets specifying how the vision will be achieved.
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The Waste Minimisation Working Party at its last meeting held on 24 May 2017, received and discussed a report showing Council’s progress to date against the WMMP’s action plan. (Ref D)
It is the intention that this type of progress report is presented through the Waste Minimisation Working Party to Council at least annually.
Progress Report Findings The progress report shows a pleasing overall completion rate with 14 of the 19 stated actions within the Plan being either completed or partially completed. This includes good progress with increased volumes and types of products being recycled through the Resource Recovery Centre and progress in the number of events in Whanganui that include recycling facilities.
Key matters still to be progressed are the investigation into the need for a Waste Bylaw and a report to Council on a possible rate funded kerbside refuse and recycling collection service. Both of these actions will be worked up over the next twelve months and then progressed through the Waste Minimisation Working Party before coming to Council.
Strategic context Council’s WMMP 2015 sets Council’s strategic direction in terms of its waste management and minimisation services. The WMMP is a statutory document made pursuant to the Waste Minimisation Act 2008 and is audited by the Ministry for the Environment before being adopted. Funding received from the Ministry for the Environment derived from landfill disposal levies, must be used by Council in accordance with the goals of its WMMP. A WMMP is normally reviewed every five years.
Factors to consider Financial considerations The delivery of services in accordance with the WMMP is undertaken within Council’s annual budget for this activity along with Waste Levy Funding received from the Ministry for the Environment which is approximately $140,000 per year.
Legal compliance Council’s statutory compliance for this activity is governed by the Waste Minimisation Act 2008 which specifies that territorial authorities must promote effective and efficient waste management and minimisation within its district in accordance with its developed Waste Management and Minimisation Plan 2015.
Policy implications One of the purposes of reviewing progress against Council’s WMMP, is to identify policy issues that need to be addressed at the time of any WMMP review. Council, and the activity, also need to be responsive enough to any new needs or cessation of any services that are not delivering desired outcomes.
Risks There are no obvious potential strategic or operational risks associated with the recommendations contained within this item.
Property and Community Services Committee 20 June 2017
Significance In terms of the Significance and Engagement Policy, the recommended decision is not significant.
Engagement This report was considered by Council’s Waste Minimisation Working Party at its last meeting held on 24 May 2017 prior to coming to this Committee.
Assessment of options No options to be discussed with this report.
Conclusion Council’s Waste Management and Minimisation Plan 2015 has a number of goals and actions to give effect to this activities strategic direction. This report details Council progress to date.”
References – Agenda Attachments D Report showing Council’s progress to date against actions contained in its Waste Management and Minimisation Plan 2015.
Discussion Stuart Hylton, Council’s Waste Advisor, introduced his report, advising that one of the Waste Minimisation Working Party’s (WMWP) goals is to promote and monitor the Council’s Waste Management and Minimisation Plan 2015 (the ‘Plan’). This report provided the Committee with an update on how Council is tracking against the goals in the Plan.
The Committee was pleased to note that 14 out of 19 stated actions within the Plan had been completed or were well underway. In regard to the target to decrease waste to landfill by 50% by 2025, Mr Hylton acknowledged there were some problems with baseline and progress data collection. The landfill is privately owned and although it does collect broad figures on waste tonnages, it does not provide data on exactly where the waste is coming from. The Committee noted this would make reporting on this target difficult, but was encouraged that attempts were being made to provide accurate monitoring against the Plan.
It was also noted that the Whanganui Resource Recovery Centre Trust (WRRCT) would like to present its Strategic Plan and a performance report to a future Property and Community Services Committee meeting. ACTION: Stuart Hylton
Significance of decision – In terms of the Significance and Engagement Policy 2014, the decision is not significant.
Committee’s Resolution Proposed by Cr Craig, seconded by Mayor McDouall:
9.1 THAT the information is noted. CARRIED
Property and Community Services Committee 20 June 2017
MOTION TO EXCLUDE THE PUBLIC Proposed by Cr Craig, seconded by Cr Reid:
THAT the public is excluded from the following parts of the proceedings of this meeting.
Ground(s) under General Subject of Reason for passing this section 48(1) for the Item No each matter to be resolution in relation passing of this considered to each matter resolution 10. Actions Arising from Proposed Sale of Good reason to Section 48(1)(a) Previous Minutes Harbour withhold exists under (Confidential) Endowment Land. section 7
This resolution is made in reliance on section 48(1) (a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as follows:
10. Actions Arising from Protection of commercial and industrial Section 7(2)(i) Previous Minutes negotiations (Confidential) CARRIED
Property and Community Services Committee 20 June 2017
MOTION TO REOPEN THE MEETING TO THE PUBLIC Proposed by Cr Taylor, seconded by Mayor McDouall:
THAT the meeting is reopened to the public and the preamble, discussion and recommendations associated with Item 10. Actions Arising from Previous Meetings (Confidential) remain confidential. CARRIED
The meeting was closed at 3.35pm.
CONFIRMATION OF MINUTES
The minutes of the Meeting of the Property and Community Services Committee held on 20 June 20176 were confirmed at the meeting of Property and Community Services Committee held on 1 August 2017.
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Property and Community Services Committee 20 June 2017